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HomeMy WebLinkAboutAgenda 2013 11-18 New Hanover County, North Carolina N � F November 18, 2013 Agenda Mission New Hanover County is committed to progressive public policy, superior service, courteous contact, judicious exercise of authority, and sound fiscal management to meet the needs and concerns of our citizens today and tomorrow. Vision A vibrant prosperous, diverse coastal community, committed to building a sustainable future for generations to come. Core Values Integrity • Accountability • Professionalism • Innovation • Stewardship AGENDA NEW HANOVER COUNTY BOARD OF COMMISSIONERS Assembly Room, New Hanover County Historic Courthouse 24 North Third Street, Room 301 Wilmington, NC WOODY WHITE,CHAIRMAN BETH DAWSON,VICE-CHAIR = JONATHAN BARFIELD,JR.,COMMISSIONER-BRIAN M.BERGER,COMMISSIONER-THOMAS WOLFE,COMMISSIONER 4� y C_ Y 4-.'� P,« CHRIS COUDRIET,COUNTY MANAGER WANDA COPLEY,COUNTY ATTORNEY SHEILA SCHULT,CLERK TO THE BOARD NOVEMBER 18, 2013 9:00 A.M. MEETING CALLED TO ORDER(Chairman Woody White) MOMENT OF SILENCE(Chairman Woody White) PLEDGE OF ALLEGIANCE(Commissioner Jonathan Barfield, Jr.) APPROVAL OF CONSENT AGENDA CONSENT AGENDA ITEMS OF BUSINESS 1. Approval of Minutes 2. Adoption of Anniversary Celebration of North Carolina Sorosis Proclamation 3. Ratification of Resolution Requesting the U.S. Senate to Pass H.R. 2189 Designating at Least One City Annually as an "American World War II City," Based on its Contributions to the War Effort and Preservation of that History and Designating Wilmington, North Carolina as the First 4. Adoption of a Resolution Authorizing the Repair, Restoration and Rebinding of Register of Deeds Record Books 5. Adoption of State Road Resolution 6. Adoption of a Resolution Supporting NCDOT Efforts to Pursue Safety Funds to Fund Preliminary Engineering Costs for the Study of Access Improvements in the Vicinity of the Interchange at the US 17 Bypass and US 17 Business (Market Street)in New Hanover County 7. Approval of Merit Compensation Increase for ABC Board CEO 8. Approval for the ABC Board to Increase the Funding Amount Set Aside for Capital Improvements 9. Approval of CoastalCare Business Plan for 2013 - 2016 and Appointment of a Commissioner to the Advisory Committee 10. Approval of Seven Donations for Accession into the Museum's Permanent Collection 11. Approval of 26 Items to be Deaccessioned from the Museum Collection 12. Approval of August 2013 Amendment to Records Retention and Disposition Schedule—Register of Deeds as Presented by the N.C. Division of Archives and Hi story 13. Adoption of Budget Amendments ESTIMATED REGULAR AGENDA ITEMS OF BUSINESS TIMES 9:05 a.m. 14. Consideration of Proclamation Recognizing the Fifteenth Anniversary of Cape Fear Chorale 9:10 a.m. 15. Consideration of Request for Additional Deputies 9:15 a.m. 16. Consideration of Approval to Submit an Institute of Museum and Library Services Museums for America 2014 Grant Application Board of Commissioners Meeting 11/18/2013 9:20 a.m. 17. Consideration of Ordinance to Regulate E-Cigarettes for County Owned Buildings and Vehicles, and Amendment of Existing Smoking Prohibitions for Consistency 9:25 a.m. 18. Consideration to Release Request for Proposals (RFP)for Handling of the County's Solid Waste 9:55 a.m. 19. Fiscal Year 2014 Financial Update 10:05 a.m. 20. PLAN NHC Public Engagement Plan Presentation 10:25 a.m. 21. Committee Appointments PUBLIC COMMENTS ON NON-AGENDA ITEMS (limit three minutes) ADDITIONAL AGENDA ITEMS OF BUSINESS 10:40 a.m. 22. Additional Items County Manager County Commissioners Clerk to the Board County Attorney 10:50 a.m. 23. ADJOURN Note: Times listed for each item are estimated, and if a preceding item takes less time, the Board will move forward until the agenda is completed. Board of Commissioners Meeting 11/18/2013 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT ITEM: DEPARTMENT: PRESENTER(S): Chairman White CONTACT(S): Sheila L. Schult, Clerk to the Board SUBJECT: Approval of Minutes BRIEF SUMMARY: Approve minutes from the following meetings: Agenda Review Meeting held on October 31, 2013 Regular Meeting held on November 4, 2013 STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Keep the public informed on important information RECOMMENDED MOTION AND REQUESTED ACTIONS: Approve minutes. COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 1 -0 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT ITEM: 2 DEPARTMENT: County Manager PRESENTER(S): Debbie Sheehan,President of NC Sorosis CONTACT(S): Chris Coudriet, County Manager SUBJECT: Adoption of Anniversary Celebration of North Carolina Sorosis Proclamation BRIEF SUMMARY: Lynn Katzenberger and Debbie submitted a proclamation to recognize December 7, 2013 as Anniversary Celebration of North Carolina Sorosis Day. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Keep the public informed on important information RECOMMENDED MOTION AND REQUESTED ACTIONS: Adopt the proclamation. ATTACHMENTS: NC Sorosis Request for Proclamation NC Sorosis Proclamation COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 2-0 Debbie Sheehan President of NC Sorosis 7336 Quailwoods Road Wilmington, NC 28411 Phone: 395-2176 E-mail: dwsheehan @hotmail.com October 23, 2013 Susan Wynn Executive Assistant New Hanover County 230 Government Center Drive Wilmington, NC 28403 Dear Ms. Wynn; We are contacting you as members of North Carolina Sorosis Club to request a proclamation from New Hanover County. In December of this year, we will celebrate 118 years of service to this community. NC Sorosis was organized in 1895 and is the oldest women's club in the state. Historically, we were instrumental in establishing the library and the museum. Currently, we contribute to a number of local charities, such as Bread for Life, Children's Carousel, and Boys and Girl's Home, as well as funding scholarships to both UNC-W and Cape Fear Community College. This year, we have started a backpack program at College Park Elementary to help needy children with weekend meals. In view of NC Sorosis's long and continuous service to this area, I request a proclamation making December 7, 2013, as North Carolina Sorosis Day. I have enclosed a draft proclamation. If possible, the club would like this proclamation to be ready for our December Christmas luncheon and meeting. Thank you for your attention and consideration. Sincerely, Lynn Katzenberger Debbie Sheehan Board of Commissioners Meeting 11/18/2013 2- 1 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS ANNIVERSARY CELEBRATION OF NORTH CAROLINA SOROSIS PROCLAMATION WHEREAS, New Hanover County is greatly indebted to the North Carolina Sorosis Club for 118 continuous years of service and numerous accomplishments; and WHEREAS, North Carolina Sorosis has distinguished itself by concern for the arts, environmental conservation, educational efforts, home life and health, international understanding, and public affairs; and WHEREAS, North Carolina Sorosis was organized in 1895 as the first Federated Woman's Club in North Carolina; and WHEREAS, North Carolina Sorosis has been an advocate of women's and children's issues and community welfare since inception. NOW, THEREFORE, BE IT PROCLAIMED by the New Hanover County Board of Commissioners that December 7, 2013 be recognized as "Anniversary Celebration of North Carolina Sorosis Day" in New Hanover County. The Board commends the Club for its contributions to New Hanover County and urges all citizens to recognize and mark this anniversary day. ADOPTED this the 18th day of November, 2013. NEW HANOVER COUNTY Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners Meeting 11/18/2013 2-2- 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT 3 DEPARTMENT: PRESENTER(S): Chairman Woody White CONTACT(S): Sheila L. Schult, Clerk to the Board SUBJECT: Ratification of Resolution Requesting the U.S. Senate to Pass H.R. 2189 Designating at Least One City Annually as an "American World War 11 City," Based on its Contributions to the War Effort and Preservation of that History and Designating Wilmington,North Carolina as the First BRIEF SUMMARY: On October 28, 2013 the U.S. House of Representatives passed H.R. 2189 by a 404-1 margin which includes language directing the Secretary of Veterans Affairs to designate at least one city annually as an "American World War II City," based on its contributions to the war effort and preservation of that history since and to designate Wilmington,North Carolina as the first. The entire North Carolina delegation voted yea. The New Hanover County Board of Commissioners requests the U.S. Senate to pass H.R. 2189 designating at least one city annually as an "American World War II City," based on its contributions to the war effort and preservation of that history and designating Wilmington,North Carolina as the first. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Keep the public informed on important information RECOMMENDED MOTION AND REQUESTED ACTIONS: Ratify adoption of the resolution. ATTACHMENTS: Wilmington WWII City -US House Bill 2189 Resolution COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 3-0 NEW HANOVER COUNTY BOARD OF COMMISSIONERS RESOLUTION SUPPORTING U.S. HOUSE OF REPRESENTATIVES BILL H.R. 2189 TO DESIGNATE WILMINGTON,NORTH CAROLINA AS THE FIRST"AMERICAN WORLD WAR II CITY" WHEREAS, Wilmington, North Carolina, for generations has been the economic, cultural, manufacturing, social, and entertainment hub of Southeastern North Carolina;and WHEREAS, dating from the American Revolution, Wilmington has served our nation strongly supporting our Armed Forces, and since 1961 has been home to the State's World War II Memorial,the Battleship North Carolina; and WHEREAS, during World War II, Wilmington was the country's unique wartime boomtown aptly and officially named "The Defense Capital of the State" for its mighty contributions to the war effort, including basing and training all five military services here and nearby; constructing 243 cargo ships in the North Carolina Shipbuilding Company, the state's largest employer with 23,000;the Atlantic Coast Line Railroad headquarters;housing three German POW camps;a major training base for P-47 fighters; defense industries producing goods and equipment; the state port shipping Lend Lease material to Allies; a British patrol vessel operating base; nearly tripling New Hanover County's population to 100,000; thousands of home front volunteers from air raid wardens to nurse's aides; service on the Manhattan Project; and WHEREAS, its strategic position made Wilmington vulnerable to enemy attack by German U-boats which marauded shipping off our beaches; and in July 1943 a U-boat fired at the Ethel-Dow chemical plant,perhaps the only German attack on America; and WHEREAS,thousands of New Hanover County men and women served in uniform fighting in all global theaters on land, sea, and air, as Navy frogmen, P-51 fighter ace, Tuskegee Airman, submarine skipper, bomber pilots, Marine riflemen, Army artillerymen, physicians and nurses; sadly 248 men bravely lost their lives; two New Hanover High School graduates received the Congressional Medal of Honor; numerous others received high decorations for valor including Navy Crosses, Distinguished Service Crosses, and Distinguished Flying Crosses; and WHEREAS, the County war bond drives raised $40 million; seven public housing projects were constructed for war workers and military personnel with 5,495 units; 14 USO facilities were established, including the main location at Second and Orange Streets which has been renovated and restored as a home front museum and arts center; and WHEREAS, on October 28, 2013 the U.S. House of Representatives passed H,R. 2189 by a 404-1 margin which includes language directing the Secretary of Veterans Affairs to designate at least one city annually as an"American World War II City," based on its contributions to the war effort and preservation of that history since and to designate Wilmington, North Carolina as the first. The entire North Carolina delegation voted yea. NOW, THEREFORE,BE IT RESOLVED,that the New Hanover County Board of Commissioners requests the U.S. Senate to pass H.R. 2189 designating at least one city annually as an "American World War I1 City," based on its contributions to the war effort and preservation of that history and designating Wilmington,North Carolina as the first. RATIFIED this the 18th day of November, 2013. L NE =NBR tT � t Woody White,C'airm Sheila L. Schult Clerk to the Board' Board of Commissioners Meeting 11/18/2013 3- 1 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT 4 DEPARTMENT: Register of Deeds PRESENTER(S): Tammy T. Beasley, Registrar CONTACT(S): Tammy T. Beasley,Registrar SUBJECT: Adoption of a Resolution Authorizing the Repair, Restoration and Rebinding of Register of Deeds Record Books BRIEF SUMMARY: Register of Deeds Tammy T. Beasley requests a resolution for the removal of record books from the registry for repair,restoration and rebinding. STRATEGIC PLAN ALIGNMENT: Effective County Management • Increase efficiency and quality of key business processes RECOMMENDED MOTION AND REQUESTED ACTIONS: Adopt the resolution. ATTACHMENTS: Register of Deeds Request Register of Deeds Resolution COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 4-0 �NTY. -0 } AV NEW HANOVER COUNTY REGISTER OF DEEDS Tammy Theusch Beasley, Registrar 216 N. 2ND STREET WILMINGTON, NC 28401 .rs Y,• Telephone: 910.798.4530 Fax: 910.798.7751 ���1.lSf1FV7�i Internet: www.nhcgov.com November 1, 2013 To: County Commissioners Re: Register of Deeds Record Books Repair Resolution I am requesting a resolution for the removal of the New Hanover County Record Books AA(1- 290),AA(291-606), AA(607-886), BB (1-288), BB (289-620), CC(1-302), CC(303-620), D (1-253), D(254- 528), DD (1-294), DD (295-600), EE (1-272), EE (273-588), FF(1-290), FF(291-616), H Part 1, Homesteads H-A, I, K, NN, P (1-356), P (357-676), QQ(1-220),QQ(221-462), QQ(463-927),W,Y(294-552), Z(1-376), Z (377-770)as they are in desperate and dire need of repair, restoration and rebinding, due to years of constant handling. Please consider this for approval on your next consent agenda. Thank you, Tammy T eusch Beasley Register of Deeds New Hanover County Board of Commissioners Meeting 11/18/2013 4- 1 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS RESOLUTION AUTHORIZING THE REPAIR,RESTORATION AND REBINDING OF REGISTER OF DEEDS REAL ESTATE BOOKS WHEREAS, North Carolina General Statute 132-7 provides that Board of County Commissioners of any county may authorize that any county records in need of repair, restoration or rebinding be removed from the building or office in which such records are ordinarily kept, for the length of time required to repair, restore, or rebind them; and WHEREAS, New Hanover County Deed books AA (1-290), AA (291-606), AA (607-886), BB (1-288), BB (289- 620), CC (1-302), CC (303-620), D (1-253), D (254-528), DD (1-294), DD (295-600), EE(1-272), EE (273-588),FF (1-290), FF (291-616), H Part 1, Homesteads H-A, I, K, NN, P (1-356), P (357-676), QQ (1-220), QQ (221-462), QQ (463-927), W, Y (294-552), Z (1-376), Z (377-770) are in desperate and dire need of repair, restoration and rebinding due to years of constant handling and use; and WHEREAS, it is our obligation to maintain and preserve the historical documents contained in the New Hanover County Registry to ensure for future generations that the people will have access to historical documents in their original condition; and WHEREAS,New Hanover County has entered into a contract with C. W. Warthen to deacidify, encapsulate, mend, and rebind New Hanover County Deed books AA (1-290), AA (291-606), AA (607-886), BB (1-288), BB (289- 620), CC (1-302), CC (303-620), D (1-253), D (254-528), DD (1-294), DD (295-600), EE(1-272), EE (273-588),FF (1-290), FF (291-616), H Part 1, Homesteads H-A, I, K, NN, P (1-356), P (357-676), QQ (1-220), QQ (221-462), QQ (463-927), W, Y (294-552), Z (1-376), Z (377-770). NOW, THEREFORE, BE IT RESOLVED, that the New Hanover County Board of County Commissioners does hereby authorize and sanction Tammy T. Beasley, New Hanover County Register of Deeds to remove New Hanover Deed books AA (1-290), AA (291-606), AA (607-886), BB (1-288), BB (289-620), CC (1-302), CC (303-620), D (1-253), D (254-528), DD (1-294), DD (295-600), EE (1-272), EE (273-588), FF (1-290), FF (291-616), H Part 1, Homesteads H-A, I, K, NN, P (1-356), P (357-676), QQ (1-220), QQ (221-462), QQ (463-927), W, Y (294-552), Z (1-376), Z (377-770) from the New Hanover County Registry located in the New Hanover County Registry for the purposes of repair, restoration and rebinding by C. W. Warthen. ADOPTED this the 18th day of November, 2013. NEW HANOVER COUNTY Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners Meeting 11/18/2013 4-2- 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT ITEM: 5 DEPARTMENT: PRESENTER(S): Sheila L. Schult, Clerk to the Board CONTACT(S): Sheila L. Schult, Clerk to the Board SUBJECT: Adoption of State Road Resolution BRIEF SUMMARY: NCDOT is considering the addition of the following roads and requesting the Board to adopt a resolution in support of adding the roads to the state system: Albemarle and Sturbridge Courts located within the Lantana Crossing Subdivision (Phase 3) in New Hanover County (Division File No. 1198-N). STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Keep the public informed on important information RECOMMENDED MOTION AND REQUESTED ACTIONS: Adopt SR-2 resolution. ATTACHMENTS: NCDOT Request Letter SR-2 Resolution COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 5-0 RECEIVED T STATE oF NoRTH CARoLiNA W DEPAPUMaH OF MANSPORTAnON AT MCCRORY A=ONY J.TATA GOVEMOR SE=ARY October 24, 2013 Ms. Shelia Schult, Clerk to the Board Now Hanover County Board of Commissioners 230 Government Center Drive, Suite 175 Wilmington, NC 28403 Subject: Proposed Addition to the State System of Highways; Albemarie and Sturbridge Courts (Division File No: 11 Dear Ms. Schult: This office is considering adding, Albemarle and Sturbridge Courts. Request for the roadway additions located within Lantana Crossing subdivision (Phase 3) in New Hanover County to the state system. After the Board's consideration, if they concur With our recommendation, please furnish this office with the current county resolution and official road name for our further handling. If I may be of further assistance, please advise. I , Sb;inrrey, 'y w Anthonty y District Engineer AWL.jdd Attachments: Copy of SR-1 Road Petition request form and locator map Dist yid Office 300 DivWw Dr.Wflmingtm NC 28401(910)251-2655 Fax(910)251-2759 Board of Commissioners Meeting 11/18/2013 5- 1 - 1 NORTH CAROLINA STATE DEPARTMENT OF TRANSPORTATION REQUEST FOR ADDITION TO STATE MAINTAINED SECONDARY ROAD SYSTEM North Carolina County of New Hanover Road(s) Description:Albemarle and Sturbridge Courts located within the Lantana Crossing Subdivision(Phase 3) in New Hanover County (Division File No. 1198-N). WHEREAS, a petition has been filed with the Board of County Commissioners of the County of New Hanover requesting that the above describedroad(s), the location ofwhich has been indicated on a map, be added to the Secondary Road System; and WHEREAS, the Board of County Commissioners is of the opinion that the above described roads)should be added to the Secondary Road System, if the roads) meets minimum standards and criteria established by the Division of Highways of the Department of Transportation for the addition of roads to the System. NOW, THEREFORE, be it resolved by the Board of Commissioners of the County of New Hanover that the Division of Highways is hereby requested to review the above described road(s), and to take over the roads)for maintenance if they meet established standards and criteria. CERTIFICATE The foregoing resolution was duly adopted by the Board of Commissioners of the County of New Hanover at a meeting on the 18th day of November, 2013. WITNESS my hand and official seal this the 18th day of November, 2013. Sheila L. Schult, Clerk to the Board New Hanover County Board of Commissioners Form SR-2 Please Note: Forward directly to the District Engineer,Division of Highways. Board of Commissioners Meeting 11/18/2013 5-2- 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT 6 DEPARTMENT: Planning PRESENTER(S): Chris O'Keefe,Planning and Inspections Director; Chad Kimes,NCDOT CONTACT(S): Chris O'Keefe,Planning and Inspections Director SUBJECT: Adoption of a Resolution Supporting NCDOT Efforts to Pursue Safety Funds to Fund Preliminary Engineering Costs for the Study of Access Improvements in the Vicinity of the Interchange at the US 17 Bypass and US 17 Business (Market Street)in New Hanover County BRIEF SUMMARY: The NC Department of Transportation is seeking Highway Safety Funds for preliminary engineering costs for the study of access improvements in the vicinity of the interchange at the US 17 Bypass and US 17 Business (Market Street) in New Hanover County. Due to the configuration of this interchange; improvements are needed to relieve congestion and increase safety. In particular, the stopping condition at the end of the exit ramp in the east bound direction of the US 17 Bypass allows limited sight distance for the right turn movement. Therefore, the Department would like to look at alternatives to relocate this exit ramp. Also, the two north bound travel lanes of US 17 Business (Market Street) split just north of SR 1455 (Porter's Neck Road) leaving only one thru lane heading north along US 17. This current pattern is causing traffic heading north bound on US 17 to back up. The Department would like to look at adding an additional north bound lane at this location for a length of approximately one mile where it would end at SR 1571 (Scotts Hill Loop Road). This additional lane will allow traffic to stay in this lane if needing to turn right or allow the traffic an additional three quarters of a mile to merge into the through lanes of US 17. A resolution of support from the Board of Commissioners would help NCDOT obtain this funding. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Increase public safety and crime prevention RECOMMENDED MOTION AND REQUESTED ACTIONS: Recommend adoption of this resolution. ATTACHMENTS: Resolution of Support COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. Board of Commissioners Meeting 11/18/2013 6-0 COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 6-0 NEW HANOVER COUNTY BOARD OF COMMISSIONERS RESOLUTION SUPPORTING NCDOT EFFORTS TO PURSUE SAFETY FUNDS TO FUND PRELIMINARY ENGINEERING COSTS FOR THE STUDY OF ACCESS IMPROVEMENTS IN THE VICINITY OF THE INTERCHANGE AT THE US 17 BYPASS AND US 17 BUSINESS (MARKET STREET) IN NEW HANOVER COUNTY WHEREAS,New Hanover County recognizes the need to improve mobility and safety along the Market Street corridor specifically at the I-140 interchange; and WHEREAS, due to the configuration of this interchange improvements are needed to relieve congestion and increase safety; and WHEREAS, the stopping condition at the end of the exit ramp in the east bound direction of the US 17 Bypass allows limited sight distance for the right turn movement; and WHEREAS, the North Carolina Department of Transportation would like to study alternatives to relocate this exit ramp; and WHEREAS, the two north bound travel lanes of US 17 Business (Market Street) split just north of SR 1455 (Porter's Neck Road)leaving only one thru lane heading north along US 17; and WHEREAS, the North Carolina Department of Transportation would like to study adding an additional north bound lane at this location for a length of approximately one mile where it would end at SR 1571 (Scotts Hill Loop Road). This additional lane will allow traffic to stay in this lane if needing to turn right or allow the traffic an additional three quarters of a mile to merge into the through lanes of US 17 (Market Street). NOW THEREFORE, BE IT RESOLVED, that the New Hanover County Board of Commissioners hereby supports the North Carolina Department of Transportation's efforts to pursue safety funds for preliminary engineering costs for the study of access improvements in the vicinity of the interchange at the US 17 Bypass and US 17 Business (Market Street). ADOPTED this the 18th day of November, 2013. NEW HANOVER COUNTY Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners Meeting 11/18/2013 6- 1 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT 7 DEPARTMENT: PRESENTER(S): Cedric Dickerson,New Hanover County ABC Board Chairman CONTACT(S): Avril Pinder, Assistant County Manager SUBJECT: Approval of Merit Compensation Increase for ABC Board CEO BRIEF SUMMARY: Dan Sykes was hired in April 2010 as the ABC Chief Executive Officer at a salary of$105,000. Mr. Sykes has not received a base pay increase since 2010. He received a one-time bonus of$7,000 in 2012. The ABC Board has completed his personnel evaluation and voted unanimously on October 19, 2013 to award him a $7,000 annual salary increase. CEO raises must be approved by the Board of Commissioners as the appointing authority of the ABC Board. STRATEGIC PLAN ALIGNMENT: Effective County Management • Hire,develop and retain talented people • Recognize and reward contribution RECOMMENDED MOTION AND REQUESTED ACTIONS: Consider approval of increase in annual base salary. ATTACHMENTS: CEO Compensation Justification ABC Boards with Comparable Sales Local Distributions Gross Profits&Operating Expenses COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS:(only Manager) Recommend approval consistent with Chairman Dickerson's recommendation. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 7-0 New Hanover County ABC Board Justification for CEO Compensation Board of County Commissioners' Meeting November 18, 2013 When a candidate is being interviewed there is no crystal ball to ensure how a future leader will provide value to an organization. Let's go back to January 2010..... Each and every member of the three-member Board had resigned on the last day of 2009 "amid controversy over salaries for the top administrators just as they were supposed to face county commissioners"'. The Commissioners immediately appointed an Interim ABC Board with the County Manager, County Attorney and the County Finance Manager. On January 12'h,the then-administrator stated that he would retire at the end of FebruaryZ. The compensation and nepotism drew a lot of negative media attention; and additional issues were later discovered. The County needed set things right with the ABC Board's operation, and not just for the short term. The County needed to prove it could manage the ABC Board system for the long-haul. The pay range for the position was set at $84,000 to $130,0003. Sykes applied for the CEO position; in fact 2454 people applied for the same position. According to my sources, Sykes stood out in the crowd for several reasons: He had been a Certified Public Accountant since 19835; He had progressive experience in a CPA firm as a senior accountant/auditor for ten years; He had and another 18 years in the retail industry (which included experience with multiple locations) with the last eight years with another ABC Board,admittedly with less sales volume,but with the same job description. The question still remained—will he be able to deliver the expected results? Sykes was hired in April 2010 at$105,000. Fast forward to November 2013: Over the last three and half years Sykes has delivered on all of the expectations of the Interim Board and the current- sitting Board; in addition, there has been progress beyond Board members' expectations every year; however, Sykes has not received a permanent pay increase. Last year he was granted a$7,000 one-time, lump-sum bonus). Refer to Spreadsheet with pay information: Although this Board did not have the most sales of the five listed — it was the most profitable; however, the CEO's pay was the least(as a percentage of profits). Media relations have greatly improved—negative press regarding ABC is basically nil. Community Relations have greatly improved especially near the Board's Main Office (17t''/Castle) Street area. ' Source: Star News,January 4,2010. 2 Source: Star News January 12,2010. 3 Source:Recruitment Announcement,deadline date February 12,2010. 4 Source:Number of Applicants: Star News,March 22,2010. 5 Source: CPA Certificate from Maryland#9499 January 21, 1982;reciprocal CPA certificate from North Carolina#22240 issued July 18, 1994. Board of Commissioners Meeting 11/18/2013 7- 1 - 1 New Hanover County ABC Board Justification for CEO Compensation Board of County Commissioners' Meeting November 18, 2013 Financially: Please refer to the Graph "Sales, Taxes, Cost-of-Sales, Gross Profits & Operating Expenses Graph" Sales have progressed satisfactorily. Taxes related to Sales increased along with sales The Cost of Sales percentage has been reduced significantly. For the fiscal year ended 6/30/2010 it was 50.50%; for the year ended 6/30/2013 it was 50.04%, a difference of.46%. Operating Expenses are relatively flat. Please refer to the Graph "Local Distributions (Law Enforcement, Taxes and Profits) All total—Distributions are up 40% over the Fiscal Year Ended June 30, 2011. On October 19, 2013, the Board met and discussed Mr. Sykes' salary and the members unanimously voted to provide him with a $7,000 annual increase. However, the increase is not effective until approved by the Board of County Commissioners. 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Board of Commissioners Meeting 11/18/2013 7-4- 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT 8 DEPARTMENT: PRESENTER(S): Cedrick Dickerson,New Hanover County ABC Board Chairman CONTACT(S): Dan Sykes, ABC CEO and Avril Pinder, Assistant County Manager SUBJECT: Approval for the ABC Board to Increase the Funding Amount Set Aside for Capital Improvements BRIEF SUMMARY: The ABC Board has needed additional space for several years. The previous ABC Board intended to expand the current facility (which was the original purpose for the land purchases at 17th& Castle). However, due to the issues involved and changes in City of Wilmington zoning, the Board searched for, and found a location in the unincorporated County just off Market Street. In March 2013 the Board purchased 12.63 acres of land near the intersection of Market Street and Judges Road. The building will be approximately 32,000 square feet and will house the main warehouse, a distribution center for sales to mixed beverage permit holders, and the administrative offices. Bids were received in September and the project was awarded to Bordeaux Construction Company of Durham,NC in the amount of$3,986,800. The ABC Board plans to fund the construction with cash from retained earnings and initially set aside $2,555,950 for the building. With the bid award, an additional $1,944,050 needs to be restricted for a total of $4,500,000 which includes funding for architect, surveys and other soft costs. The project officially started Monday of last week (October 28th) and by contract should be substantially completed by mid-August 2014;with final completion due by mid-September. General Statute 1813-805(d) requires the appointing authority of the local board to approve any set asides of retained earnings for capital improvements. STRATEGIC PLAN ALIGNMENT: Effective County Management • Deliver value for taxpayer money RECOMMENDED MOTION AND REQUESTED ACTIONS: Recommend approval of increased set aside for capital improvement. ATTACHMENTS: Certified Tabulation of Bids Board of Commissioners Meeting 11/18/2013 8-0 COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 8-0 LS5PENGAGE DESIGN TRANSFORM 20 September 2Ol3 Hand Delivery Mr. Dan Sykes, CEO New Hanover County ABC Board 523S. 17"St. Wilmington, N[284Ol-5S48 Re: Certified Tabulation ofBids Recommendation ofAward ABC Headquarters Building New Hanover County ABC Board Wilmington, NC LS9P No. 71O3-I31O2O-O6O Dear Dan: Enclosed is another original Certified Tabulation of the Bids that were received yesterday. We are pleased with the bids a recommend award to the Xovv bidder asfollows: Bordeaux Construction [o, Inc. Durham, NC Base Bid' $3,906,000. Alternate Engine Generator and Associated Work $ 65,000. No. 2 Polished Concrete in LBD Sales 101. Total recommended Single Prime General Contract $2,986,000. Elliott O'Neal,Jr. 0rector Bidding O.Contract Services Associate Principal L53P Celebrating 50 Years ufArchitecture, Interior Architecture and Planning Attachment cc: Mr. Charles H. BoneKJr., FA|A, LEEDAP Ms.Taylor Simms, A|A, LE ED 4P 7103-131020-060-8idTabRecavvanj-09202013 zszo INDEPENDENCE oL4�o6�drbfMMHM�%yi(6H�YaNN641i68noum^z**o 910.7e0o901nx ozu.mo.zzzzpxx Lon.com = 11/18/2013 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT 9 DEPARTMENT: PRESENTER(S): Foster Norman, Area Director/Chief Executive Officer,CoastalCare CONTACT(S):Vice-Chair Dawson and Avril Pinder, Assistant County Manager SUBJECT: Approval of CoastalCare Business Plan for 2013 - 2016 and Appointment of a Commissioner to the Advisory Committee BRIEF SUMMARY: The North Carolina Department of Health and Human Services requires local Managed Care Organizations (MCOs), locally CoastalCare, to develop a Strategic Business Plan for the delivery of mental health services for their catchment area. Attached is CoastalCare's Strategic Business Plan for 2013-2016. The CoastalCare Board approved the plan at their October 2103 meeting. There is now a statutory necessity to appoint a commissioner to an advisory committee. Vice-Chair Dawson, as the County Commissioner assigned to the CoastalCare Board, is well-suited to serve on the newly established advisory board. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Provide health and wellness education,programs,and services RECOMMENDED MOTION AND REQUESTED ACTIONS: Approve the business plan and appoint Vice-Chair Dawson to the advisory committee. ATTACHMENTS: CoastalCare Business Plan COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval of the CoastalCare business plan and appointment of Vice-Chair Dawson to the advisory board. