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Agenda 2014 01-21AGENDA 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 CHRIS COUDRIET. COUNTY MANAGER - WANDA COPLEY. COUNTY ATTORNEY - SHEILA SCHULT. CLERK TO THE BOARD JANUARY 21, 2014 9:00 AM MEETING CALLED TO ORDER (Chairman Woody White) NON - SECTARIAN INVOCATION (Rabbi Paul Sidlofsky, Temple of Israel) PLEDGE OF ALLEGIANCE (Commissioner Jonathan Barfield, Jr.) APPROVAL OF CONSENT AGENDA CONSENT AGENDA ITEMS OF BUSINESS 1. Approval of Minutes 2. Approval of Six Donations for Accession into the Museum's Permanent Collection 3. Approval of Additional Grant - Funded School Resource Officers for New Hanover County Elementary Schools 4. Approval of December 2013 Tax Collection Reports 5. Adoption of Budget Amendments ESTIMATED MINUTES REGULAR AGENDA ITEMS OF BUSINESS 20 6. Presentation of Service Awards to Retirees and Employees 20 7. Presentation and Acceptance of the Audit Report for the Fiscal Year Ended 6/30/2013 5 8. Public Hearing 2010 Scattered Site Housing (SSH) Program for New Hanover County: Community Development Block Grant (CDBG) Closeout 15 9. Consideration of Conceptual Plan for Museum Outdoor Learning Environment 10 10. Consideration of Adopting Budget Amendment and Resolution to Award Bid and Authorization to Execute Contract with Monteith Construction Corporation for the Public Health Clinic Renovations at the New Hanover County Health Department PUBLIC COMMENTS ON NON - AGENDA ITEMS (limit three minutes) Board of Commissioners - January 21, 2014 ESTIMATED ADDITIONAL AGENDA ITEMS OF BUSINESS MINUTES 10 11. Additional Items County Manager County Commissioners Clerk to the Board County Attorney ESTIMATED CLOSED SESSION AGENDA ITEMS OF BUSINESS MINUTES 60 12. Closed Session Pursuant to North Carolina General Statute 143 - 318.11 (a)(3) to Consult with the County Attorney Regarding a Matter of Potential Litigation 13. ADJOURN Note: Minutes listed for each item are estimated, and if a preceding item takes less time, the Board will move forward until the agenda is completed. 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 Board of Commissioners - January 21, 2014 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 CONSENT 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 January 2, 2014 Regular Meeting held on January 6, 2014 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 with corrections 4 -0. Board of Commissioners - January 21, 2014 ITEM: 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 CONSENT DEPARTMENT: PRESENTER(S): Barbara L. Rowe, Museum Curator CONTACT(S): Barbara L. Rowe, Museum Curator SUBJECT Approval of Six 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 six 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 at meetings on November 20 and December 18, 2013. Each item offered has a special story to preserve. From a brick section of Babies Hospital to porch furniture made by German POW's encamped here during WWII, the objects help to 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: Move to accept six donations of regional artifacts into the Cape Fear Museum Permanent Collection. ATTACHMENTS: Acquisitions Chart COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS' ACTIONS: Approved 4 -0. Board of Commissioners - January 21, 2014 ITEM: 2 p 0 P� 0 N N cz 0 0 a . o Li O 0 � o o CG C�j CA CG� 0 0 00 ° C�j N CA N N O `n CA O O CA 0 C�j 00 N N U O C _C�j C O O U N N p C�j cd C N z � oho CJ CA U CA cd ° c w U O Q _ U N r U V O C�j U O z�� z�N zSo o cr - CA C c CG cG O � CA CA 3 h� 4 ti 6j �H CA CA O � �,�'1 }4 �t5 tt } \Yti ,,_- ��' I� • • � - F�i #�:{y}t ?} 1�9 �t`w�tar ��G -�. "fi� 1 .\ k� w A � N Boa of Commissioners - January 21, 2014 c 6 ITEM: 2- 1- 1 p 0 P� 0 N N ti ro 0 0 P� 0 U i-i Li O O p O O N N cz 0 0 a i—i �-I 0 C ' C�j_ C o �. CA > N bA O p t •^� C J �!� �f�lt£�Y�F O � y � It� i}i + j �J �t } � i C C�j CA C41 bJJ C i O. O C�j � CA N O Cd CJ C�j C/1 CA C�j �. cd CA C�j CA CA FBI -t� O CA _ S C CA Q ^� Cd � ' i.i = W V Cl) > N O CA v . � p ^O " CA G' e O O U O N CA M imi, � to cz C C�j t O O U W CA CA ati 7 C�j CA i . 0 x y bA Cdj C/1 O N CA I W CA x V OtSli M F•• F•• E by W M_ O A N �q Boa d o1 c n2Xs Ea5 anuary 21, 2014 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 CONSENT DEPARTMENT: PRESENTER(S): Sheriff McMahon CONTACT(S): Cam Griffin, Budget Director SUBJECT Approval of Additional Grant - Funded School Resource Officers for New Hanover County Elementary Schools BRIEF SUMMARY: The Board of Education will contract with the Sheriff Office to place an additional 11 positions in the elementary schools. The grant is for a three -year period. The Board of Education will fund the equipment for the positions from the Board of Education Capital Outlay Contingency. