THE BOARD OF
COUNTY COMMISSIONERS
DURHAM, NORTH
CAROLINA
Wednesday, January 4, 2006
2:30 P.M. Worksession
AGENDA
1. Citizen Comments
10
min.
- Mr.
Ralph McKinney Jr. has requested time on the agenda to speak to the Commissioners about various issues.
2. Keep
Durham
Beautiful (KDB) Quarterly Progress Update
10
min.
At a regular meeting of the Board of
County Commissioners
on September 26, 2005, the Board entered into an interlocal agreement with Keep
Durham Beautiful (KDB), a nonprofit organization, and agreed to fund $19,336.16
or 25% of the total program cost for Fiscal Year 2005-06. The City of Durham has agreed to fund $77,344.64 or the
remaining 75% of the annual program cost.
With approval of the interlocal
agreement, the Board requested that a representative of KDB provide the Board
with quarterly progress updates on specific KDB initiates and quarterly budget
expenditures.
Dorothea Pierce, Program Coordinator,
KDB, will provide the Board with the quarterly progress update for October
through December, 2005.
3. DSS Work First Program Staff Recognition
10
min.
The Board
of County Commissioners
is requested to recognize the performance of the Work First Program within the
Department of Social Services. With
changes in the Program, the State of North
Carolina identified performance goals for each county
to indicate its performance. Originally,
the state used a report card to inform counties of how efficient they were in
meeting the goals. The state then moved
to an annual performance report. Since
1997, Durham County DSS has
performed well in meeting its goals.
Over time, the goals measured by the state have changed. The goals measured by the state for Fiscal
Year 2004-2005 were: 1) the number of
adults entering employment; 2) the number remaining off Work First; 3) the
number receiving Benefit Diversion Assistance; 4) the number receiving Employment
Services; 5) meeting 50% All-Parent Participation Rate; 6) meeting 90%
Two-Parent Participation Rate; and 7) the number employed six months after
leaving the Work First Program.
The
Department requests that the Durham County
Commissioners recognize Work First
staff members within the Durham County
Department of Social Services. The
agency met all of the Work First goals set aside by the State Division of
Social Services and exceeded in seven of the eight measured areas. Durham
was one of only five counties in the state to meet all of its state goals.
County Manager’s Recommendation: The Manager recommends that the
Board receive the presentation and recognize Work First staff members for their
outstanding performance.
4. Capital
Project Amendment No. 06CPA000006—Durham
Public Schools 2001 & 2003 General Obligation Bond Project Adjustments
10
min.
On October
27, 2005 and December 15, 2005, Durham Public Schools Board of Education
approved several changes to the project funding levels in the 2001 and 2003
school bond referenda. Approval of four
actions is required: for the 2003 General Obligation Bond funds—1) redistribute
Phase I funds due to completed work ($367,129) to two existing projects; 2) approve the initial distribution of Phase
II funds; 3) approve several adjustments to overall planning budgets; and for
the 2001 General Obligation Bond funds—4) close four complete projects and
reallocate funds to four new projects ($583,455).
Capital
Project Ordinance Amendment No. 06CPA000006 will transfer $367,129 in unused
2003 General Obligation Bond funding from several completed school capital
projects to two uncompleted school capital projects, and transfer $583,455 in
unused 2001 General Obligation Bond funding from four completed projects to
four new school capital projects. The
four new capital projects being created are: Durham School of the Arts—gym roof & windows
project ($125,000); Jordan High—Auditorium project ($225,000); Northern
High—HVAC upgrades project ($177,830); and Jordan High—HVAC upgrades project
($55,625).
County Manager’s Recommendation: The Manager recommends that the
Board receive the presentation and if appropriate, place on the January 9, 2006
consent agenda.
5. Capital Project Amendment No. 06CPA000007—Durham Public Schools
(DPS) Applications to the Public School Building Capital Fund
10
min.
On October
27, 2005, Durham Public Schools Board of Education approved two applications to
the Public School Building Capital Fund.
Each project uses local capital funds to match state funds to finance
these crucial projects. The projects
are: Durham School of the Arts gym roof & windows project and Northern High
School chiller replacement project.
Capital Project
Amendment No. 06CPA000007 will appropriate Public School Building Capital Fund
funds to the Durham School of the Arts Gym roof & windows project
($375,000) and a new project—Northern High School chiller replacement project
($270,000).
County Manager’s Recommendation: The Manager recommends that the
Board receive the presentation and if appropriate, place on the January 9, 2006
consent agenda.
6. School Capacity Numbers for 2005/06
20
min.
With the 2005/06 school year, Durham Public Schools reported a
greater increase in school enrollment than has been experienced in recent
years, with the equivalent of nearly a full school’s capacity having been added
to the system in one year after several years of virtually flat growth. The
enrollment figures continue to indicate that capacity is available at all
levels, though capacity in the middle schools continues to be the area of
greatest concern, with capacity in high schools rapidly becoming a concern as
well. Based upon published
reports from this fall, the Board of Commissioners
requested an update on the status of school capacity using the new 20th-day
enrollment figures. No action is
required. The material is for
information only.
7. New Voting System for Durham County
Board of Elections
30
min.
The Board
of Elections is requesting to purchase of the M100 optical scan voting system
AND the iVotronic touch screen voting system from Elections Systems and
Software. The purchase is contingent
upon receipt of grant funding from the State Board of Elections to cover the
cost.