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 9-0 The CoastalCare Strategic Business Plan for 2013 - 2016 SUMMARY Excelle,noce int CIink,,:,,aI Maniagemenit anod Reducinig Sjprstem-Wide Cost".s;; -------------- Leadership - Partnership - Excellence October 2013 Board of Commissioners Meeting 11/18/2013 9- 1 - 1 TABLE OF CONTENTS Preamble..........................................................................................................................................................3 Introduction.....................................................................................................................................................4 ExecutiveSummary..........................................................................................................................................6 CoastalCare's Mission, Vision, and Values.......................................................................................................8 Development of the Strategic Plan..................................................................................................................9 SWOTAssessment .........................................................................................................................................10 CoastalCareInitiatives....................................................................................................................................11 Expanding the Number of Covered Lives/Members..................................................................................11 Functioning as a Model Managed Behavioral Healthcare Organization ...................................................13 Integrating Physical Health and Behavioral Health ...................................................................................16 StatewideInitiatives.......................................................................................................................................19 Transitions to Community Living ...............................................................................................................19 ACTT/Supported Employment.................................................................................................................21 Crisis Service Enhancement.......................................................................................................................22 Closerto Home (PRTF)...............................................................................................................................24 IDDWaitlist................................................................................................................................................26 Monitoring,Tracking, and Ongoing Follow Up..............................................................................................30 Board of Commissioners Meeting 11/18/2013 9- 1 -2 PREAMBLE i oq 111 he CoastalCare Strategic Business Plan reflects how CoastalCare—as a locally-based public entity— will carry out our responsibilities as a managed behavioral healthcare organization over the next three years. This Plan is based on our mission, vision, and values and translates them into specific, outcome-oriented strategies to ensure that: We focus relentlessly on excellence in clinical management for our individual consumers,and We implement decisive system efficiencies that ultimately reduce overall system costs. This twofold focus is a common theme for us as a managed care organization. As we manage the behavioral healthcare system,we recognize that if we deliver the highest quality, most appropriate care to people in need,then those costs are appropriate. Additional system-wide cost efficiencies must be created by additional means, such as via smart contracting and payment strategies for provider incentives, internal and external administrative arrangements, collaboration with consumers and families, and preventing fraud,waste, and abuse. We at CoastalCare live here in our local communities, and we are committed to our consumers and families, our residents, our taxpayers, our providers, our local governments, and our region as a whole. As we grow—and even as we seek a more effective and efficient services delivery system—we will continue to appreciate and recognize our commitment to one-on-one, individual clinical improvements for every single person we serve. Our focus is quality care for the individual person in need. Our scope is financing and management of the larger system and holding that system accountable for being effective and efficient on the large scale. In creating this Strategic Business Plan, we acknowledge and appreciate the wonderful support and assistance of our Consumer and Family Advisory Council, Clinical Advisory Committee, Area Board, and County Commissioners. Board of CommissOners Meeting 11/18/2013 9- 1 -3 INTRODUCTION (JvoastalCare's Strategic Business Plan is a requirement of North Carolina General Statute§ 122C-115.2. CoastalCare—a local political subdivision of state government—is the sole manager of the public mental health, developmental disability, and substance abuse service system in Brunswick, Carteret, New Hanover, Onslow, and Pender Counties of North Carolina. CoastalCare was created by the merger on July 1, 2012 of Onslow Carteret Behavioral Healthcare Services (OCBHS) and Southeastern Center for Mental Health, Developmental Disabilities and Substance Abuse Services (SEC). This merger was motivated by both organizations' desire to be designated a Medicaid Section 1915 (b) (c)Waiver site, CoastalCare's catchment area is situated along the southeastern coast of North Carolina with a total land area of nearly 3,200 square miles and an estimated 2012 population of over 644,000. As of December 2012,this geographic area includes about 81,700 Medicaid eligible persons, nearly 69,000 of whom are aged 3 or older and members of CoastalCare's Medicaid Managed Behavioral Healthcare Plan under its approved Medicaid 1915 (b) (c)Waivers. Uninsured persons—those who are eligible for State-funded behavioral healthcare services number nearly 93,000. TABLE 1. Population, Land Area, &Density: CoastalCare Catchment Area The catchment area includes County Population' Land Area 2 Qensity2 two major cities: Wilmington in Brunswick 114,078 847 127 New Hanover County (2012 Carteret 68,703 506 131 estimated population: 109,922) New Hanover 209,468 192 1,058 and Jacksonville in Onslow Onslow 197,214 773 233 County(2012 estimated Pender 54,692 870 60 population: 69,220). TOTAL 644,155 3,188 - 1 LME-MCO Population Projections, NC State Demographics: February 14, 2012 Z U.S. Census Bureau: 2010 State and County QuickFacts (Square Miles; Persons Southeastern Center and the per Square Mile) Onslow County Area Authority originally were created in 1971 by the North Carolina General Assembly as part of the first codified legislation for North Carolina's public MH/DD/SA system. At that time, Carteret County was part of the Neuse Area Authority. In 2005, Carteret and Onslow counties joined to form OCBHS. From 1971, area authorities were direct services providers. However, state legislation in 2002 brought changes to the services delivery system. Area authorities were required to begin contracting with other public or private agencies for the direct provision of services and to become managers of the public mental health system, ensuring the provision of quality services through contractual arrangements with private entities, mostly for-profit companies. To this day, area authorities continue to receive a specific capped allocation of funding from the Division of MH/DD/SA Services which we oversee and manage to ensure appropriate services delivery. Thus, CoastalCare has a history of managing public funds through a utilization review and authorization process that not only ensured adequate services to individuals in need but also assured that funds would be available throughout the entire fiscal year. Board of Commissioners Meeting 11/18/2013 9- 1 -4 In November 2011, in anticipation of assuming responsibility for Medicaid managed behavioral healthcare, SEC became URAC accredited in four functional areas: claims processing, health call center, health network, and health utilization management. In March 2013, CoastalCare implemented its program of Medicaid managed behavioral healthcare under North Carolina's 1915 (b) (c) Waiver. The addition of Medicaid consumers and financing to CoastalCare's responsibilities for managing the authorization and TABLE 2. Medicaid Members June 2013 financing of behavioral healthcare in Southeastern North Category of Aid count Carolina has had a significant impact. The size of our AFDC 46 485 budget has increased four-fold and the number of Aged 5,862 Blind-Disabled Age 21+ 12,537 consumers served has similarly increased. Our provider Blind-Disabled Age 3-20 2,249 network has increased to nearly 450 providers. Foster Children 1,189 Innovations 624 Not Determined 5 In June 2013, membership in CoastalCare's Medicaid Total 68,951 managed behavioral healthcare plan was nearly 69,000 SOURCE: CoastalCare MIS SQL Report: Medicaid Eligibility people. More than 1,100 high risk, high cost consumers receive care coordination services every month. CoastalCare's main administrative office is located in Wilmington, North Carolina. For the convenience of our community stakeholders, we have satellite offices in Jacksonville and Morehead City. Our annual budget is more than $157 million, and our complement of full-time staff is more than 187 positions. Board of Commisslers Meeting 11/18/2013 9- 1 -5 EXECUTIVE SUMMARY i oq 1111 his Strategic Business Plan sets forth CoastalCare's initiatives and goals for carrying out its mission over the next several years. It describes how we will put in place our vision for managed behavioral healthcare in Southeastern North Carolina. A Strategic Business Plan Workgroup comprised of representatives of the Area Board, our Consumer and Family Advisory Council (CFAC), and our Clinical Advisory Committee (CAC), as well as CoastalCare's Management Team, was largely responsible for creation of the plan. The Workgroup reviewed Coastal- Care's mission and vision, completed a SWOT analysis, and considered department draft work plans. The North Carolina Department of Health and Human Services required that the Plan focus on five statewide initiatives as well as several locally-determined initiatives. As an initial step, each department developed a list of desired outcomes, including administrative cost efficiencies, and how to achieve those, for the next several years based on the initiatives. These outcomes covered three key initiatives for CoastalCare and its catchment area (Expanding the Number of Covered Lives/Members, Functioning as a Model Managed Behavioral Healthcare Organization, and Integrating Physical Health and Behavioral Health, [others to be determined]) as well as five State-mandated initiatives (Transition to Community Living, ACTT/Supported Employment, Crisis Service Enhancement, Closer to Home (PRTF), and IDD Waitlist). Here are the measurable goals for each of the initiatives addressed in this plan: S Expanding the Number of Covered Lives/Members 1. Shall create shared opportunities for improved efficiency with other MCOs by June 30, 2014. 2. Shall seek a partnership/collaboration with other MCOs that result in a regional entity of approximately 300,000 covered lives by June 30, 2015. 3. Shall subcontract with selected Comprehensive Care Entities to provide specific functions locally by June 30, 2016. S Functioning as a Model Managed Behavioral Healthcare Organization 1. Exceed all DMA and DMH contract requirements annually. 2. The annual Medicaid service expense ratio shall not exceed 98 percent annually. 3. Shall exceed established benchmarks for state and internal performance indicators and outcome measures. 4. Shall increase provider satisfaction by 3% percent annually. 5. Shall increase consumer satisfaction by 3% percent annually. S Integrating Physical Health and Behavioral Health 1. Shall implement the PROACT model by December 31, 2013. 2. Shall develop at least one entity in each county that will have an integrated behavioral health and primary care practice at the Levels 3-4 of integration by September 30, 2014. 3. Shall achieve Levels 1-2 of integration in the CoastalCare provider network,with a particular emphasis on connection and communication of individual needs by September 30, 2015. 4. Shall explore potential partnerships with other healthcare and community entities by September 30, 2016. Board of Commissigners Meeting 11/18/2013 9- 1 -6 Transition to Community Living 1. Shall transition 15 individuals into independent living by June 30, 2014. 2. Shall transition an additional 15 individuals into independent living by June 30, 2015. 3. Shall complete 3 Requests for Participation (RFPs)to landlords per month by December 31, 2013. 4. Shall execute 3 peer support contracts by June 30, 2014. 5. Shall develop and/or identify 3 voluntary organizations to provide natural supports by June 30, 2014. 6. Shall exceed all settlement benchmarks by June 30, 2016. ACTT/Supported Employment 1. All ACT Teams will achieve high fidelity score (>4.3) by June 30, 2016. 2. All Supported Employment vendors will achieve high fidelity scores based on their services model by June 30, 2016. 3. Shall fill all 9 available supported employment slots by June 30, 2014. 4. ACT Teams will have a caseload size of at least 50 consumers by June 30, 2015. 5. Shall meet identified outcome measures (i.e., reduction of ACT Team consumer admissions to the ED and/or psychiatric inpatient units) by June 30, 2016. Crisis Service Enhancement 1. All providers shall develop and communicate effective crisis plans by June 30, 2014. 2. Decrease the number of admissions to ED from 114 per 10,000 population to 109 per 10,000 population by September 30, 2014. 3. Decrease the number of admissions to ED from 109 per 10,000 population to 104 per 10,000 population by September 30, 2015. 4. Increase the percentage of consumers who are within a new access standard of 40 miles of FBC from 61 percent to 95 percent by September 30, 2015. 5. Crisis vendor responds to individuals, face to face, within an average of 60 minutes of notification by March 31, 2014. 10 Closer to Home(PRTF) 1. Shall identify the type/number of providers needed for PRTF diversion by March 31, 2014. 2. Shall reduce the annual number of children utilizing PRTF from 99 to 73 by September 30, 2014. 3. Shall reduce the annual number of children utilizing PRTF from 73 to 49 by September 30, 2015. IDD Waitlist 1. Shall reduce the number of persons on the wait list by 90 individuals (or 10% per the State standard) by March 31, 2014. 2. Shall standardize the process for assessment of need by June 30, 2014. 3. Shall assess 250 of the individuals on the waitlist using the SIS standardized tool by June 30, 2015. 4. Shall have assessed all of the individuals on the wait list using the SIS standardized tool by July 1, 2016. 5. Shall continue to incorporate all IDD wait list data into the Registry of Unmet Needs on a monthly basis. This Strategic Business Plan was approved by CoastalCare's CFAC,the Area Board, and local counties. The final Plan was submitted to the Department of Health and Human Services in October 2013. Board of Commisslers Meeting 11/18/2013 9- 1 -7 COASTALCARE'S MISSION, VISION, AND VALUES n developing the Strategic Business Plan, workgroup members reviewed and made reference to CoastalCare's Mission, Vision, and Values which were created by the CoastalCare Area Board. Mission FDPisorders, life of individuals having a Mental Illness, Substance ectual/Developmental Disabilities through efficient an effective care system in our communities. Visio n To be recognized as a national leader in Public Managed Healthcare. Values CoastalCare effectively manages its resources in a fair and equitable manner with efficiency, accountability, and integrity for the needs of the present, with an eye to the future. Board of Commissioners Meeting 11/18/2013 9- 1 -8 DEVELOPMENT OF THE STRATEGIC PLAN i oq 1111 his Strategic Business Plan was developed utilizing information from several sources. Overall,the process and its result reflect the current environment for managed behavioral healthcare in North Carolina. The template for this Plan was required by the North Carolina Department of Health and Human Services and was submitted to them, as required, as an Excel file. This text version before you is being made available to our stakeholders and the general public and reflects the information contained in the plan. DHHS required that five statewide initiatives be included in the Plan. In addition, DHHS guidance for the Plan required that we develop at least three local initiatives for the Plan. According to the instructions: "Local initiatives should address improvements or enhancements needed in an area measured by DMA or DMH performance indicators, and/or any area assessed in an LME-MCO's needs/gaps assessment, and/or an area addressed by a collaborative community planning process. A minimum of three and a maximum of nine initiatives may be addressed." Furthermore, the following elements must be covered for each local or statewide initiative: Administrative Function Addressed 10 Reasons for Action 10 The Issue 10 Measurable Goals (< 1 year; > 1 year) Data and Sources (Optional) 10 Plan for addressing issue and achieving goals Based on the mandated information, CoastalCare began by drafting department objectives and strategies with specific outcomes for each of the CoastalCare and statewide initiatives. These included goals for reducing administrative costs and were the results of department-wide retreats or planning sessions involving all department staff. These proposed outcomes and strategies were collated into specific plans for each initiative—reflecting the nature of managed care as an inter-departmental endeavor. The norm is that many departments will be involved in the successful achievement of positive outcomes for an initiative. With a draft of outcomes and objectives for each initiative, CoastalCare worked on refining the approaches and strategies over two separate day-long work sessions which included representatives of CFAC, the Clinical Advisory Committee (CAC), and the Board, as well as the agency Management Team. The agendas covered: An Introduction & Preview of the Two Days 10 Discussion - Development: CoastalCare Initiatives Discussion of the Mission,Vision, &Values 10 Discussion - Development: Statewide Initiatives A SWOT Assessment 10 A Summary and Next Steps The results of the Workgroup's efforts were further refined by small workgroups of staff, with additional input from CFAC and the CAC as the initiatives were further developed. Finally,the results were put into a final draft Plan and shared with both the CFAC and the Area Board for their respective approvals, as well as local counties. In October 2013, the CoastalCare Strategic Business Plan was submitted to DHHS. Board of Commissioners Meeting 11/18/2013 9- 1 -9 SWOT ASSESSMENT ASWOT assessment is a focused review of the key internal and external factors that must be taken into consideration when planning for the future. From an internal standpoint, a SWOT analysis looks at an organization's own strengths and weaknesses. Externally, the SWOT review looks at opportunities available to and threats facing an organization. Thus, S-W-O-T: Strengths,Weaknesses, Opportunities, and Threats. CoastalCare asked an external party to assist with the SWOT analysis. The questions we asked were: IS What are CoastalCare's major strengths as a managed behavioral healthcare organization? IS What are CoastalCare's major weaknesses as a managed behavioral healthcare organization? IS What are the major external opportunities available to us as a managed behavioral healthcare organization? IS What are the major external threats challenging us as a managed behavioral healthcare organization? The results of the SWOT analysis are captured in the following table: STRENGTHS OPPORTUNITIES • Communication/Transparency • 4 • Utilize Stakeholders:Joint Strategy/ Flat Organization/Responsive convert Joint Outcomes • Resilient Staff/Adaptability • Clinical Outcome Measures • Focus on Improvement •Strong Recovery Philosophy • Encouraging Partnerships T address Greatest convert `� 11 = Value WEAKNESSES THREATS • Measure/Control Provider • Potential Termination of State Performance 4 Contract • Community Awareness mitigate • NC Medicaid Reform •Smallest MCO • Lack of Funding:Administrative/ • Reimbursement Strategy re:Pay for Service Incentives Quality/Outcomes Board of CommissNers Meeting 11/18/2013 9- 1 - 10 COASTALCARE INITIATIVES (JvoastalCare has selected three local initiatives for inclusion in the Strategic Business Plan: S Expanding the Number of Covered Lives/Members S Functioning as a Model Managed Behavioral Healthcare Organization S Integrating Physical Health and Behavioral Health Here is a description of CoastalCare's three local initiatives. EXPANDING THE NUMBER OF COVERED LIVES/MEMBERS This initiative addresses or complements each administrative function: Planning, Provider Network Development, Service Management, Financial Management, Service Monitoring, Evaluation, Collaboration, and Access. ISSUES: A minimum number of covered lives is necessary for the development and maintenance of a strong and viable Medicaid MCO. Although that number of covered lives is not precisely known, it is clear that—as the smallest MCO—CoastalCare's geographic and population coverage is not sufficient to meet that standard. Under current circumstances,the number of covered lives/members available for CoastalCare's Medicaid managed care program is limited, and there are no options within the catchment area for significantly increasing the number of covered lives. Simply increasing the number of enrollees among those who already are Medicaid-eligible would not adequately increase the number of covered lives. Furthermore,the Governor's plan—"Partnership for a Health North Carolina"—calls for consolidation of managed care responsibilities under two to four entities and for the integration of behavioral and physical healthcare. Along with other pressures to consolidate and find administrative efficiencies, it is clear that the current number of ten LMEs-MCOs cannot be sustained across the State. On the positive side: More covered lives could equal less risk and more efficiency. In addition, a reduction of administration costs could allow for more funding to become available for services delivery, better system management, and supporting fragile community resources. In addition, providers could experience an administrative benefit from dealing with fewer MCOs, and some further standardization could result. To be cautious,we must be aware that local presence may be diminished or lost, resulting in weaker relationships with providers, county government, consumers and families, leading organizations in communities, and other stakeholders. Further, if MCO functions were privatized, quality of care could be compromised over the profit motive, as has been demonstrated in other states. REASONS FOR ACTION: CoastalCare is choosing this course of action and implementing this plan for many interwoven reasons. Near the top are the simple facts that our current and projected numbers of covered lives simply cannot Board of Commissl6s Meeting 11/18/2013 9- 1 - 11 sustain an efficient managed care operation and that North Carolina is moving toward further reductions in the number of local entities that manage the behavioral healthcare system. Rather than be a passive casualty of these forces,we choose to be a proactive participant. Expanding the number of covered lives will result in greater bargaining power as Governor's plan is implemented. MCOs that bring added value will be in better position to contract or sub-contract with selected CCEs, and we are positioning ourselves to be the first choice for such contracts. Clearly, expanding the number of covered lives/members is a critical initiative which affects CoastalCare's legacy for the future, including our unswerving commitment to local public management and active involvement in our communities. Of note:A larger coverage area could create barriers to local involvement and can impact on the quality of care. Also, increasing geographic distances can become a factor in inefficiency. Never the less, it is well recognized that CoastalCare's limited number of covered lives presents problems in sustaining its responsibilities under the PMPM. For CoastalCare itself: effectiveness is not an issue and capability is not an issue. In the larger system context, short-term efficiency and longer-term sustainability are the issues. MEASURABLE GOALS: 1. Shall create shared opportunities for improved efficiency with other MCOs by June 30, 2014. 2. Shall seek a partnership/collaboration with other MCOs that result in a regional entity of approximately 300,000 covered lives by June 30, 2015. 3. Shall subcontract with selected Comprehensive Care Entities to provide specific functions locally by June 30, 2016. PLAN FOR ACHIEVING GOALS: 1. Shall create shared opportunities for improved efficiency with other MCOs by June 30,2014. a. Engage in discussions with other MCOs regarding functional areas where the end result is increased efficiency. b. Engage in discussions to further standardize processes. 2. Shall seek a partnership/collaboration with other MCOs that result in a regional entity of approximately 300,000 covered lives by June 30,2015. a. Engage in discussions with Eastpointe and East Carolina Behavioral Health regarding potential partnerships. b. Identify the specific partnership type with the end result of one organization. c. Produce a signed agreement from all partiers to engage in further discussions aimed at a specific result (letter of intent). d. With partners, determine areas of strength and weakness for each, resulting in the sharing of a specific function as a means to move toward the desired result. e. Develop and produce due diligence documents. f. Develop and produce a shared organizational vision, philosophy, and structure. g. Determine the functions that will be centralized and those to be de-centralized. h. Develop a partnership agreement (by the Area Boards). 3. Shall subcontract with selected Comprehensive Care Entities to provide specific functions locally by June 30,2016. Board of Commissl ers Meeting 11/18/2013 9- 1 - 12 a. Develop a proposal to provide specific functions locally through the utilization of an existing MCC). FUNCTIONING AS A MODEL MANAGED BEHAVIORAL HEALTHCARE ORGANIZATION This initiative addresses or complements all administrative functions: Planning, Provider Network Development, Service Management, Financial Management, Service Monitoring, Evaluation, Collaboration, and Access. ISSUES: Becoming a model managed behavioral healthcare organization (MBHO) is a challenge in this ever- changing environment. The pressures to deliver high-quality, cost-effective care are intensified as costs, particularly Medicaid costs, become the focus of greater and greater attention at the State level. Not only are the State's expectations high, but we, too, are setting the very highest standards for ourselves to become a model MBHO—the organization that others look to for leadership, technical and operational support, and a clear vision for the future. There are a number of key elements that comprise a "model" MBHO. Among those: • Superior levels of performance—across the board • An efficient, consistent, reliable, and automated reporting system, including (1) clear and accurately measured clinical outcomes at the provider level based on individual consumers, and (2) clear and accurately measured service costs at the provider level based on individual consumers • Partnerships and collaborations with all stakeholders on behalf of a relentless focus on excellence in clinical management and the implementation of decisive system efficiencies • A network of flexible, highly-skilled, diverse, and accessible providers • Responsive and timely help for people near or in crisis • Accessible and comprehensible public information for all stakeholders • Experienced, highly competent staff • Clear and sensible management policies and processes which address both clinical and cost outcomes REASONS FOR ACTION: Functioning as a model managed behavioral healthcare organization (MBHO) means that CoastalCare will continue to have a major positive influence on the delivery, financing, and management of behavioral healthcare in North Carolina. From an organizational perspective, and to ensure our future marketability and relevance, CoastalCare needs to be competitive with private entities and collaborative with other MCC)s. We will initiate numerous partnerships and collaborations with other organizations. From a clinical perspective, we need to ensure that consumers have their needs met. For example, we will ensure better treatment outcomes and reduce recidivism rates. From a financial stand point, we recognize that Medicaid expenditures have increased at an unacceptable rate over many years. Managed care will help us implement high performance, evidence-based strategies which result in higher quality, better health, and lower health care costs. MEASURABLE GOALS: 1. Exceed all DMA and DMH contract requirements annually. Board of CommisslAers Meeting 11/18/2013 9- 1 - 13 2. The annual Medicaid service expense ratio shall not exceed 98 percent annually. 3. Shall exceed established benchmarks for state and internal performance indicators and outcome measures. 4. Shall increase provider satisfaction by 3% percent annually. 5. Shall increase consumer satisfaction by 3% percent annually. PLAN FOR ACHIEVING GOALS: 1. Exceed all DMA and DMH contract requirements annually. a. Establish administrative/clinical performance measures for providers; track, trend, and analyze these measures. (Network and QM) b. Identify and provide opportunities for provider training to address administrative and clinical performance measures. (Network, QM, and Training Committee) c. Research and implement customer service software system for staff and implement quarterly training. (IM) d. Implement a procedure for POCs for billing issues. (Finance/Business and Network) e. Research alternative payment methods and select providers for implementation. (Finance/Business, UM and Network) f. Provide current staff training for future responsibilities and functions of the agency. (HR and Training Committee) g. Conduct UR on services/providers identified as outliers for under and over utilization through data analysis. (QM, UM, Network, and Corporate Compliance) h. Identify individuals with unique behavioral or medical needs and address how to meet needs with enhanced services/rates to keep people in the community. (Care Coordination, Finance, Network) i. Create a comprehensive and sophisticated reporting system for key measures by utilizing technology to improve operational efficiency and service delivery. (QM and IM) j. Analysis of grievances, incident reports, and appeals to evaluate, develop and revise trainings, tools, and surveys. (QM) k. Analysis of service delivery and utilization data to identify and assess financial and clinical risk. (QM) I. Partner with community stakeholders to identify, coordinate, and increase access and usage of natural and community resources. (Care Coordination and Community Development) m. Support CFAC to have meaningful role in system evaluation, development, and implementation. (Community Development) n. Coordinate/implement anti-stigma campaigns with people with disabilities, community partners, and CFAC using SAMHSA best practices models. (Community Development and Public Relations) 2. The annual Medicaid service expense ratio shall not exceed 98 percent annually. a. Conduct UR on services/providers identified as outliers for under and over utilization through data analysis. (QM, UM, Network, and Corporate Compliance) b. Create a comprehensive and sophisticated reporting system for key measures by utilizing technology to improve operational efficiency and service delivery. (QM and IM) c. Analysis of service delivery and utilization data to identify and assess financial and clinical risk. (QM) 3. Shall exceed established benchmarks for state and internal performance indicators and outcome measures. Board of Commissilliers Meeting 11/18/2013 9- 1 - 14 a. Provide current staff training for future responsibilities and functions of the agency. (HR and Training Committee) b. Conduct UR on services/providers identified as outliers for under and over utilization through data analysis. (QM, UM, Network, and Corporate Compliance) c. Identify individuals with unique behavioral or medical needs and address how to meet needs with enhanced services/rates to keep people in the community. (Care Coordination, Finance, Network) d. Create a comprehensive and sophisticated reporting system for key measures by utilizing technology to improve operational efficiency and service delivery. (QM and IM) e. Analysis of grievances, incident reports, and appeals to evaluate, develop and revise trainings, tools, and surveys. (QM) f. Analysis of service delivery and utilization data to identify and assess financial and clinical risk. (QM) g. Partner with community stakeholders to identify, coordinate, and increase access and usage of natural and community resources. (Care Coordination and Community Development) h. Support CFAC to have meaningful role in system evaluation, development, and implementation. (Community Development) i. Coordinate/implement anti-stigma campaigns with people with disabilities, community partners, and CFAC using SAMHSA best practices models. (Community Development and Public Relations) 4. Shall increase provider satisfaction by 3% percent annually for next three years. a. Research alternative payment methods and select providers for implementation. (Finance/Business, UM and Network) b. Create a comprehensive and sophisticated reporting system for key measures by utilizing technology to improve operational efficiency and service delivery. (QM and IM) c. Analysis of grievances, incident reports, and appeals to evaluate, develop and revise trainings, tools, and surveys. (QM) 5. Shall increase consumer satisfaction by 3% percent annually for next three years. a. Identify individuals with unique behavioral or medical needs and address how to meet needs with enhanced services/rates to keep people in the community. (Care Coordination, Finance, Network) b. Create a comprehensive and sophisticated reporting system for key measures by utilizing technology to improve operational efficiency and service delivery. (QM and IM) c. Analysis of grievances, incident reports, and appeals to evaluate, develop and revise trainings, tools, and surveys. (QM) d. Partner with community stakeholders to identify, coordinate, and increase access and usage of natural and community resources. (Care Coordination and Community Development) e. Support CFAC to have meaningful role in system evaluation, development, and implementation. (Community Development) f. Coordinate/implement anti-stigma campaigns with people with disabilities, community partners, and CFAC using SAMHSA best practices models. (Community Development and Public Relations) Board of CommissPers Meeting 11/18/2013 9- 1 - 15 INTEGRATING PHYSICAL HEALTH AND BEHAVIORAL HEALTH This initiative addresses or complements all the administrative functions: Planning, Provider Network Development, Service Management, Financial Management, Service Monitoring, Evaluation, Collaboration, and Access. ISSUES: The Governor's plan would consolidate primary care and behavioral health care, and the Affordable Care Act promotes the integration of physical and behavioral health care. In addition, integrated or unified physical and behavioral healthcare services make sense from many other perspectives, including co- morbidity and the significant public need (often stigmatized) for behavioral healthcare. Certain medical conditions are prone to accompanying behavioral health needs, and certain mental health conditions produce clear and present physical health needs. For example, the mortality rate of people with MI/SA/DD issues is greater than the rest of the population by 25 years. The systemic problems of dis-integrated care are well known: increased costs due to poor quality services, difficulties in accessing meaningful clinical and cost data, and artificial barriers that cause consumer difficulty in accessing all-inclusive healthcare, for examples. Emergency rooms are inappropriately used for relatively minor health care concerns. Currently,the national average is 5 percent of behavioral health admissions into the ED, and North Carolina is much larger at 9.5 percent—almost double the national average. There is a pressing need to continue and to expand current projects to address this issue. At the practice level, there is limited communication between physical health and behavioral health professionals and a limited understanding of how to collaborate effectively. Patient use of multiple prescribers for opiates and pain medication (doctor shopping) points out the need for clarity of roles and seamless communication. Relatedly, the lack of interconnected medical records systems presents further difficulties. In the past, there have been good reasons that physical and behavioral health have been "carved out" from each other. Now, however, there are better reasons why both need to join together. Today, and for the future, best practice must diagnose and treat the whole person and their complex bundle of needs and woes. REASONS FOR ACTION: The literature abounds in reasons why the integration of physical and mental healthcare makes sense, in spite of the persistent barriers and difficulties to doing so. In addition to the obvious clinical benefits, an additional significant reason is shared when any services delivery system is deficient: improving the ability to prevent and manage costs at the system level. There are a number of forces moving the North Carolina healthcare system in the direction of integrated or unified healthcare—chief among them the Governor's plan an integrated system within the next 3 years. The overriding goal: to create ease of access to comprehensive healthcare for consumers, improve the quality of services, reduce costs, improve communications between healthcare professionals, improve the quality of consumer's lives, and increase the life expectancy of consumers. Our role in integration will focus on improving health care access, outcomes, and costs for people who require mental health, substance use, and/or intellectual/developmental disabilities services. Board of CommissMers Meeting 11/18/2013 9- 1 - 16 Incorporating physical health components into managing the care of our consumers would positively impact the effectiveness of behavioral health services and result in overall better outcomes for consumers and the longevity of recovery. An additional approach, utilization of other resources such as CCNC, can result in reduced organizational costs thanks to increased collaboration,the potential resulting need for fewer staff, a reduction in duplication of roles/services, and improved long term results. Working together with CCNC and others to better integrate care will assist the individual who has their medical issues impacting their mental health and vice versa. MEASURABLE GOALS: 1. Shall implement the PROACT model by December 31, 2013. (Care Coordination) 2. Shall develop at least one entity in each county that will have an integrated behavioral health and primary care practice at the Levels 3-4 of integration by September 30, 2014. (Community Development) 3. Shall achieve Levels 1-2 of integration in the CoastalCare provider network, with a particular emphasis on connection and communication of individual needs by September 30, 2015. (Network Management) 4. Shall explore potential partnerships with other healthcare and community entities by September 30, 2016. (Community Development) PLAN FOR ACHIEVING GOALS: 1. Shall implement the PROACT model by December 31,2013. (Care Coordination) a. Begin initiative by focusing on the Medicaid recipients (non-enrolled make up approximately 8%)who are flagged PROACT priority by the CCNC system. (Hire and orient teams. Create process maps and team expectations. Set up a communication system with hospital EDs and crisis services to develop collaboration.) (Care Coordination) b. Add service to additional Medicaid recipients who meet the criteria for Behavior Health target population and have had a 30 day readmit in real time. (Continue to modify and adjust processes as needed. Market PROACT teams to community partners. Analyze data for uninsured population to create a PROACT priority designation for them. [i.e., >10 ED visits and/or>2 Inpatient admits in last year].) (Care Coordination) c. Conduct a cost analysis of the PROACT model. (Business Management, Care Coordination) 2. Shall develop at least one entity in each county that will have an integrated behavioral health and primary care practice level of at least 3-4 by September 30,2014. (Community Development) a. Define/describe Levels 3-4 integration (Network Management, Utilization Management, Medical Director, Community Development) b. Conduct an inventory of existing practice to identify integrated care practices and the extent of integration. (Community Development) c. Create a clearinghouse of those interested. (Community Development) d. Increase awareness about providers who already practice integrated care. (Network Management, PIO) e. Develop incentives for integration (financing, consultation including telemedicine, and more). (Network Management, Business, Clinical Ops, Community Development) 3. Shall achieve Levels 1-2 of integration in the CoastalCare provider network,with particular emphasis on connection and communication of individual needs by September 30,2015. (Network Management). Board of CommissUers Meeting 11/18/2013 9- 1 - 17 a. Define/describe Levels 1-2 integration for the CoastalCare provider network(Network Management, Utilization Management, Medical Director, Community Development), including: • Review physical health