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Increase public safety and crime prevention RECOMMENDED MOTION AND REQUESTED ACTIONS: Approve New Hanover County Budget Amendment number 14 -049 and New Hanover County Schools Budget Amendment number 3 and the creation of 11 additional deputy positions in the Sheriffs Office. Positions are contingent on the availability of grant funding. ATTACHMENTS: Budget Amendment 14 -049 Board of Education Capital Outlay Fund Budget Amendment #3 COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS' ACTIONS: Approved 4 -0. Board of Commissioners - January 21, 2014 ITEM: 3 AGENDA: January 21, 2014 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2014 BUDGET BY BUDGET AMENDMENT 14 - 049 BE IT ORDAINED by the Board of County Commissioners of New Hanover County, North Carolina, that the following Budget Amendment 14 -049 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 Department: Sheriff / Schools Expenditure: Decrease Increase Sheriff $386,000 $693,022 Schools Transfer $386,000 $307,022 Total $386,000 $693,022 Revenue: Decrease Increase Sheriff $386,000 $307,022 Total $0 $307,022 Fund: Schools Department: Schools Expenditure: Decrease Increase Schools Contribution- Capital Outlay $386,000 Total $386,000 $0' Revenue: Decrease Increase Schools Transfer In $386,000 Total $ 386,000 $0 Section 2: Explanation New Hanover County Schools will contract with New Hanover County to fund 11 Deputies to be assigned to the elementary schools for additional security during the regular school calendar year. Revenues received from Schools will be appropriated to the County to fund Sheriffs Office positions. Contribution to the School for Capital Outlay will be reduced so the Sheriff can directly purchase the items he needs for the positions. The Schools have reduced their capital outlay contingency account. Section 3: Documentation of 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 -049, amending the annual budget ordinance for the fiscal year ending June 30, 2014, is adopted. Adopted, this 21st day of January, 2014. (SEAL) Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners - January 21, 2014 ITEM: 3 - 1 - 1 New Hanover County Board of Education Capital Outlay Fund Budget Amendment #3 Be it resolved by the New Hanover County Board of Education that the following amendments be made to the Budget Resolution for the fiscal year ending June 30, 2014, on the 7th day of January, 2014: Revenue by Source: Increasel(Decrease) Expenditures by Purpose/Function: (386,000.00) Regular Instruction $ Capital Outlay 442,000.00 Technology Support Operational Support Unbudgeted (Contingency) 828,000.00 Transfers from Other Funds (386_000.00) Revenue by Source: New Hanover County (386,000.00) DPI School Bus Revenue PSBCF - Lottery Revenue QSCB Revenue Bond Revenue Insurance Proceeds Transfers from Other Funds Fund Balance Appropriated $ (386,000.00) Explanation: To reduce County Appropriation to fund SRO Equipment in the Sheriffs Budget, and to budget projects held in contingency until SRO Grant was approved. Total Appropriation in Current Budget $ 9,732,995,35 Amount of Increasel(Decrease) of above Amendment (386,000.00) Total Appropriation in Current Amended Budget $ 9,34095.35 Passed by majority vote of the Board of Education of New Hanover County on the 7 day of 20 ly-. a Chairmodsoard of Edvcaffo Secrefa , Board of Alucation Board of Commissioners - January 21, 2014 ITEM: 3 - 2 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 CONSENT DEPARTMENT: PRESENTER(S): Michelle Harrell, Collector of Revenue CONTACT(S): Michelle Harrell SUBJECT Approval of December 2013 Tax Collection Reports BRIEF SUMMARY: Tax collection reports for the month of December 2013 are submitted for approval. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Keep the public informed on important information RECOMMENDED MOTION AND REQUESTED ACTIONS: Approve the reports. ATTACHMENTS: December 2013 Collection Report December 2013 Fire District Collection Report COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS' ACTIONS: Approved 4 -0. Board of Commissioners - January 21, 2014 ITEM: 4 M V-1 O N i V 0 _O O N O V N O U T t O T 3 M ri U N > m � N 3 Z U N Ln UP 00 N M qj)-I N Ln Lf 00 N M qj)-I qj)-I qj)-I N v N O U N N D N ri O N M O O N R ar 0 a M m M I to F -:t N Ln F ri ri N 00 O N to O ri O 6 6 6 O M 00 I- M Rt ri O lO Rt N O M N to Il N rl rl l 6 't3 -:F O o0 N l 6 Lr O M Ol to c-I v M c: to Ln N 00 c-I M O z DO C& l0 I E Ln Ln U O cI cI cI U Ol M O to c-I M N ri O M Rt r" 00 m