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HomeMy WebLinkAbout2014-01-21 Regular Meeting NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, JANUARY 21, 2014 PAGE 10 ASSEMBLY The New Hanover County Board of Commissioners met in Regular Session on Tuesday, January 21, 2014, at 9:00 a.m. in the Assembly Room of the New Hanover County Courthouse, 24 North Third Street, Wilmington, NC. Members present:Chairman Woody White; Vice-Chair Beth Dawson; Commissioner Jonathan Barfield, Jr.; and Commissioner Thomas Wolfe. Commissioner Brian M. Berger was absent. Staff present: County Attorney Wanda M. Copley; County Manager Chris Coudriet; and Clerk to the Board Sheila L. Schult. NON-SECTARIAN INVOCATION AND PLEDGE OF ALLEGIANCE Rabbi Paul Sidlofsky, Temple of Israel, provided the invocation and Commissioner Barfield led the audience in the Pledge of Allegiance to the Flag. APPROVAL OF CONSENT AGENDA Chairman White asked if any member of the Board would like to remove or discuss any item on the Consent Agenda. Vice-Chair Dawson, referencing the January 6, 2014 Regular Meeting minutes, stated that she would like the Consent Agenda minutes to reflect that legislative priorities one through four were approved. She also stated that she would like language included in the approval motion for the River Bluffs Development Corporation project that the Board’s approval did not include the Planning Board’s recommended condition. In response to Board questions, County Clerk Schult confirmed that the Board’s list of four approved Legislative Priorities is included in the minutes by way of the incorporated exhibit. The River Bluffs Development Corporation approval motion does not include any conditions to the approval thereby excludes the Planning Board’s recommended condition. Ms. Schult offered to add language to the motion noting that the Planning Board’s recommended condition is not a condition of the Board’s approval. Hearing no further comments, Chairman White requested a motion to approve the Consent Agenda. Motion: Commissioner Wolfe MOVED, SECONDED by Vice-Chair Dawson, to approve the Consent Agenda as presented. Upon vote, the MOTION CARRIED 4 TO 0. CONSENT AGENDA Approval of Minutes – Governing Body The Commissioners approved the minutes from the following meetings as presented by the Clerk to the Board: Agenda Review Meeting held on January 2, 2014 Regular Meeting held on January 6, 2014 Acceptance of Six Donations for Accession into the Museum’s Permanent Collection – Cape Fear Museum The Commissioners accepted six donations for accession into the Cape Fear Museum’s Permanent Collection. A complete list of the items is available for review at the Cape Fear Museum. Adoption of Budget Ordinance Amendment 14-049 and New Hanover County Schools Budget Amendment #3 Authorizing Eleven Grant-Funded School Resource Officers for New Hanover County Elementary Schools – Sheriff’s Office The Commissioners adopted Budget Ordinance Amendment 14-049 authorizing eleven grant-funded School Resources Officers for New Hanover County Elementary Schools during the regular school calendar year. The Board of Education will fund the equipment for the positions from their Capital Outlay Contingency. A copy of the budget ordinance amendment is hereby incorporated as part of the minutes and is contained in Exhibit Book XXXVIII, Page 2.1. A copy of New Hanover County Schools Budget Amendment #3 is available for review in the Budget Department. Acceptance of December 2013 Tax Collection Reports – Tax Department The Commissioners accepted the following Tax Collection Reports as of December 2013: New Hanover County Fire District New Hanover County Copies of the Tax Collection Reports are hereby incorporated as part of the minutes and are contained in Exhibit Book XXXVIII, Page 2.2. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, JANUARY 21, 2014 PAGE 11 Adoption of Budget Ordinance Amendments – Budget Department The Commissioners adopted the following Budget Ordinance Amendments for fiscal year ending June 30, 2014: 14-044 - Health 14-047 - Social Services Copies of the budget ordinance amendments are hereby incorporated as part of the minutes and are contained in Exhibit Book XXXVIII, Page 2.3. REGULAR ITEMS OF BUSINESS PRESENTATION OF NEW HANOVER COUNTY RETIREMENT AWARDS County Manager Chris Coudriet requested Sina Vereen, retired Register of Deeds employee with twenty- five years of service, to step forward to receive her retirement award. On behalf of the Board, Chairman White presented a retirement award to Ms. Vereen and expressed appreciation and thanked her for her years of dedicated service. PRESENTATION OF NEW HANOVER COUNTY SERVICE AWARDS County Manager Chris Coudriet requested the following employees to step forward to receive service awards: Five Year: Julia Baer – Social Services Jonathan Barfield – Governing Body Chris Moore – Information Technology Martha Narayan – Health Stephen Walker – Tax Vickeithia Wells – Health Ten Year: Tonya Baker – Sheriff Gloria Batts – Property Management Angela Bernard – Social Services Thelma Boston – Property Management Patricia Crouch – Health Marilyn Howe – Health Teresa Huffman – Community Justice Services Stephen Watson – Sheriff Fifteen Year: Larry Bolick – Tax Eric Brown – Sheriff Dean Hollandsworth – Social Services Nancy Nail – Health Melita Newkirk – Social Services Dominic Segers – Sheriff Jennifer Smith – Fire Services Beth Wooten – Senior Resource Center Twenty Year: Carol Honeycutt – Tax Sheila James – Social Services Twenty-five Year: Renee Peglow – Information Technology Thirty Year: Mary Brantley – Social Services Margaret Miles – Library On behalf of the Board, Chairman White presented a service award to each employee, expressed appreciation, and thanked them for their years of dedicated service. PRESENTATION AND ACCEPTANCE OF THE COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR THE FISCAL YEAR ENDED JUNE 30, 2013 Audit Partner with Martin Starnes & Associates Paula Hodges presented the auditor's perspective to the Board and reported that all Basic Financial Statements were performed in accordance with Government Auditing Standards for the year ended June 30, 2013. She informed the Board that New Hanover County received an unqualified opinion, or clean opinion, which is the highest level of assurance that can be issued highlighting the following information for Fiscal Year ended June 30, 2013:  General Fund Balance:  2012 – Revenues $273,207,666; Expenditures $180,471,310  2013 – Revenues $272,430,722; Expenditures $181,046,099  Fund Balance - serves as a measure of the County’s financial resources available:  Assets – Liabilities = Fund Balance  Five Classifications: NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, JANUARY 21, 2014 PAGE 12  Non spendable - not in cash form  Restricted - external restrictions (laws, grantors)  Committed - internal constraints at the highest (Board) level-do not expire, require Board action to undo  Assigned - internal constraints, lower level than committed  Unassigned - no external or internal constraints  Fund Balance position:  Total Fund Balance $ 99,443,201  Non spendable - 42,635  Stabilization by State Statute - 22,487,420  Restricted, other - 698,003  Assigned - 13,880,627  Unassigned – June 30, 2013 – $62,334,516  Unassigned – June 30, 2012 – $60,926,423  Unassigned Fund Balance as a Percent of Expenditures and Transfers Out General Fund:  2012 – 23.00%  2013 – 23.28%  Property Tax:  2013 – Budgeted $160,084,712; Actual $159,760,979  Other Taxes:  2013 – Budgeted $51,259,968; Actual $54,733,023  Human Services Expenditures:  2013 – Budgeted $56,662,246; Actual $52,659,109  Public Safety Expenditures:  2013 – Budgeted $52,260,494; Actual $50,056,939  General Government Expenditures:  2013 – Budgeted $35,373,741; Actual $32,322,623  Environmental Management Fund:  2013 – Budgeted ($4,403,173); Actual ($1,489,000); net change in fund balance ($4,093,389)  Reductions in Lottery Funds:  County schools were promised 40% of the revenues from NC Lottery; however, this has been reduced to a flat $100 million. Motion: Vice-Chair Dawson MOVED, SECONDED by Commissioner Wolfe, to accept the Comprehensive Annual Financial report for the fiscal year ended June 30, 2013 as presented. Upon vote, the MOTION CARRIED 4 TO 0. A complete copy of the audit report is available for review in the Finance Department and at all County libraries. PUBLIC HEARING FOR 2010 SCATTERED SITE HOUSING PROGRAM FOR NEW HANOVER COUNTY: COMMUNITY DEVELOPMENT BLOCK GRANT CLOSEOUT Community Development Planner Wanda Coston reported in accordance with Community Development Block Grant Program requirements and regulations, a public hearing must be held to close out the 2010 Scattered Site Housing Program for New Hanover County. The County was awarded $400,000 in 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. Scattered Site Housing 