SUMMARY MINUTES OF A WORK SESSION

OF THE CHAPEL HILL TOWN COUNCIL

WEDNESDAY, FEBRUARY 25, 2004, AT 4:00 P.M.

Mayor Kevin Foy called the meeting to order at 4:00 p.m.

Council members present were Ed Harrison, Cam Hill, Mark Kleinschmidt, Bill Strom, Dorothy Verkerk, Edith Wiggins, and Jim Ward.

Council Member Sally Greene was absent, excused.

Staff members present were Town Manager Cal Horton, Deputy Town Manager Florentine Miller, Assistant Town Manager Bruce Heflin, Town Attorney Ralph Karpinos, Interim Finance Director Kay Johnson, Parking Services Superintendent Brenda Jones, Information Technology Director Bob Avery, Police Chief Gregg Jarvies, Fire Chief Dan Jones, Inspections Director Lance Norris, and Acting Town Clerk Sandy Cook.

Mr. Horton explained that he had been working with department heads to review proposals that they would present directly to the Council tonight. Town Clerk Joyce Smith was ill, he said, so her presentation (Item 6) would be rescheduled to February 27.  Mr. Horton reminded Council members that he would present a complete budget at a later date.

Item 1 - Finance Department

Mr. Horton introduced Interim Finance Director Kay Johnson to make the Department’s presentation.  He pointed out that the Finance Department now included Parking Operations. Ms. Johnson said that the Finance Department had been served well by the guidance it had received from the Council, balanced proposals for debt financing, and a solid fund balance.  These, together with careful planning, had enabled the Town to maintain its AAA Moody's rating and its Standard & Poor's Aa+, she said.  Ms. Johnson thanked the Council for the sound policies that had brought the Town to this point.

Ms. Johnson listed some of the Department's accomplishments.  She discussed purchasing cards and online procurement. The Department had received the Government Finance Officer's Association Distinguished Budget Award for 2003-2004, she said, as well as some extremely favorable comments about the Town's manner of presenting its Capital Program.   Ms. Johnson noted that Chapel Hill had received a Certificate of Achievement for Excellence in Financial Reporting.  The Finance Department had adapted the Town's financial reporting for new Government Accounting Standard Board (GASB) 34 requirements, she said.  Ms. Johnson explained that the Department had eliminated portions of two positions and hired an additional accountant.

Ms. Johnson outlined her budget request of $960,000.  This included increases for property tax collection, banking services, financial hardware and software support, and training.

Mayor pro tem Wiggins asked Ms. Johnson to approximate how the $960,000 would be broken down among the four areas.  Ms. Johnson replied that she could not do so at this time because staff members who do the budget in one season are the same who do accounting in a different season.  When she breaks it down in terms of purchasing, finance, budgeting and accounting, she explained, there are crossovers in staff, except for the purchasing division.  Mayor pro tem Wiggins expressed confusion over the answer.

Mayor Foy pointed out that Ms. Johnson was requesting an additional $30,000, which would raise last year's $930,000 budget to $960,000.  He verified with Ms. Johnson that a $4,000 increase to Orange County and an increase in banking services and fees made up the bulk of the $30,000 increase.

Mayor Foy clarified that a line such as the $688,000 for personnel does not include any increase that the Council might provide this year.  Mr. Horton pointed out that it did not include the cost of additional positions or new programs, either.  This was not his budget recommendation, he pointed out, since he is still working through that process. His budget recommendation might be different from the numbers presented tonight, Mr. Horton said.

Mayor Foy determined that the Mr. Horton would submit his recommended budget in April.

Mayor pro tem Wiggins verified that Mr. Horton would provide an explanation if his budget differed from Ms. Johnson's. 

Ms. Johnson proposed putting more of the Town's financial information online.  She expressed support for the webmaster position that the Information Technology Department had requested.  Ms. Johnson mentioned a program that would enable the Town to accept credit card payments from citizens for fees.

