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2014-05-05 Regular Meeting NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, MAY 5, 2014 PAGE 71 ASSEMBLY The New Hanover County Board of Commissioners met in Regular Session on Monday, May 5, 2014, at 6:00 p.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. INVOCATION AND PLEDGE OF ALLEGIANCE Pastor Wayne Johnson, Sr., St. Stephen A.M.E. Church, provided the invocation and Vice-Chair Dawson 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. Hearing no comments, Chairman White requested a motion to approve the Consent Agenda as presented. Motion: Commissioner Barfield 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 Regular Meeting held on April 21, 2014 as presented by the Clerk to the Board. Approval of 2014 Legislative Items – County Manager’s Office The Commissioners approved the following 2014 Legislative items establishing the County’s intent to focus on advocacy efforts:  Education:  Monitor and advocate for the lottery fund reallocation and distribution for school construction  Advocate for increased teacher pay and funding sources  Monitor and advocate for policies, programs and funding to promote child preparedness  Environment and Ecology:  Monitor and advocate for shoreline stabilization, policies, reauthorization and funding  Review and provide comments regarding “Waters of the United States definition”  Economic Vitality:  Monitor and advocate for laws, practices and funding mechanisms to encourage job creation, retention and growth  Monitor and advocate for film incentives and/or film promotion in New Hanover County  Monitor and advocate for continuation of NC Historic Preservation Tax Credits Adoption of Resolution Approving the Removal of Register of Deeds Books – Register of Deeds The Commissioners adopted the resolution approving the removal of Register of Deeds Book 1; Book 2; Book 3 pages 1-324; Book 3 pages 325-670; Book 4; and Fetal Death Book 1A from the New Hanover County Registry for the purposes of repair, restoration and rebinding by the C. W. Warthen. A copy of the resolution is hereby incorporated as part of the minutes and is contained in Exhibit Book XXXVIII, Page 9.1. Approval of New Hanover County Board of Education General Fund Budget Amendment #8 and Capital Outlay Fund Budget Amendment #6 – Budget Department The Commissioners approved the following NHC Board of Education budget amendments:  General Fund Budget Amendment #8 appropriates fund balance in the amount of $196,024 for furniture and equipment and $360,800 for re-opening College Road Early Childhood Center.  Capital Outlay Budget Amendment #6 appropriates fund balance in the amount of $80,000 for the Virgo Lighting Project and $319,524 for Mobile Classrooms. Copies of the budget amendments are available for review in the Budget Department. Adoption of Budget Ordinance Amendments – Budget Department The Commissioners adopted the following Budget Ordinance Amendments for fiscal year ending June 30, 2014: 14-073 - Department of Social Services 14-074 - Sheriff 14-075 - Sheriff NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, MAY 5, 2014 PAGE 72 Copies of the budget ordinance amendments are hereby incorporated as part of the minutes and are contained in Exhibit Book XXXVIII, Page 9.2. REGULAR ITEMS OF BUSINESS ADOPTION OF PROCLAMATION DECLARING THE MONTH OF MAY 2014 AS PRESERVATION MONTH IN NEW HANOVER COUNTY Historic Wilmington Foundation Executive Director George Edwards presented the request for the Board’s consideration to adopt the proclamation declaring the month of May 2014 as Preservation Month in New Hanover County and was in attendance to receive the proclamation. Vice-Chair Dawson read the proclamation into the record and moved for adoption. Motion : Vice-Chair Dawson MOVED, SECONDED by Commissioner Wolfe, to adopt the proclamation declaring the month of May 2014 as Preservation Month in New Hanover County as presented. Upon vote, the MOTION CARRIED 4 TO 0. A copy of the proclamation is hereby incorporated as part of the minutes and is contained in Exhibit Book XXXVIII, Page 9.3. ADOPTION OF PROCLAMATION DECLARING THE MONTH OF MAY 2014 AS MENTAL HEALTH MONTH IN NEW HANOVER COUNTY CoastalCare Area Director Foster Norman presented the request for the Board’s consideration to adopt the proclamation declaring the month of May 2014 as Mental Health Month in New Hanover County and was in attendance to receive the proclamation. Commissioner Barfield read the proclamation into the record and moved for adoption. Motion : Commissioner Barfield MOVED, SECONDED by Vice-Chair Dawson, to adopt the proclamation declaring the month of May 2014 as Mental Health Month in New Hanover County as presented. Upon vote, the MOTION CARRIED 4 TO 0. A copy of the proclamation is hereby incorporated as part of the minutes and is contained in Exhibit Book XXXVIII, Page 9.4. NEW HANOVER COUNTY SCHOOLS BOND PLAN PRESENTATION New Hanover County Board of Education Chairman Don Hayes introduced Board members and staff in attendance and requested New Hanover County Schools Superintendent Dr. Tim Markley to present the school bond request detailing the facility needs with highlights as follows:  The 2010-2011 Long-Range Plan which identified $390,248,000 in