I� N Uf O M Ol LLn � r Ln o` r m to ri 0 ri ri I� Ln N ri �n :1 I� � lO N lO � S 6) I� c-I m I- O r M U T O 0 v M N Lr to N cI O rj 0 00\0 N c O DO DN N > Ln Ln M r I� � O N I 00 M 00 Ol to O cO Rzj: N lfl Cl to Cl >• to Ln N M O 00 M 1_ M M M I lO r M M c ri I N r N Ln to c I Ol O Ol cO O to Ol Ol 00 ri N Ol O ri 1_ O lO M M N O O O I� DO Ol DO Lr : 2 v DO SZ M Rt lO rr-1 to Rt O O I- N lO ri Rt o d � N Ln Ol d to � _ M M r LfI M f6 ri ri ri Ln O DO C r� ri O to r� Ln O 6 I-� O N Ol Ol L Ol 00 ri N 00 M Rt M c I N c 00 M d I� M M Rt 00 00 Ol 4' M Ln I- O M M O ri to O (6 6) Ol I- Ol N N Rt lO ri ri ri N Ln O to M 00 00 Ol Ol N Il Ol c to to v Ol 6) � r- CF) M V � r W Ol Ol O O Ol I� N O M r j r N > rMi !_ � 6) E 0 O 6) +, v o cn Q Q H U O 6) v != M 4' i0 t4 C cJ m L 4 U O r a O O N x O O m E E O ° U �' � a� a� L Q Q H U O U N Ln UP 00 N M qj)-I N Ln Lf 00 N M qj)-I qj)-I qj)-I N v N O U N N D N ri O N M O O N R ar 0 a Board of Commissioners - January 21, 2014 ITEM: 4 - 1 - 1 M O l6 lO M ri qj)-I lfl 00 Rt V)-I 00 ri M c-I V)-I 00 00 Ln qj)-I ri ri 00 00 �t N N N M N ri 00 M N to M ri r M ri M 00 to I- O 00 00 O N O 00 to Ln 'O N I� l 6 C& l Ln r-I M M Ol to c-I Ln M ri -a Ln Lr c-I E O U Ol M O to c-I M N ri O M Rt r" N I� N Uf O M Ol I-� �n r Ln Ol N m to Ln ri N Ln Ln ri U O I� M M v cr S ri N 00 Rt M O M N I Ln > N N cI O O N I 00 M 00 Ol to cO Rzj: N lfl Cl to Cl >• to Ln N M O 00 M 1_ M M M I lO r M M c ri N M v N IZ O ri Ol C O OL 8- Ol 0�0 0�0 76 C O L d O ri m Ln O M r� ri O to r� I-� 00 6 I-� O N Ol Ol Ol 00 ri N 00 M Rt M c I N c 00 M to I� M M Rt 00 00 Ol 4' M Ln I- LL ri ri (6 6) N 6) O p O m N W N > !_ E E 0 O 6) +, v o cn Q Q H U O Board of Commissioners - January 21, 2014 ITEM: 4 - 1 - 1 M O l6 lO M ri qj)-I lfl 00 Rt V)-I 00 ri M c-I V)-I 00 00 Ln qj)-I M V-1 O N i N N V N 0 i O i O Q. O V N O U t C O G V �i 0 N L LL T 3 M ri U N > m � N 3 Z U N rl M Rt w qj)-I N rl M Rt W. qj)-I qj)-I qj)-I N v N O U N N D N ri O N M O O N R ar 0 a m 1 Ln 1 Ln N O M It lfl Ln M o0 l0 01 N o0 M 1 p Ln N m N 1- lO r- 00 r1 M M 0 1- M r- O M l0 00 rl to N 00 r- o N 0) N N 0) M �"' to r1 to Ln Ln O O E 00 00 to N q U O qj)- qj)- U qj)- qj)- Ol oo oo Ol qj)- qj)- Ln N to M 01 to �t r1 Ln o0 N 00 00 Ln Ln Ln r1 Ln 01 Rzj: 01 Ln r1 r1 M O 1l O r1 O o0 00 N Ln Ln O r1 Ln o0 1 s N N 00 lfl N Rt Rt O 00 r1 U r1 3 v 6 s L L O (1) M M N rl > O lfl Ln O O M 1- to Ln F -:t O O M r1 Rt M I� � N rl M 06 >_ r1 1l r1 N M to o0 FZ r1 M 1" lfl 00 N M � r1 6 rl r1 m Ln to M N O L w M w Ln O Rt r1 6) M m Ln o0 m ` ' m Q- 00 v N � RZF O O 1. Rt r- lO 0 a Ol Ol to N O d Ol (6 rl C M 1 m to N O O O Rzj: N M M 00 L Rt N M 00 N O r1 N `'-' 00 Rzj 00 lO d to Ln RZF � l M lO lD N M M M Ln r rl LL N Ol 00 rl O o0 N f6 00 I� r- 00 00 Ln Rt M 1- Ln r Ln c-1 Rt O N to to N 1� R:j Ol 3 cM-1 w CF) 0 c�-1 0 � M N Ln r, Ln W � Lr rl Uf f6 p lO 6) m � N O O0 !_ > 6) N 0 E E 6) bio O 6) v != a' o i0 t4 C cJ cn Q Q H U m U 4-J U O O 4 - j O N x O O m E E O 41 U U U V) Q Q H U O U N rl M Rt w qj)-I N rl M Rt W. qj)-I qj)-I qj)-I N v N O U N N D N ri O N M O O N R ar 0 a Board of Commissioners - January 21, 2014 ITEM: 4 - 2 - 1 00 M O r1 0 qj)-I �t � M Ol lfl V)-I lO O rl V)-I 00 LfI lO Rt N qj)-I N v N O U N N D N 00 00 N rl O rl M to M O Mlzj: M N o0 1l r1 M N 0) N 0 1- M r- O M l0 00 rl to N 00 r- r- 0) N N r1 E O U qj)- qj)- qj)- qj)- qj)- Ol oo oo Ol 1 FZ Ln N to M 01 to to to N Ln 1 M Ln Ln N Ln r1 Rt 00 Ln r1 r1 O I� Ol 00 I� M 00 U rl N cr rl rl s N N Rt `' r- r1 r1 O O M 1- to Ln F -:t O O M r1 Rt M I� � N rl M 06 >_ r1 1l Rt lO r1 to 6) rl 1" M 0 `-' N Q O 6 rl 00 O Ol 00 00 a- 76 C O L d O M 1 m to N O Cl O Rzj: N M M 00 Rt N M 00 N O r1 N `'-' 00 Rzj 00 lO Ol to Ln RZF � l M lO lD N M LL f6 6) N 6) O p m N O O0 !_ > 6) N 0 E E O 6) +, U o cn Q Q H U O Board of Commissioners - January 21, 2014 ITEM: 4 - 2 - 1 00 M O r1 0 qj)-I �t � M Ol lfl V)-I lO O rl V)-I 00 LfI lO Rt N qj)-I N v N O U N N D NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 CONSENT DEPARTMENT: PRESENTER(S): Cam Griffin, Budget Director CONTACT(S): Cam Griffin 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 -044 - Health 14 -047 - Social Services STRATEGIC PLAN ALIGNMENT: Strong Financial Performance • Control costs and manage to the budget RECOMMENDED MOTION AND REQUESTED ACTIONS: Adoption of the ordinances for the budget amendments listed. ATTACHMENTS: B/A 14 -044 B/A 14 -047 COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS' ACTIONS: Approved 4 -0. Board of Commissioners - January 21, 2014 ITEM: 5 AGENDA: January 21, 2014 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2014 BUDGET BY BUDGET AMENDMENT 14 - 044 BE IT ORDAINED