Council Member Strom commented that if this idea were accepted and came back to the Council he would like careful attention given to negotiating a deal that would have the lowest fee and interest rate.  Ms. Johnson replied that the staff had done so with the parking program and would do so for the Town as a whole, perhaps using what that the State had offered as a “piggyback” program.  The absolute amount of the Town's fees was not great, she said, but fees from a bank on the open market would be quite high.

Council Member Strom determined from Ms. Johnson that the fees were approximately 2% under the program the Town was using through the State.  Council Member Strom mentioned the $17,000 cost to establish the program.  Ms. Johnson said that the staff was proposing using telephone lines, because they are less expensive, and using adequate but not fancy hardware.  She also mentioned including the Town's estimation of what the 2% charge would be if approximately 20% of charges came to the Town through this system.  The Town had been advised that this was a reasonable number to expect to come in at the start, Ms. Johnson said. Council Member Strom verified that the $17,000 figure had the 2% fee imbedded into it.  He suggested that the Council and staff discuss whether the fee should go on the user or Town side when this item comes back.

Council Member Harrison commented that a number of local governments used credit cards and had done so for a number of years.  Ms. Johnson told Council members that the State had solicited bids and had awarded the credit card contract to Wachovia, which had then passed the program on to Sun Trust.

Council Member Ward recommended moving in the direction of a system in which the user pays for the extra cost.

Mayor Foy pointed out, though, that this service would facilitate citizens' interaction with the Town.  It might be unfair for those who pay by check to have to absorb part of the Town's banking fees, he said.  Mayor Foy noted that there could be benefits to the staff to having citizens use credit cards.  He did not agree that those who use credit cards should pay more, he said.

Council Member Ward replied that he was merely leaning toward trying to recoup at least part of the cost.  He asked for more information on the ramifications of charging the user.  Mr. Horton commented that the cost of processing paper was included in overall costs regardless of how the transaction was made.  The Town does not give those who pay in cash a discount, he said, and it does not charge those who pay by check an extra fee.  Mr. Horton stated that the Town probably would spread the cost into an overall program as they do with the cost of processing checks.  He agreed, though, to bring back a more thorough answer.

Council Member Hill pointed out that being able to pay by credit card would be for the convenience of citizens, in this case. 

Mr. Horton explained that Parking Services had become part of the Finance Department in November 2003, and it had been a smooth transition.  The Town already was seeing stronger analytical support for the Parking operation, he said.

Ms. Johnson said that the Parking Services Division's major accomplishments this year included extending hours for parking, reducing congestion for late night establishment patrons, installing automatic pay stations in Parking Lot 5, using digital cameras for proof of parking violations, and being able to receive credit card payment for fines at Lot 5.  The basic budget for off-street parking is $1,264,000, she said, is $623,000 for on-street parking.  There was an overall decrease of 2% for the two combined, she explained, due in part to the loss of revenues from FGI.

Ms. Johnson stated that the primary area in need of improvement was maintenance for the deck.  Public Works had estimated a cost of approximately $76,000 for that, she said.

Mayor pro tem Wiggins asked what kind of accidents were due to the Town's poor maintenance.  Parking Services Superintendent Brenda Jones explained that water had leaked from the upper deck and dripped onto cars below.  Mr. Horton said that this had created spots on cars and the Town had been required to pay for repainting.

Ms. Johnson listed projections of revenues from various lots, noting that the deck itself does not bring in enough revenue to cover operating costs, the cost of debt, and the cost of maintenance.  That needs to be supplemented by revenues from at least another lot, she said.

Mayor Foy asked if the debt would be paid off in 2011.  Ms. Johnson replied that the Town had refinanced Certificates of Participation in July 2003 for 20 years. Two possible additions to the Parking Services budget would be the conversion of Lot 3 from meters to pay stations ($16,000) and a coin counting room ($95,000), Ms. Johnson said.