components when managing the care of our consumers; look for high risk physical illnesses, lack of a primary care physician, etc.; encourage providers to make referrals to CCNC as appropriate. • Require (Medicaid) providers to put primary care physician on SAR in designated field or monitor this and discuss needs with providers so appropriate referrals are made when necessary. • Encourage integrating physical health and wellness goals into treatment plans. • Ensure primary care physician information is on crisis plans to identify individuals who do not have a doctor and to encourage their selection of a medical doctor. b. Develop a plan to introduce integration and to train and provide technical assistance to providers. (Network Management,Training Committee) c. Develop incentives for providers to include primary care services. (Network Management, Business, Clinical Ops) 4. Shall explore potential partnerships with other healthcare and community entities by September 30, 2016. a. Approach and work with SEAHEC and local schools to improve education and consultation related to integrated care. (Community Development, Medical Director,Training Committee) b. Approach and work with Cape Fear Health Net to provide reciprocal access to each other's services. (Community Development, Medical Director) c. Approach and work with insurance companies (such as BC/BS of NC, United Healthcare, and others) and with accountable care organizations to explore potential partnerships or collaborations. (Executive Management Team) Board of CommissMers Meeting 11/18/2013 9- 1 - 18 STATEWIDE INITIATIVES -pm ive statewide initiatives— required by the State—are included in CoastalCare's Strategic Business Plan. They are: IS Transition to Community Living ACTT/Supported Employment IS Crisis Service Enhancement IS Closer to Home (PRTF) IDD Waitlist Here is a description of CoastalCare's five mandated State initiatives. TRANSITIONS TO COMMUNITY LIVING This initiative addresses or complements the administrative function(s) of Planning, Provider Network Development, Service Management, Service Monitoring, Evaluation, Collaboration, and Access. ISSUES: • Individuals that qualify for Transitions to Community Living routinely have many identified barriers, even as we successfully transition them. • Not enough landlords willing to participate in program; lack of appropriate housing. • Limited community resources and lack of natural and professional supports. • Lack of skills of individuals to transition. • Institutionalization creates barriers to community placement. • Negative stigma attached to the persistent mentally ill population. REASONS FOR ACTION: • Community based services(versus higher levels of care, including institutionalization) are more cost efficient and are less restrictive for the consumer. The longer a person is out of the community and at a higher level of care, the more difficult it is to transition them back into the community. There needs to be a strong continuum of care for consumers to step down to lower levels of care. • Need to provide improved quality of care for consumers, to increase independence and community integration for transitioned consumers, and to provide the least restrictive environments. • The Transitions to Community Living program provides individuals the opportunity to live in the least restrictive environment. • Need to provide individuals with the right to live where they want to live. Consumers will have an increase in quality of life. • Decrease stigma and further integrate consumers into the community. MEASURABLE GOALS: 1. Shall transition 15 individuals into independent living by June 30, 2014. (Care Coordination) Board of CommissPers Meeting 11/18/2013 9- 1 - 19 2. Shall transition an additional 15 individuals into independent living by June 30, 2015. (Care Coordination) 3. Shall complete 3 Requests for Participation (RFPs)to landlords per month by December 31, 2013. (Care Coordination) 4. Shall execute 3 peer support contracts by June 30, 2014. (Network) 5. Shall develop and/or identify 3 voluntary organizations to provide natural supports by June 30, 2014. (Community Development) 6. Shall exceed all settlement benchmarks by June 30, 2016. (Care Coordination) PLAN FOR ACHIEVING GOALS: 1. Shall transition 15 individuals into independent living by June 30,2014. (Care Coordination) [Goals#1 and#2 share the same plan] 2. Shall transition an additional 15 individuals into independent living by June 30,2015. (Care Coordination) a. Improve information flow among agencies, DHHS, DSS, Social Security office and MCO's. (Community Development) b. Hire staff for the Transitions to Community Living Team. (Care Coordination) c. Use Quadel and our Community Development Housing Specialist to assist with recruiting landlords. (Care Coordination, Community Development) d. Connect each individual with the tenant support vendor immediately upon move in. (Care Coordination) 3. Shall complete 3 RFPs per month by December 31,2013. (Care Coordination) a. Improve information flow among agencies, DHHS, DSS, Social Security office and MCO's. (Community Development) b. Hire staff for the Transitions to Community Living Team. (Care Coordination) c. Use Quadel and our Community Development Housing Specialist to assist with recruiting landlords. (Care Coordination, Community Development) 4. Shall execute 3 peer support contracts by June 30,2014. (Network) a. Publish an RFP for peer support contracts. (Network) 5. Shall develop and/or identify 3 voluntary organizations to provide natural supports by June 30, 2014. (Community Development) a. Work with community resources to increase the availability of illness self-management classes,groups, and networking available for people with disabilities so they can be part of the community, not only by using goods and services, but also by volunteering and helping others. (Community Development) b. Maintain an up-to-date electronic,web-based, comprehensive handbook of resources, contacts, and supports that help people with disabilities be more independent, learn about, and find resources. (Community Development) 6. Shall exceed all settlement benchmarks by June 30,2016. (Care Coordination) a. Improve information flow among agencies, DHHS, DSS, Social Security office and MCO's. (Community Development) b. Hire staff for the Transitions to Community Living Team. (Care Coordination) c. Use Quadel and our Community Development Housing Specialist to assist with recruiting landlords. (Care Coordination, Community Development) d. Connect each individual with the tenant support vendor immediately upon move in. (Care Coordination) Board of CommissNers Meeting 11/18/2013 9- 1 -20 e. Providers and natural supports in community to assist with skill building around daily living skills. (Community Development) f. Publish an RFP for peer support contracts. (Network) g. Work with community resources to increase the availability of illness self-management classes,groups, and networking available for people with disabilities so they can be part of the community, not only by using goods and services, but also by volunteering and helping others. (Community Development) h. Maintain an up-to-date electronic,web-based, comprehensive handbook of resources, contacts, and supports that help people with disabilities be more independent, learn about, and find resources. (Community Development) i. Educate providers how to use natural supports and community resources in place of paid supports. (Training Committee, Community Development) j. Divert individuals from the criminal justice system to treatment and recovery supports when illegal behavior can be associated to the disability or illness. (Care Coordination, Community Development) ACTT SUPPORTED EMPLOYMENT This initiative addresses or complements the administrative function(s) of Provider Network Development, Service Management, and Service Monitoring. ISSUES: • Implement the Evidence Based Practice Model • Unemployment rate of people with disabilities • Due to the long-term nature of illness, constant re-stabilization needed for these individuals. REASONS FOR ACTION: • Increase quality of life for consumers so they do not have to be placed out of their community and have more local opportunities for wellness and recovery. • Promote personal independence. • Transition from institutional settings to integrated community living situations. • Higher rate of unemployment for people with disabilities. • Consumers are still going to ED and being hospitalized that receive ACTT team services. • Decrease use of crisis services, hospitalization, and associated costs. MEASURABLE GOALS: 1. All ACT Teams will achieve high fidelity score (>4.3) by June 30, 2016. (Network Management) 2. All Supported Employment vendors will achieve high fidelity scores based on their services model by June 30, 2016. (Network Management) 3. Shall fill all 9 available supported employment slots by June 30, 2014. (Care Coordination) 4. ACT Teams will have a caseload size of at least 50 consumers by June 30, 2015. (Network Management) 5. Shall meet identified outcome measures (i.e., reduction of ACT Team consumer admissions to the ED and/or psychiatric inpatient units) by June 30, 2016. (Network Management) PLAN FOR ACHIEVING GOALS: 1. All ACT Teams will achieve high fidelity score by June 30,2016. (Network Management) Board of Commiss�6s Meeting 11/18/2013 9- 1 -21 a. Shall complete an annual network sufficiency assessment. (Network Management) b. Training and technical support. (Network Management) c. Provider monitoring via development and implementation of processes and tools for measuring fidelity of evidenced based practices. (Network Management) 2. All Supported Employment vendors will achieve high fidelity scores based on their services model by June 30,2016. (Network Management) a. Training and technical support. (Network Management) b. Provider monitoring via development and implementation of processes and tools for measuring fidelity of evidenced based practices. (Network Management) c. Increase employer and volunteer activities. (Community Development) 3. Shall fill all 9 available supported employment slots by June 30,2014. (Care Coordination) a. Increase employer and volunteer activities. (Community Development) 4. ACT Teams will have a caseload size of at least 50 consumers by June 30,2015. (Network Management) a. Provider monitoring via development and implementation of processes and tools for measuring fidelity of evidenced based practices. (Network Management) b. Identify gaps in lower levels of care to transition from ACTT. (Network, UM, Care Coordination) 5. Shall meet identified outcome measures(i.e., reduction of ACT Team consumer admissions to the ED and/or psychiatric inpatient units) by June 30,2016. (Network Management) a. Providers must adhere to fidelity of the model. (Network Management) b. Providers are available 24/7 to deal with individual crisis issues either by telephone or in person. (Network Management) c. CoastalCare will develop and implement a rate structure that creates incentives to meet identified outcomes. (Network Management) CRISIS SERVICE ENHANCEMENT This initiative addresses or complements the administrative function(s) of Planning, Provider Network Development, Service Management, Financial Management, Service Monitoring, Evaluation, Collaboration, and Access. ISSUES: • Need to inform and educate the Network and community about the crisis services array already in existence • Lack of transportation, especially in rural areas • Lack of funding to maintain a region-wide "firehouse" model (i.e., 24/7 availability) • Transitional planning issues from crisis to next step/level • Providers do not take maximum advantage of developing appropriate crisis plans for individuals • Providers not having an adequate after-hours response system REASONS FOR ACTION: • Inappropriate crisis usage by individuals is inefficient and expensive. Individuals do not always receive quality, comprehensive mental and physical health services, and they often utilize the ED even when not in crisis. Board of Commissigers Meeting 11/18/2013 9- 1 -22 • Decreased ED use and managed crisis in the community will decrease costs. Also provides appropriate clinical treatment with providers that are more familiar with consumer instead of ED staff. • Counties, hospitals, and stakeholders are heavily invested in having alternatives to EDs for crisis services. • Quality crisis services should result in better outcomes and engagement with community-based follow up services. The alternative is that individuals in the ED tend to be placed on involuntary commitment petitions and taken into custody by law enforcement. MEASURABLE GOALS: 1. All providers shall develop and communicate effective crisis plans by June 30, 2014. (Network Management) 2. Decrease the number of admissions to ED from 114 per 10,000 population to 109 per 10,000 population (316 admissions) by September 30, 2014. (Reducing Acute Inpatient Admissions QIP Team) 3. Decrease the number of admissions to ED from 109 per 10,000 population to 104 per 10,000 population (316 admissions) by September 30, 2015. (Reducing Acute Inpatient Admissions QIP Team) 4. Increase the percentage of consumers who are within a new access standard of 40 miles of FBC from 61 percent to 95 percent by September 30, 2015. (Network Management) 5. Crisis vendor responds to individuals, face to face,within an average of 60 minutes of notification by March 31, 2014. (Network Management) PLAN FOR ACHIEVING GOALS: 1. All providers shall develop and communicate effective crisis plans by June 30,2014. (Network Management) a. Deliver ongoing training and guidance to the provider network on how to best use crisis plans and an approved voice mail script. (Training Committee) b. Routinely discuss the crisis continuum of services (awareness of 1st responder, crisis planning to be proactive, flyer to providers to include in intake packets) during meetings with providers. (Network Management) 2. Decrease the number of admissions to ED from 114 per 10,000 population to 109 per 10,000 population (316 admissions) by September 30,2014. (Reducing Acute Inpatient Admissions QIP Team) [Goals#2 and#3 share the same plan.] 3. Decrease the number of admissions to ED from 109 per 10,000 population to 104 per 10,000 population (316 admissions) by September 30,2015. (Reducing Acute Inpatient Admissions QIP Team) a. Continue to ensure that crisis vendor information is included in discharge packets from the hospitals. (Care Coordination) b. Routinely discuss the crisis continuum of services (awareness of 1st responder, crisis planning to be proactive, flyer to providers to include in intake packets) during meetings with providers. (Network Management) c. Redesign the CoastalCare Website to highlight crisis services. (Information Management) 4. Increase the percentage of consumers who are within a new access standard of 40 miles of FBC from 61 percent to 95 percent by September 30,2015. (Network Management) Board of CommissPers Meeting 11/18/2013 9- 1 -23 a. In cooperation with the crisis vendor, create and implement a year-long media campaign for the purpose of making the public more aware of crisis services. (Community Relations) b. Routinely discuss the crisis continuum of services (awareness of 1st responder, crisis planning to be proactive,flyer to providers to include in intake packets) during meetings with providers. (Network Management) c. Redesign the CoastalCare Website to highlight crisis services. (Information Management) d. Recruit additional SUD services providers to serve the communities where we need additional services. (Network Management) 5. Crisis vendor responds to individuals,face to face,within an average of 60 minutes of notification by March 31,2014. (Network Management) a. In cooperation with the crisis vendor, create and implement a year-long media campaign for the purpose of making the public more aware of crisis services. (Community Relations) b. Continue to ensure that crisis vendor information is included in discharge packets from the hospitals. (Care Coordination) c. Routinely discuss the crisis continuum of services (awareness of 1st responder, crisis planning to be proactive,flyer to providers to include in intake packets) during meetings with providers. (Network Management) CLOSER TO HOME (PRTF) This initiative addresses or complements the administrative function(s) of Planning, Provider Network Development, Service Management, Financial Management, Service Monitoring, Evaluation, Collaboration, and Access. ISSUES: • Public Instruction is not mandated for North Carolina PRTF programs, unlike other states. They are not required to follow a student's IEP or offer Standard Course of Study. This is particularly a problem for High School students who need credits for classes when returning to public school. The principal of the incoming school determines what credit will be accepted. • Lack of effective Therapeutic Foster Care (TFC), Intensive Alternative Family Treatment (IAFT) providers, and Residential Level II group homes that reduce the need for consumers to go to a PRTF or are sufficient for consumers to step down. • North Carolina does not have appropriate and adequate resources for children MH/SU/DD needs and behavioral manifestation issues. • Gaps in continuum of care for children and adolescents. • Geographic distance is barrier to family participation in child's treatment and gaining skills needed for child to come home. REASONS FOR ACTION: • Need for family reunification • Keep kids in the community(which is proven to be more effective—treatment in the natural setting) • Easier transitions to home setting • More family involvement in treatment and investment of the child (abandonment/trauma) • Reduced travel expenses for families Board of Commisspers Meeting 11/18/2013 9- 1 -24 • Limited resources to invest in a family member placed out of area • Easier monitoring oversight of treatment and progress • Less school disruption • Children benefit from consistent care in the same community allowing for friendships and other natural support networks to occur. According to many studies, this improves resiliency—a key factor that is measured on the CALOCUS tool. Improved resiliency= longevity of positive outcomes and more likelihood of longer periods of recovery which = less use of high cost services and overall cost reduction. MEASURABLE GOALS: 1. Shall identify the type and number of providers needed for PRTF diversion by March 31, 2014. (Network Management) 2. Shall reduce the annual number of children utilizing PRTF from 99 to 73 by September 30, 2014. (Care Coordination) 3. Shall reduce the annual number of children utilizing PRTF from 73 to 49 by September 30, 2015. (Care Coordination) 4. Shall target current in-area PRTF vendors for improved performance and outcomes by September 30, 2015. (Network Management) 5. Shall reduce average LOS from 103 days to 90 days by June 30, 2016. (Care Coordination) PLAN FOR ACHIEVING GOALS: 1. Shall identify the type and number of providers needed for PRTF diversion by March 31,2014. (Network Management) a. Build 3 to 4 quality evidence based outpatient family therapy agencies (providing Trauma Focused Cognitive Behavioral Therapy, Parent-Child Interactive Therapy, Functional Family Therapy, and Seven Challenges SA Therapy) and 5 quality Intensive Alternative Family Treatment providers by September 30, 2014. b. Build 5 to 6 quality evidence based outpatient family therapy agencies (providing Trauma Focused Cognitive Behavioral Therapy, Parent-Child Interactive Therapy, Functional Family Therapy, and Seven Challenges SA Therapy) and 5 quality Intensive Alternative Family Treatment providers by September 30, 2015. c. Develop a stronger network of providers using EBPs. 2. Shall reduce the annual number of children placed in PRTF from 99 to 73 by September 30, 2014. (Care Coordination) 3. Shall reduce the annual number of children placed in PRTF from 73 to 49 by September 30, 2015. (Care Coordination) [Goals#2 and #3 share the same plan.] a. Build 3 to 4 quality evidence based outpatient family therapy agencies (providing Trauma Focused Cognitive Behavioral Therapy, Parent-Child Interactive Therapy, Functional Family Therapy, and Seven Challenges SA Therapy) and 5 quality Intensive Alternative Family Treatment providers by September 30, 2014. b. Build 5 to 6 quality evidence based outpatient family therapy agencies (providing Trauma Focused Cognitive Behavioral Therapy, Parent-Child Interactive Therapy, Functional Family Therapy, and Seven Challenges SA Therapy) and 5 quality Intensive Alternative Family Treatment providers by September 30, 2015. c. Educate the community stakeholders (DSS, DJJ, Schools) about how keeping children in their communities with community-based services has a better outcome d. Develop collaborative relationships with DSS, DJJ, Schools e. Develop a stronger network of providers using EBPs. Board of Commisspers Meeting 11/18/2013 9- 1 -25 f. Develop clear outcomes measures for these services 4. Target current in-area PRTF vendors for improved performance and outcomes by September 30, 2015. (Network Management) a. Monitor the 3 in-area PRTFs and address any deficiencies by September 30, 2015. (Network Management) b. Meet with in-area PRTFs regarding opportunities to improve services by September 30, 2015. (Network Management) 5. Shall reduce average LOS from 103 days to 90 days by June 30, 2016. (Care Coordination) a. Build 3 to 4 quality evidence based outpatient family therapy agencies (providing Trauma Focused Cognitive Behavioral Therapy, Parent-Child Interactive Therapy, Functional Family Therapy, and Seven Challenges SA Therapy) and 5 quality Intensive Alternative Family Treatment providers by September 30, 2014. b. Build 5 to 6 quality evidence based outpatient family therapy agencies (providing Trauma Focused Cognitive Behavioral Therapy, Parent-Child Interactive Therapy, Functional Family Therapy, and Seven Challenges SA Therapy) and 5 quality Intensive Alternative Family Treatment providers by September 30, 2015. c. Educate the community stakeholders (DSS, DJJ, Schools) about how keeping children in their communities with community-based services has a better outcome d. Develop collaborative relationships with DSS, DJJ, Schools e. Develop a stronger network of providers using EBPs. f. Develop clear outcomes measures for these services. IDD WAITLIST This initiative addresses or complements the administrative function(s) of Planning, Provider Network Development, Service Management, Financial Management, and Access. ISSUES: • No standardized measure to forecast the demand and the intensity of services needed in the future to reduce waitlist. • Limited resources and funding for Medicaid 1915(b) (c)waiver services and State funded MH-DD- SAS services. REASONS FOR ACTION: • Individuals may be in need of supports that are not currently available. As they wait, their needs may become greater,which may result in crisis or the need for higher level of care resulting in greater expenses and cost. • Institutional levels of care are more costly, isolate individuals from their communities, and are not considered best practice. • Need to support individuals with intellectual and other developmental disabilities to have a high quality, self-directed, satisfying life integrated into the community of their choice. MEASURABLE GOALS: 1. Shall reduce the number of persons on the wait list by 90 individuals (or 10% per the State standard) by March 31, 2014. (Customer Services) 2. Shall standardize the process for assessment of need by June 30, 2014. (Care Coordination) Board of Commissaers Meeting 11/18/2013 9- 1 -26 3. Shall assess 250 of the individuals on the waitlist using the SIS standardized tool by June 30, 2015. (Care Coordination) 4. Shall have assessed all of the individuals on the wait list using the SIS standardized tool by July 1, 2016. (Care Coordination) 5. Shall continue to incorporate all IDD wait list data into the Registry of Unmet Needs on a monthly basis. (Customer Services) PLAN FOR ACHIEVING GOALS: 1. Shall reduce the number of persons on the wait list by 90 individuals(or 10% per the State standard) by March 31, 2014. (Customer Services) a. Customer Service staff will make contact annually for the next 3 years with individuals that have been identified on the IDD waitlist by though phone calls and mail. Each contact will be for the purpose of gathering and documenting changes in the individuals' demographic information, changes in residential settings and natural supports. Information will be entered by the Customer Service Staff into the CoastalCare Registry of Unmet Needs database.The Customer Service staff will refer to a SIS evaluator for the purpose of scheduling a Support Intensity Scale assessment to be completed within 60 days. b. The Support Intensity Scale Evaluators will enter the SIS results into the AlphaMCS database 5 business days from date of completion.The SIS results will measure the support type, frequency and amount of time needed to support each individual on the IDD waitlist. c. CoastalCare will recruit and retain additional certified SIS staff who are certified evaluators by July 1, 2014 to accommodate the number of SIS assessments to be completed every 3 years for adults and every 2 years for children. d. The Customer Service Department will work with the IM Department and with AlphaCM database to ensure that the data is recorded in our information system. e. The Customer Service Department will increase the number of Customer Service staff to 5 by July 1, 2014 to accommodate increased steps needed to identify, gather and update data pertaining to individuals on the waitlist. f. Care Coordination Department will share the SIS data that measure the support type, frequency and amount of time needed to support each individual on the IDD waitlist with the Network Management Department and Customer Service Department monthly. g. The Network Management Department will incorporate the SIS data into the network sufficiency plan to identify and develop the number of providers needed to potentially meet the needs of the individuals on the I/DD waitlist. h. The Customer Service Department, Care Coordination Department and Network Management Department will use the SIS data and network sufficiency plan to identify and develop B-3 services that potentially meet the needs of the individuals on the waitlist annually for the next three years. 2. Shall standardize the process for assessment of need by June 30,2014. (Care Coordination) a. Customer Service staff will make contact annually for the next 3 years with individuals that have been identified on the IDD waitlist by though phone calls and mail. Each contact will be for the purpose of gathering and documenting changes in the individuals' demographic information, changes in residential settings and natural supports. Information will be entered by the Customer Service Staff into the CoastalCare Registry of Unmet Needs database.The Customer Service staff will refer to a SIS evaluator for the purpose of scheduling a Support Intensity Scale assessment to be completed within 60 days. Board of Commisswers Meeting 11/18/2013 9- 1 -27 b. The Support Intensity Scale Evaluators will enter the SIS results into the AlphaMCS database 5 business days from date of completion.The SIS results will measure the support type, frequency and amount of time needed to support each individual on the IDD waitlist. c. The Customer Service Department will work with the IM Department and with AlphaCM database to ensure that the data is recorded in our information system. d. Care Coordination Department will share the SIS data that measure the support type, frequency and amount of time needed to support each individual on the IDD waitlist with the Network Management Department and Customer Service Department monthly. 3. Shall assess 250 of the individuals on the waitlist using the SIS standardized tool by June 30, 2015. (Care Coordination) a. Customer Service staff will make contact annually for the next 3 years with individuals that have been identified on the IDD waitlist by though phone calls and mail. Each contact will be for the purpose of gathering and documenting changes in the individuals' demographic information, changes in residential settings and natural supports. Information will be entered by the Customer Service Staff into the CoastalCare Registry of Unmet Needs database.The Customer Service staff will refer to a SIS evaluator for the purpose of scheduling a Support Intensity Scale assessment to be completed within 60 days. b. The Support Intensity Scale Evaluators will enter the SIS results into the AlphaMCS database 5 business days from date of completion.The SIS results will measure the support type, frequency and amount of time needed to support each individual on the IDD waitlist. c. CoastalCare will recruit and retain additional certified SIS staff who are certified evaluators by July 1, 2014 to accommodate the number of SIS assessments to be completed every 3 years for adults and every 2 years for children. 4. Shall have assessed all of the individuals on the wait list using the SIS standardized tool by July 1,2016. (Care Coordination) a. Customer Service staff will make contact annually for the next 3 years with individuals that have been identified on the IDD waitlist by though phone calls and mail. Each contact will be for the purpose of gathering and documenting changes in the individuals' demographic information, changes in residential settings and natural supports. Information will be entered by the Customer Service Staff into the CoastalCare Registry of Unmet Needs database.The Customer Service staff will refer to a SIS evaluator for the purpose of scheduling a Support Intensity Scale assessment to be completed within 60 days. b. The Support Intensity Scale Evaluators will enter the SIS results into the AlphaMCS database 5 business days from date of completion.The SIS results will measure the support type, frequency and amount of time needed to support each individual on the IDD waitlist. c. CoastalCare will recruit and retain additional certified SIS staff who are certified evaluators by July 1, 2014 to accommodate the number of SIS assessments to be completed every 3 years for adults and every 2 years for children. 5. Shall continue to incorporate all IDD wait list data into the Registry of Unmet Needs on a monthly basis. (Customer Services) a. Customer Service staff will make contact annually for the next 3 years with individuals that have been identified on the IDD waitlist by though phone calls and mail. Each contact will be for the purpose of gathering and documenting changes in the individuals' Board of Commissaers Meeting 11/18/2013 9- 1 -28 demographic information, changes in residential settings and natural supports. Information will be entered by the Customer Service Staff into the CoastalCare Registry of Unmet Needs database.The Customer Service staff will refer to a SIS evaluator for the purpose of scheduling a Support Intensity Scale assessment to be completed within 60 days. b. The Support Intensity Scale Evaluators will enter the SIS results into the AlphaMCS database 5 business days from date of completion.The SIS results will measure the support type, frequency and amount of time needed to support each individual on the IDD waitlist. c. The Customer Service Department will work with the IM Department and with AlphaCM database to ensure that the data is recorded in our information system. d. The Customer Service Department will increase the number of Customer Service staff to 5 by July 1, 2014 to accommodate increased steps needed to identify, gather and update data pertaining to individuals on the waitlist. e. The Customer Service Department will increase the number of Customer Service staff to 5 by July 1, 2014 to accommodate increased steps needed to identify, gather and update data pertaining to individuals on the waitlist. Board of Commisspers Meeting 11/18/2013 9- 1 -29 MONITORING, TRACKING, AND ONGOING FOLLOW UP (IOnce completed, adopted, approved, and submitted, this plan does not sit idle. CoastalCare will implement this Plan and will monitor its implementation. We will: Publish the Plan on our Web site at www.coostalcorenc.org. Distribute the Plan widely to consumers and families, CFAC, the provider network, Area Board members, community agencies, and the general public. Incorporate the Plan into our Annual Quality Management Plan. Adjust the Plan as necessary at our quarterly Management Team review of Plan progress. CoastalCare believes this plan will help us shape the future of behavioral healthcare in Southeastern North Carolina, and we look forward to meeting the challenges that the future presents to us. Filename:Local Business Plan—FINAL DRAFT Board of CommisslNers Meeting 11/18/2013 9- 1 -30 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT ITEM: 10 DEPARTMENT: PRESENTER(S): Barbara L. Rowe, Curator CONTACT(S): Barbara L. Rowe,Curator SUBJECT: Approval of Seven Donations for Accession into the Museum's Permanent Collection BRIEF SUMMARY: The Museum collects objects pertaining to the history, science, and cultures of the Lower Cape Fear region. Submitted for approval are seven donations to be added to the Museum's permanent collection. Donations are carefully documented. The Curator reviews each item's provenance, condition, relevance to the collection, potential for exhibition, and room required for storage. A report on each object is reviewed carefully by the Director and Collections Committee. The objects presented have passed this scrutiny and were approved by the Museum Advisory Board meeting of October 16, 2013. Each item offered has a special story to preserve. From 1950s church fans, to Miss Wilmington of 1933, to photographs of a local artist working in France during World War II,the objects document 300 years of the region's stories. STRATEGIC PLAN ALIGNMENT: Intelligent Growth and Economic Development • Enhance and add recreational, cultural and enrichment amenities RECOMMENDED MOTION AND REQUESTED ACTIONS: Accept seven(7)donations of regional artifacts into the Cape Fear Museum Permanent Collection. ATTACHMENTS: Accession Chart COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 10-0 U C�j �; ap C�j Q CA C�j pD tA CA s�- CJ O li ��)t,tltr N N C�j C�j g N CA w CJ N O �" °- �." cd CA N V CA U P� 1 ap `G O Cli V V1 .O cd �,+ � N N m V cd O ` Q C�j �t�1ti� litat�' O U cd CA N p � CA cd" CA . ,. . CA mom. (A (A __ � � CA r. CG CG ; V CA Ewa, 00 � AO N O-D = C-) Board of Qktrnissioners Meeting C) /18/2013 C O U U U ^ v CA CA ^ N U N O C�j C aj O� U N r. o O. � �sr � S. p O OA co �- C�j CA z o � C�j � . N r � O p U O bA >> bJJ 4 Z C�j O p N CA V1 ,-O � � h`, O U � C� •� • CA ti U O W / r s. cd s. U cd C�j CA 7o ^�. cd �. CG o � a� U CA U O yam_, 4 ca bA � a • , O IAA, 3 ^yy � p� O � N ;� •� �i C�j O cd N CA Ab�a s•. `, LJ N �t ( C Q' C�j C�j � N N � C'J C�j CA Cj s - -� \ OT. ap H o � x �, , o , oC�j • r" €t V � bA N cd I" O i'` cd pC'j O Orr s •�, N � O M � � M �q M Board of glimissioners Meeting 44/18/2013 N �." M O to R � C�j ON K4 CA o 0� x44- O oC�j CA cz .O s. �.. U �. •� O � �, y� � rr,,,,n �r�,„fig,:. s O CJ s. O Q bA C LAJ N N v � c zs z 0 O ^0 O C�j O O O to N N "O U "O , O �, O ap O N C�j Cj O O P� o U CA C�j W 0 0 U � x� A z CO � � o �CD �q �of Commissioner Meeting cS cS —� cS 11/18/2013 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18,2013 CONSENT ITEM: 11 DEPARTMENT: PRESENTER(S): Barbara L.Rowe, Curator CONTACT(S):Barbara L. Rowe,Curator SUBJECT: Approval of 26 Items to be Deaccessioned from the Museum Collection BRIEF SUMMARY: Museum staff and the Museum Advisory Board have been diligently culling items from the permanent collection that have no relevant provenance, are in very poor condition, or are duplicates of better examples. This process is a recommended step in effective collections management. The 26 items recommended for deaccession have all been reviewed by the Curator, Director, Collections Committee, and Museum Advisory Board.Recommendations for disposition are also provided.Most items are identified for public auction, a procedure which removes the sale from immediate conflict of interest with the Museum. Income earned from items sold at auction goes into a restricted account used to purchase new artifacts for the collection or to conserve objects already in the collection. One object is recommended for transfer to another collecting institution. One object containing lead is recommended for scrap sale or destruction depending on the advice from the NHC Safety Officer. The 26 items have been removed from storage and are now sitting in hallways until they can be deaccessioned and disposed. Because of space constraints and hazards to staff,these items need to be approved sooner rather than later. STRATEGIC PLAN ALIGNMENT: Intelligent Growth and Economic Development • Enhance and add recreational,cultural and enrichment amenities RECOMMENDED MOTION AND REQUESTED ACTIONS: Accept the recommendation of the Museum Advisory Board to deaccession twenty-six (6) items identified on the attached list for deaccession from the Museum's Permanent Collection. ATTACHMENTS: Deaccession Chart COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS:(only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 11 -0 � � A w o � A U M w •� '� •� WU a Q a 0 Z O O � cd �. N O � O N Fk rl CA U C�j O N N i •� "O � "� F r�, 21, N pi czw °� ; • �. 