by the Board of County Commissioners of New Hanover County, North Carolina, that the following Budget Amendment 14 -044 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): Provide health / wellness education, programs, and services Fund: General Fund Department: Health Department Expenditure: Decrease Increase Health Department $17,069 Total $0 $17,069 Revenue: Decrease Increase Health Department $17,069 Total $0 $17,069 Section 2: Explanation The Health Department has been awarded a grant in the amount of $17,069 from the NC Department of Public Health, Healthy Communities Program. The funding will be used to support evidence -based programs such as Eat Smart Move More, Quitline NC, and Diabetes Education Recognition Program to promote active living, healthy eating, tobacco prevention, obesity reduction, diabetes self - management and environmental changes that result in positive healthy behavior in New Hanover County. No County match is required for this funding. 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 -044, amending the annual budget ordinance for the fiscal year ending June 30, 2014, is adopted. Adopted, this 21st day of January, 2014. (SEAL) Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners - January 21, 2014 ITEM: 5 - 1 - 1 AGENDA: January 21, 2014 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2014 BUDGET BY BUDGET AMENDMENT 14 - 047 BE IT ORDAINED by the Board of County Commissioners of New Hanover County, North Carolina, that the following Budget Amendment 14 -047 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): Provide health / wellness education, programs, and services Fund: General Department: Social Services Expenditure: Decrease Increase Day care $38,269 Total $38,269 $0' Revenue: Decrease Increase Da care $38,269 Total $38,269 $0 Section 2: Explanation The 2013 -2014 fiscal year budget allocation came to us under the budget estimate for Adult Daycare /Health services. Revenues will be reduced by $3,269. NCDHHS has reverted $35,000 from our allocation for childcare services. Revenues will be reduced by $35,000. The decrease will not affect services. Based on the State's projection, the County would not have been able to spend all the funds they had received. Section 3: Documentation of 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 -047, amending the annual budget ordinance for the fiscal year ending June 30, 2014, is adopted. Adopted, this 21st day of January, 2014. (SEAL) Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners - January 21, 2014 ITEM: 5 - 2 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 REGULAR DEPARTMENT: PRESENTER(S): County Commissioners and Chris Coudriet, County Manager CONTACT(S): Tracy Dawson, Human Resources Specialist SUBJECT Presentation of Service Awards to Retirees and Employees BRIEF SUMMARY: Service awards will be presented to retirees and employees. STRATEGIC PLAN ALIGNMENT: Effective County Management • Hire, develop and retain talented people • Recognize and reward contribution • Create and support an engaged workforce RECOMMENDED MOTION AND REQUESTED ACTIONS: ATTACHMENTS: November, December and January Retirees and Service Awards COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Present service awards. COMMISSIONERS' ACTIONS: Presented service awards. Board of Commissioners - January 21, 2014 ITEM: 6 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 REGULAR DEPARTMENT: PRESENTER(S): Paula P. Hodges, Audit Partner, Martin Starnes & Associates, CPAs, PA CONTACT(S): Lisa Wurtzbacher, Finance Director; Jennifer Maready, Accounting Manager SUBJECT Presentation and Acceptance of the Audit Report for the Fiscal Year Ended 6/30/2013 BRIEF SUMMARY: The New Hanover County Comprehensive Annual Financial Report for the fiscal year ended 6/30/2013 is completed. The results of the audit and financial report will be presented by Paula P. Hodges, Audit Partner with Martin Starnes & Associates, CPAs, PA. Finance made the audit package available to the Board on December 19, 2013. STRATEGIC PLAN ALIGNMENT: Strong Financial Performance • Enhance and maintain effective policies • Deliver value for taxpayer money RECOMMENDED MOTION AND REQUESTED ACTIONS: Request Commissioners listen to the presentation and approve the New Hanover County Comprehensive Annual Financial Report for fiscal year ended 6/30/2013. COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval of the FY13 audit. COMMISSIONERS' ACTIONS: Heard presentation and approved the audit report 4 -0. Board of Commissioners - January 21, 2014 ITEM: 7 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 REGULAR DEPARTMENT: Planning PRESENTER(S): Wanda