Council Member Strom inquired about the possibility of more closely aligning the hours of operation for Lot 3 with its use.  Mr. Horton pointed out that there was substantial use of Lot 3 during evening hours.  He agreed that it would be reasonable to charge for that.

Council Member Strom confirmed that such a proposal would be in the Manager's recommendation.

Mayor Foy asked where the counting room would be. Ms. Johnson replied that it was proposed to go near the current office alongside the deck.  Mayor Foy verified that this was part of the air well that had been built into the Wallace Parking Deck.  Mr. Horton expressed concern about cost and reservations about tinkering with the design.  He would explore other options and bring the Council a proposal for any design change that he might recommend, Mr. Horton said.

Council Member Ward verified that security would be no more of an issue than it is at the present location.  The Town does not keep much money there at any given time, Mr. Horton explained. 

Council Member Harrison inquired about the hours that spaces were available in Lots 3 and 5.  Ms. Johnson replied that both had fairly heavy evening traffic.

Council Member Strom asked about cut-off hours.  Ms. Jones replied that it was 6:00 p.m. and 8:00 p.m., in Lots 3 and 5 respectively.  The staff had increased the hours in Lot 5 in November, she said, when pay stations were installed.  Mr. Horton pointed out that the Council had authorized that as part of the change. Council Member Harrison verified that lot spaces can be reserved for special events.

Mayor Foy asked why the staff was recommending a change for Lot 3 but not for Lot 2.  Mr. Horton replied that turnover at Lot 2 was so great it could afford a staff person.  There is greater security and more business can be done with a staff person at the lot, he pointed out.

Council Member Hill asked what enforcement mechanisms had caused people to pay at stations or meters after hours.  Ms. Jones replied that it was the honor system now but that a position had been approved for later on.  Council Member Hill asked how the coins were counted, and Ms. Jones replied that a machine sorted them.  Mr. Horton commented that coins were counted in a controlled access area, which was videotaped.

Council Member Strom ascertained from Ms. Jones that the smart cards were coming along.  Council Member Kleinschmidt said he was pleased about the pay station at Lot 3, which was a perfect location for one.

Item 2 - Information Technology Department

Information Technology Director Bob Avery outlined the Department's mission.  He listed the key services (computer systems, network services, telephone services, database services, web services, user support) and described each one in detail.  Mr. Avery said that database services and helpdesk support were going well, as was software licensing. The Town plans to go forward with the software licensing program that the State has put in place, he said.  Mr. Avery mentioned problems with the Town's website and outlined plans to improve it.  He mentioned the possibility of converting to a web-based interface that would give employees and citizens access to more information online.  The wide area network and mapping services need improvement, he said, and he discussed various plans and ideas for improving both if funding were available.

Mr. Avery said that the IT Department was also working on document sharing, project management, and web publishing.  He showed what could be done with those capabilities.  The Town needs computer maintenance support as well as support and training for office applications, he pointed out.  Mr. Avery told Council members that wireless Ethernet, open source software, mobile data access, and voice over internet protocol were all "on the horizon."  He requested three additional full-time employees.  These include a web applications programmer, a computer maintenance and support person, and a geographic information services developer.  In addition, it might be wise to invest in a consultant for the fiber cable project at some point, Mr. Avery said. 

Council Member Harrison asked Mr. Avery if he had seen others in North Carolina doing traffic signal system upgrades which included the addition of fiber optic technology.  Mr. Avery replied that Fayetteville had done so.  He would like to visit a couple of locations to see what they had done and how they had done it, he said.  Mr. Avery added that NCDOT had indicated that it would share the details of how their system works.  The Town can learn about cooperative efforts that they have done in other places, he said.

Mr. Horton added that Town Engineering Director George Small had received indications from District Engineer Mike Miles that NCDOT no longer believes that there's a need for a feasibility study.  NCDOT would be supportive of moving ahead with the signal system upgrade based on its inclusion in the Transportation Improvement Program at an early time, he said.  Mr. Horton noted that this positions Council members who work on the Transportation Advisory Committee to help the Town move that project higher on the list.  He had directed Transportation Planner David Bonk, who is a member of the Technical Coordinating Committee, to make sure that the rating of that project increases substantially even if the rating system has to change, he said.