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O x 4— O C0 01 W CA 61 � r" O bA A CA el CA CA 0 11/18/2013 11 - 1 -5 � A O MM N O Z "p N O O O '.O O N � c cd N O O cn C�j U W o o CA Cj �{ } CA w C ~ CA o p C�j cz cn cn _CG O O c� r rJ W O � cn 4.) zs pi CA ftlj�` zs cd - S". -Al 0 a, 00 U 11/18/2013 11 - 1 -6 M O � O 0 Z � a� � O O tr I j n ' C j CA C�j C�j cz q W c�j P U � S-. C.0 C.0 � o o � 11/18/2013 11 - 1 -7 0 U N O � O O j M � O Q a O Z '.O N N � O C cz O � O a � O o w � o U 01 cz Q O S■ � 0 CC "O ..y O 00 11/18/2013 11 - 1 -8 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT 12 DEPARTMENT: Register of Deeds PRESENTER(S): Tammy T. Beasley, Registrar CONTACT(S): Tammy T. Beasley,Registrar SUBJECT: Approval of August 2013 Amendment to Records Retention and Disposition Schedule — Register of Deeds as Presented by the N.C.Division of Archives and History BRIEF SUMMARY: Amending the Register of Deeds Records Retention and Disposition Schedule published October 10, 2012. STANDARD 2.BUDGET,FISCAL,AND PAYROLL RECORDS Amending item 26 Escheat and Unclaimed Property File as shown on substitute page 17. STANDARD 5.PERSONNEL RECORDS Amending item 18 Employee Eligibility Records as shown on Substitute page 39. Amending items 36 Family Medical Leave Act(FMLA) Records, 45 Leave File, and 46 Leave Without Pay File as shown on Substitute pages 45 and 47. By State Statutes the amendment to the schedule must be approved by the Board of Commissioners before distributing to departments for retention and disposal of records. North Carolina record and retention schedules can be viewed on the North Carolina Department of Cultural Resources website — http://www.neder.gov/ STRATEGIC PLAN ALIGNMENT: Effective County Management • Increase efficiency and quality of key business processes RECOMMENDED MOTION AND REQUESTED ACTIONS: Approve the August 2013 Amendment to Records Retention and Disposition Schedule — Register of Deeds as presented by the N.C. Division of archives and History. ATTACHMENTS: Approval Sheet for August 2013 Amendment to Records Retention and Disposition Schedule - Register of Deeds as Presented by the N.C. Division of Archives and History COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Board of Commissioners Meeting 11/18/2013 12-0 Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 12-0 { Register of Deeds Records Retention Schedule Amendment Amending the Register of Deeds Records Retention and Disposition Schedule published October 10, 2012. STANDARD 2. BUDGET, FISCAL,AND PAYROLL RECORDS Amending item 26 Escheat and Unclaimed Property File as shown on substitute page 17. STANDARD 5. PERSONNEL RECORDS Amending item 18 Employee Eligibility Records as shown on substitute page 39. Amending items 36 Family Medical Leave Act(FMLA)Records,45 Leave File,and 46 Leave Without Pay File as shown on substitute pages 45 and 47. APPROVAL RECOMMENDED Register of Deeds Sarah E. Koonts, Director Division of Archives and Records APPROVED Chairman Susan W. Kluttz, Secretary Board of County Commissioners Department of Cultural Resources August 29, 2013 County i Board of Commissioners Meeting 11/18/2013 12- 1 - 1 O co Z, M m U_ — f0 U_ IZ Ql O M ul 4i s CL ~ +' 0 w C C O C V C O `� - .O O U rl Q1 �4f a -0 .' N O_ .of M U v V) C O M b�.0 0 r-I N • O O L i--I O L i--I M V' U U Q 10) L U Q 0 z y� O O O i S v O Q $ Q � � L "a z ar O w Q1 U O G Ln Qj M L O L U o a Q LO O z N v a o v a Q z 7 LE bA Q L1 - * N cL0 N N O L L L L 'E Q! 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U '� 2 LU U ,~ O o z Z o to a M U w LL O v j o Q a o v 0 - 0 = — , = Z Vf Q1 W a O s ar u OC � oc 2 v a a I=i a v c z a ° IQ— a Lp O O �, s= y� Vf J L � •i Qi O V n v V 0 N �_ N N V 0 O 0 J J 0 a W W 7 2 LU V �_ V) V z L W U W — .— — a H Z U E O V +L+ V D in "a D D D C7 D S C D w •C v c cc CZtt 0 O Cn O W v C3) CC rc�-I N N N N N N N * a -i— U Board of Commissioners Meeting 11/18/2013 12- 1 -2 a, M N Z i + O m F- N N O O G H � U _O V N Q O U LL O U v V) U v 00 N O w O z z y� O 4-;' M c N p O i ¢r E c O 7 cl U Z. 01 c i rp M E +�' 0 Q c Q N M W L1 O (O 0 W N Z t0 v v L Z O v O ON v p i= c E c0 oc o v rz u O L L 01 W N N c a D 'Z o o a _Q "a L O -� U N L cl rz Z L {n U L U L Ln {,y O 01 U O 01 Q 0 O y O Z O U -0 t v L a o � o rn Q o. o Z v v > v v v M M O i Z 01 O .c 0 N OU O c E CWL p c c0 c J c O vi •0 z � L � O tL0 O V O t0 v 0 Q — � +L+ L f0 ++ — c LL �L•' — Cc O M Q LL to f0 U -L E vii H 0 N CC G q v o rz in O co co W O Qj W v E E O Q v G O c c0 t Q .O 0 u L > o p o 3 n O c Ov � — CL Ef .c W W 0 W of V O p O +-Z W N p � E W H E c a C O rz N •� -a N OC E p N a O N W a +°1+ oc O E O_ O L W LU O U o Z, O v p a - OC Z L y M V vi > OWC W n cUO 3 Q 0 O O O s t ~ v E W V t .S p + v u v W H ++ W J_ -a L H W = Q -a O L c V "a Z m N D z z J O +�+ O C� O z O � H O O ° t "a c c Ql W -O C1 L (6 _ 0 0 LU 0 W z iy ++ W DO W t ++ c W W 00 W W y L C a W ++ f0 O W a W (� •L N O Y p O N Y •N +� Y O N Y N = N i pi t O oC E O O O U E � v L W a CL ca 'E ca `° CL ca - a Qj `i in C w N N O C N C N O C N t W L (n Ln W Z > W (n Ln W U ++ O U , + o v c cc Ztt v cc v � °�' N v * a -I— Board of Commissioners Meeting 11/18/2013 12- 1 -3 v z O m a N LL O L U Q1 LZ- b. 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D _ c0 t O Q Q Z W = pN[ N O Q C to Q a, E p E oC = O 01 LU 00 >` 'n i Z 0 W -0 LL G_' 01 U 01 LL l7 en U Ln a O O z +-' Z v c CC C! 0 O C3, O W v cc v t- � M M M M cc - * Board of Commissioners Meeting 11/18/2013 12- 1 -4 N z O F- 0 ^ Q O U') U') N O N N l0 V O U 00 00 rl U N LL LL LL p L U U U 4- , v N N N O w O z z y� O •_ i N +a)+ j p o U o, M O E -Z3 rz W f0 C Z 01 0 C i O Q OU O N N v O p CL H O $ Oj E — U W O t O N G a O 01 M C a 00 U ++ •V C }' E U O R* N L y� `ti en L O N +' N L o `� O Cn � © z J Q- CL 01 0A 0A O C G O L LL v a r c a v o a 'n E v o ¢�,, o „i Vf to N a� Q to E v L O v v W O L E L E i O N 10 Q t u u U a O v O a rz M "a ?� `� o L O O N N j u O O U o O C •� W •V C •— .� J C c0 L p FZ a o o > > •� � Q > 3 � gip + o O o o o L v o a a C` ° v Q0 c 0 v v o `c° LLO v U o °i O c 3 v v cc v c ° W w bp -rz E v -°1a — v .� v •� " >, cis � �CL E o v .0 t M -0 U a ai + z z 3 ,Z aj W L L > C L Q O O o o — c o cc v _ W U {= i C N -a C C O C C C O rz oC a°1, E a, ° '�' w e f6 E z ° s t -C N >' O p C O Vf Vf V u "a C U �, — '- p a M v a a Q �_ N N i= o >_ E v c p v _ oc E o co E v E -1 '� W y O v c v E 3 Q ° -O 3 0 a� L C 01 N } = V Q o "a �_ U Q � OC z O 0A O U CL +� a oWC O O u c ai CC o v L Q D Z v o L +� u C L � U O a W a � o vZ co co n d to co v� n W O o Q o Q- N H Y D W vii J U .� — H z z — a) 0 •i Ci O LL u E co a — w Q z � c O ai a i O "a to (0 7 C (0 LLI _ o E E o � > Z oc o ° °i s LU W N 01 .O �• a" O v c CC W v cc v �� CL Board of Commissioners Meeting 11/18/2013 12- 1 -5 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 CONSENT 13 DEPARTMENT: PRESENTER(S): Cam Griffin, Budget Director CONTACT(S): Cam Griffin,Budget Director SUBJECT: Adoption of Budget Amendments BRIEF SUMMARY: The following budget amendments amend the annual budget ordinance for the fiscal year ending June 30, 2014: 14-029 - Sheriffs Office 14-031 - Sheriffs Office 14-032 -Emergency Management 14-034 -Finance STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Increase public safety and crime prevention RECOMMENDED MOTION AND REQUESTED ACTIONS: Adoption of the ordinance for the budget amendments listed. ATTACHMENTS: B/A 14-029 B/A 14-031 B/A 14-032 B/A 14-034 COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 13-0 AGENDA: November 18,2013 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2014 BUDGET BY BUDGET AMENDMENT 14- 029 BE IT ORDAINED by the Board of County Commissioners of New Hanover County,North Carolina,that the following Budget Amendment 14-029 be made to the annual budget ordinance for the fiscal year ending June 30,2014. Section 1: Details of Budget Amendment Strategic Focus Area: Superior Public Health, Safety and Education Strategic Objective(s): Increase public safety/crime prevention Fund: Department: Sheriff's Office Expenditure: Decrease Increase Sheriff s Office $77,361 Total $0 $77,361 Revenue: Decrease Increase SCAAP Grant $77,361 Total $0 $77,361 Section 2: Explanation To budget the 2014 State Criminal Alien Assistance Grant(SCAAP)in the amount of$77,361 from the Bureau of Justice Assistance(BJA). BJA administers the SCAAP in conjuction with the Bureau of Immigration and Customs Enforcement and Citizenship and Immigration Services,Department of Homeland Security (DHS). SCAAP provides federal payments to state and localities for incarcerating undocumented criminal aliens with at least one felony or two misdemeanor convictions for violations of state or local law and incarcerated for at least four consecutive days during the report period. The annual amount of$77,361 is based on the number of foreign-born persons housed at the facility for any stay over two to three days. Section 3: Documentation of Adoption This ordinance shall be effective upon its adoption. NOW,THEREFORE,BE IT RESOLVED by the Board of County Commissioners of New Hanover County,North Carolina,that the Ordinance for Budget Amendment 14-029, amending the annual budget ordinance for the fiscal year ending June 30,2014,is adopted. Adopted,this 18th day of November,2013. (SEAL) Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners Meeting 11/18/2013 13- 1 - 1 AGENDA: November 18,2013 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2014 BUDGET BY BUDGET AMENDMENT 14- 031 BE IT ORDAINED by the Board of County Commissioners of New Hanover County,North Carolina,that the following Budget Amendment 14-031 be made to the annual budget ordinance for the fiscal year ending June 30,2014. Section 1: Details of Budget Amendment Strategic Focus Area: Superior Public Health, Safety and Education Strategic Objective(s): Increase public safety/crime prevention Fund: Federal Forfeited Property Fund Department: Sheriff Expenditure: Decrease Increase Sheriff s Office $60,327 Total $0 $60,327 Revenue: Decrease Increase Sheriff s Office $60,327 Total $0 $60,327 Section 2: Explanation To budget Federal Forfeited Fund receipts of$60,327. Federal Forfeited Property funds are budgeted as received and must be used for law enforcement as the Sheriff deems necessary. Section 3: Documentation of Adoption This ordinance shall be effective upon its adoption. NOW,THEREFORE,BE IT RESOLVED by the Board of County Commissioners of New Hanover County,North Carolina,that the Ordinance for Budget Amendment 14-031, amending the annual budget ordinance for the fiscal year ending June 30,2014,is adopted. Adopted,this 18th day of November,2013. (SEAL) Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners Meeting 11/18/2013 13-2- 1 AGENDA: November 18,2013 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2014 BUDGET BY BUDGET AMENDMENT 14- 032 BE IT ORDAINED by the Board of County Commissioners of New Hanover County,North Carolina,that the following Budget Amendment 14-032 be made to the annual budget ordinance for the fiscal year ending June 30,2014. Section 1: Details of Budget Amendment Strategic Focus Area: Superior Public Health, Safety and Education Strategic Objective(s): Keep the public informed on important information Understand/act on citizen needs Fund: General Fund Department: Emergency Management Expenditure: Decrease Increase Emergency Management $23,373 Total $0 $23,373 Revenue: Decrease Increase Emergency Management $23,373 Total $0 $23,373 Section 2: Explanation Morehead City was awarded a Homeland Security Grant through the N.C. Department of Emergency Management to purchase variable message boards. Morehead City is donating two of the message boards to New Hanover County Emergency Management for its use in implementing the State of North Carolina's goals and strategies of the State Homeland Security Strategy. There is no County match required,however the County assumes complete responsibility for the equipment including security,maintenance,insurance and other associated cost for licensing the trailers. Section 3: Documentation of Adoption This ordinance shall be effective upon its adoption. NOW,THEREFORE,BE IT RESOLVED by the Board of County Commissioners of New Hanover County,North Carolina,that the Ordinance for Budget Amendment 14-032, amending the annual budget ordinance for the fiscal year ending June 30,2014,is adopted. Adopted,this 18th day of November,2013. (SEAL) Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners Meeting 11/18/2013 13-3- 1 AGENDA: November 18,2013 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2014 BUDGET BY BUDGET AMENDMENT 14- 034 BE IT ORDAINED by the Board of County Commissioners of New Hanover County,North Carolina,that the following Budget Amendment 14-034 be made to the annual budget ordinance for the fiscal year ending June 30,2014. Section 1: Details of Budget Amendment Strategic Focus Area: Intelligent Growth/Economic Development Strategic Objective(s): Enhance/add recreational, cultural and enrichment amenities Build/maintain infrastructure Fund: Room Occupancy Tax Department: Finance Expenditure: Decrease Increase Erosion Control $312,551 Total $0 $312,551 Revenue: Decrease Increase Erosion Control $312,551 Total $0 $312,551 Section 2: Explanation The County is beginning its normal periodic nourishment cycle related to the Wrightsville Beach Coastal Damage Reduction program.In order to bid the project,the US Army Corp of Engineers is requiring $2,150,000,which represents the non-Federal portion of the project cost,to be paid in advance.The County budgeted$2,284,500 for erosion control in the fiscal year 2014 budget,but a portion of those budgeted funds is being used for beach nourishment permits for Kure Beach. A budget amendment is needed to increase the erosion control amount to cover the required$2,150,000 payment to the US Army Corp of Engineers. The state will reimburse half of the non-Federal project cost for North Carolina's share of the project. Section 3: Documentation of Adoption This ordinance shall be effective upon its adoption. NOW,THEREFORE,BE IT RESOLVED by the Board of County Commissioners of New Hanover County,North Carolina,that the Ordinance for Budget Amendment 14-034, amending the annual budget ordinance for the fiscal year ending June 30,2014,is adopted. Adopted,this 18th day of November,2013. (SEAL) Woody White, Chairman ATTEST: Sheila L. Schuh, Clerk to the Board Board of Commissioners Meeting 11/18/2013 13-4- 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 REGULAR 14 DEPARTMENT: Governing Body PRESENTER(S): Vice-Chair Dawson CONTACT(S): Sheila L. Schult, Clerk to the Board and Patty Conner, Second Vice President, Cape Fear Chorale SUBJECT: Consideration of Proclamation Recognizing the Fifteenth Anniversary of Cape Fear Chorale BRIEF SUMMARY: Cape Fear Chorale is celebrating fifteen years of service to New Hanover County and its citizens. Jim Glasenapp, Executive Vice President and Patty Conner, Second Vice President from Cape Fear Chorale will be present to accept the proclamation. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Keep the public informed on important information RECOMMENDED MOTION AND REQUESTED ACTIONS: Adopt the proclamation. ATTACHMENTS: Cape Fear Chorale Request Letter Proclamation COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 14-0 P O Box 7893 Wilmington, NC 28406 AVA.ca2efearchoral e.or ( 7 - To: New Hanover County Commissioners From: Patty Conner, Second Vice President, Cape Fear Chorale Re: Request for Proclamation from County Commission recognizing Cape Fear Chorale Date: November 1, 2013 Dear County Commissioners, Cape Fear Chorale has been performing free traditional/classical choral music concerts in New Hanover County since 1998 and will celebrate its 15th Anniversary November 24, 2013 by presenting its fall concert at 4:00 pm at Kenan Auditorium on the campus of UNCW. The program will include seasonal selections,the premier of Festival of Praise by Carl Nygard,Jr., and a community"sing-along" of Handel's Messiah with orchestra. In recognition of the high quality concert presentations that have been presented in New Hanover County over the past 15 years, Cape Fear Chorale requests that the New Hanover County Commissioners issue a proclamation recognizing Cape Fear Chorale's 15th anniversary. Cape Fear Chorale's mission is twofold,to present excellent quality choral music programs to the public and to always present these programs at no charge to the public in order to give access to everyone who chooses to attend. Audiences include residents of independent living facilities,families, students, and the general public. In 2009 Cape Fear Chorale attained 501 (c) (3) nonprofit status. Over the past three years,the Chorale has received financial support from several local foundations. The 15th Anniversary concert has received support from the New Hanover County Community Foundation,the Wilmington Woman's Club, and the Arts Council of Wilmington and New Hanover County. A brief history of Cape Fear Chorale, a comprehensive list of past performances, photos and general information about the Chorale can be found at .capefearchorale.or . Thank you for your consideration. We hope to receive a positive response from you. Board of Commissioners Meeting 11/18/2013 14- 1 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS PROCLAMATION RECOGNIZING CAPE FEAR CHORALE'S FIFTEENTH ANNIVERSARY WHEREAS, the name Cape Fear Chorale was used to start a new group of 45-65 volunteer choristers under the direction of Jerry S. Cribbs in 1998; and WHEREAS, the mission of Cape Fear Chorale is to provide excellent quality choral music programs to the public and to always present these programs at no charge to the public in order to give access to everyone who chooses to attend. Audiences include residents of independent living facilities, families, students, and the general public; and WHEREAS, since 1998 Cape Fear Chorale, a non-profit 501(c)(3) organization, has presented twenty-eight choral music concerts in New Hanover County partly through the financial support from several local foundations; and WHEREAS, Cape Fear Chorale celebrates its fifteenth anniversary November 24, 2013 by presenting its fall concert at 4:00 p.m. at Kenan Auditorium on the campus of UNCW. The program will include seasonal selections, the premier of Festival of Praise by Carl Nygard, Jr., and a community "sing-along" of Handel's Messiah with orchestra. NOW, THEREFORE, BE IT PROCLAIMED that the New Hanover County Board of Commissioners recognizes and honors Cape Fear Chorale for its outstanding and dedicated service over fifteen years and thanks all members for their past and future service to New Hanover County and its citizens. ADOPTED, this the 18th day of November, 2013. NEW HANOVER COUNTY Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners Meeting 11/18/2013 14-2- 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 REGULAR 15 DEPARTMENT: PRESENTER(S): Sheriff McMahon CONTACT(S): Chief Rhonda Smith SUBJECT: Consideration of Request for Additional Deputies BRIEF SUMMARY: New Hanover Sheriffs Office and City of Wilmington Police Department began a collaborative effort to focus on crime in public housing communities and gang related violence. The Sheriffs Office requests six new Deputy positions and one new Sergeant position dedicated to this effort due to the recent peak in crime activity. If approved, the attached budget amendment for $262,000 will fund the remainder of salary and fringe costs for FY13-14. Cost of positions for a full year in FY14-15 is estimated to be $407,033. The Sheriff has agreed to absorb the hardware costs of these positions which includes equipment and vehicles. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Increase public safety and crime prevention RECOMMENDED MOTION AND REQUESTED ACTIONS: Approve associated budget amendment 14-030 for seven new positions. ATTACHMENTS: B/A 14-030 COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 15-0 AGENDA: November 18,2013 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2014 BUDGET BY BUDGET AMENDMENT 14- 030 BE IT ORDAINED by the Board of County Commissioners of New Hanover County,North Carolina,that the following Budget Amendment 14-030 be made to the annual budget ordinance for the fiscal year ending June 30,2014. Section 1: Details of Budget Amendment Strategic Focus Area: Superior Public Health, Safety and Education Strategic Objective(s): Increase public safety/crime prevention Fund: General Fund Department: Sheriff's Office Expenditure: Decrease Increase Sheriff s Office $262,000 Total $0 $262,000 Revenue: Decrease Increase General Fund Appropriated Fund Balance $262,000 Total $0 $262,000 Section 2: Explanation New Hanover County Sheriffs Office and City of Wilmington Police Department began a collaborative effort to focus on crime in public housing communities and gang related violence. The Sheriffs Office requests six new deputy positions and one new sergeant dedicated to this effort due to the recent peak in crime activity. If approved,this budget amendment will fund the remainder of salary and fringe costs for FY13-14. Cost of positions for a full year in FY14-15 is estimated to be$407,033. The Sheriff has agreed to absorb the associated costs of these positions which includes equipment and vehicles. Prior to actions taken at this Board of Commissioners meeting,the appropriated fund balance is$12,528,367. Section 3: Documentation of Adoption This ordinance shall be effective upon its adoption. NOW,THEREFORE,BE IT RESOLVED by the Board of County Commissioners of New Hanover County,North Carolina,that the Ordinance for Budget Amendment 14-030, amending the annual budget ordinance for the fiscal year ending June 30,2014,is adopted. Adopted,this 18th day of November,2013. (SEAL) Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners Meeting 11/18/2013 15- 1 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 REGULAR 16 DEPARTMENT: Museum PRESENTER(S): Ruth Haas,Cape Fear Museum Director CONTACT(S): Ruth Haas and Cindy Anzalotti, Donor Relations Director SUBJECT: Consideration of Approval to Submit an Institute of Museum and Library Services Museums for America 2014 Grant Application BRIEF SUMMARY: The Museum wishes to submit a$150,000 grant request to the Institute of Museums and Library Services for the Museums for America 2014 grant cycle. If awarded, the grant will supplement funds supporting the outdoor improvements planned in the Museum's Parks Bond project. By using the approved bond funding, the Museum seeks to leverage additional funds to maximize the potential of the outdoor renovations as an "Excellent Environmental Learning Environment." The IMLS grant targets learning enhancements including custom mounts for historic craft that will give visitors better viewing angles; a centerpiece bas-relief map of North Carolina featuring the Cape Fear River watershed; hands-on exploration stations that help all visitors understand how people and the environment interact; and outdoor signage to connect the stories. Funding will go to creating an outdoor space that can be used for school classes,family discovery, and special events. The space is envisioned to be a more open and inviting "mini-park"with new directional and promotional signage to draw in more visitors,but security cameras will be added to facilitate security. The project will be completed within the FY15 budget year by existing staff. Long term maintenance costs are already considered within the Parks Bond planning and emphasis on low-maintenance, ecologically- friendly solutions. Museum board members,Property Management,Parks& Gardens, Engineering, and other New Hanover County departments are involved in planning. Proposed renovations are receiving preliminary review and support relative to the City of Wilmington policies, zoning, and land use policies. The bond funds and in-kind salaries provide a greater than 1:1 match required by the grant. Grant funds would be used to buy services, supplies, and equipment. No staff positions are funded by the grant. Funds would be expended during the FY14-15 budget cycle. If awarded the grant,Parks Bond funds will be used as the County's match;therefore,no additional County appropriation will be needed. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Support programs to improve educational performance • Market and promote New Hanover County assets • Deliver value for taxpayer money RECOMMENDED MOTION AND REQUESTED ACTIONS: Approval for Cape Fear Museum to submit a grant for $150,000 to the Institute of Museums and Library Services. Board of Commissioners Meeting 11/18/2013 16-0 ATTACHMENTS: PreliminaryGrant Budget COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 16-0 Cape Fear Museum IMLS Museums for America 214 Grant Budget DRAFT Exceptional Exterior Learning Environment Requesting funds for Phase III of project beginning October 1,2014 and ending June 30,2015 $COST SHARE $COST SHARE SUMMARY BUDGET CASH IN-KIND TOTAL $IMLS CONTRIBUTION CONTRIBUTION COST DESCRIPTION 1.SALARIES AND WAGES Cindy Anzalotti,GM 1,553.00 60 hrs @$25.88 Adrienne Garwood,PM 4,895.00 195 hrs @$25.10 Barbara Rowe,Cur 4,222.00 150 hrs @$28.15 Amy Thornton,Ed 1,484.00 60 hrs @$24.73 John Timmerman,ED/F 1,755.00 80 hrs @$21.94 Jan Davidson,Historian 1,162.00 50 hrs @$23.25 Terri Hudgins,Registrar 303.00 15 hrs @$20.22 Amy Mangus,Public Relations 520.00 25 hrs @$20.81 Teresa Hewett,NHC Fin 384.00 15 hrs @$24 16,278.00 650 Hours 2.FRINGE BENEFITS 4,883.00 4,883.00 30%OF SALARY 3.CONSULTANT FEES 4.TRAVEL - 5.SUPPLIES&MATERIALS Hi-res cameras linked to monitor 9,000.00 8,000.00 17,000.00 Hi-res;tamper proof;outdoor use Interpretive landscape 10,000.00 20,000.00 30,000.00 Courtyard"sails" 5,000.00 10,000.00 15,000.00 Tables&chairs 6,000.00 8,000.00 14,000.00 Built-in utility work station 3,000.00 7,000.00 10,000.00 Portable projection&screen 3,000.00 4,000.00 7,000.00 Exterior PA System 1,000.00 1,000.00 2,000.00 Linked to indoor system 6. SERVICES 3 on ground+2 suspended water craft mounts 8,000.00 12,000.00 20,000.00 Centerpiece NC Watershed Map 15,000.00 10,000.00 ± 25,000.00 4-5 interactive stations 40,000.00 20,000.00 60,000.00 At$10,000 $15,000 each Interpretive intro panels&'labels 40,000.00 20,000.00 60,000.00 2-intro;3-theme;12 landscape Outdoor lighting 9,000.00 11,000.00 ' 20,000.00 Contract services 15,000.00 15,000.00 Portion of fees to project? Evaluation 1,000.00 1,000.00 2,000.00 7. OTHER COSTS TOTAL EXPENSES 150,000.00 147,000.00 21,161.00 318,161.00 Board of Commissioners Meeting 11/18/2013 16-1 -1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 REGULAR ITEM: 17 DEPARTMENT: County Attorney PRESENTER(S): Beth Schrader, Strategy &Policy Manager CONTACT(S): Dave Rice, Health Director; Avril Pinder, Assistant County Manager; Kemp Burpeau, Deputy County Attorney SUBJECT: Consideration of Ordinance to Regulate E-Cigarettes for County Owned Buildings and Vehicles, and Amendment of Existing Smoking Prohibitions for Consistency BRIEF SUMMARY: Electronic cigarettes (or e-cigarettes) are battery-powered products designed to deliver nicotine, flavor and other chemicals to the user through a vapor inhaled by the user. Electronic cigarettes are generally designed to look like and to be used in the same manner as conventional cigarettes. Although a vapor, rather than smoke, is produced, the products require an inhalation and exhalation similar to smoking cigarettes. The Food and Drug Administration (FDA) warns consumers about potential health risks associated with electronic cigarettes. In addition to nicotine, FDA lab analysis found that e-cigarettes contained carcinogens and toxic chemicals. Given the potential health risks possed to users and unknown and unquantifiable risk of adverse effects on others, staff is recommending that e-cigarettes be treated similarly to tobacco related products. The proposed ordinance would prohibit use of e-cigarettes in County owned and controlled vehicles and buildings, including within fifty feet of any public entrance to such structures. The proposed amendment to the existing prohibition of smoking in County buildings would add language to expressly include any area within fifty feet of a public entrance to such structures. The fifty feet measurement would make the County ordinance consistent with the Board of Health rule in effect for the Health Department. At its November 6 meeting,the Board of Health endorsed the ordinance. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education RECOMMENDED MOTION AND REQUESTED ACTIONS: Adopt the e-cigarette prohibition and the amendment of the existing smoking prohibition. ATTACHMENTS: ORDINANCE Board of Commissioners Meeting 11/18/2013 17-0 COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Adopt the ordinance as presented. COMMISSIONERS'ACTIONS: Approved 4-0. Board of Commissioners Meeting 11/18/2013 17-0 AN ORDINANCE OF THE BOARD OF COUNTY COMMISSIONERS OF NEW HANOVER COUNTY The Board of County Commissioners of New Hanover County hereby Ordains and Decrees that the New Hanover County Code, Chapter 32, Health and Sanitation, Article 3, County Property, be amended, adopted and enacted as follows: I. Existing Section 32-81. Smoking prohibited in County-owned or leased buildings and vehicles, variance. (b) Restrictions; variance. It shall be unlawful for any person to smoke in any County- owned or leased building, including within fifty (50) feet of any public entrance thereto, or County owned or leased vehicle unless a variance from the no smoking policy is granted by the County Manager. Where a variance is granted, smoking and nonsmoking areas shall be clearly designated. II. Section 32--83. E-Cigarettes Prohibited. Use of e-cigarettes is prohibited in any vehicle or building owned, occupied, or leased to the County where smoking or use of tobacco products is prohibited, or within fifty (50) feet of any public entrance to such buildings. Section 32-84. E-Cigarettes Defined. E-cigarettes means any electronic oral device, such as one composed of heating elements, battery, and/or electronic circuit, which provides a vapor or nicotine or any other substances, and the use or inhalation of which simulates smoking. The term shall include any such device, whether manufactured, distributed, marketed, or sold as an e- cigarette, e-cigar, e-pipe, or under any other product name or descriptor. Section 32-85. Civil Citation. Violations of the E-Cigarette prohibition are subject to a civil citation of $100.00 per offense. The penalty may be recovered by the county in a civil action in the nature of debt if the offender does not pay the penalty within 20 days after being cited. Violation of this article shall result in civil penalties and shall not entail criminal sanctions. In addition to the referenced civil citation County Employees are also subject to any sanctions or discipline set forth in personnel policies, rules and ordinances. III. Except as expressly amended above, Chapter 32 of the New Hanover County Code shall remain unaltered and in full force and effect. Page 1 of 2 Board of Commissioners Meeting 11/18/2013 17- 1 - 1 Adopted this the 18th day of November 2013. NEW HANOVER COUNTY Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Page 2 of 2 Board of Commissioners Meeting 11/18/2013 17- 1 -2 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 REGULAR 18 DEPARTMENT: PRESENTER(S): Beth Schrader, Strategy and Policy Manager CONTACT(S): Beth Schrader and Joe Suleyman,Environmental Management Director SUBJECT: Consideration to Release Request for Proposals(REP)for Handling of the County's Solid Waste BRIEF SUMMARY: At the Board's meeting held on October 21, 2013, staff was directed to prepare a draft RFP concerning the handling of the County's solid waste. The RFP was to be consistent with maintaining the policy goal to extend the life of the landfill, and was to be available for Board consideration no later than the November 18, 2013 meeting. The RFP has been reviewed and approved by the Solid Waste Committee which was composed of Vice- Chair Dawson, Commissioner Wolfe, and county staff and is being brought forward for full review by the entire Board. Upon approval by the Board, staff will immediately release the RFP to allow proposers ample time to respond. The deadline for receipt of all proposals is December 31, 2013, after which time staff will review and evaluate all proposals received and make a recommendation to the Board for their consideration. STRATEGIC PLAN ALIGNMENT: Productive Strategic Partnerships • Develop appropriate public/private partnerships RECOMMENDED MOTION AND REQUESTED ACTIONS: Review of RFP and Approval for Release and Solicitation of Proposals from Qualified Proposers ATTACHMENTS: RFP COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS:(only Manager) Recommend approval as developed by the Solid Waste Committee. COMMISSIONERS'ACTIONS: Approved 3-1, Commissioner Barfield dissenting. Board of Commissioners Meeting 11/18/2013 18-0 REQUEST FOR PROPOSALS SOLID WASTE MANAGEMENT SERVICES TO INCLUDE LANDFILL OPERATION AND MAINTENANCE, TRANSFER STATION OPERATION, RECYCLING,AND HHW COLLECTION RFP#14-0190 Y . es r d i r • • v I LS Vi COUNTY COMMISSIONERS WOODY WHITE, CHAIRMAN BETH DAWSON, VICE-CHAIRMAN TOM WOLFE BRIAN BERGER JONATHAN BARFIELD, JR. CHRIS COUDRIET, COUNTY MANAGER Board of Commissioners Meeting 11/18/2013 18- 1 - 1 TABLE OF CONTENTS Section 1 Advertisement-Request for Proposal Section 2 Instructions and General Conditions 2.1 Schedule 2.2 Instructions to Bidders 2.3 Insurance Requirements 2.4 Surety Bond Requirements 2.5 Miscellaneous Bid Information Section 3: Terminology Section 4 Background Section 5 Scope of Services 5.1 Basic Services: Transfer and Disposal of Solid Waste 5.2 Option A: Landfill Maintenance 5.3 Option B: Household Hazardous Waste and E-Waste Collection 5.4 Option C: Recycling Collection and Processing 5.5 Option D: Yard Waste Processing 5.6 Option E: C & D Diversion and Recycling Section 6 Current Operations Data and Key Assumptions 6.1 Current Operations Data 6.2 Key Assumptions Section 7 Submission Requirements Section 8 Evaluation Criteria Page 2 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -2 Section I Advertisement NEW HANOVER COUNTY REQUEST FOR SOLID WASTE SERVICES Pursuant to Section 143-129.2 of the General Statutes of North Carolina, sealed proposals for Solid Waste Management Services to include Landfill Maintenance, Recycling and Household Hazardous Waste Collection, and Transfer Station Operation shall be addressed to Lena Butler, Purchasing Supervisor, 230 Government Center Dr. Suite 165, Wilmington, North Carolina 28403 and marked "SOLID WASTE SERVICES" will be accepted until 12:00 P.M. EST, Tuesday, December 31, 2013. No bid shall be considered or accepted by New Hanover County unless at the time of its filing the same shall be accompanied by a deposit of cash or certified check on some bank or trust company insured by the Federal Deposit Insurance Corporation in an amount equal to not less than five percent (5%) of the proposal amount for the first full contract year assuming 200,000 tons of MSW per year. In lieu of making the cash deposit, bidder may file a bid bond executed by a corporate surety licensed under the laws of North Carolina to execute such bonds, conditioned that the surety will, upon demand forthwith make payment to the obligee upon said bond if the bidder fails to execute the contract in accordance with the bid bond. This deposit shall be retained if the successful bidder fails to execute the contract within ten (10) days after the award or fails to give satisfactory surety as required herein. Proposals submitted under this section are not subject to public inspection until a contract is awarded; therefore, there will be no public bid opening. Proposals will be evaluated and bidders may be requested to provide a presentation of their proposed services. Interested bidders must attend a Mandatory Pre-Proposal Conference at 10:00 A.M. EST on Wednesday, December 4, 2013. The conference will be held in the Environmental Management Administration Building located at 3002 U.S. Highway 421 North, Wilmington, NC 28401. The purpose of this Conference is to allow all potential Bidders the opportunity to present questions and receive clarifications related to this Request for Proposals. Attendees will be offered an opportunity to tour related facilities at the conclusion of the conference. All potential bidders are strongly encouraged to read the entire Request for Proposals (RFP) in advance of the Conference. Any changes to the original RFP will be issued in a written Addendum to the solicitation. Instructions for submitting bids and complete requirements and information may be obtained by visiting the County's website at hLtp://www.nhcgov.com/Finance/Pages/CurrentBi Board of County Commissioners reserves the right to accept or reject any or all proposals and to make the award which will be in the best interest of the County. Lena L. Butler, Purchasing Agent New Hanover County (910) 798-7190 Published: November 19, 2013 Page 3 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -3 Section 2 Instructions and General Conditions 2.1 Schedule Advertisement Tuesday,November 19, 2013 Pre-Proposal Conference Wednesday,December 4, 2013 at 10:00 a.m. Deadline for Questions Friday,December 13, 2013 at 3:00 p.m. Deadline for Receipt of Proposals Tuesday,December 31, 2013 at 12:00 PM NHC Finance Department 230 Government Center Drive, Suite 165 Wilmington,NC 28403 County Team Evaluations Thursday, January 2, 2014 through Friday, January 10, 2014 Short-Listed Proposals Interviews Tuesday, January 14, 2014 and Wednesday, January 15, 2014 County Evaluation Team Tuesday, January 21, 2014 Recommendation Announced BOCC Authorization to Begin Monday, February 3, 2014 Contract Negotiation 2.2 Bidder Instructions 2.2.1 Proposals should be submitted as a document set, containing one clearly marked "ORIGINAL", six 6 additional copies marked "COPY", and one complete electronic version on CD or USB Flash Drive. Submit proposals in a sealed envelope clearly marked "SOLID WASTE SERVICES" and address to the County at the following address: New Hanover County Finance Department ATTN: Lena Butler, Purchasing Supervisor 230 Government Center Drive, Suite 165 Wilmington, NC 28403 2.2.2 No telephone, electronic or facsimile proposals will be considered. Bidders assume the risk of the method of delivery chosen. The County assumes no responsibility for delays caused by the US Postal Service or other delivery services. Postmarking by the due date will not substitute for receipt of actual proposal. Proposals received after the time and date for closing will not be accepted. Page 4 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -4 2.2.3 In recognition of the complex and innovative nature for the design, construction, operation, management, and maintenance of highly complex solid waste management facilities, Section 143-129.2 creates an exemption from the competitive bidding laws for these facilities but it also establishes that a Request for Proposals must be used. North Carolina General Statutes allows proposals submitted under this section not to be subject to public inspection until a contract is awarded; therefore, there will be no public bid opening. 