Coston, Community Development Planner CONTACT(S): Wanda Coston and Chris O'Keefe, Planning & Inspections Director SUBJECT Public Hearing 2010 Scattered Site Housing (SSH) Program for New Hanover County: Community Development Block Grant (CDBG) Closeout BRIEF SUMMARY: In accordance with CDBG Program requirements and regulations, a public hearing must be held to closeout the 2010 SSH Program for New Hanover County. The County was awarded $400,000 in SSH funds. Five very low income, owner occupied households received housing assistance. Two houses were reconstructed for two female- headed households on their existing parcels. One of the reconstructed houses was completed through a partnership /collaborative effort between the County and Cape Fear Community College's Vocational Department. SSH funds were also used to rehabilitate three houses. The average cost to reconstruct the houses was $87,571 and the average cost to rehabilitate the houses was $39,489. The total cost to implement the County's SSH Program was $337,215. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Understand and act on citizen needs • Deliver value for taxpayer money RECOMMENDED MOTION AND REQUESTED ACTIONS: Conduct public hearing in accordance with the CDBG requirement and regulations to solicit citizen comments concerning the implementation and closeout of the County's 2010 SSH Program. ATTACHMENTS: 2010 CDBG -SSH Closeout Performance Report COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Conduct public hearing. COMMISSIONERS' ACTIONS: Conducted public hearing. Board of Commissioners - January 21, 2014 ITEM: 8 CLOSEOUT PERFORMANCE REPORT Grantee Name: — New Hanover County Grant Number: 1 O-C-2171 Grantee Addres Government Center Drive Suite 175, Willinington NC 28403 1. Citizens' Written Comments. (Attach the following three items unless each item was previously submitt to DCA, in which case they may be incorporated by reference.) I a. A copy of each written citizen comment, which was received during the reporting period on the grantee's community development performance under this grant; b. The grantee's assessment • the comment; and c. A description of any action taken or to be taken in response to the comment as required • 4 NCAC 19L.1002. 2. The grantee's authorized official representative must certify the following: C. Apl Rn available upon request; and *f 1974, the assistance made available under this CDBG grant is not substantially reducing, below the level • support prior to start-up • the CDBG grant reported ' the amount of local financial support for community development activities. Chris O'Keefe Typed Name of Chief Planning & Inspections Director Title' Ufflial Zj��=�tiuthorized Representative DaM I A•• res 230 Government Center Drive, Ste. 110, Wilmington NC 28403 , E % ress: wcosto enh Board of Commissioners - January 21, 2014 ITEM: 8 - 1 - 1 @33M= 2010 Scattered Site Housirig Program New Hanover County C-1 I Name Title Preparer of Information Email Address zmy��, . , Imgmql Chris O'Keefe Planning & Inspectlofis Director Wanda B. Colton 230 Government Center Drive, Ste, 110, Wilmington NC 28403 910- 798-7442 1 ❑ 2] No Board of Commissioners - January 21, 2014 ITEM: 8 - 1 - 2 Grantee Lq_1V11L(&1%1,Af .1-ti Acct Number Activity Code Budgeted New Hanover County Activity Name 10-C-2171 Project: 1034 2 Clearance Activities 2010 Scattered Site Housing Program - $ - 4 - 0,000.00 Expended $ 290,27 6 "70 # I 2 2 1 1 3 3 2 2 Micro Enterprise - -- -------- --- - - - ---- --- ---- -- Female Head of Household - .... ..... .. ...... . ... ..... .. . . . ......... . . .. . .... ....... Hispanic American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White American Indian or Alaska Native & White ------- -- - Asian & White Black or African American & White American Indian or Alaska Native & Black or African American Other Multi-Racial Non-Hispanic American Indian or Alaska native Asian Black or African American Native Hawaiian or Other Pacific Islander White American Indian or Alaska Native & White Asian & White Black or African American & White American Indian or Alaska Native & Black or African American Other Multi-Racial 2 2 1 1 3 3 2 2 2 2 I I Board of Commissioners - January 21, 2014 ITEM: 8 - 1 - 3 rr."" Linear Feet Properties Units, Dwelling 2 2 • by percentage • HUD Median Family Income Levels Above Moderate Income Households > 80% .. .................... Moderate Income Households 51-80% Low Income Households 30-50% Very Low I n co me H • use holds _<30% Total Households 2 2 Persons by percentage of HUD Median Family Income Levels Above Moderate Income Households > 80% Moderate Income