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1993-11-04 Budget Work Session NEW HANOVER COUNTY BOARD OF COMMISSIONERS BUDGET WORK SESSION, NOVEMBER 4, 1993 BOOK 23 PAGE 803 ASSEMBLY The New Hanover County Board of Commissioners met in a Budget Work Session on Thursday, November 4, 1993, at 10:00 A.M. in the First Floor Assembly Room of the New Hanover County Administration Building, 320 Chestnut Street, Wilmington, North Carolina. Members present were: Commissioners Sandra Barone; WilliamA. Caster; William E. Sisson, Jr.; vice-Chairman E. L. Mathews, Jr.; Chairman Robert G. Greer; County Manager, Allen O'Neal; and Clerk to the Board, Lucie F. Harrell. Chairman Greer called the Budget Work Session to order. Announcement of Ribbon Cutting Ceremony for the River Road Park Assistant County Manager, Dave Weaver, reported the River Road Park is almost completed and inquired as to whether December 17, 1993, will be a convenient date for scheduling the Ribbon Cutting Ceremony. Also, included in this ceremony will be the opening of the Summer Rest Road access since both projects were funded with CAMA grants. Commissioner Sisson reported on a group of persons called the River Road Rangers, who carry firearms and present themselves as a patrol group. Concern was expressed for these people not being affiliated with the Sheriff's Department and problems that could be experienced at the new park. He requested Staff to check into this matter. County Manager O'Neal reported he would check into this matter and report back to the Board. Consensus: It was the consensus of the Board to schedule the Ribbon Cutting Ceremony for the River Road Park and opening of the Summer Rest Road access on December 17, 1993, at 10:00 A.M. Announcement of Date for Touring Gregory School as Requested by the Board of Education County Manager 0' Neal reported the Board of Education has invited the Commissioners to tour Gregory School on December 1, 1993. Consensus: After discussion, it was the consensus of the Board to schedule a tour of Gregory School on December 1, 1993, at 9:00 A.M. PRESENTATION OF FUNCTIONAL ANALYSIS OF HUMAN SERVICE DEPARTMENTS The Human Service Departments are as follows: Department of Aging Health Department Human Relations Department Human Services Transportation System Department of Social Services Southeastern Center Outside Agencies The majority of funds expended for human serVlces are in the Department of Social Services and the Health Department. In order to understand the services rendered by these departments, it is helpful to understand the following definitions: Enti tlement Programs: Services must be provided to all persons who are eligible to participate in the programs, such as the Medicaid Program. The level of funding is determined by proj ected needs and usages. The County is responsible under Federal Law to provide the amount of money required for the County match of all entitlement programs. Mandated Programs: No level of service is specified. The level of funding is determined by perceived needs, available resources, and community support. The County is responsible NEW HANOVER COUNTY BOARD OF COMMISSIONERS BUDGET WORK SESSION, NOVEMBER 4, 1993 BOOK 23 PAGE 804 under Federal and State law to provide funding for these programs. The County also contributes to the following human services outside agencies: Domestic violence; Elderhaus; Sickle Cell; Senior Citizens of Pleasure Island; Coastal Horizons; Community Penalties; The Child Advocacy Commission; Cape Fear Literacy Council; Wilmington Police Night Gym Program; Keys to Industrial Development; Veterans Council; United Cerebral Palsy; Youth Connection (Big Buddy and After School Enrichment Programs). These programs enhance the services being rendered by the Department of Social Services and Health Department. Typically the agencies provide a level of services more cost effective than could be provided by the County. County Manager O'Neal reported if the Board feels expenditures need to be cut in human services during the FY 1994-95 budgetary process, he would recommend reducing funding to these outside agencies because they are not entitlement or mandated programs. Discussion was held on the Human Services Allocation Advisory Committee (HSAAC). Budget Director, Cam McAbee, reported after discussion with members of the HSAAC, it was strongly felt that the budget recommendations prepared have been most beneficial to the Board of County Commissioners in making final funding decisions for outside agencies. Each outside agency is visited with a complete review of the program and quality of services being rendered. A tremendous amount of time is given by the members of the Committee and Administrative Staff of the Health Department, Southeastern Center, Department of Social Services and Budget Department. County Manager 0' Neal reported the