2.2.4 Interested bidders must attend a Mandatory Pre-Proposal Conference at 10:00 A.M. EST on Wednesday, December 4, 2013. The conference will be held in the Environmental Management Administration Building located at 3002 U.S. Highway 421 North, Wilmington, NC 28401. Attendees will be offered an opportunity to tour the related facilities at the conclusion of the conference. 2.2.5 After the bid issue date, all communications between the County and prospective Bidders regarding this request for proposals shall be in writing. Any inquires, requests for interpretation, technical questions, clarification, or additional information shall be directed to Lena Butler, Purchasing Supervisor by emailing lbutler a,nhc ov.com or faxing (910) 798-7806. All questions concerning this proposal shall reference the section number and page. Questions and responses affecting the specifications of the bid will be provided by issuance of an Addendum to all known bidders. All questions shall be received no later than 3:00 P.M., EST on Friday, December 13, 2013. 2.2.6 Should a Bidder find discrepancies in, or omissions from the documents, or should he/she be in doubt as to their meaning, he/she should at once notify the County, and a written Addendum shall be issued if necessary. The County will not be responsible for any oral instructions. Acknowledgment of any Addendum received shall be noted on the proposal in the attachment provided. In closing of a contract, any addendum issued shall become a part thereof. 2.2.7 No bid shall be considered or accepted by New Hanover County unless at the time of its filing the same shall be accompanied by a deposit of cash or certified check on some bank or trust company insured by the Federal Deposit Insurance Corporation in an amount equal to not less than five percent (5%) of the proposal amount for the first full contract year assuming 200,000 tons of MSW per year. In lieu of making the cash deposit, bidder may file a bid bond executed by a corporate surety licensed under the laws of North Carolina to execute such bonds, conditioned that the surety will, upon demand forthwith make payment to the obligee upon said bond if the bidder fails to execute the contract in accordance with the bid bond. This deposit shall be retained if the successful bidder fails to execute the contract within ten (10) days after the award or fails to give satisfactory surety as required herein. 2.2.7 The deadline for receipt of all proposals is Tuesday, December 31, 2013 at 12:00 P.M., EST. Any bids received after the scheduled closing time for the receipt of bids will not be accepted. 2.2.8 New Hanover County reserves the right to allow or disallow minor deviations or technicalities should the County deem it to be to the best interest of the County. New Hanover County shall be the sole judge of what is to be considered a minor deviation or technicality. Page 5 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -5 2.2.9 The County reserves the right to conduct discussions with bidders, and to accept revisions of proposals, and to negotiate price changes. During this period of discussion, the County will not disclose any information derived from proposals submitted, or from discussions with other bidders. 2.2.10 Once an award has been made, all proposals become public record and will be disclosed upon request. According to General Statutes 132 - 1.2, trade secrets contained in a bid may be kept confidential if the bidder, at the time the bid is submitted, designates the secret and requests that it be kept confidential. This right of privacy will be construed as narrowly as possible to protect the interests of the vendor while attempting to maximize the availability of information to the public. 2.2.11 Bidders may withdraw, or withdraw and resubmit their bid at any time prior to the closing time for receipt of bids. NO bid may be withdrawn after the scheduled closing time for receipt of bids for a period of ninety (90) days. 2.2.12 Bidders submitting proposals which are deemed to be the most advantageous to the County will be requested to give an oral presentation to the evaluation committee. The County Manager's Office will schedule these oral presentations. 2.2.13 The award will be made to the responsible bidder whose proposal is determined to be the most advantageous to the County based on the evaluation factors set forth in this Request for Proposal. Although price will be considered, it will not be the sole determining factor. 2.2.14 Any contract issued as a result of this request for proposals shall be governed in accordance to the laws of the State of North Carolina. 2.2.15 As a result of the selection of a bidder to supply products and/or services to the County, the County is neither endorsing nor suggesting that the bidder's products or services are the best or only solutions. The bidder agrees to make no reference to the County in any literature, promotional material, brochures, sales presentations or the like without the express written consent of the County. 2.2.16 Proposals must be signed by an authorized individual of the firm. Proposals that are not signed will be rejected. 2.2.17 The County reserves the right to reject any or all proposals or any part thereof, or to accept any proposal, or any part thereof. 2.2.18 Bidders must participate in this procurement process and negotiations, and prepare the required materials and submittals and any subsequent materials and submittals, at their own expense, and with the express understanding that there may be no claims whatsoever for reimbursement from the County or any other member of the County's negotiating team for any costs associated with this process. Furthermore, the selected Bidder must reimburse any reasonable costs for outside legal counsel utilized by the County for contract preparation, negotiation and execution. Page 6 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -6 2.2.19 Any person, firm, corporation, or association submitting a proposal shall be deemed to have read and understood all the terms, conditions, and requirements in the specifications and/or scope of work. 2.2.20 All proposals and accompanying documentation will become the property of the New Hanover County at the time the proposals are received. 2.2.21 The bidder's products, service and facilities shall be in full compliance with any and all applicable state, federal, local, environmental and safety laws, regulations, ordinances and standards or any standards adopted by nationally recognized testing facilities regardless of whether or not they are referred to in the bid documents. 2.2.22 Each proposal shall include a statement indicating whether the Bidder or any individual's working on the RFP have a possible conflict of interest and, if so, the nature of that potential conflict. Proposers should err on the side of disclosing potential conflicts, or situations which might have the appearance of conflict. The New Hanover Board of County Commissioners reserves the right to cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the program to be developed by the Bidder. The New Hanover Board of County Commissioners' determination regarding any questions of conflict of interest shall be final. 2.2.23 Pursuant to N.C.G.S 147-33.95(g), New Hanover County shall not enter into a contract unless the Bidder and each of its sub-contractors comply with the E-Verify requirements of N.C.G. S. Chapter 64, Article 2. Bidders are directed to review the foregoing laws. The successful Bidder must submit a certification of compliance with E-Verify to the County, and on a periodic basis thereafter as may be required by the County. 2.2.24 Pursuant to N.C.G.S. 143-48, 143-128.4 and Executive Order #13, New Hanover County invites and encourages participation in this Request for Proposals by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. Additional information may be found at www.doa.nc.gov/hub. 2.2.25 Failure to comply with these provisions or any other provisions of the General Statutes of North Carolina will result in rejection of bid. 2.2.26 The RFP does not, by itself, obligate New Hanover County. The County's obligation will commence when the New Hanover Board of County Commissioners approves the contract. Upon written notice to the successful bidder, the County may set a different starting date for the contract. The County will not be responsible for any work done by the successful bidder, even done in good faith, if it occurs before the contract start date set by the County. 2.3 Insurance Requirements: Bidder shall maintain insurance from companies licensed to write business in North Carolina, with an A.M. Best rating of no less than A VII or higher, and acceptable to New Hanover County, of the kinds and minimum amounts specified below: Page 7 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -7 2.3.1 Certificates and Notice of Cancellation. Prior to the signing of the contract, Bidder shall furnish County with certificates of all insurance required below, executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements prior to commencing the work, and thereafter upon renewal or replacement of each certified coverage until all operations under this contract are deemed complete. Certificates shall indicate the type, amount, and class of operations covered, effective date and expiration date of all policies, and shall contain the following statement: "The insurance covered by this certificate will not be canceled or materially altered, except after thirty (30) days written notice has been received by County". With respect to insurance maintained after final payment in compliance with requirements, an additional certificate(s) evidencing such coverage shall be provided to the County thereafter upon renewal or replacement of such insurance until the expiration of the period for which such insurance must be maintained. The Certificates of Insurance, naming New Hanover County, its officers, officials, agents and employees as additional insureds, shall be further evidenced by an actual endorsement furnished to the County from the insurer prior to the signing of the contract between the Vendor and the County. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to New Hanover County, its officers, officials, agents or employees. Bidder shall include all sub-contractors as insureds under its policies or shall furnish separate certificates for each sub-contractor. All coverage for sub-contractors shall be subject to all of the requirements stated herein. CGL coverage shall include independent Contractor's coverage, and Bidder shall be responsible for assuring that all sub-contractors are properly insured. 2.3.2 Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the County. At the option of the County, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects County, its officers, officials, agents and employees, or the bidder shall procure a bond guaranteeing payment of deductibles or self-insured retentions. 2.3.3 Workers Compensation and Employers Liability Insurance. Covering all of the Bidder's employees to be engaged in the work under this contract, providing the required statutory benefits under North Carolina Workers Compensation Law, and employer's liability insurance providing limits at least in the amount of$5,000,000 each accident for bodily injury by accident, $5,000,000 each employee for bodily injury by disease, and $5,000,000 policy limit. 2.3.4 Commercial General Liability. Including coverage for independent contractor operations, contractual liability assumed under the provisions of this contract, products/completed operations liability and broad form property damage liability insurance coverage. Exclusions applicable to explosion, collapse and underground hazards are to be deleted when the work involves these exposures. The policy shall provide liability limits at least in the amount of$5,000,000 per occurrence, combined single limits, applicable to claims due to bodily injury and/or property damage. New Hanover County, its officers, officials, agents and employees shall be named as an additional insured under this policy. 2.3.5 Automobile Liability Insurance. Covering all owned, non-owned and hired vehicles, providing liability limits at least in the amount of $5,000,000 per occurrence combined single limits applicable to claims due to bodily injury and/or property damage. Page 8 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -8 2.3.6 Professional Liability Insurance. Professional Liability or Errors and Omissions Liability Insurance appropriate to the profession shall be maintained in force for the duration of the contract. Coverage shall apply to liability for a professional error, act, or omission arising out of the scope of services as defined by contract. Coverage shall be written to limits of not less than $5,000,000 per loss. If coverage is on a claims-made basis, Bidder warrants that any retroactive date applicable to coverage under the policy precedes the effective date of the contract; and that continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning from the time that work under the contract is complete. 2.3.7 Contractors' Pollution Liability. Bidder shall maintain Contractors' Pollution Liability covering losses caused by pollution incidents that arise from the operations of the Bidder under the scope of services. Pollution liability coverage shall apply to bodily injury, property damage, including loss of use of damaged property or of property that has not been physically insured; cleanup costs and defense, including costs and expenses incurred in the investigation defense, or settlement of claims. The policy of insurance affording these required coverages shall be written in an amount of at least $5,000,000 per claim, with an annual aggregate of at least $5,000,000. Pollution Liability coverage shall include as an additional insured the County, its officers, officials, agents and employees. If Pollution Liability coverage is written on a claims-made basis, any retroactive date applicable to coverage under the policy precedes the effective date of the contract, and continuous coverage must be maintained or an extended discovery period will be exercised for a period of three (3) years, beginning from the time that work under the contract is complete. 2.3.8 Extra Expense Coverage. Bidder is responsible for continuing services in the event damage is done to the facilities. Bidder shall purchase and maintain in force Extra Expense Coverage. Such insurance shall be written in a minimum amount of$1,000,000. 2.3.9 Subcontractors. Vendor shall include all subcontractors as insureds under its policies or shall furnish separate certificates for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein. Commercial General Liability coverage shall include independent contractors' coverage, and the vendor shall be responsible for assuring that all subcontractors are properly insured. 2.3.10 Umbrella Liability- Contractor shall maintain Excess or Umbrella Liability Insurance with a limit of not less than $5,000,000, covering Commercial General Liability, Pollution Legal Liability and Automobile Liability. 2.3.11 Builders Risk Insurance. a) Bidder shall purchase and maintain in force builders risk insurance on the entire work. Such insurance shall be written on a completed value form and in an amount equal to the initial contract sum, subject to subsequent modifications of the contract sum. The insurance shall apply on a replacement cost basis. b) Builders Risk Insurance shall, at a minimum, cover the perils insured under the ISO special causes of loss form (CP 10 30) and shall be endorsed as needed to provide full coverage for loss or damage from collapse including collapse resulting from design error. Builders Risk Insurance shall include coverage for flood, when that exposure exists. Page 9 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -9 c) Bidder shall purchase and maintain boiler and machinery insurance required by the contract documents or by law, covering insured objects during installation and until final acceptance by New Hanover County. This insurance shall name as insureds the New Hanover County, Bidder, and all sub-contractors and sub-contractors in the work. In lieu of this separate policy, the Bidder may have the boiler and machinery exclusion removed from the builder's risk policy. d) Builders Risk insurance shall name as insureds the New Hanover County, Bidder, and all sub-contractors and sub-subcontractors in the work. Builders Risk insurance shall cover the entire work at the site identified in this agreement and when applicable include reasonable compensation for architects' services and expenses made necessary by an insured loss. Insured property shall include portions of the work located away from the site but intended for use at the site, and shall also cover portions of the work in transit. The policy shall cover the cost of removing debris, including demolition as may be made legally necessary by the operation of any law, ordinance, or regulation. e) The insurance as required in this section shall be maintained in effect, unless otherwise provided for in the contract documents, until the earliest of the following dates: a. The date on which all persons and organizations who are insureds under the policy agree that it shall be terminated; b. The date on which final payment, has been made; C. The date on which the insurable interests in the property of all insureds other than New Hanover County has ceased. f) If New Hanover County is damaged by the failure of Bidder to maintain Builders Risk or Equipment Breakdown, then Bidder shall bear all reasonable costs properly attributable to that failure. g) New Hanover County and Bidder waive all rights against each other and each of their sub- contractors, sub-subcontractors, officers, officials, agents and employees for recovery of damages caused by fire and other perils to the extent covered by builders risk insurance purchased pursuant to this section, or any other property insurance applicable to the work. h) If the builders risk insurance and other property insurance policies purchased as required above do not allow the insured to waive rights of recovery against others prior to loss, Bidder shall cause them to be endorsed with a waiver of subrogation as required above. i) Partial occupancy or use of the work shall not commence until the insurance company or companies providing Builders Risk insurance have consented to such partial occupancy or use. New Hanover County and Bidder shall take reasonable steps to obtain consent of the insurance company or companies, and agree to take no action, other than upon mutual written consent, with respect to occupancy or use of the work that could lead to cancellation, lapse, or reduction of insurance. 2.4 Surety Bond Requirements (Performance & Payment Bonds) a) Bidder shall furnish and deliver to the New Hanover County a Payment Bond and a Performance Bond covering the faithful performance and completion of the work included in this Agreement and payment for all materials and labor furnished or supplied in connection with the work included in this Agreement. b) Said bonds shall be issued and furnished to New Hanover County prior to, and as a condition precedent to, commencement of the work of this Agreement. c) Each of the Payment Bond and Performance Bond shall be furnished on behalf of the Bidder, shall name New Hanover County obligee, and shall be in the amount of one hundred percent (100%) of the guaranteed repair and maintenance costs. Such bond(s) shall be solely for the protection of New Hanover County. Page 10 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 10 d) The Payment Bond and the Performance Bond shall be issued by a surety of financial standing having a rating from A.M. Best Company equal to or better than A and must be included on the approved list of sureties issued by the United States Department of Treasury. e) The bond shall remain in effect at least five (5) years after the date when final payment becomes due. f) The surety bond must be in the form set forth in NCGS 44A-33, without any variations there from. g) The Bidder shall provide surety bond wherein Surety waives notice of any and all modifications, omissions, additions, changes and advance payments or deferred payments in or about the Contract, and agrees that the obligations undertaken by the Bond shall not be impaired in any manner by reason of any such modifications, omissions, additions, changes, and advance payments or deferred payments. h) The surety bond must set forth no requirement that suit be initiated prior to the time stipulated in applicable North Carolina Statutes of Limitation. 2.5 Miscellaneous Bid Information 2.5.1 The County may terminate negotiations with the Bidder initially selected and commence negotiations with the next highest ranked proposal, if the selected Bidder: fails to provide the information required to begin negotiations in a timely manner; fails to negotiate in good faith; indicates they cannot perform the contract within the budgeted funds available for the project; or the Bidder and the County, after a good faith effort, simply cannot come to terms. 2.5.2 Proposals shall not be assigned or transferred without the express written consent of the County. A proposer who is, or may be, purchased by or merged with any other corporate entity during any stage of the proposal process, prior to the execution of the contract, is subject to having its proposal disqualified as a result of such transaction. The County shall determine whether a proposal is to be disqualified in such instances. 2.5.3 The Bidder awarded the contract shall serve as the prime contractor and shall be solely responsible for fulfilling the contract obligations and providing satisfactory performance. The Bidder awarded the contract will be the sole contact for the County. 2.5.4 In the event that portions of the services provided are performed through subcontracting relationships, the Bidder will remain responsible for satisfying the obligations and providing information to such sub-contractor(s). The Bidder shall identify any sub- contractor(s)utilized during the performance of any services provided in the contract in their response to this RFP to include: a) Complete name of the Sub-contractor, b) Complete address of the Sub-contractor, c) Type of work the Sub-contractor will be performing, d) Scope of work the Sub-contractor will be providing, e) A written statement, signed by each proposed Sub-contractor that clearly verifies that the Sub-contractor is committed to render the services required by the contract. The County reserves the right to accept or reject any sub-contractor(s). Page 11 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 11 Section 3: Terminology Throughout this Request for Proposal (RFP), the following terminology shall be utilized unless inconsistent with the subject matter or context: 3.1 "Acceptable Waste" means solid waste that is not a regulated hazardous waste or medical waste as described by North Carolina Solid Waste Management Regulations, or any other applicable State or federal regulation, and will not pose a threat to health or public safety, or cause injury to, or adversely affect the operation of the transfer station, or disposal facility. Acceptable Waste includes "municipal solid waste" (MSW)which is defined in the State of North Carolina's Solid Waste Policy and Management Act of 1991. Acceptable waste includes any waste(s) allowed by laws and permit conditions regulating the Final Disposal Site. 3.2 "Agreement" means any written contract between New Hanover County and a Bidder or any purchase order issued by New Hanover County to the Vendor with respect to services contemplated by this RFP, and shall be deemed to include the terms and conditions for the provision of services as set forth in this RFP. 3.3 "Airspace" means the volume of permitted disposal capacity available within any given disposal cell in a landfill, and is typically measured in cubic yards. 3.4 `Bidder" means an individual, corporation, organization, partnership or combination thereof submitting a Proposal to New Hanover County. 3.5 "CESQG" means Conditionally Exempt Small Quantity Generator. 3.6 "Construction and Demolition (or C&D)Waste" means solid waste that is produced or generated during construction, remodeling, or repair of pavements, houses, commercial buildings, or other structures. Construction wastes include, but are not limited to, lumber, wire, sheet rock, broken brick, shingles, glass, pipes, concrete, paving materials, and metal and plastics, if the metal or plastics are a part of the materials of construction or empty containers for such materials. Paints, coatings, solvents, asbestos, any liquid, compressed gases, or semi-liquids and garbage are not construction wastes. 3.7 "Convenience Site" means a site located within the boundaries of New Hanover County at which residents may drop off recyclable materials. 3.8 "County" means New Hanover County. 3.9 "Designated Holidays", unless otherwise specified, means Christmas Day, New Year's Day, Independence Day, and Thanksgiving Day. 3.10 "e-Waste", or electronic waste, means any discarded electrical or electronic devices. E-Waste includes small appliances, computers, monitors, television sets, circuit boards, cellular telephones, stereo systems, and other electronic devices. 3.11 "EPA" means the United States Environmental Protection Agency. 3.12 "Final Disposal Site" means any facility permitted to accept approved waste streams for disposal, conversion, reclamation, or processing into marketable materials. Page 12 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 12 3.13 "GPD" means gallons per day. 3.14 "Hazardous Waste" means wastes that are addressed in "Subtitle C" of the federal Resource Recovery and Conservation Act(RCRA) of 1984, as well as in the North Carolina Hazardous Waste Management Regulations. Hazardous waste includes materials with flammable, corrosive, reactive, or toxic characteristics. 3.15 "HAZWOPER" means Hazardous Waste Operations and Emergency Response. 3.16 "Household Hazardous Waste" or"HHW" means any common household items that contain corrosive, toxic, ignitable, or reactive ingredients that are potentially hazardous and require special care with regards to disposal. 3.17 "Market" means persons and/or corporations, organizations or partnerships willing to purchase, or accept for a fee, products resulting from the processing of Recyclable materials. 3.18 "MGD" means million gallons per day, and is a measure of permitted or design throughput capacity of a wastewater treatment system. 3.19 "MRF" means Materials Recovery Facility. 3.20 "Municipal Solid Waste" or"MSW" means, as consistent with Applicable Laws, any garbage, refuse, industrial, institutional, restaurant, lunchroom or office waste, household waste, Yard Waste, street sweepings, park and roadside litter, and any other material resulting from the operation of residential, municipal, commercial, or institutional establishments and from community activities which are required and permitted to be disposed of in an MSW Landfill unit or treatment and processing facility, as defined in regulations adopted pursuant to North Carolina Administrative Code T10.1OG.0101 - .0108; provided, however, that"Municipal Solid Waste" does not include the following: (A)radioactive waste; (B) hazardous waste as defined in North Carolina; (C)infectious waste; (D)recyclable materials. 3.21 "NCDENR" means the North Carolina Department of Environment and Natural Resources. 3.22 "NPDES" means the National Pollutant Discharge Elimination System. 3.23 "Proposal" means a written offer submitted in response to the formal Request for Proposal (RFP), which includes all documentation necessary to satisfy the submission requirements of the RFP. 3.24 "RCRA" means the Resource Conservation and Recovery Act, enacted by the U.S. Congress in 1976 and amended in 1984. 3.25 "SWANA" means the Solid Waste Association of North America. 3.26 "Transfer Station" means a permanent structure with mechanical equipment used for the collection, sorting, loading or compaction of Solid Waste to the Final Disposal Site. 3.27 "TPD" means tons per day. Page 13 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 13 3.28 "Unacceptable Waste" means any Solid Waste that is (i)Hazardous Waste, (ii)Medical Waste, as defined by Applicable Law, (iii) excluded from the definition of Municipal Solid Waste by clauses (A), (B), or(C); (iv) other Solid Waste whose transfer or disposal is prohibited by Applicable Law, and (v) Special Waste to the extent not permitted. 3.29 "White Goods" means any household or commercial appliance that contains refrigerants, including refrigerators, freezers, and air conditioning units. 3.30 "Yard Waste" means grass clippings, leaves, brush trimmings, and branches generated from general yard maintenance. Page 14 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 14 Section 4: Background New Hanover County's Department of Environmental Management employs 31 personnel and is comprised of three (3) divisions: Landfill, Recycling, and Administration. The County owns and operates all of the facilities and equipment associated with the Department. The New Hanover County Secure Landfill operates in accordance with the North Carolina Department of Environment and Natural Resources (NCDENR) Solid Waste Permit No. 65-04, as originally issued on August 24, 1981. The permit has been modified from time-to-time to accommodate disposal unit expansion, site improvements, and operational changes. The facility services the surrounding municipalities and unincorporated area of New Hanover County and is the sole municipal solid waste landfill within the County. The permit does not allow out-of-county waste for disposal. The landfill is located on 689 acres of land adjacent to the Northeast Cape Fear River on U.S. Highway 421 North and is approximately 5.5 miles north of the intersection of U.S. Highways 421 and 117 in New Hanover County. It employs 20 personnel. The northern property, which constitutes 416 acres, includes the working cells where waste is disposed, buffer zones, natural wetlands, constructed wetlands for natural treatment of leachate, a wastewater treatment plant, and a construction and demolition (C&D)recycling pad. The disposal area for the northern property is approximately 80 acres. Original design had a maximum height of the waste at 100 feet. A permit modification, approved in 2008, allowed a vertical expansion to a height of 170 feet. As of 5/13/2013, 6,858,740 cubic yards of airspace have been used for the disposal of waste. Disposal of leachate is accomplished by two primary means. A 50,000 gallon per day (GPD)wastewater treatment plant treats the leachate and renders it safe to pump to the Northeast Cape Fear River. A 5.66 acre constructed wetland treatment and irrigation system can treat up to 60,000 GPD. The treated leachate from the wetlands is irrigated onto closed landfill cells as low grade liquid fertilizer. In addition to these primary leachate management techniques, the site is permitted to recirculate leachate within Cell 413 at a rate of 4,500 to 6,000 GPD. As part of the site's leachate management contingency plan, pump and haul operations are coordinated as needed in cooperation with the Cape Fear Public Utility Authority (CFPUA) and a contract hauler. The construction and demolition (C&D)recycling pad is used to separate wood, sheet rock, cardboard, asphalt shingles, carpet, yard debris, and scrap metals. This diversion process separates the material for recycling, and diverts approximately 6,000 tons of C&D waste from the county landfill annually. In addition to C&D waste diversion, the county landfill also collects and recycles tires, white goods, sharps (needles), used motor oil, used cooking oil, batteries, and antifreeze. The southern property is composed of 273 acres; approximately 90 of which are currently being permitted for waste disposal. The permitting process began in January 2013 and is expected to be completed by mid-2014. Located on this property is the landfill administration and maintenance facility. The County recently purchased a 3.85 acre area adjacent to the entrance to the landfill to relocate this building prior to disposing of waste in the southern property. The total estimated capacity of the southern property is 10,300,000 cubic yards. Page 15 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 15 The county landfill also operates a small, unlined asbestos monofill, exclusively for the use of residents. The site accepts friable and non-friable asbestos with prior approval and by appointment only. The County operated the Waste-to-Energy Conversion Facility (WASTEC)from 1984 to 2011. It is located approximately three miles south of the landfill on U.S. Highway 421 North. A portion of this idled facility currently houses the county's recycling processing and Household Hazardous Waste (HHW) collection facility. The Recycling division, based out of the WASTEC site, employs 6 personnel who service seven public drop-off sites and three county facilities with four roll-off trucks. This division also operates a baler and aluminum can crusher. Five of the recycling drop-off sites are located throughout the County on private property. Each site contains roll-off containers for various recyclable materials. Two smaller sites for recyclables are located on county property; one is at the Landfill and another at the former WASTEC facility. In FY12/13, material processed at the recycling processing facility from the drop-off sites was 4,722.63 tons. Total materials received, processed, and marketed were in excess of 7,100 tons, which includes material that is direct-hauled to the processing facility by small businesses, individuals, and hauling companies. The locations of each of the recycling drop-off sites are: • 6510 Market Street • 5601 Castle Hayne Road • 2316 N. College Road • 4610 Carolina Beach Road • 555 Halyburton Memorial Parkway • 3002 U.S. Highway 421 North • 5210 U.S. Highway 421 North • 330 Division Drive (New Hanover Correction Center) • 3950 Juvenile Center Road (New Hanover County Detention Center) The drop-off sites provide containers for citizens to dispose of plastics (#1 through#7), mixed paper, cardboard, aluminum cans, glass and newspaper. This material is collected, processed, baled, and sent off to market. Recycling of electronic waste has grown significantly over the past few years. Up until May 2013, e- Waste was collected only on Wednesdays at the county landfill. E-Waste is currently managed in conjunction with the county's Household Hazardous Waste (HHW) collection program. On average, the site receives 1,000 pounds per day of e-Waste from residents and small businesses. A one-day, annual Household Hazardous Waste (HHW) collection event was replaced in May 2013 by a permanent HHW facility that is accessible to residents six days per week. The facility is open Mondays through Fridays from 10:00 a.m. to 2:00 p.m., and Saturdays from 8:00 a.m. to 12:00 p.m. It is the only permanent HHW collection facility in eastern North Carolina. The facility averages 400 visitors per month and is supervised by one (1) employee. The HHW facility accepts the following materials for recycling or proper disposal: Acids, Aerosols, Antifreeze, Batteries (alkaline, lead-acid, lithium, and rechargeable), Caustics, CFL bulbs and tubes, Cooking Oil, Electronics, Fertilizers, Fire Extinguishers, Flammable Liquids, Flammable Solids, Fuels, Fungicides, Herbicides, Household Cleaners, Mercury-containing devices, Motor Oil, Oil Filters, Page 16 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 16 Oxidizers, Paint(latex and oil-based), Pesticides, Sharps, Smoke Detectors, and Solvents. After classification, sorting, bulking, blending, and packaging, the material is collected and processed by contracted vendors. After the Christmas holiday season, the recycling division sponsors Christmas tree recycling. Three locations are established throughout New Hanover County for citizens to dispose of old trees, which are then ground and mulched by a contractor. The 4 members of the administrative staff provide routine and technical support to the rest of the Department. Some of the functions of administration include: • Debris management in the event of a natural or man-made disaster • Prepare and submit required annual reports • Prepare, submit, and manage grant applications; ensure state reporting requirements are met to remain eligible for state and federal funding , including Scrap Tire and White Goods programs developed through NCDENR • General contracts administration (including development of RFPs, RFQs, bid advertisements, bid reviews and award recommendations, issuance of notices to proceed, change orders, and purchase orders) • Contract administration for disaster recovery, including debris removal and monitoring functions • Contract administration for county Super Fund cleanup projects • Preparation of agenda items and presentations to the Board of County Commissioners • Manage department's Accounts Receivable, Purchasing and Accounts Payable • Oversight of contractor compliance with regard to risk management, insurance and legal requirements. • Liaison with County IT and all software vendors to develop and maintain electronic operational programs and files. • Participate with County Emergency Management Department to develop disaster response and remediation plans; serve as the lead agency for coordination of multi-department and multi-agency response to disaster events with regard to Recovery Function 8 (Public Works) and Recovery Function 12 (Environmental Preservation and Restoration). • Human Resources interface and payroll and benefit administration for department employees • Annual budget preparation, submittal and monitoring. • Capital Projects planning, development, implementation and monitoring. • Media contact for the department • Strategic planning for the department • Answer incoming telephone and emails from the public, greet customers and provide customer service/complaint resolution • Public education, including site tours Page 17 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 17 Section 5: Scope of Services This RFP consists of solicitation of Basic Services of Transfer and Disposal of Solid Waste. In addition to responding to Basic Services, bidders may also propose any single or combination of the five (5) additional separate services ("Options"). The Bidder shall submit cost information for the services outlined in the following section. 