Households 51-80 % Low Income HousehoI_ds_,30-50%_,_,_ Very Low Income Households <30% Total Persons Jobs Micro Enterprise Fri- "NT 0 VOY WOW. 110 ff 17-3 MOP 49 2 2 Hispanic American Indian or Alaska Native Asian 2 2 3 3 Board of Commissioners - January 21, 2014 ITEM: 8 - 1 - 4 Actual Low Income Households 30-50• -- Very Low Income Households <30% Total Persons Jobs Micro Enterprise 2 2 7 8 10 10 Asian Female Head of Household 4 4 Hispanic American Indian or Alaska Native Asian Black or African American 5 Native Hawaiian or Other Pacific Islander 5 American Indian or Alaska Native & White Asian & White Black or African American & White American Indian or Alaska Native & Black or African American _._...._._Oth.er_M.ulti Non-Hispanic American Indian or Alaska native Asian Black or African American 7 5 Native Hawaiian or Other Pacific Islander it 5 American Indian or Alaska Native & White Asian & White Black or African American & White American Indian or Alaska Native & Black or African American Other Multi-Racial Board of Commissioners - January 21, 2014 ITEM: 8 - 1 - 5 Board of Commissioners - January 21, 2014 ITEM: 8 - 1 - 6 IFICATE OF COMPLETION 1. Grantee: New Hanover Coun 2. Grant Number: 10-C-2171 3. Project e: 2010 Scaftered. Site Housing Pro n 4. Project Number: -1 ro Be'Com leted by Recipient. Paid Costs Unpaid Costs Total Costs Approved Program Activity Categories (Col. b + c) Total Costs (a) (b) c (d} (e) a. Acquisition $0.00 $0.00 b. Disposition $000 $0-00 c. Public facilities and improvements im (1) Senior and handicapped centers $0,00 $0.00 (2) Parks, playgrounds and recreation facilities $0.00 $0.00 (3) Neighborhood facilities $000 $0.00 (4) Solid waste disposal facilities $0.00 $0.00 (5) Fire protection facilities and equipment $0.00 $0.00 (6) Parking facilities $000 $0.00 (7) Street improvements $(1 1 '00 $0.00 (8) Flood and drainage improvements $6 &.00 $0.00 (9) Pedestrian improvements $0.00 $0.00 (10) Other public facilities $000 $0.00 (11) Sewer improvements $0.00 $0.00 (12) Water improvements $000 $0.00 d. Clearance activities $1 ',972 00 2795 $20,767.00 e. Public services $66.00 $0.00 £ Relocation assistance $9,A56 0 1 0 2:331 o $11,787.65 g. Construction, rehab. and preservation activities (1) Construction or rehab. ofcom. & indust. bldgs. $0,00 $0.00 (2) Rehabilitation of privately owned buildings $252,757.45 4028728 $293,044.73 (3) Rehabilitation of publicly owned buildings $000 $0.00 (4) Code enforcement $000 $0.00 (5) Historic preservation $0001 $0.00 h. Development financing (1) Working capital W 416) $0.00 (2) Machinery and equipment $0.061 $0.00 i. Removal of architectural barriers $0,00 $0.00 '. Other activities '0.00 $0.00 L Subtotal $280,185.45 $ 45, 13.93 $325,599.38 1. Planning $000 $0.00 m. Administration $8,857.74 'T97.04 11, 54.78 n. Total $289,043.19 $ 48,210.97 $337,254.16 o. Less: Program Income Applied to Program Costs $0.00 p. Equal: Grant Amount Applied to Program Costs 1 $289,043.191 48,210.97 $337,254.16 Board of Commissioners - January 21, 2014 ITEM: 8 - 1 - 7 IMMI1, "M If program income exists or is WOO $0.00 Are there any unpaid costs or unsettled third party claims against the recipient's grant? Type "yes" or "no." YES If yes, In the box below describe the circumstances and amounts involved. Unpaid cost in the amount of $45,104.44 consists of accounts payable invoices received by the County and currently in the payment process. Please note that all financial records, supporting documents and other records pertinent to the connnunity development program must be retained for a minimum of five (5) years from the date this letter. Board of Commissioners - January 21, 2014 ITEM: 8 - 1 - 8 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 REGULAR DEPARTMENT: Museum PRESENTER(S): Ruth Haas, Museum Director CONTACT(S): Ruth Haas SUBJECT Consideration of Conceptual Plan for Museum Outdoor Learning Environment BRIEF SUMMARY: Cape Fear Museum was approved for $500,000 in the 2006 Parks Bond Referendum. With $25,000 allocated from those funds, Museum staff have been working with Frank Braxton, Coastal Land Design; John Sawyer, architect; and Mike Walker, exhibit designer, to design an exciting proposal that will transform the Museum grounds into an attractive and engaging learning environment. The proposal turns parking into a small urban park which supports the Museum mission to teach about the history, science, and cultures of the Lower Cape Fear River; demonstrates best practices in sustainable landscapes; and enhances the neighborhood. After seeing our proposal, we request that you grant permission to move forward on contracting for the $475,000 