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 Scattered Site Housing Program was in the amount of $337,215. Chairman White opened the Public Hearing to receive comments concerning the 2010 Scattered Site Housing Program for New Hanover County: Community Development Block Grant Program closeout reporting that no one had signed up to speak on this item; therefore, closing the Public Hearing. AUTHORIZATION FOR THE CAPE FEAR MUSEUM TO ENTER INTO A CONTRACT FOR THE CONCEPTUAL PLAN FOR THE OUTDOOR LEARNING ENVIRONMENT Cape Fear Museum Director Ruth Haas provided a slide overview of the conceptual plan for the Outdoor Learning Environment area at the Cape Fear Museum. Staff is requesting authorization to enter into a contract with Coastal Land Design in collaboration with John Sawyer Architects and Mike Walker of Creative Designs for the conceptual plan for the Outdoor Learning Environment area in the amount not to exceed $475,000. The plan includes the closure of the Market Street entrance and 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. The proposed project will require a change in the zoning to Urban Mixed Use as currently the Museum property falls under three zoning codes – Urban Mixed Use, Office & Industry mixed use, and Residential. Urban Mixed Use is a recent City commitment to help develop urban areas appropriate to how they should be used for a better community. Urban Mixed Use NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, JANUARY 21, 2014 PAGE 13 encourages parks over parking and eliminates requirements for minimum parking. City Planners have been very supportive of the concept to date. The Museum was approved for $500,000 in the 2006 Parks Bond Referendum with $25,000 of those funds having been allocated for the design of the site plan. Staff is requesting authorization to enter into 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 for the Outdoor Learning Environment area. Project phases and funding are as follows:  Phase I conceptual design – June 2013 – March 2014 – $25,000  Phase II implementation – March 2014 – June 2015 – $475,000  Demolition and site work – $243,800  Design/fabrication/installation of interpretive elements – $186,200  Campus signage/visitor way finding – $20,000  Phase III grants, sponsorships, fundraising – up to $325,000  IMLS Museum for American Grant up to $150,000 (grants awarded 9/14)  Watercraft conservation in the amount of $30,000  Environmental/storm water grants in the amount of $70,000  Landscaping grants in the amount of $25,000  Various sponsorship opportunities in the amount of $50,000 In response to Board questions, Ms. Haas reported that the anticipation is that there will be lower maintenance costs than what is currently being realized with no major increases in costs of staff and will present an excellent opportunity for volunteers. Handicap parking spaces are included in the plan and meet the requirement. Hearing no further discussion, Chairman White requested direction from the Board. Motion: Vice-Chair Dawson MOVED, SECONDED by Commissioner Barfield, to authorize the Cape Fear Museum to enter into a contract with principle contractor Coastal Land Design in collaboration with John Sawyer Architects and Mike Walker of Creative Designs for the Outdoor Learning Environment area using 2006 Parks Bond Referendum funds in an amount not to exceed $475,000 as presented. Upon vote, the MOTION CARRIED 4 TO 0. A copy of the Power Point presentation is available for review at the Cape Fear Museum. ADOPTION OF RESOLUTION AND BUDGET ORDINANCE AMENDMENT AWARDING THE CONTRACT TO MONTEITH CONSTRUCTION CORPORATION FOR THE PUBLIC HEALTH CLINIC RENOVATIONS AT THE HEALTH DEPARTMENT Finance Director Lisa Wurtzbacher presented the request for the Board’s consideration to adopt the resolution and Budget Ordinance Amendment 14-045 awarding the contract to Monteith Construction Corporation in the amount of $2,864,400 for the public health clinic renovations at the Health Department. The bids included a base bid for the standard renovations and four alternates as follows:  Alternate 1 - constructing a lobby with a canopy to connect the existing Health Department building to the newly renovated building.  Alternate 2 - replacing the aluminum framed storefront in the renovated building.  Alternate 3 - install lock sets by Yale in the renovated building, which are consistent with those that are currently being used in the existing building.  