Council Member Harrison noted that the hearing would be a week from tonight.  He expressed confidence that the Town would be vocal on that issue.  

Council Member Ward inquired about security systems for the Town's IT system, noting that there had been security issues at UNC.  Mr. Avery replied that the Town routinely and rigorously updates its Microsoft-based system.  He noted that the Town's system was smaller, more narrowly focused, and better controlled than UNC's system.  So, security issues were not quite the same, Mr. Avery noted.  Council Member Ward pointed out, though, that the downside of expanding the Town's system was that there would be more opportunity for corruption.  He recommended being proactive in this respect, but emphasized that he did not mean the Department was not already doing so.

Mayor Foy determined that most updates were done by visiting the sites rather than from a remote source. Mr. Avery remarked that they would like to do more of this remotely, however.  Mayor Foy determined that there were 375 desktop machines and that none of the Town's five IT personnel did support on a full time basis.

Item 3 - Police Department

Police Chief Gregg Jarvies said that the Department's revenues look stable and might be a bit higher this year than last.  But, it would be difficult to determine exact amounts until the federal government finishes their budget work, he said, since the Town depends on grants to supplement its operating budget.  Chief Jarvies stated that the Department would continue to aggressively pursue private and public grants, noting that they had received more than $350,000 in grant money for technology training and equipment acquisition. 

Chief Jarvies reported that the Police Department would partner with Cisco Systems on a project that will have $50,000-$60,000 worth of hardware dedicated to the Town.  Chapel Hill will then be able to establish an Intranet system that will connect all of the outlying substations to the network and enable downloading of crime analysis data directly to cars, he said. Chief Jarvies explained that the Chapel Hill Police Department would also receive $100,000 from the State to put cameras in police cars.  And, he added, they will receive about $300,000 from the School System for five school resource officers.

Chief Jarvies explained that the proposed operating budget would be about 2.1% above last year's.  This is about $26,000 higher, he said, due to the increasing cost of maintenance contracts, cost of recruitment efforts, and the increasing cost of being connected to the State's criminal information network. 

Chief Jarvies reported that major crimes had gone down by about 3% this year.  But there was an increasing trend for crimes committed by juveniles, with a 50% increase in the first six months of this fiscal year, he pointed out.  He said that major crime in Northside was down by 15%, but is still about twice what it is Town-wide.  Chief Jarvies reported that the Department had issued more than 1,500 traffic citations in the first six months of this fiscal year.  The number of accidents involving cyclists and pedestrians had dropped significantly, he said. 

Chief Jarvies stated that staffing was improving, with only four vacancies at the current time.  He said the Department was proud of its community outreach efforts and its Town revitalization endeavors.  The Youth Employment Program was a highlight of the year, he said.  Chief Jarvies noted that the number of participants had doubled this year and would increase to 30 in the summer of 2004.

Chief Jarvies' Add List included an administrative technical position, an ammunition budget, Downtown foot patrol officers, traffic unit staffing, an unfunded police officer, and a Project Turnaround secretary.

Mayor Foy inquired about the current Downtown coverage at night.  Chief Jarvies replied that he needed an additional two officers, for a total of four.

Chief Jarvies described his staff as a dedicated group, pointing out that all of them showed up for work during two recent storms.

Council Member Hill asked Chief Jarvies if he had given any thought to why breaking and entering crimes had increased.  Chief Jarvies expressed frustration over being unable to keep repeat offenders away from the scenes of the crime.  Break-ins are not, for the most part, treated seriously by the court system, he said.

Council Member Ward inquired about building renovations at Police Headquarters.  Chief Jarvies replied that they should be completed by April 1, 2004.  Council Member Ward asked about the connection between Project Turnaround and community work programs.  Chief Jarvies explained that they were separate programs with no direct connection.  Project Turnaround is non-violent first offenders who have been charged with substance abuse offenses, he said.  If they are successful in the 12-month program, then the courts expunge or drop the case against them, Chief Jarvies explained.