remaining of the Parks Bond approved for the Museum. STRATEGIC PLAN ALIGNMENT: Intelligent Growth and Economic Development • Enhance and add recreational, cultural and enrichment amenities RECOMMENDED MOTION AND REQUESTED ACTIONS: Move that the Museum be granted permission to move forward on completing and implementing a contract not to exceed $475,000 with principle contractor Coastal Land Design in collaboration with John Sawyer Architects and Mike Walker of Creative Designs. ATTACHMENTS: Museum Parks Bond Project Presentation COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS' ACTIONS: Approved 4 -0. Board of Commissioners - January 21, 2014 ITEM: 9 n � W E O _ W 0- V O U � I O O ca -0 s 4-J 0 Al 93 Board of Commissioners - January 2 2 14 ITEM: 9 - 1 - 1 c 01 0 "fill 4-j E 0 > c� LU 0- (1) b-0 U 0 U 0 0 Co -0 4-J =3 In E v 0 r M U 00 r4 U 0 Board of Commissioners - January 2 2 14 ITEM: 9 - 1 - 2 z a. E U) LU U) r) r) c: w 0- -0 0 LO E � U) c < LU U LU -n LA. LA. � 0 M 0 0 ca < 0 = M ca 0 ru U 5 — 0 w < 0 4-j U 0 0 Board of Commissioners - January 2 2 14 ITEM: 9 - 1 - 2 E 0 0 E -0 E > < LU U LU -n LA. 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Q k_ u LA CL a ram a ram r. 1 CL ITEM 4 j F° U 93 ners - January 2 2 14 9 -1-16 CL F� h� J Z ners - January 2 2 14 9 -1-16 ra IA R d Board of CommissionE ITEM: 9 r. 0 a ram WAFAIM a ram li, WAFAIM LM 9 U E p +� +-J U co Q O co L 9 CL 4%a -Z th I LM U LM (1) U a ram LM 0 4-j LA a ram wo ' �i ko I N Board of Commissioners - January 2 2 14 ITEM: 9 - 1 - 19 04, ZE w D E 0 Ll 9 \ � Board of Commissioners - January 2 14 ITEM: 9 -] - 20 0 0 0 0 0 0 Ln Ln 0 0 cu cu WO a a ram LL b-0 0 0 cu 76 E CL U c: 0 E U 0 LM CL 04, ZE w D E 0 Ll 9 \ � Board of Commissioners - January 2 14 ITEM: 9 -] - 20 Board of Commissioners - January 2 2 14 ITEM: 9 - 1 - 21 . .� \ . \ \X ; ,:... . . ,. . \} 133UiS Hi8 , , ram 2 ( 2 2 \ \ L ƒ \ / 0 0 133815 H12 .. . a . - ^ _ } / (- 2 (� \ ._ \\ }\ CL \} \ >w nem - January 2 \14 y -] -2 &\ \ \\ b/! �[\ 2 ( 2 2 \ \ L ƒ \ / 0 0 133815 H12 } (� \ \\ }\ CL iss nem - January 2 \14 £U:g -] -2 &\ \ \\ NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: January 21, 2014 REGULAR DEPARTMENT: PRESENTER(S): Lisa Wurtzbacher, Finance Director CONTACT(S): David Rice, Health Director; Joshua Swift, Deputy Health Director SUBJECT Consideration of Adopting Budget Amendment and Resolution to Award Bid and Authorization to Execute Contract with Monteith Construction Corporation for the Public Health Clinic Renovations at the New Hanover County Health Department BRIEF SUMMARY: At the agenda review on Septermber 12, 2013, staff updated the Board on the status of the Public Health Clinic Renovations project at the New Hanover County Health Department. Sealed bids for this project were received and opened on Thursday, December 19, 2013. The bids included a base bid for the standard renovations and four (4) alternates. Alternate 1 involved constructing a lobby with a canopy to connect the existing Health Department building to the newly renovated building. Alternate 2 allows for replacing the aluminum framed storefront in the renovated building. Alternate 3 is to install lock sets by Yale in the renovated building, which are consistent with those that are currently being used in the existing building. The last, Alternate 4, is for a new engine generator and associated work. A recap of all bids received is detailed below: Contractor Base Bid Alt 1 Alt 2 Alt 3 Alt 4 Total Bid Monteith $2,379,900 $409,000 $57,000 $2,500 $16,000 $2,864,400 Construction Resolute $2,430,700 $427,000 $99,000 $2,600 $53,400 $3,012,700 Building Group II $2,480,000 $409,000 $102,000 $2,600 $53,000 $3,046,600 Management Daniels & $2,558,000 $351,000 $100,000 $2,700 $66,000 $3,077,700 Daniels Muter $2,463,000 $466,000 $104,000 $2,900 $62,200 $3,098,100 Construction Monteith Construction Corporation is the lowest responsive, responsible bidder with a total bid of $2,864,400 The total cost for this phase of the project is $3,667,745, which includes this bid for the public health clinic renovations, architect/engineering fees, furniture and equipment, permitting and surveying, as well as contingencies. While the current capital project fund includes a budget of $2,755,254, in order to complete this phase including the four (4) alternates, a budget amendment of $912,491 is needed to increase the capital project funds. The base bid included the cost of re- roofing the building. As part of the County's maintenance program under our Property Management Department, funds to repair the building's roof were originally budgeted in the General Fund for FY 2014. Staff is requesting