Alternate 4 - new engine generator and associated work. Five bids were received with Monteith Construction being the lowest bidder with a total bid of $2,864,400 (includes base bid and four alternates). The breakdown of cost is as follows:  Construction Bid - $2,864,400  Professional Fees - $244,216  Equipment - $250,000  Other - $309,129 (such as surveying costs, permit and impact fees, materials testing and contingencies)  Total - $3,667,745 Budgeted funds include:  Medicaid Maximization - $2,715,254  Cape Fear Memorial Foundation Grant - $40,000  Total Budgeted - $2,755,254  Estimated Required Funding - $3,667,745  Additional Funding Required in the amount of $1,055,702:  Funding available through:  Roof Replacement Project - $181,276 NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, JANUARY 21, 2014 PAGE 14  Medicaid maximization - $874,426  No new County funds are required to complete this phase of the project Staff is requesting the Board adopt the resolution awarding the contract to Monteith Construction Corporation in the amount of $2,864,400 for the public health renovations and Budget Ordinance Amendment 14- 045transferring $1,055,702 from the General Fund to the Health Department Renovation Capital Project Fund. In response to Board questions concerning the definition of Medicaid Maximization funds, Director Wurtzbacher and Health Director David Rice reported that these funds represent the County’s cost over the reimbursement received by the State; once received, there is no requirement to return the funds. County Manager Chris Coudriet added that several years ago the Board of Health approved appropriating Medicaid Maximization dollars toward facility replacement rather than reinvest the funds in programs. These are appropriate dollars to fund the renovation. In response to Board questions concerning the anticipated timeline, Charles Boney with LS3P reported that the project would begin in approximately two weeks once the required permits have been acquired with an anticipation of completion within six months or less for construction. Hearing no further questions or comments, Chairman White requested direction from the Board. Motion: Commissioner Wolfe MOVED, SECONDED by Vice-Chair Dawson, to adopt Budget Ordinance Amendment 14-045 as presented. Upon vote, the MOTION CARRIED 4 TO 0. Motion: Vice-Chair Dawson MOVED, SECONDED by Commissioner Wolfe, to adopt the resolution awarding the contract to Monteith Construction Corporation in the amount of $2,864,400 for the public health renovations as presented. Upon vote, the MOTION CARRIED 4 TO 0. A copy of the resolution and budget ordinance amendment is hereby incorporated as part of the minutes and is contained in Exhibit Book XXXVIII, Page 2.4. PUBLIC COMMENTS ON NON-AGENDA ITEMS Chairman White reported that no one had signed up to speak on non-agenda items. SOLID WASTE UPDATE County Manager Coudriet provided an update on the Solid Waste RFP process reporting that the solicitation period for proposals will close at noon on January 31, 2014. Four organizations attended the recent pre- bid conference. Based on informal conversations, it is believed that not all four organizations will submit proposals due to the range of questions posed in the RFP. Competitive proposals are expected and evaluations will begin in February with Vice-Chair Dawson, Commissioner Wolfe and staff. The expectation is that a specific recommendation will be brought for Board consideration in March. CLOSED SESSION Chairman White announced a 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. Motion: Commissioner Barfield MOVED, SECONDED by Commissioner Wolfe, to enter into a Closed Session pursuant to General Statute 143-318.11(a)(3) to consult with the County Attorney regarding a matter of potential litigation. Upon vote, the MOTION CARRIED 4 TO 0. Chairman White convened to Closed Session at 10:06 a.m. CONVENE TO REGULAR SESSION Chairman White convened the meeting to Regular Session at 10:52 a.m. and reported that the Board has concluded its consultation with the County Attorney with no action being taken. ADJOURNMENT Hearing no further business, Chairman White adjourned the meeting at 10:52 a.m. Respectfully submitted, Sheila L. Schult Clerk to the Board Please note that the above minutes are not a verbatim record of the New Hanover County Board of Commissioners meeting. The entire proceedings are available for review and check-out at all New Hanover County Libraries and on-line at www.nhcgov.com.