needs was the last plan for meeting school facility needs submitted to the State Board of Education  Current membership/student enrollment 26,247  3,548 students over capacity; 1,960 elementary; 422 middle; 1,166 high  +3,000 students are projected by the NC Department of Instruction in the next seven years  Past bond funding has totaled $342,724,954 and was used for new construction, renovations and additions, technology improvements, roof replacements, land acquisition and site infrastructure, athletic improvements, ADA improvements, and mobile units; the last bond was in 2005  Education lottery funds received annually approximately $1.7 million for building upkeep and repairs  Membership is up; facility needs continue to increase; capital funding is decreasing  Proposed school bond:  Priorities include new construction; additions and renovations; district-wide improvements for safety and security; and building infrastructure  Replace four schools: Blair, College Park, Pine Valley, and Williams Elementary Schools  Construct two new elementary schools: locations in Porter’s Neck area and River Road area  Land acquisitions for new schools  District-wide building systems and infrastructure improvements  Renovation of twelve schools  District-wide technology improvements  Estimated total project cost including fees and contingencies - $280,600,421  Request the school bond referendum be included on the November 2014 ballot In response to Board questions concerning the County’s debt capacity, County Manager Chris Coudriet confirmed that the requested amount is $280,600,421 but that staff is in discussions with Dr. Markley and his staff to determine what the amount may look like in terms of debt capacity. A detailed discussion on debt capacity is scheduled for the Board’s May 19, 2014 meeting. Chairman White added that in last year’s budget the Board committed to using General Fund funds over the next three years with the goal of doing more pay-as-you-go projects such as the Porters Neck area school. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, MAY 5, 2014 PAGE 73 Commissioner Barfield stated that the Board needs to continue urging members in the General Assembly to restore ADM lottery funding which would help the schools with construction as well as needed infrastructure upgrades. A copy of the New Hanover County Schools Highest Project Priorities List is hereby incorporated as a part of the minutes and is contained in Exhibit Book XXXVIII, Page 9.5. ACCEPTANCE OF COMMUNITY CHILD PROTECTION TEAM ANNUAL REPORT AND MEMBERSHIP LIST New Hanover County Department of Social Services Director LaVaughn Nesmith and Assistant Director Wanda Marino presented an overview of the findings of the Community Child Protection Team (CCPT) and the Annual Report. The team meets monthly to discuss and review cases involving children and families that are currently being served by the Department of Social Services and other child-serving agencies throughout the county striving to:  Ensure that families will have the resources available to them to enhance their ability to provide safe environments for their children, and  To keep the community informed by recording child protection issues, and  To promote change for families and children through the collective knowledge of the team Factors of concern continue to be:  Limited service for families in the areas of housing, transportation and private insurance coverage for non-Medicaid cases  Families involved with substance abuse and gang-related issues  Lack of consistent, accessible and effective mental health service to both diagnose and treat children and families The team made the following recommendations:  Expand funding for evidence-based practices and programs with long-term verifiable results that can positively affect long-term change for families with recidivism being identified as a factor  Identify caretakers of children earlier involving substance abuse and gang-related issues to connect with appropriate services and prevent the removal of children from their families  Work with North Carolina mental health system to improve the availability and the effectiveness of programs for families with mental health and substance abuse problems that continue to grow and intensify Staff is requesting the Board approve the following at-large appointees through April 2015:  Mary Ann Lama – Domestic Violence Shelter and Services, Inc.  Robert Speight – Department of Public Safety, Division of Juvenile Justice  Amy Feath – Carousel Center for Abused Children  Chris Preston – NHC Community Justice Services, Youth Empowerment Services After a brief question and answer period, Chairman White requested direction from the Board. Motion: Commissioner Barfield MOVED, SECONDED by Vice-Chair Dawson, to accept the Community Child Protection Team Annual Report and approve the list of names to be appointed through April 2015 as presented. Upon vote, the MOTION CARRIED 4 TO 0. A complete copy of the report is available for review in the Department of Social Services. APPROVAL OF THE FALL 2014 CAROLINA BEACH COASTAL STORM DAMAGE REDUCTION PROJECT AND ADOPTION OF BUDGET ORDINANCE AMENDMENT 14-076 Shore Protection Manager Layton Bedsole presented the request to adopt Budget Ordinance Amendment 