Council Member Strom congratulated Chief Jarvies on filling so many vacant positions.  And, he added, he was pleased to see the request for more Downtown foot patrol officers.  Council Member Strom asked for more information about the traffic unit staffing.  He wondered if there would be additional patrol on neighborhood streets where speeding has been a problem.  Chief Jarvies replied that having more police officers certainly would help.

Mayor Foy determined that most criminal cases go to Hillsborough, but traffic offenses go to Chapel Hill.  Chief Jarvies explained that efforts were being made to minimize the impact on officers by calling them into court at the time they are needed rather than having them sit in the courtroom all day.  But it still means that each traffic officer spends a couple of hours a week in court, he said.

Council Member Verkerk verified that Chief Jarvies had estimated a need for two traffic officers this year, and that this should have a significant impact on traffic safety.  She determined that there typically were two traffic officers on the day shift.  Council Member Verkerk determined with Chief Jarvies that electronic speed limit reminders do slow people down because it reminds them of how fast they are going.

Mayor pro tem Wiggins inquired about strategies for continuing to decrease the crime rate in the Northside neighborhood.  Chief Jarvies spoke about continuing outreach efforts, and noted that the Department is getting more information from the neighborhood.  He commented on the fine line between good police enforcement and harassment when police monitor a neighborhood.  There still were many vacant houses at Northside that are crime-ridden, Chief Jarvies said.  The Town needs to work on the housing stock and lighting.  And just running people into and out of the court system, again and again, is not the answer, he said.

Mayor pro tem Wiggins asked if the Police Department had a plan for better lighting at Northside. Chief Jarvies replied that there was a plan for revitalizing structures and getting parked cars out of front yards.  But there was not yet one for lighting, he said.

Mayor pro tem Wiggins asked what the Department's typical response is when students have a party at Northside and hundreds of people spill out into the street.  What does the Police Department do when there is the smell of drugs in the air and the neighbors have called the Department to complain, she asked.  Chief Jarvies replied that, whether they get a call or find it on patrol, the patrol officers use whatever enforcement tools they have if the students refuse to get out of the street.  They might apprehend them for underage possession or consumption of alcohol, he said, and they immediately try to locate the owner.  If it is earlier in the evening, and there is no violation, then there is often not much the officers can do but wander through the crowd giving out a few citations, Chief Jarvies explained.  If it is 11:00 p.m. or later, officers use the Nuisance Ordinance and warn the owner to reduce the noise.  If the officers have to come back again, then they issue citations, he said, adding that they do not give second warnings.  Chief Jarvies stated that the Department also takes pictures and writes letters to parents and landlords.  Landlords have evicted a few tenants, he said.

Mayor pro tem Wiggins confirmed with Chief Jarvies that those kinds of activities had decreased by 6% in the first six months of this fiscal year.  But, she continued, she was asking about the big block parties.  Chief Jarvies replied that he had not seen a significant increase in those, but no decrease either.  Mayor pro tem Wiggins expressed frustration that the Town had not done whatever it takes to keep people from having such parties in Northside.  She had an "awful feeling," she said, that the Town would have found a way to stamp it out if it had been happening in some other part of Town.  Mayor pro tem Wiggins proposed that a stronger police presence and some consequences would eliminate this unsolved problem of disturbances in Northside early in the morning.

Chief Jarvies said the Department had two meetings in the past six weeks with a representative of the Dean of Students at UNC.  They had agreed to bring offenders to the honor court, or, at least, into the Dean's Office, he said.  Chief Jarvies described this as one of many steps being taken to address this problem.  Mr. Horton added that the Town might have to give this special attention just as it did a number of years ago to large, campus-wide parties with open beer on the street.  Mr. Horton made a commitment to work with Chief Jarvies to bring whatever resources were needed to address the problem.