5.1 BASIC SERVICES: Transfer and Disposal of Solid Waste 5.1.1. Bidder shall design, permit, operate, and maintain a municipal solid waste (MSW) transfer station. If the Bidder contemplates using the former WASTEC site or NHC Landfill site or other County property, this must be identified in the proposal. A site layout plan will also be required at the time of proposal submission. 5.1.2. If construction / renovation of a Transfer Station is required, the costs for the design, permitting, construction, and commissioning of the transfer station shall be borne by the successful Bidder. If constructed on County property, title to the transfer station shall convey to the County upon receipt of a Certificate of Occupancy. 5.1.3. Waste received by the Transfer Station must meet the definition of Acceptable Waste and shall be transferred to the Final Disposal Site by the Bidder or approved sub-contractor. No waste from outside of New Hanover County may be accepted by the transfer station. 5.1.4. The Bidder will be responsible for furnishing all personnel, training, equipment, tools, containers, supplies, fuel, and insurance to complete the scope of work. 5.1.5. The Bidder shall transport MSW to the Final Disposal Site in a timely and safe manner, consistent with DOT regulations in effect. 5.1.6. The County will own, operate, and maintain inbound/outbound scales, and will weigh each outbound (loaded) transfer vehicle. The County is not responsible for any overweight fines or penalties. 5.1.7. The Bidder shall be responsible for maintaining the transfer station, grounds, and associated roadways and signage in good working condition. Maintenance shall include repairs to property damaged through normal wear and tear, accidental damage, and extreme weather events. 5.1.8. The Transfer Station operator shall pressure wash the floors, walls, and ceilings of the Transfer Station semi-annually, and contain the wash water within the facility's leachate collection system. Leachate collection, storage, and disposal costs shall be borne by the Bidder. 5.1.9. The Bidder is responsible for implementing a comprehensive waste screening program. Any material that does not meet the definition of Acceptable Waste must be rejected by the operator. The County does not accept any responsibility for any costs associated with waste screening, identification, handling, transportation, or disposal of prohibited wastes. 5.1.10. The Bidder is responsible for full compliance with any associated permit conditions as well as all applicable local, state, and federal laws, permits, rules, and regulations. The Bidder shall maintain and manage all site safety functions and operations in accordance with all state and federal OSHA workplace safety rules. 5.1.11. The transfer station shall be staffed during operating hours by an operator that holds a current SWANA Managing Transfer Station Systems certification. 5.1.12. The transfer station operator will ensure that all waste is removed from the transfer station floor and loading pit area at the end of each day. Loaded transfer trailers must be leak free and stored in a manner that minimizes rainwater intrusion into the waste. Page 18 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 18 5.1.13. The transfer station operator is responsible for litter, dust, vector, fire, and odor control and prevention within the facility's footprint. Security of the transfer station and its contents, including tools, supplies, and equipment are the sole responsibility of the Bidder. 5.1.14. Utility costs associated with transfer station operations shall be provided and borne by the Bidder. 5.1.15. Hours of operation for the facility shall be Monday through Friday, from 6:30 a.m. to 5:00 p.m. (excluding designated holidays), and Saturdays from 6:30 a.m. to 12:00 p.m. (excluding designated holidays). 5.1.16. Designated holidays will include Independence Day, Thanksgiving Day, Christmas Day, and New Year's Day. New Hanover County wants to clarify that Option A: Landfill Maintenance and Operation does not anticipate the operation of the NHC Landfill for disposal of MSW, except as necessary to keep permits active and to not trigger an accelerated closure schedule requirement. However, NHC must fully comply with any associated permit conditions as well as all applicable local, state, and federal laws, permits, rules, and regulations. Changes in Law may require changes to operations. 5.2 OPTION A: Landfill Maintenance and Operation 5.2.1. The Bidder shall provide all personnel, training, equipment, tools, containers, supplies, fuel, and insurance to complete the scope of work. 5.2.2. The Bidder shall be responsible for the permitting, design, construction, quality assurance, and ongoing maintenance for the closure of Cells 5 through 6D. 5.2.3. The Bidder shall be responsible for any maintenance and repair of existing caps on Cells 1 through 5. 5.2.4. The Bidder shall ensure that rainwater run-on into Cell 6E is minimized. 5.2.5. The Bidder will establish, maintain, and service a citizen's drop-off area for any vehicles transporting waste that are unable to unload waste by mechanical means. The drop-off area shall consist of an all-weather pad with sufficient containers / receptacles to accept MSW, scrap metal, cardboard, mixed recyclables, and wood waste (including pallets). The Bidder is responsible for any transportation or processing costs associated with the diversion of wood waste, scrap metals, and other recyclable materials collected. MSW dropped off at the citizens' drop-off area shall be disposed of in the County landfill. 5.2.6. The Bidder will establish, maintain, and service a drop-off area for receiving used motor oil and oil filters, cooking oil, lead-acid batteries, sharps, oyster shells, antifreeze, white goods, and scrap tires. The Bidder is responsible for ensuring that materials collected are properly recycled, treated, or processed. 5.2.7. The Bidder shall certify that refrigerant is removed, by a qualified technician, from all white goods received prior to recycling. 5.2.8. The Bidder shall be responsible for maintaining stormwater management structures in accordance with Best Practices and facility permit conditions, and shall comply with and routinely update the facility storm water pollution prevention plan (SWPPP). 5.2.9. The Bidder shall be responsible for the permitting, design, construction, quality assurance, maintenance, operation, sampling, testing, and compliance reporting of an upgraded leachate treatment system required by revised NPDES discharge limits within the implementation deadlines established by the Division of Water Quality. It is expected that the new system will require a Grade III Biologic/Chemical/Physical wastewater operator certification. Page 19 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 - 19 5.2.10. The Bidder shall be responsible for the maintenance, operation, sampling, testing, and compliance reporting for all leachate treatment systems, including a 0.05 MGD package wastewater treatment plant (WWTP) and a 0.06 MGD constructed wetlands treatment system and irrigation equipment. The treatment system requires a minimum Grade II Biological wastewater certified operator. 5.2.11. The Bidder shall be responsible for the maintenance, operation, testing, repair, and replacement of all leachate collection and treatment infrastructure, including (but not limited to)pipes, lift stations, manholes, wet wells, liners, boots, fittings, aerators, pumps, blowers, control panels, pH control system, continuous backwashing sand filter, and spray irrigation equipment. 5.2.12. The Bidder shall be responsible for maintaining the viability and efficacy of the constructed wetlands treatment system, including conducting plant tissue samples, controlled burns, and replanting; and testing, monitoring, and managing soil chemistry. 5.2.13. The Bidder shall be responsible for sampling, testing, and preparing and submitting all required recurring reports to the Division of Water Quality (DWQ). 5.2.14. The Bidder shall be responsible for inspecting the site daily and performing general site maintenance including, but not limited to: repairing erosion on landfill cell slopes; repairing leachate outbreaks; maintaining roadways; maintaining storm water conveyance systems and detention ponds; landscape maintenance including over seeding/hydro seeding, mowing, bushhogging, and litter removal; maintenance and repairs to signage, fencing, and lighting; and maintenance and repairs to groundwater monitoring well casings. 5.2.15. The landfill operator is responsible for litter, dust, vector, fire, and odor control and prevention within the landfill site. Security of the landfill and its contents, including tools, supplies, and equipment are the sole responsibility of the Bidder. Any litter or wind-blown debris originating from the landfill property that leaves the site boundary is the responsibility of the Bidder. 5.2.16. The landfill shall be staffed during operating hours by an operator that holds a current SWANA Manager of Landfill Operations (MOLO) certification. 5.2.17. The Bidder shall be responsible for the operation and maintenance of the landfill's unlined asbestos monofill. This disposal cell accepts small quantities of friable and non- friable asbestos from residents only, with prior approval and by appointment. The Bidder shall be responsible for coordination with the customer for the review and approval of the material (waste acceptance), disposal, and daily cover application and maintenance in this cell. 5.2.18. The Bidder shall be responsible for completion of the design and permitting of the landfill's southern property, including compliance with all conditions set forth in the approved Special Use Permit. 5.2.19. The Bidder shall be responsible for maintaining and complying with the site's Title V air permit. 5.2.20. The Bidder shall be responsible for any utility costs pertaining to landfill operations and maintenance functions. 5.2.21. Hours of operation for the facility shall be Monday through Friday, from 6:30 a.m. to 5:00 p.m. (excluding designated holidays), and Saturdays from 6:30 a.m. to 12:00 p.m. (excluding designated holidays). Page 20 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -20 5.3 OPTION B: Household Hazardous Waste (HHW) and E-Waste Collection: 5.3.1 The Bidder shall provide all personnel, training, materials, equipment, tools, containers, supplies, fuel, and insurance to complete the scope of work. 5.3.2 If the Bidder elects not to use the existing Household Hazardous Waste (HHW) and electronic waste (e-Waste) site located at the former WASTEC facility site, then the Bidder will design, permit, construct, operate, and maintain a permanent facility for the collection of Household Hazardous Waste (HHW) and electronic waste (e-Waste). At a minimum the waste unloading area shall have overhead coverage for employee and resident protection during inclement weather, and must be large enough to accommodate residents' vehicles. The waste storage facility / building shall have sufficient containment capacity for the quantity of waste being stored, shelves and walls, and containment for waste segregation. The storage facility / building must be approved by local fire officials and meet all local, state and federal regulations for waste storage, and be equipped with fire alarms and a means of emergency communication. 5.3.3 The Household Hazardous Waste (HHW) and electronic waste (e-Waste) site shall only accept HHW material generated from residential properties within New Hanover County. The site shall not accept any hazardous materials as defined by the EPA or accept any materials generated from CESQGs. E-Waste shall be accepted by residents, businesses, and non-profit organizations located within New Hanover County. 5.3.4 The Bidder shall be deemed to be the waste generator (as defined under RCRA), of all materials accepted by the Bidder at the HHW collection site from residents. Title to all waste accepted by the Bidder at the collection site from residents shall pass directly from residents to the Bidder at the time of acceptance. 5.3.5 The Bidder is responsible for complying with all permit conditions. 5.3.6 The collection site shall be available to the public from 10:00 a.m. to 2:00 p.m., Mondays through Fridays, and 8:00 a.m. to 12:00 p.m. on Saturdays. The site will be closed on the following holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. 5.3.7 The Bidder shall accept all HHW material outlined in Section 4. The Bidder may not alter the list of accepted items without the express written permission of the Environmental Management Department. 5.3.8 The Bidder will be responsible for preparing and submitting an approved Chemical Evacuation Plan, a Fire Evacuation Plan, a Fire Safety Plan, and a Spill Response Plan to the County Fire Marshall prior to commencing operations. 5.3.9 The HHW collection facility shall be staffed during operating hours by an attendant that holds a current 40-hour HAZWOPER and/or SWANA's HHW & CESQG Collection Operations certification. 5.3.10 The Bidder will provide the County's Environmental Management Department a monthly report on the types and quantities (by weight or volume) of materials collected. These reports shall be provided to the Department by no later than the 15th of each month for the preceding month. 5.3.11 The Bidder shall provide the County's Environmental Management Department certificates of recycling or disposal for all materials processed. 5.3.12 Utility costs associated with the operation of the HHW collection facility shall be borne by the Bidder. Page 21 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -21 5.4 OPTION C: Recycling Collection and Processing 5.4.1. The Bidder shall provide all personnel, training, equipment, containers, tools, supplies, fuel, and insurance to complete the scope of work. 5.4.2. The Bidder will collect and transport recyclable materials from designated recycling drop-off sites to an approved recycling transfer station or Materials Recovery Facility (MRF)for processing and preparation for market. Designated recycling drop-off sites are listed in Section 4. Drop-off sites are to be serviced seven (7) days per week. The Bidder is responsible for ensuring that sufficient containers are available at each site at all times, and are maintained in good condition. 5.4.3. Hours of operation for recycling collection shall be Monday through Friday, from 7:00 a.m. to 3:30 p.m. (excluding designated holidays), and Saturdays and Sundays from 7:00 a.m. to 12:00 p.m. (excluding designated holidays). 5.4.4. The Bidder is responsible for maintaining housekeeping standards at each drop-off site; the cost for the cleanup and disposal of illegal dumping activities at each site shall be borne by the Bidder. Any damage caused to the host site's property shall be the responsibility of the Bidder. 5.4.5. Any costs associated with rental of a host site's property shall be borne by the Bidder. 5.4.6. The Bidder will establish a minimum of three (3) collection points for discarded Christmas trees and service the collection points from December 26th through January 31st each year. The Bidder will transport the collected trees to an approved facility for recycling. Collection point locations must be approved by the Environmental Management Department at least 30 days in advance. The Bidder will be responsible for the removal and proper disposal of any litter, waste, or debris left at the collection points. 5.4.7. The Bidder will provide the County's Environmental Management Department a monthly report on the types and quantities (by weight) of materials collected. These reports shall be provided to the Department by no later than the 15th of each month for the preceding month. 5.5 OPTION D: Yard Waste Processing 5.5.1 The Bidder shall provide all personnel, training, equipment, containers, tools, supplies, fuel, and insurance to complete the scope of work. 5.5.2 The Bidder shall establish and maintain a yard waste collection and processing facility at the County landfill. Yard waste includes grass clippings, leaves, branches, hedge trimmings, and other materials generated through the course of general yard maintenance. 5.5.3 The Bidder shall retain title to any mulch or compost generated through the normal course of operations. 5.5.4 The Bidder shall maintain all-weather access to the site, and ensure sufficient clear space is provided at all times so as not to impede the safe and efficient unloading of material. Material stockpiles shall be maintained in such manner as to present a neat and organized appearance of the facility, while maintaining sufficient spacing between piles to prevent the spread of fires. 5.5.5 The Bidder shall furnish Airlie Gardens with one (1) 40 cubic yard container for the disposal of vegetative debris. The Bidder shall service the container on an "on-call" basis up to twice per month, and transport the material to the processing area at no additional cost. Page 22 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -22 5.5.6 The Bidder shall be required to comply with all yard waste management permit conditions. The bidder will develop and submit an Operations Plan for County review and approval prior to commencement of operations. 5.5.7 Hours of operation for the facility shall be Monday through Friday, from 6:30 a.m. to 5:00 p.m. (excluding designated holidays), and Saturdays from 6:30 a.m. to 12:00 p.m. (excluding designated holidays). 5.6 OPTION E: C&D Diversion and Recycling 5.6.1 The Bidder shall provide all personnel, training, equipment, containers, tools, supplies, fuel, and insurance to complete the scope of work. 5.6.2 The Bidder shall establish and maintain a C&D waste diversion and processing facility at the County landfill with sufficient capacity to process all New Hanover County C&D waste (64,000 tons during FY12-13). C&D waste to be accepted includes scrap wood and pallets, scrap metal, shingles, carpet, concrete, brick, asphalt, cardboard, and gypsum wallboard. The Bidder may expand the types of materials accepted with the approval of the County's Environmental Management Department. 5.6.3 The Bidder shall maintain all-weather access to the site, and ensure sufficient clear space is provided at all times so as not to impede the safe and efficient unloading of material. Material stockpiles shall be maintained in such manner as to present a neat and organized appearance of the facility. 5.6.4 The Bidder shall be required to comply with all C&D waste management permit conditions. The bidder will develop and submit an Operations Plan for County review and approval prior to commencement of operations. 5.6.5 The Bidder shall retain title to any recovered, salvaged, or processed materials generated through the normal course of operations. 5.6.6 The Bidder shall provide the county's Department of Environmental Management a monthly report that lists all material accepted, diverted, salvaged, reclaimed, and/or processed (including residue) by type and quantity. The report is due by the 15th of each month for the preceding month. 5.6.7 Transportation and disposal costs associated with any unmarketable residue generated through the course of operations are the sole responsibility of the Bidder. 5.6.8 Hours of operation for the facility shall be Monday through Friday, from 6:30 a.m. to 5:00 p.m. (excluding designated holidays), and Saturdays from 6:30 a.m. to 12:00 p.m. (excluding designated holidays). Page 23 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -23 Section 6: Current Operational Data and Key Assumptions 6.1 Current Operations Data: 6.2.1. For Fiscal Year 2012/2013, the County's landfill received at total of 214,278.28 tons of waste. 6.2.2. For Fiscal Year 2011/2012, the County's landfill received a total of 204,288.20 tons of waste. 6.2.3. For Fiscal Year 2012/2013, the Recycling Division collected 4,722.63 tons of recyclable material from public drop-off sites. This included 360.21 tons of newspaper(ONP), 1,849.52 tons of cardboard (OCC), 69.78 tons of aluminum, 1,153.40 tons of glass, 853.21 tons of mixed plastics, 734.07 tons of mixed paper, and 55.76 tons of steel food cans. 6.2.4. The northern property at the landfill consists of 79.2 acres of permitted disposal cells. Of these, 33.1 acres have been closed and 46.1 acres remain open. 6.2.5. For Fiscal Year 2012/2013, the County's landfill diverted the following materials from landfill disposal: 222.38 tons of white goods and scrap metal, 668.22 tons of gypsum wallboard, 107.61 tons of asphalt shingles, 4,394.62 tons wood waste, 69.39 tons of cardboard (OCC), 41.92 tons carpet, 108.07 tons of electronic waste, 3,412.52 tons tires, 1,275 gallons of used motor oil, 300 gallons of antifreeze, and 1.65 tons of lead-acid batteries. 6.2.6. Since program inception on June 26, 2013 through October 23, 2013, the landfill received 751.91 tons of yard waste. 6.2 Key Assumptions: 6.2.1. Contract term: All bidders must provide bids based on one (1) 10 year initial term with the option of up to 2 additional five (5) year renewals, at County option, based upon satisfactory performance. In addition Bidders may elect to provide additional bids assuming one (1) 20 year term with no options for renewal. 6.2.2. County Operation of Scales and Gate: The County will continue to operate the entrance gate, scales and scale house activities which include recording transactions and data, and customer billing as determined by the County. Recorded transactions and data will be made available to the selected Bidder(s)upon 24 hours' notice. 6.2.3. Permits, Licenses and Regulatory Compliance: for facilities on the County site, Bidder shall be responsible for and shall bear all costs of obtaining and maintaining all permits, licenses and federal, state and local governmental approvals for the construction and operation of new facilities, and for all permit amendments as required for existing facility renovations, expansions, and operations. Both parties shall cooperate and generally assist each other in obtaining the necessary federal, state and local permits and approvals to develop the proposed facilities on the County site. The County makes no explicit or Page 24 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -24 implied guarantees with respect to its obtaining any of the required permits. Some agencies may require the County to be named as owner in their permits and approvals and the County will coordinate with the Bidder and permitting agency to help achieve that outcome. However, all responsibility for obtaining permits and maintaining regulatory compliance is that of the Bidder. 6.2.4. Equipment/Rolling Stock: For the purposes of this RFP, the Bidder should not assume any automatic conveyance of equipment or rolling stock. All County owned equipment and rolling stock shall be appraised by a third party and offered for sale. The Bidder will have right of first refusal to purchase any or all of the equipment offered for sale, but there is no expectation that the Bidder will choose to do so. 6.2.5. For all services and facilities provided, the Bidder shall prepare, maintain and comply with procedures established in an Operations Plan, Safety Plan, Contractor Safety Plan, Spill Prevention Plan, Evacuation Plan, Emergency Procedures, and Accident/Injury Notification and Response Plan. All Plans shall be submitted to the County for approval prior to the commencement of operations, and update each Plan on an annual basis. 6.2.6. In the performance of work contemplated in this RFP, the Bidder is an independent contractor with the authority to control and direct the performance of the details of the services that are the subj ect of their Proposal. However, the work contemplated in this agreement must meet the approval of the County and shall be subject to the County's general rights of inspection and supervision to secure the satisfactory completion thereof. 6.2.7. All sales made directly to the County are taxable, and the proposer shall pay all sales, consumer, use and other similar taxes required to be paid by the proposer in accordance with the laws and regulations of the state of North Carolina that are applicable during the performance of the work. 6.2.8. If the Bidder elects to construct or provide a transfer station at the former WASTEC site, or otherwise elects to decommission and deconstruct the WASTEC building(s), the Bidder shall provide a detailed line item proposal that clearly describes the scope of work, cost and rebate for scrap value netted out against the total project cost. Page 25 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -25 Section 7: Submission Requirements By submitting an offer in response to this RFP, the Bidder explicitly agrees to the following representations, warrants, and conditions: a) No Collusion, Predatory Pricing or Antitrust Activities — The Bidder is representing and warranting that the Proposal is not made in connection with any competing offer submitting a separate response to this RFP, and is in all respects fair and without collusion or fraud. The Bidder shall fully and completely comply with all applicable Federal and State laws, rules, and regulations pertaining to illegal price discrimination and lessening competition and/or creation of monopoly, including but not limited to, the Sherman Antitrust Act, the Clayton Antitrust Act, and the Robinson-Patman Act. b) No Conflict of Interest—Bidder shall fully and completely disclose to County any known conflicts of interest that might be prejudicial or adverse to County's interests. Furthermore, Bidder shall not illegally combine, collude or conspire with respect to the services to be provided to the County if the purpose or effect of such action is either to lessen competition among prospective Bidder proposers, or cause the County to pay a higher price for procured services, or cause, inhibit, preclude or prejudice other prospective Bidders from submitting a proposal in response to the County Request For Proposals. c) Anti-Bribery—In submitting a response this RFP, the Bidder certifies that neither it, nor any affiliated associates, employees, and sub-contractors have bribed, or attempted to bribe an administrator or employee of the County as related to this RFP. The Bidder certifies that it has not employed any person, agent, or consultant to lobby to solicit or secure information related to the award of this contract. Additionally, the Bidder has not paid or agreed to pay a commission, fee, or other contribution upon receiving a favorable contract award. d) Obtained Complete Information— The Bidder is representing and warranting that it has made itself thoroughly familiar with the requested services and requirements of this RFP, and is satisfied that it has obtained all information it deems necessary to submit its best offer. e) True,Accurate, Clear, and Concise Information —Information submitted must be true and accurate based on the bidder's knowledge. Information found to be in error or misleading will result in lowering the evaluation of the proposal. Where assumptions have to be made by the evaluation committee, The County will assume the worst-case scenario and the Proposal will be evaluated accordingly. f) Compliance with Occupational Safety and Health Act - Bidder certifies that all proposed material, equipment, and all other items necessary to operate the facility or provide the services as contained in their proposal meets all O.S.H.A. requirements. Proposer further certifies that if it is the successful proposer, and if any of the materials, equipment, or other items delivered and necessary to operate the facility or provide the services proposed are subsequently found to be deficient in any O.S.H.A. requirements, all costs necessary to bring the deficient material, equipment, or other items, into compliance with the aforementioned requirements shall be borne by the proposer. g) Environmental Representations and Indemnifications —Bidder shall indemnify and hold the County, its officials, employees and agents harmless from and against any and all losses, costs, Page 26 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -26 and damages resulting from the breach of any environmental laws, rules, or regulations by Bidder, its employees, agents and sub-contractors on or about any transfer station and County property utilized by Bidder in performance of the contract, for any transportation of waste generated within New Hanover County in route to disposal at any landfill, either publically or privately owned, and on or about any such landfill utilized by Bidder for disposal of waste generated within New Hanover County. h) County Decision is Final —The Bidder agrees that the decision of the County is final in all matters of this RFP. Furthermore, the Bidder, by submitting its offer, agrees to hold the County and its agents harmless and free from all liability, loss, injury, and/or cost and expense which might be incurred by any Bidder in responding or as a consequence of its response to this RFP. i) Minimum Acceptable Qualifications: 7.9.1 Satisfactory completion of New Hanover County Contractor Pre-Bid Qualification (Form A)with approval from the New Hanover County Attorney as a Qualified Contractor. The three (3)required references shall include customers, preferably public sector customers, for whom the Bidder has provided services similar to those in response to this RFP within the past five (5) years. (Form B) 7.9.2 Prior experience; a minimum of five (5) continuous years of directly relevant experience is required of each firm for services and service components similar to those each is proposing to provide. Where a team partnership or joint venture is proposed, sub- contractors or team members/partners for each of the Basic Services and Options, if applicable, must be identified and their experience must meet the minimum requirements. 7.9.3 Proven Technology: a minimum of five (5) continuous years of same-scale operations of the proposed technology in the United States with a similar design is required. This requirement does not preclude a reference facility that has been upgraded with new technology or new design, or a new location of such upgraded technology. Where new technology or design has been installed for less than five (5) years, the Bidder shall demonstrate the history of that technology and the Bidder's understanding and capabilities in operating it or similar technology. 7.10 Proposal Format 7.10.1 Cover Letter of Intent/Executive Summary The cover letter of intent must attest to the accuracy of the proposal submission. The cover letter must be signed by an individual authorized to obligate the company and execute binding contracts. The cover letter shall include the company name, street and electronic addresses, and telephone and facsimile numbers. The cover letter of intent shall summarize the Bidder's understanding of the requested services, staffing and equipment requirements, and the ability to provide such services individually and/or through subcontracting. The Bidder's cover letter must state that the response will remain valid for acceptance for a period of one hundred twenty (120) days from the acceptance and opening of the Page 27 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -27 response on Tuesday, December 31, 2013 at 12:00 PM and thereafter until a contract can be negotiated and executed, whichever occurs first. 7.10.2 Contact Information The Bidder shall identify a point of contact(POC)for the proposal response. The POC shall be able to address any inquiries and submit supplementary information as requested by the County. 7.10.3 Statement of Organization In addition to the completion of Form B, the Bidder shall submit information defining the type of organization and the organizational structure of the company. If the Bidder proposes to utilize sub-contractor(s)in providing the requested services, the Bidder shall document the relationship to any sub-contractor(s) and the sub-contractor's organizational structure. 7.10.4 Project Approach and Description of Provided Services The Bidder shall provide a concise description of the approach that will be undertaken to fulfill the requested services. The Bidder shall confirm that services will be provided. In addition, the Bidder shall submit certification documentation from the receiving Final Disposal Site regarding their ability to accept, dispose, or process the material volumes throughout the term of the contract. 7.10.5 Transition Plan and Implementation Schedule The Bidder shall identify a plan and implementation schedule that identifies key milestones to address transition time requirements needed to become fully operational in all proposed services. 7.10.6 Staffing and Equipment Obligations The Bidder shall identify the staffing levels (e.g., supervisory, operators/drivers, and maintenance) and anticipated equipment obligations that will be assigned to fulfill the requested services. The Bidder shall identify staff experience, certifications, and training levels. Equipment information shall include a complete listing of all equipment that will be used in this project including detail about quantity, year, make/model, type and number of trucks, type of fuel for each, capacity of each), style of refuse containers and recycling containers (number, size and capacity of each), make, model and capacity of compactors and any other equipment needed to fully equip and operate properly and efficiently. A schedule of equipment maintenance and/or replacement should also be identified. 7.10.7 Qualifications, Experience, and References The Bidder shall document their experience, and past or current awards of other contracts in which they have or are currently providing similar and comparable services. Such experience must be demonstrated within the past five (5) years. The Bidder shall provide a minimum of three (3)references from previous or current contract awards within the past five (5) years. The references shall be capable of providing information on the Bidder's abilities to provide a similar level of service, schedule commitments, compliance history with contract terms, fairness in executing the requested services, and any disputes. Page 28 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -28 7.10.8 Financial Statement and Financing Plan (if applicable) The Bidder shall demonstrate financial stability by submitting a statement of the Bidder's financial stability, including information on current or prior bankruptcy proceedings. The Bidder shall additionally address means to fund capital items throughout the performance of this contract. The Bidder shall include a copy of the most recent annual financial report/annual audit/IOK and the most recent IOQ. Minimally, the Bidder's financial report shall include a balance sheet, an income statement, a statement of cash flows, and related footnotes. If the Bidder is a corporation, the submission of the latest audited financial statements of the corporation is requested. The Bidder may substitute a non-audited financial statement and Federal returns from the most recent two (2) years if a certified audit has not been completed. 7.10.9 Litigation, Regulatory, Criminal Conviction History The Bidder shall provide information related to litigation, regulatory non-compliance, and criminal conviction occurrences during the past ten (10) years. The Bidder shall describe the events related to each case by providing case or docket numbers, contact information, background information, and the current status and/or resolution(s). Events shall include, but may not be limited to, civil and administrative actions, criminal activity, disputes, bankruptcies, contract terminations, fines, and penalties. 7.10.10 Insurance Requirements By signing its Proposal, the Bidder acknowledges that it has read and understands the insurance requirements for the RFP as described in Section 2.3. Bidder must provide evidence of required insurance, through a representative copy of a certificate of insurance or letter from agent and/or broker certifying that Bidder can meet insurance requirements as set forth must be submitted as part of its Proposal. 