14-076 approving the fall 2014 Carolina Beach Coastal Storm Damage Reduction Project. He reported that in the spring of 2013, the US Army Corps of Engineers (USACE) brought forward approximately $2.1 million from their previous year’s construction budget and this year were able to secure $2.7 million for a total of $4.8 million; the NC Division of Water Resources (NCDWR) has made available $727,000. The USACE is proposing a fall 2014 Carolina Beach Coastal Storm Damage Reduction project using current funding balances totaling a combined cost estimate of $7.4 million to place approximately 500,000 cubic yards of sand within the applicable template area. The proposed fall 2014 event could be the last Federal dollars expended with the next event likely to be funded by the County, Carolina Beach and Room Occupancy Tax funds. The funding breakdown is as follows:  Total Project Cost – approximately $7.4 million  Federal participation – approximately $4.81 million NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, MAY 5, 2014 PAGE 74  Non-Federal participation – approximately $2.59 million:  NC Division of Water Resources – $727,000  Room Occupancy Tax funds – $1.863 million Staff recommends the Board adopt Budget Ordinance Amendment 14-076 to appropriate Room Occupancy Funds in the amount of $1,863,000 for the local portion of the Carolina Beach Coastal Storm Damage Reduction project. In response to Board questions, Mr. Bedsole provided an overview of the Federal funding highlighting that Federal funding for Carolina Beach expires in mid-December. Staff is working hard to get extension language included anticipating knowing by the end of May. In response to Board questions, Mr. Bedsole reported that the state has committed to $727,000 in funding and that even with the additional Federal dollars now totaling $4.8 million, the state allocation remains the same. In response to Board questions concerning the allowed use of Room Occupancy Tax funds dictated by General Statute, County Manager Chris Coudriet reported that 6% goes to the Room Occupancy Tax fund from those folks who visit and stay in hotels, motels, and other rentals. The first 3% of these funds goes toward beach nourishment. These dollars are used to match federally authorized projects for the local share in the non-federal part on a 50/50 relationship; General Fund dollars are not used. These dollars are used to match nourishment projects for replacing sand on the beaches of Carolina, Kure and Wrightsville Beach and are not allowed for projects such as Carolina Beach Inlet or Mason’s Inlet. In response to Board comments, County Manager Coudriet reported that the proposed project is not a regularly scheduled nourishment cycle but is the Federal government’s attempt to get a final nourishment project to the beach using Federal funds. The last nourishment cycle was in 2013 with the next regularly planned one in 2016 where there is a high probability of no Federal funding being available. Hearing no further comments, Chairman White requested direction from the Board. Motion: Commissioner Barfield MOVED, SECONDED by Commissioner Wolfe, to adopt Budget Ordinance Amendment 14-076 approving the fall 2014 Carolina Beach Coastal Storm Damage Reduction project as presented. Upon vote, the MOTION CARRIED 4 TO 0. A copy of the budget ordinance amendment is hereby incorporated as part of the minutes and is contained in Exhibit Book XXXVIII, Page 9.6. CONSIDERATION OF KURE BEACH AND US ARMY CORPS OF ENGINEERS ADVANCING THE THREE-YEAR COASTAL STORM DAMAGE REDUCTION PROJECT CYCLE Kure Beach Mayor Dean Lambeth stated that before the Board is a letter from the Kure Beach Town Council requesting to be included in this year’s storm damage reduction project with Carolina Beach and requesting $1.7 million be allocated from the Room Occupancy Tax fund. County Manager Chris Coudriet and Shoreline Protection Manager Layton Bedsole are not supportive of the funding allocation. Mayor Lambeth requested that a letter be written why the funding will not be received in the off-year cycle. Chairman White responded that the Board has yet to take action so Mayor Lambeth’s request is preliminary. He requested Shore Protection Manager Layton Bedsole to make the staff presentation. Shore Protection Manager Layton Bedsole reported that the Kure Beach Town Council is bringing forward a recommendation by the US Army Corps of Engineers (USACE) to advance their three year beach nourishment cycle by two years. The USACE was advanced FY15 and FY16 dollars for the Kure Beach project. Staff is not recommending advancing the project cycle based on the following:  Last year over 500,000 cubic yards of sand was placed on Kure Beach; there is no scientific information to justify placing another 500,000 cubic yards  Kure Beach and the County are in a good position having been advanced the Federal dollars for FY15 and for FY16  Expending the dollars this coming fall/winter could jeopardize the next Federal appropriation cycle placing Room Occupancy Tax dollars and Kure Beach in a challenge in FY17/18; Kure Beach could be responsible for 17.5% of an estimated $8 million project In response to Board questions, Mr. Bedsole clarified that Kure Beach is on a three-year beach nourishment cycle as is Carolina Beach. Historically, the projects have been done together. This year, Carolina Beach is on their last Federal funding participation, Kure Beach is not, there are two different mobilizations and two different placement templates. The Board approval of funding for Carolina Beach was to take advantage of Federal dollars because Carolina Beach is cycling out of the Federal funding model. Kure Beach remains in the normal cycle of funding. Kure Beach Mayor Dean Lambeth, Mayor Pro Tem Craig Bloszinsky, Commissioner Emilie Swearingen and Commissioner David Heglar offered comments supporting the request highlighting the damage caused by the winter storm during the past year and not knowing if Federal dollars will be available for future projects. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, MAY 5, 2014 PAGE 75 In response to Board questions, Mayor Lambeth reported that they did not have a representative from the USACE present to substantiate the request and provide information or answer questions. In response to Board questions concerning the availability of Room Occupancy Tax funds if funds were allocated now as requested, County Manager Chris Coudriet reported that if the Board funds this project now out of the normal three year cycle, then when it is time for the normal cycle, and funds are allocated, it would put an incredible hole into the Room Occupancy Tax fund. The Board held a discussion voicing concern that if the funds are allocated now then they may not be available during the normal cycle as well as the importance of requesting the General Assembly to approve raising the Room Occupancy Tax to assist in covering the lack of future federal and/or state funding. In response to Board questions, County Attorney Wanda Copley confirmed that the Board could formally deny the request, or take no action, which would be the same result. ADOPTION OF RESOLUTION AWARDING THE BID AND AUTHORIZING THE EXECUTION OF THE CONTRACT WITH MONTEITH CONSTRUCTION CORPORATION FOR 320 CHESTNUT STREET ADDITIONS AND RENOVATIONS Property Management Director Jerome Fennell presented the request for the Board’s consideration to adopt the resolution awarding the bid for 320 Chestnut Street additions and renovations to Monteith Construction Corporation in the amount of $7,104,000. The following bids were received and include a base bid for the standard renovations and four alternates: Contractor Base Bid Alt 1 Alt 2 Alt 3 Alt 4 Total Bid Daniels & Daniels $7,862,000 $17,500 $13,000 ($56,000) $0 $7,836,500 Monteith Construction $7,104,000 $37,000 $18,000 ($48,000) $0 $7,111,000 Thomas Construction $7,652,007 $25,495 $ 7,945 ($56,000) $0 $7,629,447 J.M. Thompson $7,715,000 $16,000 $12,300 ($50,000) $0 $7,693,300 The McKinley Building Corporation bid was rejected due to an error in written amounts provided.  Alternate 1 involved constructing a dumpster pad and enclosure.  Alternate 2 consisted of improving accessibility between Thailian Hall and 320 Chestnut. Both of these alternates were being funded by the City of Wilmington who hoped to get the construction completed at a good price through this construction contract; however, this did not happen. Although Monteith's base bid was the lowest, their bid to perform Alternate 1 and 2 were higher. The City chose not to accept the project as bid by Monteith, electing to bid this project separately at a later date.  Alternate 3 involved reducing the glass on the stairwell if the project came in over budget. This reduction will not be necessary since the bid price is within budget.  Alternate 4 was the cost to install all lock cylinders, cores, and keying system using "Best Access Systems" locks. Since there was no additional charge for this alternate, the County will accept it as part of the bid. Staff is requesting the Board adopt the resolution awarding the bid to Monteith Construction Corporation in the amount of $7,104,000 for the additions and renovations to 320 Chestnut Street and authorize the County Manager to execute the contract; an August 2015 completion date is anticipated. Hearing no questions or comments, Chairman White requested direction from the Board. Motion: Commissioner Barfield MOVED, SECONDED by Commissioner Wolfe, to adopt the resolution awarding the bid to Monteith Construction Corporation in the amount of $7,104,000 for 320 Chestnut Street additions and renovations and authorize staff to execute the contract as presented. Upon vote, the MOTION CARRIED 4 TO 0. A copy of the resolution is hereby incorporated as part of the minutes and is contained in Exhibit Book XXXVIII, Page 9.7. ACCEPTANCE OF HEALTH AND HUMAN SERVICES FUNCTIONAL COLLABORATION GROUP ACTION PLAN Strategy and Policy Manager Beth Schrader presented an overview of the process used to evaluate the effectiveness and efficiency of health and human services in New Hanover County with the Department of Social Services (DSS) and the Health Department. Based on the report findings of the Health and Human Service Study Group a working group called the Functional Collaboration Group was formed to develop a detailed action plan. After months of additional data analysis and study the Functional Collaboration Group identified the following areas to be addressed:  Streamline Processes:  Single