County Manager’s Recommendation: The Manager recommends that the
Board receive the presentation and if appropriate, place on the January 9, 2006
consent agenda.
8. Capital
Project Amendment No. 06CPA000008—Upgrade of Durham Public Library’s Automated Library Systems
10
min.
The
Durham County Library has used an
automated library system provided and supported by the Dynix Corporation since
May 1987. Dynix merged with Sirsi
library systems in 2005. SirsiDynix has
continued to support the Durham County
Library and offer solutions that are among the best in the market. Its software is currently used in Wake,
Greensboro, Asheville-Buncombe, High Point, and Charlotte-Mecklenburg library systems.
The
current version of Durham County’s
Dynix Automated Library System software was installed in 1999. Both the computer equipment and the software
are past their useful life and are increasingly at risk. In addition, an upgrade to the core system is
required to support the new capabilities planned at the Regional Libraries
opening in 2006. Those capabilities
include RFID (Radio Frequency IDentification) collection
management, self-checkout, and theft control.
The library technology and automation
team has evaluated alternatives and, in partnership with Durham County’s Information Technology staff, has developed
a plan to complete a timely implementation of the new system to support the
opening of the East Regional Library this spring.
Due to
compatibility with the current system and to minimize training costs,
installation, data conversion, and taking into account the available timeframe,
the Library Department requests the Board’s approval to sole-source the
purchase of the SirsiDynix Horizon Public Library Suite allowed under the
provisions of NCGS 143-129(e)(6). The
cost of this project will be $274,500, including computer hardware, software,
and installation. An additional need exists
for $12,000 to complete computer upgrading
in the Northern and Eastern regional
libraries in order to use the new program.
Funding for this project ins already appropriated
in the ……… budget. (see Pam Meyer for where)
The money for the
library equipment and furnishings for the new Northern and Eastern regional
libraries, as well as the money to build the Northern Library,
was included in the 2002A $11,050,000 two-thirds General Obligation Bonds. The amount included for the libraries was $5,140,000. The remainder of the monies in the bond was
for other public buildings. Approximately
$300,000 is left over from completed projects in the other
public buildings portion of the two-thirds bonds; therefore, it
is requested that $286,500 be re-designated
in 2002A two-thirds bonds from the
other Public Buildings to Library Facilities. The transfer of these
funds is effectuated by the budget amendments.
(This agenda item has been
reviewed and approved by the Purchasing Division.)
9. Document
Management/Imaging Vendor Contract
20
min.
The Board
of Commissioners approved the
Department of Social Services’ contract award to OneSource for the Document
Management/Imaging project in May 2005. Staff
has updated and
scaled-back the project to allow for a more controlled rollout that will not be
as quick or as big in scope as originally planned. This will allow the department to pilot new
technology gradually so it will not experience one big system change with wide
impact. It is hopeful that this approach
will result in a smooth transition, allowing staff to develop a comfort level
and expertise in the technology.
The focus of the initial pilots will be:
1.
Scanning
and indexing current and historical HIPAA Notices of Privacy Practices,
including the use of electronic signatures on HIPAA Notices. This process will be similar to signing
electronic notices for HIPAA at local pharmacies.
2.
Scanning
and indexing “loose filing” in the Document Processing Center. This will allow staff to look up loose filing
that has been indexed to an individual client record, rather than searching
through piles of paper.
3.
Scanning
and indexing vendor contracts in Accounting.
4.
Scanning
and indexing DACCA Day Care Provider Contracts maintained by DACCA.
5.
Scanning
common client documents at Reception, including Social Security Cards, picture
IDs, and birth certificates. These
documents will be available on the computer for any staff member who interacts
with the client and the physical paper record will no longer be needed.
Staff anticipates that the rollout
of these projects will begin after January 1, with full implementation by June
30. This project will improve the way
DSS manages, stores, and retrieves paper information; will result in steps
toward space efficiencies and work force effectiveness planned in the new Human
Services Complex; and improve customer service.
The total cost for the scaled-back
contract is for an amount not to exceed $67,040. Funding for this project totaling $125,000
was approved in the FY06 DSS Budget to include hardware purchases. This item has been reviewed as to form and
approved by Purchasing and Legal Departments.
No additional County funding
is required.
10. Legislative
Agenda of Federal Programs
15
min.
A request was sent to all Durham County Department Heads in early October seeking
possible projects for federal earmarks in the upcoming federal budget
cycle. The eligible projects are short-term
in nature and require $500,000 or less to be completed.
The Board is asked to review a list
of projects submitted in the last funding cycle but eliminated in November’s
round of budget deliberations. In
addition, the Board is requested to offer other possible projects in order for
staff to meet the timelines for submission to Congressman David Price’s office.
Resource Person(s): Deborah
Craig-Ray, Assistant County Manager
11. Closed
Session
30
min.
The Board of Commissioners
is requested to adjourn to closed session to instruct staff concerning the
position to be taken in negotiating the material terms for the acquisition of
two real properties pursuant to G.S. § 143-318.11(a)(5). The two properties are: 247 S. Mangum owned by AREC 3, LLC (U-Haul
Real Estate Company) and 306 S. Roxboro Street owned by Scarborough and Hargett
Funeral Home.
