2015-01-29 Agenda ReviewNEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
AGENDA REVIEW MEETING, JANUARY 29, 2015 PAGE 220
ASSEMBLY
The New Hanover County Board of Commissioners met for Agenda Review on Thursday, January 29,
2015, at 4:00 p.m. in the Harrell Conference Room at the New Hanover County Government Center, 230
Government Center Drive, Wilmington, North Carolina.
Members present: Chairman Jonathan Barfield, Jr; Vice-Chairman Beth Dawson; Commissioner Skip
Watkins; Commissioner Woody White; and Commissioner Rob Zapple.
Staff present: County Manager Chris Coudriet; County Attorney Wanda M. Copley; and Clerk to the
Board Teresa P. Elmore.
Chairman Barfield called the Agenda Review meeting to order and announced that the purpose of the
meeting is to review and discuss the Board’s agenda items for the February 2, 2015 Regular Meeting with discussion
as noted:
Consent Item 2. Adoption of State Road Resolutions
. In response to Board questions, County Manager
Coudriet explained that the roads were built based on the County’s and the State’s standards and reviewed at the
time of construction and the County does provide fire services. These roads may qualify for the density requirement
for the number of housing units completed and the State is ready to take possession.
Consent Item 3. Appointment of Directors to the New Hanover County Financing Corporation
. In
response to Board questions, County Attorney Copley reported that the Financing Corporation is a requirement for
any corporation in the purchase of limited obligation bonds. The Manager, Finance Director and the Chairman of
the Board serve as the Board of Directors and usually meet once a year for the annual meeting.
Consent Item Award of Contract to Audit the County’s Financial Statements to Cherry Bekaert,
5.
LLP
. In response to Board questions, Finance Director Lisa Wurtzbacher reported that Cherry Bekaert is a national
firm with seven offices in North Carolina. The contract is for one year with an option to continue for four years
based on satisfactory reporting techniques. The bid amounts are based on the number of audit hours that the
company provides for the task.
Consent Item 6. Approval of NC Education Lottery Project Application for Renovations Needed to
Use the Sidbury Road Site as a "Swing Space" for the College Park Elementary School During Building
Replacement
. In response to Board questions, County Manager Coudriet reported that the County Schools have
several plans to use the property of the former Rock Church. Besides the temporary location for the College Park
Elementary School as a swing site while the new school is being constructed, County Schools plan to use some of
the property for a Transportation Facility for school buses.
Consent ItemApproval of Board of Education Capital Outlay Budget Amendment #5
7. . In response
to Board questions, Budget Director Cam Griffin reported that the budget amendment appropriates funds for the
land purchase of the Northeast Elementary School in the amount of $1,627,374. The Commissioners approved the
land purchase on November 17, 2014.
Consent Item8. Adoption of Budget Amendment 15-044 for the Department of Social Services
.
County Manager Coudriet reported that the IV-E funds are federal reimbursement for the daycare subsidy.
Regular Item 9. Public Hearing: Special Use Permit Request by Hellman, Yates, and Tisdale on
Behalf of Angela W. Steele Life Estate to Develop a 150-Foot-Tall Telecommunications Tower at 6516
Murrayville Road (S-623, 11/14).
Planning and Zoning Supervisor Ben Andrea provided a brief update on the
request and responded to questions. The Planning Board voted 3 to 2 to recommend approval.
Regular Item 10. Consideration of a Utility Infrastructure Reimbursement Agreement.
County
Manager Coudriet reported that the agreement would allow the development of the elementary school to go forward.
Each participant would pay their pro rata share for the regional pump station and sewer expansion. Stevens Fine
Homes is the builder for the proposed development surrounding the school. Cape Fear Public Utility Authority will
design and construct the project.
Regular Item 11. Consideration of Request for Approval to Proceed with the Issuance of an RFP
(Request for Proposal) for Construction and Demolition Recycling Equipment for the New Hanover County
Landfill, as Included in the FY14-15 Adopted Budget.