7.10.11 Bid Bonds /Bonding Company Commitment If a Bidder elects not to provide the cash deposit, Bidder must file a bid bond executed by a corporate surety licensed under the laws of North Carolina to execute such bonds, conditioned that the surety will, upon demand forthwith make payment to the oblige upon said bond if the Bidder fails to execute the contract in accordance with the bid bond. 7.10.12 Proposed Fees /Fee Schedules The Bidder shall present all costs, anticipated pricing adjustments, and credits/rebates or cost-sharing anticipated throughout the term of the contract on Forms 1-6. The Bidder should address means to minimize operating costs and maximize revenues, as appropriate. All Bidders must propose pricing based on an initial ten (10) year term with two (2) potential five (5) year renewals at County option. In addition, Bidders may elect to provide additional bids assuming one (1) 20 year term with no options for renewal. There are separate columns on each form. 7.10.13 Affidavits and Certifications a. Certification of Nondiscrimination in employment(Form C) b. Anti-Bribery Affirmation& Affidavit of Qualification to Propose (Form D) c. Statement of Assurance and Compliance (Form E) Page 29 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -29 Section 8: Evaluation Criteria Evaluation Criteria Acceptable proposals will be evaluated based upon the Bidder's ability to satisfy the minimum performance requirements established in this RFP. The County reserves the right to evaluate the proposals and determine the level of responsiveness based upon the following general criteria. To satisfy the minimal level of responsiveness, the Bidder shall provide adequate details to demonstrate their ability to provide the requested services, document their experience and knowledge to execute such work, and submit a cost effective proposal. Proposals must contain information specifically related to the requested services. Failure of any Bidder to submit requested information may result in the elimination of their proposal from further consideration. Proposals will be evaluated on the following criteria. These criteria shall not be considered all inclusive. Provided Services /Experience/Historical Performance Bidders shall clearly identify the solid waste services capable of being provided to the County as a prime contractor. The Bidder shall identify any and all sub-contractor relations in providing such services. The proposal shall include an understanding of the staffing and equipment needs to provide the requested services. The proposal shall submit certification documentation from potential receiving facilities (e.g., permitted Subtitle D landfill and/ or material recovery facilities, etc.) confirming their capabilities and capacities to receive the estimated volumes of material over the maximum potential contract life of twenty (20) years. The proposal shall include information to substantiate past bidder and key management team member experience in providing similar services to other organizations within the past five (5) years. Financial Considerations Each proposal will be compared with respect to cost effectiveness and rationality in the ability to provide all of the requested services over the life of contract. The most effective pricing and rebate offering(s)will be evaluated to determine the best option for the County. 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N o o n N� a a o > U L � zs = ao ZW s� ap � cd � 0 � H E = , 4 U C�j N o O 0 O 4 O NC�j O O C�j v O CO CA CA a WU O O � W 0C�j O Q � Cj o CA un CA O W o j CA Cn CA 0 w U H FORM A CONTRACTOR QUALIFICATION FORM The undersigned certifies under oath that the information herein is true and sufficiently complete so as not to be misleading. Furnishing incomplete, misleading or false information herein shall result in disqualification for present and future New Hanover County projects, as well as result in imposition of any and all legal remedies and sanctions. The Undersigned certifies that the following information is accurate and complete: CONTACT INFORMATION: Company Name: Attention: Address: Address: Phone: Fax: Cell phone: E-Mail: Principal Office Local: Type of Work: General Contractor Plumbing HVAC Electrical / Other Status of Firm: Corporation LLC Sole Proprietorship Partnership Joint Venture NATURE OF ENTITY: If the contractor is structured as a Corporation provide: The date of incorporation The state of incorporation The name of Corp. President The name of Corp. V. P. The name of Corp. Secretary The name of Corp. Treasurer If the contractor is structured as an LLC provide: Board of Commissioners Meeting 11/18/2013 18- 1 -41 The date of incorporation The state of incorporation The name of Manager The name of Member If the contractor is individually owned, provide: The date of organization Name of Owner If the contractor is structured as a partnership, provide: The date of organization Type of partnership Names of general partners' If the contractor is structured as some other form of organization, (i.e. Joint Venture) Describe it and provide the name(s) of the directing individuals: CONTRACTOR'S HISTORY How long has the applying entity been in the contracting business? How long has the said entity been operating under the current name? CONTRACTOR'S EXPERIENCE: Please list the types of work customarily performed by the contractor without assistance from outside persons or entities. EXPERIENCE OF PRIMARY INDIVIDUALS: Please describe the experience of the primary person(s)with the contractor and describe the most significant projects on which the person(s)is/are currently working. LICENSING& REGISTRATION: Page 42 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -42 List geographical areas in which your organization is legally qualified to do business and indicate registration or license numbers, if applicable, and describe the areas of practice included in the certification. RECENT PROJECTS: Please list and describe those major completed projects in which the contractor has been involved during the last 5 years. Please include the name, owner, architect, contract amount and the date of completion. Please indicate whether each is a construction project or a long term service operations project, or other. (You may attach a project summary list) What percentage of the work described in the paragraph above or attachment was performed by the contractor's own efforts or those of its employees? DISPUTES & LITIGATION: Has the applying contractor filed any lawsuits or instigated other litigation or arbitration, etc. with regard to construction contracts within the last seven years? If yes, please describe: Do any judgments, claims arbitration proceedings exist or are there suits pending or outstanding against the applying contractor or its officers? If yes, please describe: Has the applying contractor ever failed to complete any work on the job which it has successfully bid? Has anyone currently serving as a principal or director of the subject contractor, during the last seven years, served as a principal or director of another contractor which failed to perform a job which was awarded to it? CURRENT PROJECTS: List major currently ongoing undertakings, including identity of job, location, customer, type of project (construction, service operations or other), agreed amount to complete, stage of progress and scheduled completion. Page 43 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -43 Estimate as closely as possible the total worth of work in progress. $ REFERENCES: Please provide the following references: Professional references; i.e. those who can speak to the contractor's qualifications as a tradesman. Financial references; e.g. banks, creditors, etc. Surety information: Bonding company identification: Agent's Name and address: CONTRACTOR PRE-QUALIFICATION CHECKLIST The undersigned certifies under oath that the information herein is true and sufficiently complete so as not to be misleading. Furnishing incomplete, misleading or false information herein shall result in disqualification for present and future New Hanover County projects, as well as result in imposition of any and all legal remedies and sanctions. Please answer either "YES" or "NO" for the following questions: 1. Have you or your organization even been declared in default on any contract with any public body in accordance with the General Conditions and Supplementary General Conditions of that contract in The State of North Carolina completed within the last three (5) years. 2. Have you or your organization ever failed to complete an outstanding contract? 3. Have you or your organization ever failed to comply with pre- qualification requirements? 4. Have you or your organization ever submitted more than one bid for the same work from an individual, partnership,joint venture or corporation under the same or different name? 5. Have you or your organization ever colluded with other bidders or been disqualified because of evidence of collusion? 6. Have you or your organization ever failed to furnish a non-collusion affidavit upon request? 7. Have you or your organization ever declared bankruptcy or insolvency or been declared Page 44 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -44 bankrupt or insolvent? 8. Have you or your organization ever failed to comply with conditions of a minority MBE/WBE/DBE program? 9. Have you or your organization ever failed to return overpayments to a Project Owner as directed by the Project Architect on any public project? 10. Is your organization participating at present in any outstanding claim against a Project Owner for any construction project? 11. Have you or your organization ever failed to comply with a written order of a Project Owner or Proj ect Architect? 12. Have you or your organization ever failed to satisfactorily complete a project, resulting in surrender of the Performance Bond to meet the company's obligations? (If you have responded"Yes"to questions#1-12,please attached a sheet with an explanation) 13. Have you and/or your organization fully and promptly paid all subcontractors and suppliers on any construction project? 14. Do you or your organization have all requisite licenses and qualifications to do business in the State of North Carolina? SIGNATURE AND NOTARIZATION: Company Name By: Signature Print Name and Title STATE OF COUNTY OF I, a Notary Public of the State and County aforesaid, certify that personally came before me this day being duly sworn, deposes and states that the information provided herein is true and sufficiently complete, and is not misleading, and acknowledges the due execution of the foregoing instrument. WITNESS my hand and official seal, this day of 20 Notary Public My commission expires: Page 45 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -45 REQUIRED DOCUMENTS LIST OF THREE (3)PROJECTS COMPLETED DURING THE PREVIOUS 5 YEARS. PROJECT PROJECT OWNER LOCATION DATE NAME DESCRIPTION/ COMPLETED TYPE SUBMIT THREE (3) REFERENCES FROM THESE PROJECTS *See reference form to follow * Please send the New Hanover County Qualification Reference Form to your previous project managers asking them to complete the reference and return it directly to you for inclusion in your RFP submittal. Steps of the qualifying process: Once all of your documents have been received which include: • Signed/notarized application from the applying company. • 3 references for your company; the review team will meet to review your file and check references, etc. Note: All bid pre-qualification documents, including completed reference forms, must be submitted as part of the RFP response. (For Office Use Only) NHC Review Date: Approved Delay _Disapprove If Delayed or Disapproved, State Reason: Reviewed by: Form B Page 46 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -46 i i New Hanover County Attorney 230 Government Center Drive— Suite# 125 Wilmington, NC 28403 Phone: 910-798-7153 —Fax 798-7157 NEW HANOVER COUNTY—QUALIFICATION REFERENCE FORM Statement to Project Owner: In an effort to foster a high standard of quality in our projects and in conformance with established standards of qualifying contractors, we would like to confirm a proven management history of concern to detail, quality craftsmanship, timely adherence to schedule completion, and job site safety for the companies we contract with on our capital projects and/or long term service operations projects. To that end we have asked that each project bidder provide the names of three previous construction/renovation/service operations project owners as references. We are requiring that said references be completed on this form provided herein. Furthermore, the authority making reference should be a director, administrator or vice-president of Engineering, Facilities, Operations or Construction and should be available for a simple follow-up phone call from the County. Please help us by answering the following questions to the best of your knowledge. Referenced by: Name: Title: Company/Institution: Address: City: State: Phone: Fax: E-mail: Name of Project Referenced: Dollar Value: (Approx.) Date of Completion: Reference Requested by (Company Name): Upon completion of the entire form,please fax (910) 798-715 7 or mail(see above) the information DIRECT to the County Attorney. Thank you Page 47 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -47 1. Has this company provided a high standard of quality in its craftsmanship, installation and/or provision of services? _Completely _Mostly _Somewhat Not At All Comments: 2. Has this company displayed a concern to their installations/services that exemplifies first class workmanship/service? _Completely _Mostly _Somewhat Not At All Comments: 3. Was the project work always supervised with a skilled professional? _Completely _Mostly _Somewhat Not At All Comments: 4. Did the project supervisor take responsible charge to coordinate the work and solve problems in the field as they were encountered? _Completely _Mostly _Somewhat Not At All Comments: 5. Did the supervisor and the workmen exercise a constant concern for safety, complying with OSHA and other safety standards and practices at all times? _Completely _Mostly _Somewhat Not At All Comments: Page 48 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -48 6. Did the company display a cooperative attitude working with other contractors, the architect/engineer and the owner? _Completely _Mostly _Somewhat Not At All Comments: 7. Was the project schedule followed and the completion date achieved as planned? _Completely _Mostly _Somewhat Not At All Comments: 8. Did the contractor thoroughly punch out his own work with particular attention to the details prior to asking for an architectural/engineering inspection? _Completely _Mostly _Somewhat Not At All Comments: 9. Did the architect/engineer return to check the "completed" punch list work more than twice? _Completely _Mostly _Somewhat Not At All Comments: 10. Was the punch list completed after occupancy in; 15 Days 30 Days 45 Days _More than 45 Days Comment: 11. Were the sub-contractors hired by this company well informed with regard to Page 49 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -49 the project contract requirements? _Completely _Mostly _Somewhat Not At All Comments: 12. Did these sub-contractors provide a standard of quality installation/service that exemplifies first class workmanship/services? _Completely _Mostly _Somewhat Not At All Comments: 13. Did these sub-contractors provide professional supervision over their work and employees? _Completely _Mostly _Somewhat Not At All Comments: 14. Did these sub-contractors exercise a constant concern for safety in executing their work by complying with OSHA and other standards at all times? _Completely _Mostly _Somewhat Not At All Comments: 15. Did the company clearly understand the technical requirements of their work and therefore exhibit a familiarity with the systems and components of their contract? _Completely _Mostly _Somewhat Not At All Comments: Page 50 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -50 16. Did the company make every effort to ask for clarifications of"gray areas" in the contract documents before they executed work for which they had doubts or concerns? _Completely _Mostly _Somewhat Not At All Comments: 17. Did the Contractor display a willingness to work with the Owner to safeguard ongoing operations? _Completely _Mostly _Somewhat Not At All Comments: 18. Did the contractor return pricing information on contract extras in a quick and responsive manner? _Completely _Mostly _Somewhat Not At All Comments: 19. Did the project Engineer/Architect determine that the change order requests for additional time and/or compensation should be granted? _Completely _Mostly _Somewhat Not At All Comments: 20. Were changes successfully negotiated without resorting to contractor's claims, arbitration of litigation? _Completely _Mostly _Somewhat Not At All Comments: 21. Did the company make an effort to manage the construction/service changes to the project work in a time effective manner? Page 51 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -51 _Completely _Mostly _Somewhat Not At All Comments: 22. Did the contractor make a reasonable effort to provide periodic and regular project clean up? _Completely _Mostly _Somewhat Not At All Comments: 23. Did the contractor make an effort to maintain the cleanliness and on-going operations of any adjacent occupied space that may have been affected by dust, foot traffic, above ceiling work, etc. as part of the proj ect _Completely _Mostly _Somewhat Not At All Comments: 24. Was the permitting process completed smoothly, and did the contractor ensure all required permits were obtained without your organization's intervention? _Completely _Mostly _Somewhat Not At All Comments: 25. Did you receive any customer, sub-contractor or employee complaints either during construction, or, if applicable, during the long term service operations? _Yes, several (note below) Only minor issues (examples below) \ None At All Comments: 26. Were any financial issues noted, either during construction or, if applicable, during payment of long term service operation agreements? Page 52 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -52 _Yes, several (note below) Only minor issues (examples below) \ None At All Comments: 27. If applicable, did the contractor ensure all environmental compliance matters were handled proactively, rather than on an environmental issue resolution basis? (Please describe any occurrences below) _Completely _Mostly _Somewhat Not At All Comments: 28. Did the contractor communicate effectively and regularly with you and/or your staff or consultants during the project? _Completely _Mostly _Somewhat Not At All Comments: Reference Form Completed By: Date: Contact Phone Number: E-Mail Address: Please Include Company Business Card Page 53 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -53 FORM C CERTIFICATION OF NONDISCRIMINATION IN EMPLOYMENT THIS FORM SHALL BE EXECUTED BY AN OFFICIAL A UTHORIZED TO BIND THE OFFEROR, DETACHED, AND MADE A PART OF ITS PROPOSAL. During the performance of this contract, the Bidder agrees as follows: 1. The Bidder shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, disability, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Bidder. The Bidder agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. 2. The Bidder, in all solicitations or advertisements for employees placed by or on behalf of the contract, shall state that such Bidder is an equal opportunity employer. 3. Notices, advertisements, and solicitations placed in accordance with Federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 4. The Bidder shall include the provisions of the foregoing Paragraphs 1, 2, and 3 above in every sub- contract or purchase order so that the provisions shall be binding upon each sub-contract or vendor. Authorized Signature Title Date Page 54 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -54 FORM D ANTI-BRIBERY AFFIRMATION& AFFIDAVIT OF QUALIFICATION TO PROPOSE THIS FORM SHALL BE EXECUTED BY AN OFFICIAL A UTHORIZED TO BIND THE PROPOSER, DETACHED, AND MADE A PART OF ITS PROPOSAL. I hereby affirm that: 1. I am the and the authorized representative of (Title) the firm of whose (Name of Corporation) address is and that I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting. 2. Except as described in Paragraph 3 below, neither I nor, to the best of my knowledge, the above firm, nor any of its officers, directors, or partners, nor any of its employees directly involved in obtaining contracts with the State or County, or County department, or sub-division of the State have been convicted of, or have been pleaded nolo contendere to a charge of, or having during the course of an official investigation or other proceeding admitted in writing or under oath acts or omissions which constitute bribery, attempted bribery, or conspiracy to bribe under the provisions of the state of North Carolina or under the laws of any State or the Federal government(conduct prior to January 1, 1990 is not required to be reported). 3. State "none" or, as appropriate, list any conviction plea, or admission described in Paragraph 2 above, with the date court, official, or administrative body the individuals involved and their position with the firm, and the sentence or disposition, if any. 4. I acknowledge that this affidavit is to be furnished to the County and, where appropriate, to the Attorney General of the state of North Carolina. 5. I acknowledge that, if the representations set forth in this affidavit are not true and correct, the County may terminate any contract awarded and take any other appropriate action. I further acknowledge that I am executing this affidavit knowing that certain persons who have been convicted of or have admitted to bribery, attempted bribery, or conspiracy to bribe may be disqualified, either by operation of law or after a hearing, from entering into contracts with the State or any of its agencies or sub- divisions. Page 55 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -55 ANTI-BRIBERY AFFIRMATION& AFFIDAVIT OF QUALIFICATION TO PROPOSE (Continued) I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct. Authorized Signature Title Date Page 56 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -56 FORM E NEW HANOVER COUNTY SOLID WASTE SERVICES BID STATEMENT OF ASSURANCES AND COMPLIANCE The bidder hereby provides assurance that the firm represented in this bid, as indicated below: 1) Will comply with all requirements, stipulations, terms, and conditions as stated in the request for proposal and bid document: 2) Currently complies with all applicable Local, State and Federal Laws: 3) Is not guilty of collusion with the vendors possibly interested in this bid or in determining prices to be submitted, and shall fully and completely comply with all applicable Federal and State laws, rules, and regulations pertaining to illegal price discrimination and lessening competition and/or creation of monopoly, including but not limited to, the Sherman Antitrust Act, the Clayton Antitrust Act, and the Robinson-Patman Act; and 4) The undersigned has carefully examined the Instructions to Bidders, New Hanover County RFP 14-0190, dated November 19, 2013, including the following addenda: ADDENDUM # DATED ADDENDUM # DATED ADDENDUM # DATED ADDENDUM # DATED ; and 5) Such agent as indicated below is officially authorized to represent the firm in whose name this bid is submitted. Name of Firm Name of Firm Representative Title Address of Firm Telephone Number Date State of Incorporation Page 57 of 57 Board of Commissioners Meeting 11/18/2013 18- 1 -57 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18, 2013 REGULAR 19 DEPARTMENT: PRESENTER(S): Lisa Wurtzbacher,Finance Director CONTACT(S): Lisa Wurtzbacher,Finance Director SUBJECT: Fiscal Year 2014 Financial Update BRIEF SUMMARY: The county administration has directed the Board of County Commissioners be informed of the County's financial status every quarter. County Finance has prepared a synopsis of the first quarter financial results. STRATEGIC PLAN ALIGNMENT: Effective County Management • Deliver value for taxpayer money RECOMMENDED MOTION AND REQUESTED ACTIONS: Hear the presentation. ATTACHMENTS: First Quarter Financial Information Executive Summary of Financial Information COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Hear presentation. COMMISSIONERS'ACTIONS: Heard presentation. Board of Commissioners Meeting 11/18/2013 19-0 a ry m 0 o m m o� vi a m ry ti ry m . is ...._ _m_.. ......... m 0 t!r{ ti ry ti , v 05 05 ry a o .......... oo LL ry ss 0 - � ry ti ry ° I u LL ry vi m ti ry N �ri N vi tZ� � _ o t j s9 N LL v � O _- 1 � - t � u � - O T - d a N O d N T H E d a O u T a V N Y O > > O i w o 7 o N u > t O O WX N C v N w 0 H l7 Y ry F"J w m � v V �r O 0 7is ip o a m m om m o 0 0 o `0 o m ib m ry w °o vi ti ry __ ....... o o� vi O m m a 1! M m a N rll� olc� n o a m a a m m o m m a o ti ry 0 _----------_ ° ry -q ti_m m t m W W ry W m M O vl n N O rvt c m m , � ry ry a rv � ry o Q } o LL S`t ti _ --------- oo 0 sd ° LL 't L6 i t y t. G ( { } t t' m a � ro E v z " 'o z o � W,51er' > v t } ' ate o 0 < Board of Commissioners Meeting 11/18/2013 19- 1 - 1 ti+ a a a a a a a a a a a a s a ti 0 vt � i0 O O O ry 0 of O O O Js a m o o o o 05 0 o o ry ;\ N V o° r a o a o ry t °o ry ` ti w ti m .n � � O ry v s t I o LL i 0 v > o v w fl- a ro M a > v n O t�s E p v w u N o 'o v .- - Y v t7 v w > v v t go w v i ✓ e e e e e a e e e e e e e e e e V o 0 O O i au o au o ti t o ry rv � a m n o a m ry + `0 m vmi m m m v1pi o ry m m -� o ry � ry ,ti m o C'Y/ 'NMI t o 7 tt*( m w w o l7 V w V - w o o 0 o m ia7 ice; v b°t o � - v n. t n _ Q v t7 t 41 0 0 a a .• } v� O p V H O z - t � Q Board of Commissioners Meeting 11/18/2013 19- 1 -2 NEW HANOVER COUNTY FINANCIAL SUMMARY QUARTER ENDED SEPTEMBER 30, 2013 INTRODUCTION: Attached is a brief fiscal summary for select New Hanover County funds for the quarter ended September 30, 2013. Included is a summary of revenues and expenditures as recorded by the County for the General, Environmental Management, and Fire Services Funds. The County financial audit is performed annually following the end of the fiscal year. Thus, the information presented here is not yet audited. This information is provided to assist in keeping you abreast of the financial status of the County on a regular basis throughout the fiscal year. Data provided by fund includes: • Actual revenues and expenditures for the previous fiscal year ended June 30, 2013; • Budget revenues and expenditures for the current fiscal year ending June 30, 2014; • Actual revenues and expenditures as of the end of the quarter; • Percentage of budgeted revenues/expenditures received/spent to date; • Graphical comparison of prior and current year actual amounts for the percent of year completed. GENERAL FUND HIGHLIGHTS: As the chart highlights, many revenues are not received, nor expenses paid, evenly throughout the year. • The bulk of ad valorem taxes are received in December and January, as real property taxes are not considered late and subject to interest until after January 6, 2014. Ad valorem taxes collected year to date relate primarily to motor vehicle taxes collected. • Sales taxes are received from the State two and one half months following the month in which they are collected by the vendors across North Carolina. Thus, no sales tax revenues are received for the current year until October, when July vendor sales tax collections are distributed to local governments by the State. • Economic & Physical Development, Debt Service, and Transfers are not distributed evenly by month. Rather, expenditures are paid when due. ENVIRONMENTAL MANAGEMENT FUND HIGHLIGHTS: As with the General Fund, many revenues and expenses do not fall evenly throughout the year for Environmental Management. • Charges for Services, or tipping fees, of approximately$1 Million per month are on target with budgeted revenues. The low percentage of fees collected shown in the chart resulted from a timing issue in recording revenues from the landfill's separate system to the County's accounting system. Fees for July 2013 through September 2013 were $2.9Million and were recorded in the second quarter. • Revenues from Long Term Debt Issued and expenditures for Debt Service, Capital, and Transfers are not evenly distributed by month. Revenues from Long Term Debt Issued will be recorded when debt proceeds are received, which will only be when needed. Similarly, capital expenditures occur when those related capital assets are needed. Transfers are recorded when capital project funding is required or at the end of the fiscal year. FIRE SERVICES FUND HIGHLIGHTS: Again, as with the General Fund, many revenues and expenses do not fall evenly throughout the year for Fire Services. • The bulk of ad valorem taxes are received in December and January, as property taxes are not considered late and subject to interest until after January 6, 2014. • Sales taxes are received from the State two and one half months after the month in which they are collected by the vendors across North Carolina. Thus, October is the first month in which revenues are received for the current fiscal year. • Charges for Services, although a relatively high percentage above the budget estimate for this portion of the year, reflect collections comparable to the actual amount received last fiscal year. • Intergovernmental Revenue, together with Debt Service and Capital Expenditures, are not evenly distributed by month throughout the year. Rather, expenditures are paid when due and revenues recorded when received. Intergovernmental Revenue is primarily comprised of a FEMA Fire Prevention and Safety grant. Revenues will be received quarterly in reimbursement of qualifying expenditures. No expenses for this program have been incurred to date. • Debt service for Fire Services is not due until December. Capital expenditures occur when the capital asset is needed. Transfers are recorded when the capital project funding is required or at the end of the fiscal year. Board of Commissioners Meeting 11/18/2013 19-2- 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 18,2013 REGULAR 20 DEPARTMENT: Planning PRESENTER(S): Jennifer Rigby,Long Range Planner CONTACT(S): Chris O'Keefe,Planning&Inspections Director SUBJECT: PLAN NHC Public Engagement Plan Presentation BRIEF SUMMARY: In July, Planning staff met with the Planning Board and Board of Commissioners during a joint work session to launch a Comprehensive Plan for New Hanover County. Since that time, staff refined the time frame and work plan to better coordinate with simultaneous planning efforts. Additionally, staff created a Public Engagement Plan aimed at strategically engaging New Hanover County residents. Staff will brief the Board of Commissioners on the status of the plan,present the Public Engagement Plan, and ask for adoption of a resolution in support of the Public Engagement Plan. STRATEGIC PLAN ALIGNMENT: Intelligent Growth and Economic Development • Implement plans for land use,economic development,infrastructure and environmental programs • Understand and act on citizen needs • Deliver value for taxpayer money RECOMMENDED MOTION AND REQUESTED ACTIONS: Hear presentation and adopt the resolution. ATTACHMENTS: Public Engagement Plan Resolution for Public Engagement Plan APA Accreditation Memo Planning Coordination Description COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS:(only Manager) Hear presentation and adopt the resolution. COMMISSIONERS'ACTIONS: Heard presentation and adopted the resolution 5-0. Board of Commissioners Meeting 11/18/2013 20-0 PLAN NHC CHARTING THE COURSE Chapter 1: Public Engagement Plan NHC Mission and Vision for New Hanover County: New Hanover County is committed to progressive public policy, superior service, courteous contact, judicious exercise of authority, and sound fiscal management to meet the needs and concerns of our citizens today and tomorrow. We are a vibrant, prosperous, diverse coastal community, committed to building a sustainable future for generations to come. Purpose: The purpose of NHC engaging our citizens is to:` • Increase the likelihood that a common vision for our future will be widely accepted. • Create more effective policies. • Provide citizen direction for use of public funds and priorities • Improve citizens' knowledge and skills on specific issues, allowing citizens to see multiple sides of complex issues. • Empower and integrate people from different backgrounds. • Create local networks of community members. • Create several opportunities for discussing solutions. • Increase trust in local governance. Trusting that our citizens can and will effectively engage the issues will result in a partnership that is healthy for our community. Our Guiding Principles are: • Inclusivity We are committed to providing an inclusive process where all citizens are encouraged to be involved. • Diversity - We encourage a representation of differing viewpoints in an effort to seek a workable solution. • Equality Citizens should know that although it is not possible to implement all ideas, all ideas will be heard in a respectful manner and considered with equal value. • Transparency - All discussions, materials, and products will be available to the public on our website or by contacting staff. • Legitimacy - Decisions and recommendations will be justified through participants' input. • Deliberation - The process will lead to consensus. 1 Board of Commissioners Meeting 11/18/2013 20- 1 - 1 PLAN NHC CHARTING THE COURSE Chapter 1: Public Engagement Plan • Substance - Opportunities for learning will be provided to all participants through webinars, field trips, and printed materials. • Influence - The outcome of the citizens' work will result in policy changes. • On-going - The process will allow time to review and consider the issue before a decision is made. • Accommodating - Opportunities will be structured in a manner to accommodate all citizens and schedules. Targeted Populations: To ensure success with public engagement being inclusive of all residents, it is important to identify and seek out the involvement of groups of individuals that are typically not involved in county-wide planning efforts. These groups include college students, school-age children, seniors, and Hispanic persons. Local middle and high school students and UNCW and Cape Fear Community College students will be engaged through facilitated focus groups where students will be asked what they like most and least about their community, recommendations for improvement, and ways we can retain them in our community after graduation. Younger children are typically not included in planning efforts; however, their input is invaluable as a community plans for the future. Children's artwork will be gathered to seek their,input as they illustrate their vision for New Hanover County's future, and appropriate children's activities will be provided at large public meetings. Our community has experienced a significant increase in the senior population as the baby boomers have reached retirement age. Understanding the unique perspective this group of individuals brings to our community is important through the planning process. Specific efforts will be made to target seniors input through the Osher Lifelong Learning Institute at UNCW. The Hispanic community is often underrepresented in planning efforts. Staff will have translators at all public meetings. Likewise, brochures, press releases, and any other materials deemed necessary to engage the Hispanic population will be translated into Spanish. Process: The Comprehensive Planning process has been divided into sections or chapters. Each of these sections will build on the previous to create the entire plan for the 2 Board of Commissioners Meeting 11/18/2013 20- 1 -2 PLAN NHC CHARTING THE COURSE Chapter 1: Public Engagement Plan County. The plan is broken into these sections in order to provide a systematic approach for citizen engagement. Individuals will be allowed to participate in as many or as few opportunities as they desire. Each chapter, or phase, of the plan will be presented to the Planning Board and Board of Commissioners as it is completed. This allows opportunity for each section of the plan to have a public hearing and adoption period. Therefore, encouraging participation from all citizens. Winter 2014 Summer 2014 Fall 2014 Winter 2015 •Public Launch •Online Forum •Public Meeting in •Public Meeting to •Survey •Theme Committee Southern NHC present policy, •Website Launch Meetings •Public Meeting in recommendations, •Sign up for Theme •Citizen Advisory Northern NHC and Future Land Use Committees Committee Meets •Public Meeting on Map Scenarios Opportunities for Involvement: Meetings: Public Meetings will be held throughout the planning process. Meetings will be held in familiar public buildings that provide a welcoming environment. Meeting times will vary throughout the day in order to gather input from as many different persons as possible. Below is an estimated timeframe of public meetings for this process. Additional meetings can be scheduled as needed or desired by the public throughout the comprehensive plan. • ' February 2014 - Public Launch to present current development trends and projected development trends. • September 2014 - Neighborhood Meetings in Southern NHC. A mapping_`demonstration to gather input on areas of stability versus areas of opportunity. • September 2014 - Neighborhood Meetings in Northern NHC. A mapping demonstration to gather input on areas of stability versus areas of opportunity. • October 2014 - Public meeting and presentation on development scenarios. 