Council Member Harrison expressed support for an increase in Downtown foot patrol.  He asked about the projected overhead costs of 41% more than last year due to special events, such as Halloween and Apple Chill.  Chief Jarvies replied that the increase primarily reflected overtime due to the growth of both events.  This had required more officers, who worked longer hours, and special types of equipment for traffic control, Chief Jarvies said.  Council Member Harrison asked if the increase in police officers would affect that.  Chief Jarvies replied that it would not affect special events.  But he hoped it would keep the regular overtime costs of about $80,000 down, he said. Council Member Harrison inquired about the cost of Town personnel for an event such as Apple Chill.  Chief Jarvies said that the cost for the Police Department was about $13,000 for Apple Chill and $86,000 for Halloween.

Council Member Kleinschmidt asked for further explanation of the projected 41% increase, given that staff had increased last year in anticipation of these special events.  Chief Jarvies explained that the figures he had presented in February 2003 for special event overtime had not been realistic.  And this budget still did not include funds for the possibility that Carolina goes to the Final Four, he said, noting that that would cost about $30,000.  But this was a realistic figure based on expenses from last year, he said.

Council Member Kleinschmidt asked if there was a standard for handgun replacement.  Chief Jarvies replied that 8-10 years was the maximum that manufacturers suggested.  But the Police Department had been careful about keeping weapons maintained, he said.  Council Member Kleinschmidt determined that Chief Jarvies attributed the decrease in bicycle and pedestrian accidents to outreach with UNC, high schools and elementary and middle schools.  Chief Jarvies proposed that some of it might be cyclical.  He added that Town discussions, such as the recent one about red light cameras, raise people's consciousness about traffic.  People are also more aware of other modes of transportation, Chief Jarvies said, and more are riding the bus.  Multiple factors have an impact on that, he pointed out.  Council Member Kleinschmidt verified that the Department was targeting intersections that might have problems.  He expressed support for an increase in traffic control and the additions to the Downtown patrols.

Council Member Ward noted that Northside was one of the projects identified for the Active Living By Design project.  He suggested that the Manager make sure that Chief Jarvies’ perception about better lighting at Northside be conveyed to Transportation Planner David Bonk and others who are working with that grant money.  Chief Jarvies pointed out that the Police Department works closely with Active Living By Design on such projects.

Mayor pro tem Wiggins commented that unmanned police cars with tinted windows were effective.  Chief Jarvies replied that it is somewhat labor intensive to run cars out and bring the driver back.  But it works, he said, and the Department tries to put one or two in problem areas every day.  Mayor pro tem Wiggins determined that older, spare cars were used.

Item 4 - Fire Department

Mr. Horton stated that Chief Jarvies and Fire Chief Dan Jones had been working together to find funding for an improved radio communications system.  They'd had a good response from the Metro Fire Chiefs Association and the Police Chiefs Association, and were working with the NC League of Municipalities and the Metropolitan Coalition to pursue grant funding of a Triangle-wide improved radio system, he said.  Mr. Horton expressed gratitude to Orange County for its support in determining the kind of system the Town needs to move toward and for getting grant money for studies that will help move the Town in that direction.

Shortly after 6:00 p.m., Mayor Foy explained that Council Members Ward and Strom had to leave for other meetings that would begin at 6:30 p.m.  Council Member Verkerk explained that she would soon have to leave as well.  She requested that Chief Jones contact her directly if there was anything in his presentation he wanted to emphasize.

Chief Jones clarified a couple of new services that he had included in his budget presentation.  The Homeland Security Preparedness Capabilities involves a wide range of things, from a decontamination trailer to FBI terrorism briefings, he said.  Chief Jones explained that the regional Urban Search and Rescue Team was designed to handle heavy rescue and major incident situations where buildings have collapsed and there is destruction over a wide area.  Chief Jones said the Department had been heavily involved in that over the last year.  The Rescue Team is being developed with Raleigh, Durham and Cary, he said, and they have 26 certified individuals in the Chapel Hill Fire Department.