Environmental Management Director Joe Suleyman
responded to questions from the Board on the proposed C&D equipment. Removing C&D materials from the waste
stream would save 1.3 years of landfill space per year.
Vice Chairman Dawson commented that she would like the County to consider other options in recycling
the C&D materials before spending $1.5 million on the proposed equipment. She asked Director Suleyman to
research whether private businesses could recycle the C&D materials and investigate whether the homebuilders
could expand their participation in separating the C&D materials.
State of the County Address
Commissioner White asked whether an advance copy of the State of the County Address would be
available. Chairman Barfield responded that no advance copy would be provided. In response to further questions,
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
AGENDA REVIEW MEETING, JANUARY 29, 2015 PAGE 221
County Manager Coudriet responded that the cost of the reception would be $5 per person for 100 to 150 people.
The expense would be paid from the non-departmental budget.
Staff Update
:
Finance Director Lisa Wurtzbacher presented a draft Travel Policy Update as follows:
Policy is for employees and it does not apply to Commissioners.
Advances were lowered to a minimum amount of the daily per diem.
Meals:
Per diem for travel related meals - based on GSA (US General Services Administration) rates:
Range from $46 - $71.
Procurement cards are not to be used for travel meals.
Meals during day trips are taxable.
Lodging:
Reimburse lodging the night before a conference/training in certain cases.
Transportation: Encouraged to use most economical mode of transportation:
Vehicles:
Mileage paid for personal vehicle used (IRS rate).
Procurement card used for gas purchases for rental cars only.
No family members are allowed to travel in County or rental vehicles.
Disallowed Expenses:
Entertainment (fees other than conference sessions/events) are not eligible.
County Manager Coudriet explained that the travel policy applies to all staff members in the organization.
If the Commissioners want to opt in on the policy, it would require Board action. The proposed policy will be easier
for the employees, the departments processing the expense reports and for the Finance Department.
Commissioner White stated that he would support adding the Commissioners to the travel policy at the
Board meeting on Monday, February 2, 2015 or adding it to the agenda for the February 16, 2015 meeting. He
announced that he needed to attend a CFCC Board of Trustees meeting and left the meeting at 4:35 p.m.
The Commissioners discussed the proposed travel policy and agreed that the Commissioners should use the
travel policy as a guide when traveling on County business. Additionally, the Commissioners believed that the
resolution adopted in 2012 concerning reimbursement of expenses when a Commissioner fails to attend an event and
the Commissioners’ Code of Ethics policy provide sufficient self-guidance for travel. The Commissioners
supported employees attending conferences and training and did not want a travel policy to be burdensome for the
employee.
Consensus
: The Commissioners agreed that the Commissioners would not be subjected to the travel policy and
they agreed to use the employee’s travel policy as a guideline.
Other Items of Discussion:
Commissioner Watkins resigned from the WDI, Inc. Board of Directors because of having a conflict with
the TAC/MPO meeting schedule held at the same time. He suggested that Commissioner Zapple may want
to be the Commissioners’ representative.
Commissioner Watkins announced that the Governor’s office has asked him to attend the forum on
Offshore Seismic Survey scheduled next week in Raleigh. The Department of Environment and Natural
Resources will be holding the forum and he will be on the panel discussion.
Commissioner Zapple congratulated and complimented Chris O’Keefe regarding the recently renovated
County Development Services office areas and the recent open house.
Chairman Barfield reminded the Commissioners of the Legislative luncheon scheduled for tomorrow and
asked that they be prepared to speak on the specific legislations impacting New Hanover County.
Vice-Chairman Dawson expressed appreciation to the Chairman and staff for their efforts in preparing a
State of County Address. She believed it would be a beneficial report for the citizens to hear and hoped
that the Board would continue providing the address in the future.
ADJOURNMENT
There being no further business, Chairman Barfield adjourned the meeting at 4:58 p.m.
Respectfully submitted,
Teresa P. Elmore
Clerk to the Board