3 Board of Commissioners Meeting 11/18/2013 20- 1 -3 PLAN NHC CHARTING THE COURSE Chapter 1: Public Engagement Plan • January 2015 - Public meeting to present policy recommendations and future land use. In an effort for staff to speak with as many meeting attendees as possible and to build a welcoming and friendly environment, staff will wear navy shirts and khaki pants with their name badges. This allows citizens to immediately identify staff members in an informal and comfortable environment. Public meetings can be stuffy and intimidating, particularly when they are technical in nature. Each public meeting with have two meeting greeters at each entrance. The meeting greeters will be the speakers for the evening. The purpose of this is to put people at ease, welcome them to the meeting, and ,provide a friendly face. Additionally, music, balloons, and refreshments will be used to create a positive and inviting environment. In an effort to encourage participation and promote local businesses, door prizes will be provided at each public meeting. These will be centered on a community experience such as paddle boarding, canoeing, museum admissions, passes to Airlie Gardens, sporting games, etc. Finally, sign in sheets and name badges will be at every meeting and each meeting will be recorded to provide either a live feed or YouTube video of the presentation. Survey: Staff is committed to gathering authentic feedback on the Comprehensive Plan and process. Staff will create and administer a statistically valid email survey at critical phases during the plan in order to gather input and direction from the community. Website: New Hanover County staff understands that while public meetings will be scheduled at varying times and locations to encourage participation, it is not always convenient for individuals to participate in a public meeting. Therefore, a significance web presence will be developed to further engage NHC citizens. A dedicated website for the NHC Comprehensive Plan will be user-friendly and include: • The purpose of a comprehensive plan • An overview of the process • General questions and answers • Resources and articles of relevance • Press releases 4 Board of Commissioners Meeting 11/18/2013 20- 1 -4 PLAN NHC CHARTING THE COURSE Chapter 1: Public Engagement Plan • Minutes and videos of previous meetings • All draft reports and maps • An online engagement tool, County Forum County Forum: An online public forum will be embedded into the County website. This forum will allow members of the public to read material about the project and to comment on it after completing a one-time registration with the site. Online photo contests and children's artwork contests will be posted throughout the project as a source of input and a way to generate interest in the planning process. Theme Committees: Theme committees will be an exciting opportunity for citizens to participate in a round-table discussion where issues are identified, best management practices are discussed, and implementation strategies can be developed. Theme committees are identified and defined as: • Livable Built Environment: Ensure that all elements; of the built environment, including land use, transportation, housing, energy, and infrastructure work together to provide sustainable, green places for living, working, and recreation, to produce a high quality life. • Harmony` with Nature: Ensure the contributions of natural resources to human well-'being are explicitly recognized and valued and that maintaining their health is a primary objective. • Resilient Economy: Ensure the community is prepared to deal with both positive and negative changes in its economic health and to initiate sustainable urban development and redevelopment strategies that foster business growth through technology and innovation and build reliance on local assets. • Interwoven Equity: Ensure fairness and equity in providing housing, services, health, safety, and livelihood needs of all citizen groups. • Healthy Community: Ensure public health needs are recognized and addressed through provisions for healthy foods, physical activity, access to recreation, health care, environmental justice, and safe neighborhoods. • Responsible Regionalism: Ensure all local proposals account for, connect with, and support the plans of adjacent jurisdictions and the surrounding region. 5 Board of Commissioners Meeting 11/18/2013 20- 1 -5 PLAN NHC CHARTING THE COURSE Chapter 1: Public Engagement Plan Citizens will be encouraged to sign up to participate in a theme committee of their choice. County staff members, elected officials and local agency representatives will be asked to participate on theme committees in order to provide knowledge and expertise on specific topics. Additionally, one member of each theme committee will be appointed by the County Board of Commissioners. It is anticipated each theme committee will meet four times for two hours each. Below is an estimated meeting time frame. • March 2014 - First meeting to discuss issues. • April 2014 - Second meeting to discuss best management practices and efforts other communities are implementing. • May 2014 - Third meeting to rank recommendations. • June 2014 - Fourth meeting to validate recommendations and select a member of the committee to serve on the Citizen Advisory Committee. In addition to these meetings, staff may schedule various webinars, speakers, and/or "on-site" learning opportunities for the committees to better understand the workings of a particular issue. For example, staff may organize an opportunity for theme committee members to ride public transportation in an effort to better understand the benefits and challenges of the transportation system in our community. These learning opportunities will be developed and scheduled based on the conversations of the theme committees throughout the process. Citizen Advisory Committee (CAC): The CAC will be comprised of the six representatives appointed by the Board of Commissioners to each Theme Committee and a representative of each theme group, selected by the group at large. The purpose of the Citizen Advisory Committee is to review the recommendations of all theme groups, identify policy conflicts, and finalize recommendations for the implementation plan. In addition to the committee meetings listed above, it is anticipated the Citizen Advisory Committee will meet three times for two hours each. Below is an estimated meeting time frame: • August 2014 - First meeting to review all theme group recommendations • September 2014 - Second meeting to review existing policies • October 2014 Third meeting to determine recommended policies 6 Board of Commissioners Meeting 11/18/2013 20- 1 -6 PLAN NHC CHARTING THE COURSE Chapter 1: Public Engagement Plan Public Relations: Media Relations: Developing a strong relationship with the media is an important part of communicating with the public. Staff will utilize current resources through the Public Affairs department and their staff to hold regular media work sessions at each phase of the comprehensive plan. These work sessions will provide the media with a "sneak peak", answer questions, and provide information on important concepts and points. In order to reach our target populations, press releases will be provided in Spanish and efforts will be made to target Hispanic, Senior, and children's newspapers and publications, in addition to traditional media outlets such as radio, television, and billboards. Staff will also participate in County television public service announcements and radio broadcasts. A video will be created to illustrate the purpose of the plan and opportunities for involvement. . Social Media will be used as a mechanism for announcing public meetings and important dates, however; it will not be utilized as a source of information gathering. Community Relations: It is important for New Hanover County Planning Staff to develop community partners and relationships throughout this process. Talking points for each stage of the Comprehensive Plan will be developed and shared with partners so information can be easily distributed throughout the community. These community partners include, but are not limited to: • Educational Representatives • { Business Development Leaders • Environmental Experts • Civic Organizations • Citizen Groups Festivals and Outreach Opportunities: Our community is fortunate to have many festivals and organized community events. New Hanover County Planning Staff is committed to provide brochures and materials at these venues to build awareness and encourage public participation. These events include, but are not limited to: 7 Board of Commissioners Meeting 11/18/2013 20- 1 -7 PLAN NHC CHARTING THE COURSE Chapter 1: Public Engagement Plan • Airlie Concert Series • SENC African American Heritage Festival • Earth Day • Festival Latino • Azalea Festival • Riverfest Public Engagement Monitoring: The goal is to provide authentic public engagement, and it is important for staff to remain flexible in our approach. Staff will monitor and evaluate public engagement throughout the process to ensure all members of the community participate in the planning process. Staff will adapt engagement activities that may not be working and increase opportunities for new avenues of engagement, as needed. While the techniques may change slightly, the values will remain static. s Board of Commissioners Meeting 11/18/2013 20- 1 -8 NEW HANOVER COUNTY BOARD OF COMMISSIONERS RESOLUTION VALIDATING THE PUBLIC ENGAGEMENT STRATEGY FOR THE COMPREHENSIVE PLAN WHEREAS,New Hanover County is updating the CAMA Land Use Plan and creating a Comprehensive Plan for the unincorporated portion of the County; and WHEREAS, Public Engagement is a critical part of creating a plan that represents the community; and WHEREAS, staff has developed a Public Engagement Plan to provide active participation from a diverse group of citizens. NOW, THEREFORE,BE IT RESOLVED,that the New Hanover County Board of Commissioners hereby validates the Public Engagement Plan as the first chapter within the Comprehensive Plan. ADOPTED this the 18th day of November, 2013. NEW 14ANOVER COUNTY Woody White, Chairman ATTEST: Sheila L. Schult, Clek to the Board Board of Commissioners Meeting 11/18/2013 20-2- 1 # <. NEW HANOVER COUNTY x '¢ PLANNING & INSPECTIONS DEPARTMENT 230 GOVERNMENT CENTER DRIVE,SUITE 110 f m WILMINGTON,NORTH CAROLINA 28403 TELEPHONE(910) 798-7165 PAX(910) 798-7053 Chris O'Keefe,AICP Dennis Bordeaux Shawn Ralston Planning&Inspections Inspections Manager Planning Manager Director MEMORANDUM To: New Hanover County Board of Commissioners From: Jennifer Rigby Date: November 18, 2013 Re: Comprehensive Plan Accreditation Program through APA and Public Engagement Plan APA Accreditation Program: The American Planning Association (APA) is in the process of creating an accreditation program for comprehensive plans. The purpose of this process is to develop standards that will help communities create exemplary plans which embody planning principles,best practices, and characteristics. New Hanover County is one of ten communities across the nation selected to serve as a pilot community. The role of a pilot community is to help APA refine the standards by implementing these standards into our planning process. Pilot Communities will be asked to attend monthly conference calls with other communities and attend the National Planning Conference in April to share the standards with fellow planners. We believe this is an excellent opportunity for New Hanover County to be recognized as a leader on the National level in planning. Additionally, this is a unique opportunity for NHC to work with other communities across the Country for the betterment of our community. Since our community will have direct access to APA and their resources, we feel this provides a level of investment that ensures the success of our comprehensive plan. APA outlined the standards in three categories: principles, processes, and attributes. The principles or overall goals for the plan include Livable Built Environment, Harmony with Nature, Resilient Economy, Interwoven Equity, Healthy Community, and Responsible Regionalism. The process includes authentic participation and accountable implementation. The attributes outline the content and characteristics for the plan, including the plan to be; comprehensive, integrate previous plans, innovative and creative strategies, persuasively communicate, consistent format, coordinate with adjacent jurisdictions, comply with state requirements (such as CAMA), and provide transparent goals, objectives, policies, and plan maps. We are excited about this unique opportunity to benefit our community and we look forward to updating you on this process. Page 1 of 2 Board of Commissioners Meeting 11/18/2013 20-3- 1 Public Engagement Plan: In July, staff launched the Comprehensive Plan with a joint work session between the Planning Board and the Board of Commissioners. Since that time, staff has refined the work schedule and developed a Public Engagement Plan to ensure authentic participation is achieved through this planning process. The draft Public Participation Plan is attached. 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ATTACHMENTS: NHC Jury Commission NHC JCPC NHC Library Advisory Board COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Make appointments. COMMISSIONERS'ACTIONS: The following appointments were made. New Hanover County Jury Commission: A motion to re-advertise was approved 5-0. New Hanover County Juvenile Crime Prevention Council: Christine McDow was appointed in the Students under age 19 Category. Board of Commissioners Meeting 11/18/2013 21 -0 New Hanover County Library Advisory Board: Emilie F. Swearingen was appointed. Board of Commissioners Meeting 11/18/2013 21 -0 t :i COMMITTEE APPOINTMENTS JURY COMMISSION 1 Vacancy: 2-Year Term Ending 10/31/2015 ELIGIBLE FOR APPLICANT: REAPPOINTMENT Diane Henson James Parker t Attachments:Committee Information Sheet Application i 9 I 9 3 9 Board of Commissioners Meeting 11/18/2013 21 - 1 - 1 i F NEW HANOVER COUNTY JURY COMMISSION Number of Members: 3, appointed as follows: 1 appointed by County Commissioners ' 1 appointed by Senior Resident Superior Court Judge 1 appointed by Clerk of Superior Court Term: 2 years - may be reappointed Compensation: paid by New Hanover County Qualifications: qualified voter of New Hanover County Regular Meetings: every two years in October Statute or cause creating Board: NCGS Art. I, Chapter 9-1 and 9-2. Each member must take I an oath of office. F Brief on functions: To prepare a list of prospective jurors utilizing the tax lists of the County and voter registration records, exercising reasonable care to avoid duplication of names. i F CURRENT MEMBERS TERM OF OFFICE APPOINTMENT EXPIRATION Alice E. Boykins-Fennell UKou6 Unexpired 6/21/10 10/31/2011 1805 Brierwood Drive C h-� p G'�— nC) First 10/17/11 10/31/13 Wilmington, NC 28405 by- 798-2128 (H) 793-1635 (W) p'„d Cl-rts5 Scott Cromartie, Superior Court Judge appointee Tom Radiwicz, Clerk of Court appointee Clerk of Court: Jan Kennedy File: /Jury.wpd 316 Princess Street B/C#16 10.11 Wilmington, NC 28401 a Z Revised: 11/28/2011 Board of Commissioners Meeting 11/18/2013 21 - 1 -2 i NEW HANOVER COUNTY BOARD OF COMMISSIONERS 230 Government Center Drive,$uite 175 Wilmington, NC 28403 COMMITTEE APPLICATION ,? Telephone(910) 798-7149 FAX(910) 798-7145 , n Board/Committee: A-lew 14ano Yer nodf�/ Comm )S 1 .C.ad ah� Name: LL&O'o f 2 E-Mail: y Q�I C647 Home Address: (Street) (City) (Zip Code) Mailing Address if different: 9,0 (City) l (Zip Code) Home Phone: - � Fax: Cell: IS t Business: Years living in (D New Hanover County:MCI)+k Male: Female: Race: M'X"-1'1CCL/1 Age: (Information for the purpose of assuring a cross-section of the community) Do you have a family member employed by New Hanover County?If yes, name A)6 Employer. UC112 to DA©'V t19 A person currently employed by the agbncy or department for which this application is made, must resign his/her position with New Hanover County upon appointment,in accordance with Article Vl,Sec.4 of the New Hanover County Personnel Policy Furthermore,applicant should have no immediate family member employed by such agency or department. Occupation: Professional Activities: Volunteer Activities: AdALE-Why do you wish to serve on this board/committee? � 0- Vd I1 c� Conflict of Interest: If a board member believes he/she has a conflict or potential conflict of interest on a particular issue,that member should state this belief to the other members of his/her respective board during a public meeting. The member should state the nature of the conflict,detailing that he/she has a separate,private,or monetary interest,either direct or indirect,in the issue under consideration. The member should then excuse himself/herself from voting on the matter What areas of concern would you like to see addressed by this committee? NP-W O rd, u �S 6ct �o--) 1 l3 c • .©v coQnc% L '-Qualifications fors ing: �,G C 0-\r 'o�n�' �.ab0 �a �n°'r roc ib�ehS�real�'h 1�2,`t-it9o�'1L-) o - GD�M u cn (Vm i r-'2 Other municipal or county boar Wcommittees on which you are serving: n]P List three local personal references and phone numbers: RECEIVED 1. z. OCT 2H 201 3. NHC 90CC Date: Signature &-, Applications are kept on file for 18 months I understand tha ny board or committee appointee may be removed without cause by a majority of County Commissioners. Please use reverse side for additional Comm"§rd of Commissioners Meeting 11/18/2013 21 - 1 -3 NEW HANOVER COUNTY a BOARD OF COMMISSIONERS i 230 Govemment Center Drive,Suite 175 Wilmington,NC 28403 COMMITTEE APPLICATION g Telephone(910)798-7149 FAX(910)798-7145 i 3 Board/Commlttee: Jury Commissioner Name: Jam ea Parker E-Mall. COMPLETECLEAN23 @aol.com Home Address: 6210 Rivoraood Drive Apt 105 Wilmington NC 28412 Mailing Address If different. same as Above (City) (Zip Code) 4 Home Phone: 9104426260 Fax: Cell: Business: y Years living in New Hanover County. Life Male: Female: Race:Black Age:53 (Information for the purpose of assuring a cross-section of the commundy) t Do you have a family member employed by New Hanover County?ff yes, name Employer. N/A A parson y empl sgsncy or w a s roust mover upon nbr�snt in aoaordanm with ArWo Vl,Sec.4 oll*New HeraverCm.gy Psmor"pbNcy. FuHhom ro,W#k W should have no innedste family member amdoYad by such www or department. Occupation: Retire Professional Activities: Own a Cleanning service. 1 a Volunteer Activities. Why do you wish to serve on this board/committee? very strong in the jury process, and full of new planning ideals. Cwfflkt of ftd~.' We board member beiieves h&Ww has a corMNct or potsnaal con Nct of inweet on a ponWerimm,that msmbsr aloud stele this belief to the other members of his/her respective board during a public meeting. The member should state the nature of the corlt)cf,detadirp that NO he has a separate,private,or monetary interest,either direct or indirect,in the issue under consideration. The member should then excuse himsellMerseff from voting on the matter 3 What areas of concern would you like to see addressed by this committee? sticking to the process. y Qualifications for serving: JOB RELATIVE PLANNING BACKGROUND 't Other municipal or county boards/commhtees on which you are serving: N/A List three local personal references and phone numbers: RECEIVED 1. JANIE DANIEL 9107693204 2. GLARY HENRY 9102976734 OCT 17 3. )9JWITA FLETCHER 9104430281 N N C RUC . � Date: OCT 14, 2013 :ItFn!dr inature --�'—"' a nntiratinrta Are kept on Me for 18 months , that y board or coon ppwMtee may be removed C majodty of Coun missloners. Please use reverse side for additional comments Board of Commissioners Meeting 11/18/2013 21 - 1 -4 COMMITTEE APPOINTMENTS JUVENILE CRIME PREVENTION COUNCIL Vacancies: 2 Students under age 18 i Terms: 2-years, expiring 9/30/15 (1 Unexpired term ending 9/30/14) ELIGIBLE FOR APPLICATION CATEGORY REAPPOINTMENT Christine McDow - Student of Laney High School 4 Attachments: Committee Information Sheets Application Board of Commissioners Meeting 11/18/2013 21 -2- 1 NEW HANOVER COUNTY JUVENILE CRIME PREVENTION COUNCIL Members: Representatives from the following categories: school superintendent or designee, police chief or designee, sheriff or designee, district attorney or designee, chief court counselor or designee, AMH/DD/SA director or designee, DSS director or designee, county manager or designee, substance abuse professional, member of faith community, county commissioner, 2 under age 18, juvenile defense attorney, chief district judge or designee, member of business community, health director or designee, United Way or other non-profit member, parks and recreation representative, and up to 7 at-large members appointed by County Commissioners. (Limited to no more than 26.) Terms: 2-year terms (Changed from 3 year terms to reflect requirements of General Statutes) 9/06 Regular Meetings: Meetings are held seven times a year(3rd Friday at 12:30 p.m.) in Human Resources Training Room B in the New Hanover County Government Center, 230 Government Center Drive, Wilmington, NC. Statute or Cause Creating Task Force: NC General Assembly established JCPC on 12/21/98. Purpose: The JCPC is to assess, prioritize and identify ways to meet needs of youths who are at-risk of delinquency or who have been adjudicated, undisciplined, or delinquent; identify community risk factors; recommend allocation of state funding for youth programs that address these risk factors; and evaluate the effectiveness of these programs. TERM OF OFFICE CURRENT MEMBERS APPOINTMENT EXPIRATION Business Community Donna Kay Doyle First 9/17/12 9/30/14 207 Sandybrooke Road Wilmington, NC 28411 901-515-6328 (C) Faith Community Tanya Bell Millhouse First 9/20/10 9/30/12 626 Tabor Lane Second 9/17/12 9/30/14 Wilmington, NC 28405 297-8224 (C) Juvenile Defense Attorney Ashley Michael Unexpired 11/13/12 9/30/14 701 Market Street Wilmington, NC 28401 632-9191 (H) 815-1095 (W) Under Age 18 (2 Students) Vacancies 9/30/13 9/30/14 Board of Commissioners Meeting 11/18/2013 21 -2-2 JUVENILE CRIME PREVENTION COUNCIL (CONT.) TERM OF OFFICE CURRENT MEMBERS APPOINTMENT EXPIRATION Members-at-Large Abeeku Ankrah First 10/17/11 9/30/13 637 Tulane Drive Second 9/16/13 9/30/15 Wilmington, NC 28403 632-8472 (C)274-3497 (W) Kristen DeVall First 10/17/11 9/30/13 UNCW Second 9/16113 9/30/15 601 S. College Road Wilmington, NC 28403 269-329-8643 (C) 962-2636 (W) John Alan Dismukes First 9/17/12 9/30/14 802 Summer Tree Lane Wilmington, NC 28412 910-648-3162 (C) 520-6786 (C) Jake Hunt First 9/20/10 9/30/12 244 Princess Street, Suite 16 Second 9/17112 9/30/14 Wilmington, NC 28401 632-9328 (H) 622-5253 (C) Lyana Hunter First 10/17/11 9/30/13 P.O. Box 1971 Second 9/16/13 9/30/15 Carolina Beach, NC 28428 297-0480 (C) 251-7090 (W) Cary D. McCormack First 10/17/11 9/30/13 1800 Elease Lane Second 9/16113 9/30/15 Wilmington, NC 28403 679-4582 (H) 732-275-7291 (C) Maryann K. Nunnally First 10/17/11 9/30/13 7804-1 Blue Heron Drive, W. Second 9/16113 9/30/15 Wilmington, NC 28411 686-2771 (H) 520-7576 (C) Ida R. Smith First 9/17/12 9/30/14 2410 Chestnut Street. Wilmington, NC 28405 763-9136 (H) 520-6790 (C) County Commissioners' Desionee Avril Pinder/Kathy Stoute 8/20/12 Undesignated New Hanover County Assistant Manager 230 Government Center Drive, Suite 195 Wilmington, NC 28403 798-7184(W) Board of Commissioners Meeting 11/18/2013 21 -2-3 JUVENILE CRIME PREVENTION COUNCIL (CONT.) TERM OF OFFICE CURRENT MEMBERS APPOINTMENT EXPIRATION Agency Representatives: District Attorney's Office: Alex Nicely Undesignated Judge of District Court: Judge JH Corpening Sheriff Department: Novella H. Frieslander Wilmington City Police: Melissa Moore Substance Abuse Center: Liz Uzcategui DSS: LaVaughn Nesmith/Wanda Marino Health Department: Maria Turnley Juvenile Justice/ Courts: Robert Speight Youth Empowerment Program: Chris Preston CoastalCare Area Board: Amy Horgan NHC Schools: Dr. Rick Holliday United Way: Tommy Taylor, Chairman NC JJ&DP Consultant: Jesse Riggs File: /JCPC 9/13 NHC Staff liaison/support: Sue Jaindl Revised: 9/24/2013 Board of Commissioners Meeting 11/18/2013 21 -2-4 NEW HANOVER COUNTY BOARD OF COMMISSIONERS 230 Govemment Carder Drive,Suib 175 TW*p ne 10 28+03 COMMITTEE APPLICATION Tebptrone(9f0)798-7149 FAX(910)798-7145 Now Hanover County Juvenile Crime Council Name; Christine MaDow EW811,mcdow2u8yahoo.coe Honle Address: PO SOX 2541 Wilmington, NC 28402 Mall/ng Address IF dM ' Wilmington 28405 (DO NOT PUBLISH) �erent: ' �1 (CRY) (Z*)Gads) Hom Phone. 910-392-2594 Fax: Cell. 910-833-0711 Business: Years Ihfing in New Hanover County: 15 Male: Female: Race:African-American Age 15 (h*nnstlon fbr the pwpose of assuring a aoas4ection of the community) Do you have a famMy member employed by New Hanover County!b yes,name Employer: N/A A p on, awkyed by ft wwy or upon wMkn"in acooeda=wNhArMdeKSW4affha Now H&1& rCa»*P&'=VWPdky. Fm tlwnnaMappN=Nsha ldhem►ofmnadW/rNlyipwv"w*kyadbyauchapancyor d � Occupedon: student Professional AdfWes: N/A g Volunteer AC Ntles:2012 Office Intern - Outside the Walls Mentoring Program; church flutist Why do you wish to serve on this bo&rGVCommlttee? I wish to contribute my ideas to improve county services and programs for at-risk youth and give youth a voice on the Council. f mWW of' I P N'a board memberbMews h&Ww has o=WNd orpobr*W r, Gd ofkNrsaf on a pw*warbaw Nwt mwnbwafwaldabb Mb b@Wb flu►o0w nw vdw.cf N&4w nap@a1w bord dafng s pAk mss ft The mambr should area flu nahn of Me o ,act dif ft Mat hobbe bas a sepwW pdm*or manabry ksrsat either~orhidFact fn are ftKo under oa, Id - The member should fhrr avows hkrwaM1wWYbom volt en Ma nmftr. What areas of concern would you like b see addressed by this conunit ee? The creation and support of community educational i mantoring programs for at-risk youth afterschool and on weekends. Qua0c@d0nsforSWWng: Leadership training with 2012 NC Assoc. of County Commissioners' Youth Summit, 4-H Leadership Training, New Hanover Co. resident, and Laney H.S. student Other municipal or county boards/COmn►lt6eea on which you are seMng: Vice-President of NBC 4-H Teen Council List thme local personal references and phone numbers: .l. Commissioner Jonathan Barfield- (910) 233-8780 2 Kanny House - Wile. Leadership Foundation (Outside the Walls Mentoring)-(910)297-6432 3. Leslie Wilson, NBC 4-H County Extension Agent - (910)798-7660 o t•� a.Tt•oy, �lkr� IM't idle Se1ux� roll Z ►.- 5 �f e_ X10 Date. 10-14-2013 ` Signature App/lfmtions ars kept Dfl!Ns for 1s monfAs 1 fmdwWand dW any board or commWw eppobu w maybe removed WAVMN cause by a myorfq►or COAMW Comm/ssfonem Phase use reverse skis fbr addNdoral commerds RECEIVED OCT 15 2013 Board of Commissioners Meeting N H C B 0 C C g 11/18/2013 21 -2-5 z 'S COMMITTEE APPOINTMENTS LIBRARY ADVISORY BOARD 2 1 Vacancy - Unexpired Term ending 8/31/15 s i ELIGIBLE FOR APPLICANTS: REAPPOINTMENT Diane Henson William "Will" A. Oden, III Emilie F. Swearingen 8 0 4 °s 4 i Attachments: Committee Information Sheets Applications I i t s i t d I i g� 9 s Board of Commissioners Meeting 11/18/2013 21 -3- 1 a t NEW HANOVER COUNTY a LIBRARY ADVISORY BOARD Number of Members: 12 Term: 3 years Regular Meetings: Third Thursday every month at 2:30 p.m. at the Main Library, 201 Chestnut Street, Wilmington, NC 28401 Statute or cause creating Board: Policy for the Governing and Operation of the Library. i Brief on the functions: To develop necessary policies for the efficient and responsive operation of the County's public library system. Also responsible for making recommendations to the County Manager and County Commissioners concerning the operating and capital needs of the library. Board members are expected to actively promote the library's service program; keep abreast with trends in public library development and to work for the continued improvement of library services offered by the County. TERM OF OFFICE CURRENT MEMBERS APPOINTMENT EXPIRATION I # T. Gwendolyn Grear Brown First 8/20/12 8/31/15 3224 Amber Drive Wilmington, NC 28409 794-9359 (H) 620-4817 (C) ; Kemp Magnus Burdette Unexpired 10/15/07 8/31/08 116 Keaton Avenue First 8/18/08 8/31/11 Wilmington, NC 28403 Second 8115/11 8/31/14 s 264-8036 (H) 762-4744 (W)264-8036 (C) Denise Chadurjian First 8/19/13 8/31/16 409 S. Second Street E Wilmington, NC 28403 3 919-218-7470 (H) I Carroll R. Jones -De 8/17/09 8/31/12 4700 Chamberlain Lane C�2 Q Second 8/20/12 8/31/15 Wilmington, NC 28409 793-6401 (H)619-6401 (C) H. Conrad Luhmann First 8/15/11 8/31/14 1515 Village Drive, Apt. 3 Wilmington, NC 28401-7524 399-7664 (H) Ellen B. O'Malley First 8/17/09 8/31/12 249 Wetland Drive Second 8/20/12 8/31/15 Wilmington, NC 28412 791-4333 (H)465-1307 (C) I 1 i 1 i 4 i Board of Commissioners Meeting 11/18/2013 21 -3-2 S NEW HANOVER COUNTY LIBRARY ADVISORY BOARD (CONT.) TERM OF OFFICE CURRENT MEMBERS APPOINTMENT EXPIRATION John Osinski First 8/15/11 8/31/14 174 Treasure Island Way Wilmington, NC 28411 686-2461 (H)962-4271 (W) Deloris H. Rhodes Unexpired 1/18/11 8/31/11 1005 Deepwood Place First 8/15/11 8/31114 Wilmington, NC 28405 256-0281(H) 352-3229(C) 962-7256(W) Harriet Smith First 8/19/13 8/31/16 1732 Signature Place Wilmington, NC 28405 256-7980 (H) 704-560-2245 Elizabeth Stanfield First 8/16/10 8/31/13 2910 Park Avenue Second 8/19/13 8/31116 Wilmington, NC 28403 762-5151 (H)617-5151 Virginia Teachey First 8/16/10 8/31/13 8713 Champion Hills Drive Second 8/19/13 8/31/16 Wilmington, NC 28411 681-0320 (H) 520-0414 Bradford L. Walker First 8116/10 8/31113 306 Apollo Drive Second 8/19/13 8/31/16 Wilmington, NC 28405 791-2669 (H)620-5508 (C) 962-3718 (W) Director: Harry Tuchmayer File: /Library New Hanover County Library B/C#17 8.13 201 Chestnut Street Wilmington, NC 28401 798-6301 (Info) 798-6309 (Adm.) 798-6321 Revised: 8/20/2013 Board of Commissioners Meeting 11/18/2013 21 -3-3 NEW HANOVER COUNTY BOARD OF COMMISSIONERS ' 230 Government Center Drive,Suite 175 Wilmington,NC 28403 COMMITTEE APPLICATION Telephone(910)798-7149 FAX(910) 798-7145 & L &Q:cy Bo ard/Committee: e-� CO �� � rs o 6oard r , Name: P, n E-Mail:l�-� Home 2 Address: �7 r 6 v -= 1 1 (� n - off• q 6 (Street) (City) k1j (Zip Code) Mailing Address if different: 411,0, (City) rte,jf. I f (Zip Code) Home Phone: ���� Fax: Cell: _ �r� (�► Business: Years living in O A- �����an New Hanover County: �Q Male: Female: � Race: call°tr'I CQ Age: 1,9 (Information for the purpose of assuring a cross-section of the community) A , Do you have a family member employed by New Hanover County?If yes, name Employer. Za n EM A 10 U P d A person currently employed by the agency or olepartment for which this application is made, must resign his/her position with New Hanover County upon appointment,in accordance with Article Vl,Sec.4 of the New Hanover County Personnel Policy Furthermore,applicant should have no immediate family member employed by such agency or department. Occupation: Professional Activities: Volunteer Activities: °�� Why do you wish to serve on this board/committee? I " 4v-(� Q''V0 I Ge-- Conflict of Interest if aboard member believes he/she has a conflict or potential conflict of interest on a particular issue,that member should state this belief to the other members of his/her respective board dunng a public meeting. The member should state the nature of the conflict,detailing that he/she has a separate,private,or monetary interest,either direct or indirect,in the issue under consideration. The member should then excuse himself/herself from voting on the matter What areas of concern would you like to see addressed by this committee? %alHirica.Yv p r 0 c- O Cl o n j C- • �'( ti ons for rving: 01' oS id GDlnmuni u fl C-6&mmN"1-�e`e Other municipal or county boards/committees on which you are serving: 3 List three local personal references and phone numbers: R E C E I V E UCT 1. 29 ? s. s NNC BOCt, Date: / Signature Applicatio s are kep on file for 18 months I understand fhatYup6oard or commttt ap intee may He removed without cause by a majority of County Commissioners. Please use reverse side for additional commeVird of Commissioners Meeting 11/18/2013 21 -3-4 16/31/2013 08:35 9107944877 WARD AND SMITH, P.A. PAGE 01/02 NEW HANOVER COUNTY BOARD OF COMMISSIONERS 280 G rt 8r 7ne,SuS 775 NC fi relephone(910)798.7149 COMMITTEE APPLICATION FAX(9 10)798-7145 gp&-d/CpMM . Library Advisory Board Name: William "Will" A. Oden, III Ewaih. aao0wardandsmith.aoaa Horne AddrM: 2201 Echo Lane Wilmington 28403 Mailing Address if difner+ent: N/A ( (CRY) (Zfp Code) Home phone: N/A Fax: (910) 794-4877 Celfi 252-474-4227 Dinah m. 794-4013 Years living in New Hanover County. 8* Male: ,rf Female: mace:Caucasian, A$e: 35 (fnftrmatlon for the purpose of o sswft a cross-sootbn of the cominuno) Coo you haves family member enplayed by New Hanover County?if yes,name No. EtaployW Ward and Smith, P.A. A fxxkn cumeMfy empfoyetl by fhe apanoy of dip of fcr which Mis application Is made,must resign h"er paWw—with New Hanover County upon appointment in iGGadsnce V10 Ankka W Sec 4 of the Now I finovirCoumy AeraGnnet pp1$y. Fudhernl are.#FP*artt MWM have no lmm d4ft WW nlemberempfoyad Qy$tab agencyar department. Occupation:,Attorney Professional Activities: Please 8041 Attached. Volunteer Activities:Please see attacked. Why do you wish to some on this boardleommifte? I .could like to be contribute to the effective operation of our library. of b%42-F* NIP board membN'behaves hNShe has a conhfct or potinb4f conflict of oftmaf on a pedkofar fasw,fhd mern6ar should elite thin beflef to the ether members of h/sAhr raapec4Ara boini dui a public ml rig. The member should stele the nature of the cw*W dow"that how has a separate,private or monetsty 4*N31.ether*act or mdmect In the fssue under comtderiw The member should then excuse Nmsof ftesafnem voting on the matter. What areas of concern would you like to,nee addressed by this committee? Continued improvement of library services and Community outreach. Qualifications for serving: Pleases ,boa attached. Other rturnicol or county boardslcommiitees an which you are serving: None currently. I Previously served on the Industrial Facilities and Pollution Control Financing Authority. List three local personal references and phone numbers: 9. Allen Nelson Trask (x) (910) 794-4804 2. !Catherine Hamilton Walker (o) (910) 792-6637 3. Jeremy Wilson (c) (919)323-5427 OF i Date. October 30, 2013 signature Appecettons are kept on fits for 18 monu+s t undarartend that any b**rd or oppaMtee finey be removed without asuap by a majortty of County Commissioners. Please use reverse side nor addltfaftal comments Board of Commissioners Meeting 11/18/2013 21 -3-5 10/31/2013 08:35 9107944877 WARD AND SMITH, P.A. PAGE 02/02 William A. Oden, III Current Employment: Shareholder.Ward and Smith,P.A. I Community favolvement: Legal • North Carolina afar Association.Citirpcn Lawyer Committee Member and Local Bar Services Committee Member(Chair,Directory Subcommittee) New Hanover County Bar Association,President(2012-2013):Vice President(2011-2012); Secretary/Treasurer(2010-2011).:Member, Board of Directors(2009.2010) • Craven County Rar Association,former President(2006-2007)and Vice President(2005-2006) Other • cheater Wilmington Chamber of Commerce Leadership Wilmington,Class Of 2010 • Lower Cape Fear Human Resource Association. Board Advisor and former President.Vice President, Legislative Chair and HR Roundup Editor ¢ • North Carolina Society for Human Resource Management,Leadership Council Member and Government Affairs Co-Chair Education: Campbell university,Norman Adrian Wiggins School of Law,Suies Creek,NC • J.D./M.B.A.,Advocacy Track,May 2004 Honors and Activities: • Campbell Lain Review,Business Editor and Staff Member • Published; To Speak Or Not To Speak, That I8 the Question: The Impact gfAllorne)-C;lienl Privilege in Prosecufing the Dearb o(Dr. Eric A-filler • Dean Jerome Prince Evidence Moot Court Competition Team • Lone Star Classic National Mock Trial Competition Team I • ABA National Appellate Advocacy Competition Team g • Calhoun Advocacy Award • Order of Old Kivett • Moot Court Competition,Sctni-Finalist and Mont Court Board Member • American Bar Association,Law Student Division • Lt.0overnor of ABA Law School Representatives,4th Circuit • Chapter President,Vice President • Honor Court.Justice • Campbell Law Observer,Cast Summary Writer • Phi Alpha Delta, law fraternity • Academic Committee Co-Chair • Men's Legal Caucus F University of North Carolina at Chapel Hill • Bachelor of Arts,English and Philosophy. May 2001 Honors and Activities: • UNC Association of Leaders Repre..wntative • Gamma Sigma Alpha(national Greek honor fraternity) • Order of Umega(national Greek leadership honor fraternity) • Sigma Phi Epsilon, NC.Delta Chapter.Chapter President • Phi Alpha Delt&pre-law service frateimity • Public Relations Committee and Fundraising Committee • UNC Student Legal Services.Volunteer • NC Commission on Volunteerism and Community Service I • Volunteer Peer Reviewer fur Grant Applications s 1 qEY Y A Board of Commissioners Meeting 11/18/2013 t 21 -3-6 NEW HANOVER COUNTY BOARD OF COMMISSIONERS 230 Government Center Drive,Suite 175 Wilmington,NC 28403 COMMITTEE APPLICATION Telephone(910)798-7149 FAX(910)798-7145 BoardlCommittee: New Hanover County Library Advisory Board Name: Emilie F. Swearingen E-Maii: swearingene@charter.net Home Address: 830 Cutter Court Kure Beach 28449 (Street) (City) (Zip de) Mailing Address if different. (City) (Z#)Code) HomePhone, 910-458-4430 Fax: Cell: 910-620-0026 Business: Years living in New Hanover County* 14 Mate: Female: V/ Race:Caucasian Age: 67 (information for the purpose of assuring a voss-section of the community) No Do you have a family member employed by New Hanover County?If yes,name Employer Retired A person currently employed by the agency or d"rtment for which ltis applicalon is made,must resign hisoftr position with New Hanover County upon appointment,in accordance with Article V1,Sec.4 of the New Hanover County Personnel Pdicy. Furthermore,applicant should have no imnedete family member employed by such agency or o�-partment Occupadon: Retired; Kure Beach Commissioner Professional Activities: Kure Beach Council; NCSU Alumni Assoc; Town liaison to many committees Volunteer Aclivitles:Civi tan; Special Olympics; WAVE Foundation; Is. Women; CB Inlets Assoc. Why do you wish to serve on this boarftommittee? No representation from south end of NHC; would like to see changes and improvement in the Carolina Beach library. Conflictoftnterest., ff aboard member believes he/aft has a conffict or potential conflict of interest on a parlicufar issue,that member should state this belief to the other members of hiaiher respective board during a public meOng The member should state the nature of the conflict detailing that halshe has a separate,private,ormonetaty interest,afthwckrectorinaVrect,in Me issue undarconsiderabon. The member should than excuse himsefterself ftm volng on the matter What areas of concern would you like to see addressed by this committee? Replacement of very overcrowded and dilapidated CB library; increase auto books for all branches Over 30 years in government and 12 years working with and training Qualfficadons for serving: nonprofits in NHC; good knowledge of needs in NHC, Wilmington and Pleasure Island. Other municipal or county boardslcommittees on which you are serving: WAVE Foundation;KB Town Council KB liaison to building inspections, P&Z, Storm Water & Environmental, ocean ih�m related IN 6 Lp L. IV E 0 List three local personal references and phone numbers: OCT 2 9 7013 1. Frankie Roberts, Executive Director, LINC, 910-7621600 2. Nancy Pritchett, former County Commissioner, 910-791-2827 KHC unt 3. Sandra Sink, retired State government worker, 919-889-2634 Jf Date: Applications are kept on file for 18 months Signature -oimn 9 1 A P-a AL4 ,*Us appointee may be remc"d without cause by a majority of Coutity Commissioners. Please use reverse side for additional comments Board of Commissioners Meeting 11/18/2013 21 -3-7