advantage of having an outside group to review these agencies is that a more objective point of view is presented on the quality of services being rendered and resources available for rendering these services; however, Staff can perform these reviews. This is a time consuming process for the members of the HSAAC and County Staff. Also, if the group is eliminated, a community group will have to be appointed to review the Community Based Alternatives funding requests. Direction was requested from the Board as to whether this Committee should be continued. After discussion of the excellent job performed by this Committee, it was generally agreed to continue the Human Services Allocation Advisory Committee. Emphasis was also placed on the need for the Commissioners to accept the funding allocations as recommended by the Committee. County Manager O'Neal reported further discussion will be held on the Human Services Allocation Advisory Committee at the Budget Work Session scheduled for December 16, 1993. REVIEW OF PROGRAMS ADMINISTERED BY THE DEPARTMENT OF SOCIAL SERVICES A complete review of programs administered by the Department of Social Services was presented with figures reflecting the total budgets broken down into Federal, State, and County funding. County Manager O'Neal reported on his desire to cut the DSS Budget, but stated with mandates and entitlement programs, this is impossible. The County continues to work with the DSS Staff to control the operating costs as much as possible. Computer automation has been beneficial in processing the workload and the State-wide automation system will be even more helpful. With projected state-wide figures for Medicaid at over $3 billion and $450 million for Food Stamps, it is difficult to control the budget for the Department of Social Services. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BUDGET WORK SESSION, NOVEMBER 4, 1993 BOOK 23 PAGE 805 REVIEW OF PROGRAM ADMINISTERED BY THE HEALTH DEPARTMENT A complete review of programs administered by the Health Department was presented with figures reflecting programs that are funded 100% by other sources; programs that require a County match; non-mandated programs; and programs funded 100% by the County. County Manager 0' Neal commented on providing health care services to non-county residents and reported safeguards have been implemented to reduce the number of non-county residents being served. Chairman Greer commented on the Home Health Care Program, which pays for itself, and complimented the Health Department for the efficient manner in which this program is operated and the quality of services being provided to the community. REVIEW OF OTHER HUMAN SERVICE DEPARTMENTS A review of the following Human Service Departments was presented: Department of Aging: The Department of Aging is funded by an overall grant from the Division of Aging, which covers 48% of the cost for services rendered. The County funds the remaining 52%. Human Relations: The Department of Human Relations receives an EEOC grant and Fair Housing grant with 80% of the department funded by the County. Commissioner Barone commented on the County funding 80% of the budget for Human Relations and inquired as to whether the percentage of County funding can be reduced? County Manager O'Neal reported there are no additional grants available to assist with funding the Human Relations Department. The Human Relations Commission administers the EEOC Program, which is a large portion of the funds expended. This service allows local businesses to hold employment hearings in New Hanover County instead of having to travel to Raleigh. This is not a mandated function; but the business community is most appreciative of the quality of services rendered by the Human Relations Commission. vice-Chairman Mathews requested figures on the cost to the County for administration of the EEOC Program locally? County Manager O'Neal reported he is not sure, but figures will be prepared and forwarded to the Commissioners. In summary, Staff feels the following key issues must be considered in the FY 1994-95 budget process: 1) Response to increasing State and Federal mandates without funding sources. 2) Response to State and Federal regulations. 3) Automation. 4) Office crowding of the Department of Social Services, Health Department, and Senior Center. 5) Home Health: Department? Should this remain a part of the Health 6) Contracting Services whenever possible. 7) The future of the Human Services Allocation Advisory Committee and outside agencies. 8) Southeastern Center funding. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BUDGET WORK SESSION, NOVEMBER 4, 1993 BOOK 23 PAGE 806 Discussion was held on the County Human Services Transportation System. County Manager 0' Neal reported on the progress and overall improvements made in operating the system. Routes have been established and the Transportation System is utilizing local resources from all community agencies. Commissioner Sisson requested the Commissioners to consider requiring any outside agency receiving County funding to use the Human Services Transportation System when transportation services are needed. This will improve cooperation among the agencies and reduce the budget for the Transportation System. After further discussion, it was generally agreed that this was an excellent idea and Staff was requested to consider this recommendation in preparing the FY 1994-95 Budget. In summary, it was agreed that mandates and entitlement programs must somehow be contained on the State and Federal levels of government. If the present trend continues, the percentage of County funds allocated to human services will surpass the amount of funds allocated for education. REVIEW OF CULTURAL AND RECREATION DEPARTMENTS The Cultural and Recreation Departments are composed of the following departments with none of the programs mandated other than the Library being required to provide voter registration: Library Museum Parks Outside Agencies: Arts Council of the Lower Cape Fear St. John's Art Gallery Friends of Public Radio Riverfest Wilmington Railroad Museum Discussion was held on the growth of County parks and the need to hire additional personnel. The employees of the Parks Department were complimented for the outstanding job being performed in maintaining the parks with the current number of employees. Discussion was held on the value of the Cape Fear Museum to the community. County Manager O'Neal recommended future consideration of creating a non-profit private foundation to operate the Museum, which is currently being done throughout the state and nation. The County would commit to a certain level of funding over a designated period of time with the assurance that the investment made by the County is protected and that Museum employees would be provided the same benefits as County employees. Staff was authorized to proceed with a study of this proposal for future consideration. Discussion was held on the Branch Library System and the fact that the County does not have to provide additional branch library services. County Manager O'Neal stated the system now in place is adequate; however, there is a need for another branch library in the Castle Hayne/Wrightsboro area. Commissioner Sisson recommended allowing the existing branch library to remain in the Plaza East Shopping Center and sell the property on Military Cut-off Road to acquire property in the Castle Hayne/Wrightsboro area. Emphasis was placed on the need to provide library services to all areas of the County. County Manager O'Neal reported discussion has been held among Staff to allow the County Library to become the library for the Cape Fear Community College. This would vacate one entire floor of the Community College Building and assist the college with meeting NEW HANOVER COUNTY BOARD OF COMMISSIONERS BUDGET WORK SESSION, NOVEMBER 4, 1993 BOOK 23 PAGE 807 space needs. After further discussion, the County Manager was authorized to investigate this proposal. Commissioner Sisson expressed concern for the article in the paper relative to the management of Cape Fear Community College and recommended informing the Cape Fear Community College Board of Trustees and other appointed boards of their responsibility as governing boards to ensure efficient management and operation of the various facilities and institutions. Discussion was held on gradually reducing the amount of funds allocated to the outside agencies. This item was discussed during the budget process for FY 1993-94; however, no definite decision was made. County Manager O'Neal recommended discussion of this matter at the Budget Work Session scheduled on December 16, 1993. Commissioner Sisson recommended holding a Work Session with the City Council to discuss outside agencies that receive funding from both the City and County. This would allow both governments to discuss priorities and make better funding decisions according to actual needs. County Manager 0' Neal recommended allowing discussion to occur between the City and County Administrative Staff with a report being prepared and forwarded to the Board. The County Manager was authorized to proceed with this approach. Chairman Greer, on behalf of the Board, expressed appreciation to the Staff for an excellent explanation of the Human Service Departments and outside agencies. Staff was requested to continue to use this type of format for budget presentations. Total budgets showing a break down of Federal, State, and County funding for the departments and agencies will allow the Board to make better comparisons from year to year. ADJOURNMENT Chairman Greer adjourned the meeting at 12:30 P.M. Respectfully submitted, Lucie F. Harrell Clerk to the Board