that funds totaling $181,276 be moved from Property Management to the Capital Project to cover the cost of the roofs replacement which leaves a remaining need of $731,215. No new County funds are required to complete this phase of the project. The Health Department Board of Commissioners - January 21, 2014 ITEM: 10 has $874,426 of Medicaid Maximization Funds in escrow that are available to be used towards completing this phase of the project. This escrow fund is the same revenue source used to originally fund the project. A budget amendment has been prepared for your consideration and approval. STRATEGIC PLAN ALIGNMENT: Superior Public Health, Safety and Education • Provide health and wellness education, programs, and services RECOMMENDED MOTION AND REQUESTED ACTIONS: Adopt budget amendment 14 -045 and resolution awarding bid to Monteith Construction Corporation in the amount of $2,864,000 for the Public Health Renovations and authorize the County Manager to execute the contract. ATTACHMENTS: Health Clinic Renovations Resolution Budget Amendment 14 -045 COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) Recommend approval. COMMISSIONERS' ACTIONS: Adopted budget amendment 14 -045 and awarded contract to Monteith Construction Corporation 4 -0. Board of Commissioners - January 21, 2014 ITEM: 10 NEW HANOVER COUNTY BOARD OF COMMISSIONERS RESOLUTION AWARD OF PUBLIC HEALTH CLINIC RENOVATIONS BID WHEREAS, after due advertisement, bids were received and publicly opened by LS3P, architects for the project on Thursday, December 19, 2013, and the following bids were received for the Public Health Clinic Renovations; and Contractor Base Bid Alt 1 Alt 2 Alt 3 Alt 4 Total Bid Monteith Construction $2,379,900 $409,000 $57,000 $2,500 $16,000 $2,864,400 Resolute Building $2,430,700 $427,000 $99,000 $2,600 $53,400 $3,012,700 Group II Management $2,480,000 $409,000 $102,000 $2,600 $53,000 $3,046,600 Daniels & Daniels $2,558,000 $351,000 $100,000 $2,700 $66,000 $3,077,700 Muter Construction $2,463,000 $466,000 $104,000 $2,900 $62,200 $3,098,100 WHEREAS, the architects recommended to staff that Monteith Construction Corporation, the lowest responsive, responsible bidder be awarded the contract; and WHERAS, staff agrees and recommends to the Commissioners that the contract be awarded to Monteith Construction Corporation, in the amount of two million eight hundred sixty -four thousand four hundred dollars ($2,864,400). NOW, THEREFORE, BE IT RESOLVED by the New Hanover County Board Commissioners that the award for the renovations of the Public Health Clinic is awarded to Monteith Construction Corporation in the amount of $2,864,400 and associated budget amendment 4 14 -045 is adopted and that the County Manager is hereby authorized and directed to execute the contract, contract form to be approved by the County Attorney. ADOPTED this the 21S day of January 2014 NEW 14ANOVER COUNTY Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners - January 21, 2014 ITEM: 10-1 -1 AGENDA: January 21, 2014 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2014 BUDGET BY BUDGET AMENDMENT 14 - 045 BE IT ORDAINED by the Board of County Commissioners of New Hanover County, North Carolina, that the following Budget Amendment 14 -045 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): Provide health / wellness education, programs, and services Understand / act on citizen needs Fund: General Department: Property Management and Health Department Expenditure: Decrease Increase Transfer to capital project fund $912,491 Property Management $181,276 $731,215 Total $181,276 $912,491 Revenue: Decrease Increase Contribution from Health escrow $731,215 Total $0 ; $731,215 Fund: Health Department Renovation Capital Project Department: Health Department Expenditure: Decrease Increase Capital project expense $912,491 Total $0; $912,491 Revenue: Decrease Increase Transfer in from general fund $912,491 Total $0; $912,491 Section 2: Explanation This budget amendment will authorize a transfer from the general fund to the Health Department Renovation Capital Project Fund in the amount of $912,491. This amount is comprised of the Health Department's Medicaid Maximization Funds of $731,215 and money originally allocated in Property Management's budget for the Health Department's roof replacement in the amount of $181,276. 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 -045, amending the annual budget ordinance for the fiscal year ending June 30, 2014, is adopted. Adopted, this 21st day of January, 2014. (SEAL) Woody White, Chairman ATTEST: Sheila L. Schult, Clerk to the Board Board of Commissioners - January 21, 2014 ITEM: 10- 2 - 1