portal of entry (client tells their story once)  Reduce bureaucracy/administrative costs and redeploy savings and/or personnel into direct service provision  Eliminate Silos:  Provide access/ability to apply for means tested programs at all county sites NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, MAY 5, 2014 PAGE 76  Better coordination between health and human services based on clients or population served  Ability to easily share information  Provide Holistic/Integrated Services:  Interdisciplinary client management of health and human services  Improve Responsiveness/Customer Service:  Services delivered where, when and how (the way) it is convenient for the client  Improve Communication and Coordination (internal and external):  Communicate with partners and non-profits is seamless  Effective communication with client about eligible services, process, next steps and needed documentation  Effective, timely communication between departments that results in better service and outcomes to clients  Improve Health and Self-Sufficiency of Families and Individuals:  Mandated services and evidence based discretionary prevention and intervention programs that improve the health, well-being and self-sufficiency of families  Sustainable:  Ongoing evaluation of all processes and programs  Regular DSS and Board of Health Board communication and alignment regarding functional collaboration  Proactive interdepartmental/interdisciplinary culture  On-going Action Steps:  Evaluation of positions and staffing within agencies – explore transfer to direct services provision or programs as needed; to date, one vacant Health position and one staff member has been moved to DSS  Provide lean process improvement/program evaluation support to project teams and management  Identify and support IT solutions (funding, staff, training)  Assess and address staff engagement, satisfaction, turnover and burnout  Near-term Action Steps:  Explore feasibility of shared services model:  Internal operations such as Finance  Single transportation coordination hub; common contract terms (pricing and policies)  Facilitate referrals of Women Infant and Children eligible clients from DSS to WIC program manager  Coordinate scheduling through a common entity – programs, education, outreach and non- emergency requests  Boards of Health and DSS and Administration planning:  Develop common mission, vision, strategic plan, set annual priorities, review programs and service delivery  Bi-annual joint board meetings  Cross-sharing board minutes and reports  Staff/management collaboration:  Regular DSS, SRC, and Health management/managers meetings  Encourage cross-departmental staff-level interaction  Establish unified vision and approach to solving issues in a multi-discipline team  Medium-Term Action Steps:  Expand use of technology/technology solutions  Better coordination of services to school-based populations  Review/develop compliance-related policies to allow information sharing; ID policy barriers  Explore the feasibility of a common call center  Simplify workflow/work processes  Long-Term Action Steps:  Create an integrated intake system/process  Co-location of appropriate services  Best practices/programs  Technology investments:  Customer Relations Management  Database(s) – common central services; NHC and community partner resource  Client notification/ability to self-check Staff is requesting the Board accept the action plan and direct implementation to begin. Commissioner Barfield offered comments supporting consolidation of the two systems because of his concern of having two separate departments with employees that are paid by the County but without any direct oversight by the County Manager. He stated he understands wanting to keep the politics out of the decisions but cannot support the recommendation because of the need to streamline the processes, saving money in the process, and giving the County Manager the discretion to do what he needs to do within the organization. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, MAY 5, 2014 PAGE 77 Vice-Chair Dawson stated that the Board took action not to go forward with a full consolidation several months ago and that is what spurred the beginning of the study group and this task force. She stated that in her opinion the action plan that was presented is a good start and that it should proceed cautiously and thoroughly always keeping in mind that the services provided are done so in an efficient manner. She requested the Board receive quarterly updates on the progress of the action plan. Hearing no further questions or comments, Chairman White requested direction from the Board. Motion: Vice-Chair Dawson MOVED, SECONDED by Commissioner Wolfe, to approve the implementation of the Functional Collaboration Group action plan as presented. Upon vote, the MOTION CARRIED 3 TO 1. Commissioner Barfield voted in opposition. A copy of the Functional Collaboration Group action plan is available for review in the County Manager’s office. PUBLIC COMMENTS ON NON-AGENDA ITEMS Chairman White reported that no one had signed up to speak on non-agenda items. ADJOURNMENT Hearing no further business, Chairman White adjourned the meeting at 7:42 p.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.