Chief Jones explained that revenues were fairly static this year.  He expressed appreciation to the Council for raising the issue of State fire protection funds with the legislative delegation.  Chief Jones discussed the possibility of obtaining federal Fire Act grant money, but noted that the Bush administration had cut that by a third.

Chief Jones said that both the Urban Search and Rescue and the First Responder programs had been successful.  The Public Education program was becoming more popular, with 204 "contact events" so far this year, he said, and a 79% increase in demand for public service education over last year.

With regard to programs that could be improved, Chief Jones described a need for additional firefighters and personnel on fire trucks for emergency operations.  He explained that a "working structure" fire, which could be a single-family residence with two rooms on fire, ties up five of the community's six units.  This leaves one unit with three personnel to cover the entire community, he said, noting that there is mutual aid from other towns but that those firefighters do not know Chapel Hill well. 

Chief Jones explained that his proposed increase in staffing by 18 personnel, at a cost of about $900,000, would allow four units to cover a fire and leave two available for other emergencies.  He recommended six additional firefighters this year, at a cost of $309,000, with the rest to be phased in.  Chief Jones stated that "Safer Act," a federal bill that proposed 75,000 firefighters and had been authorized last year, did not receive an appropriation.  But it might help next year, he said. 

Mr. Horton added that the staff's lowest estimated increase in funding would be about $320,000 in fire protection funds.  He pointed out that this would pay for the six people.  Chief Jones noted that the highest level would be about $2.6 million, which would cover 16 firefighters and other expenses.  He was attempting to get the State to allow something in between, he said.

Chief Jones described a need for an interoperable radio system that would allow all regional agencies to switch to a common frequency. He expressed hope that some of the Homeland grant money could be applied to that.  Doing it on a regional scale might control some of the costs, he said, adding that there might also be an opportunity to partner with the State on such a system. 

Chief Jones mentioned the need for a pick-up tuck to haul other vehicles.  He requested a 14% increase due to overtime created by special events and weather events.  Chief Jones proposed reducing the level of retiring Chief Atwater's position from assistant chief to administrative captain.  This would provide an opportunity to hire a part-time receptionist clerk with the lapsed salary savings, he explained.

Council Member Hill inquired about false alarms.  Chief Jones said that about 42% of the total call volume was classified as false alarms even though some were good intent alarms and some were triggered by bad weather.  UNC had reduced their volume by improving the technology of their false alarm system, he pointed out. Council Member Hill noted that some university towns had begun to charge for those.  Chief Jones cautioned that some might disconnect their systems to avoid paying.

Council Member Hill asked if those on a fire truck that goes out for defibrillator calls know in advance that it's been called for a cardiac issue.  Chief Jones replied that sometimes they know and sometimes they don’t.  It depends on how much information the caller has been able to convey to the dispatcher, he said.  Council Member Hill wondered if that was an efficient use of a fire truck.  Chief Jones noted that it keeps trucks in service and that four or five people are needed to help with a cardiac arrest.  As soon as the County EMS unit arrives, they can leave to provide fire coverage, he said.

Council Member Kleinschmidt noted that Charlotte had begun charging for false alarms when they go over a certain number.  He wondered if Chief Jones had merely assumed that people would disconnect their system.  Chief Jones replied that he had been speaking from anecdotal experience from his previous position in Florida.  The Town does not get many repeats, he said, but he offered to see if there had been a study on the impact of charging.  Council Member Kleinschmidt replied, however, that he totally trusted the Chief's experience. 

Mr. Horton pointed out that most Town fire alarm systems were in institutional and commercial buildings.  But a larger number of burglar alarms are in residential properties, he said.  Mr. Horton explained that some elderly people on fixed incomes will not use their alarm systems if they think they will have to pay any penalties.  He proposed that the Town would be better off encouraging citizens to have those systems than discouraging them with penalties.  Mr. Horton offered, however, to examine the records for burglar and fire alarms to determine if there was a small percentage of egregious cases that deserve penalties.

Mayor pro tem Wiggins mentioned that she had fallen not too long ago and that the "highly skilled" First Responder team had come to her aid.  She asked if the Town had ever fined the fraternities that have initiated alarms and then bombarded firefighters with beer cans.  Chief Jones reported that there usually is one episode of that each year, during exam week. The Department does charge and does collect for that, he said.  Mayor pro tem Wiggins noted that she had raised this issue in the past and the staff had been reluctant to investigate it.  So at least we took one step tonight, she said to Council Members Hill and Kleinschmidt.  Mayor pro tem Wiggins thanked both Council members for bringing it up again.  Mr. Horton replied that he would investigate only the most egregious ones.  He had not changed his mind about the normal calls, he said.

Item 5 - Inspections Department

Inspections Director Lance Norris stated that this was the first year he had seen a possible decrease in revenue from building permits.  There had been an increase in 2002-2003 due to Meadowmont, Southern Village and the developments along Weaver Dairy Road, he said.

Mayor Foy verified that the spike in 1999 was due to more than 300 permits for Meadowmont.  He asked why the spike was sustained.  Mr. Norris replied that there were many single-family permits issued in 2002-2003.  Mayor Foy determined from Mr. Horton that the Town had raised fees and that the general level of activities had stayed about the same.  And Mr. Norris was projecting a decline for 2004-2005, Mr. Horton explained.  Mayor Foy determined that the fees were last adjusted in 1998-1999.  Mr. Horton added that a fee study since then had lead to the conclusion that there was no need to make an adjustment.

Mr. Norris noted that commercial permits had stayed constant in 2002-2003.  The Town had not issued any multi-family permits, but there were a number of single-family permits, many of which were based at Meadowmont, he said.  Mayor Foy verified that a building permit on Mr. Norris's chart included new construction only, not renovations.

Council Member Hill determined that this graph plotted the number of permits but not the number of units.

Mr. Norris said that health insurance had increased the budget, noting that several retirees were still being carried.  There is a 2.1% increase in the proposed operations budget for additional training for inspectors, he said.  Mr. Norris reported that enforcement was going well, and he noted a drop in complaints as compared to the previous fiscal year.  Ninety-seven percent of inspections are done within 24 hours of being requested, he said. Mr. Norris told Council members that the Department's rental licensing services had improved now that they have a database.  Also, a group of Public Administration students were studying the effects of rental licensing in Town, he said, adding that the study should be completed in May.

Mr. Norris said that the Department's goal was to lower its Insurance Services Department ISO rating from Class 4 to Class 3.  In order to do, he asked for a new position to administer residential and commercial plan reviews.  Mr. Norris explained that making a Class 3 rating would be beneficial to insurers because the better the rating the more benefits you get on a single-family home or a commercial building.

Council Member Hill commended the Department for doing a good job and for always being responsive over the years to anything he had asked as a citizen for them to do.

Mayor Foy verified that there were six certified field inspectors.  He clarified that the Class 3 rating was determined by how many inspections an individual should do and how many inspectors a department had.  It also reflects inspectors' education levels, certification numbers, and so forth, Mr. Norris said.

Mayor pro tem Wiggins praised the Department for being able to understand all kinds of human behaviors and for staying on task and remaining professional regardless of the pressures.

Mr. Horton noted that Mr. Norris had also been working with an apprentice.  Mr. Norris explained that the apprentice had been with the Department for two years, had passed the class, and was going out to the field.

Council Member Wiggins pointed out how much extra time Mr. Norris had devoted to that.  She wished that all department heads could find the time to do the same, she said, because it helps local young people who might not be headed for college to have a career with the Town.

Item 6 - Mayor and Town Council, Town Manager and Town Clerk

Item 6 was postponed to the February 27 Budget Work Session.

The meeting adjourned at 7:09 p.m.