2015-04-20 Regular Meeting
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 269
ASSEMBLY
The New Hanover County Board of Commissioners met in Regular Session on Monday, April 20, 2015, at
9:00 a.m. in the Human Resources Training Rooms, New Hanover County Government Center, 230 Government
Center Drive, Suite 135, 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 Copley; and Clerk to the Board
Teresa Elmore.
INVOCATION AND PLEDGE OF ALLEGIANCE
Pastor Wayne Johnson, Sr., St. Stephen A.M.E. Church, provided the invocation and Commissioner
Watkins led the audience in the Pledge of Allegiance to the Flag.
APPROVAL OF CONSENT AGENDA
Chairman Barfield asked if any member of the Board would like to remove or discuss any item on the
Consent Agenda.
Hearing no further comments, Chairman Barfield requested a motion to approve the Consent Agenda.
Motion:
Commissioner Watkins MOVED, SECONDED by Commissioner Zapple, to approve the Consent Agenda
as presented. Upon vote, the MOTION CARRIED UNANIMOUSLY.
CONSENT AGENDA
Approval of Minutes – Governing Body
The Commissioners approved the following minutes as submitted by the Clerk to the Board:
Special Meeting held on March 20, 2015
Agenda Review Meeting held on April 2, 2015
Regular Meeting held on April 6, 2015
Adoption of Proclamation Recognizing Speech and Language Day for the Ritecare® Clinics of the Scottish
Rite Masons for the Valley of Wilmington – Governing Body
The Commissioners adopted a proclamation recognizing April 22, 2015 as Speech and Language Day for
the Ritecare® Clinics of the Scottish Rite Masons for the Valley of Wilmington, North Carolina.
A copy of the proclamation is hereby incorporated as part of the minutes and is contained in Exhibit Book
XXXIX, Page 8.1.
Adoption of Fair Housing Month Proclamation - Planning and Inspections Department
The Commissioners adopted a proclamation recognizing April 2015 as Fair Housing Month in New
Hanover County.
A copy of the proclamation is hereby incorporated as part of the minutes and is contained in Exhibit Book
XXXIX, Page 8.2.
Acceptance of February 2015 Monthly Tax Collection Reports – Tax Department
The Commissioners accepted the following Tax Collection Reports as of February 2015:
New Hanover County
New Hanover County Fire District
Copies of the Tax Collection Reports are hereby incorporated as part of the minutes and are contained in
Exhibit Book XXXIX, Page 8.3.
Adoption of Budget Ordinance Amendments – Budget Department
The Commissioners adopted the following Budget Ordinance Amendments for fiscal year ending June 30,
2015:
15-058 Schools
15-059 Sheriff's Office
15-060 Sheriff's Office
15-061 Emergency Management and 911 Communications
15-062 Department of Social Services
15-063 Department of Social Services
15-064 Health Department
Copies of the budget ordinance amendments are hereby incorporated as part of the minutes and are
contained in Exhibit Book XXXIX, Page 8.4.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 270
REGULAR ITEMS OF BUSINESS
PRESENTATION OF SERVICE AWARDS TO RETIREES AND EMPLOYEES
Recognition of Retiring Employees
County Manager Coudriet requested the following employees to step forward and be recognized on their
retirement from the County:
Kathy Klutz, Emergency Management/911, retiring with 24 years
Miranda Pearce, Department of Social Services, retiring with 25 years
Joseph Sigman, Sheriff’s Office, retiring with 25 years
Chairman Barfield presented a retirement award to each one and the Commissioners expressed appreciation
and thanked them for their years of dedicated service to New Hanover County.
Recognition of Employees with Service Awards
County Manager Coudriet announced that ceramic coffee mugs will be presented to employees with five
years of service and the pens made by Kids Making It would be awarded to employees with ten years of service. He
requested the following employees to step forward to receive service awards:
Five Year: Joshua Bossio, Fire Services
Stephen Knotts, Fire Services
Michael Lewis, Sheriff’s Office
Benjamin Ward, Fire Services
Scott White, Fire Services
Lisa Wurtzbacher, Finance Department
Ten Year: William Lloyd, Parks and Gardens Department
Cynthia McClendon, Department of Social Services
Esther Watson-Hall, Department of Social Services
Fifteen Year: Daniel Hands, Property Management
Twenty–Five Year: Rosemary Richardson, Department of Social Services
Donna Willetts, Department of Social Services
Thirty-Five Year: Diane Berry, Senior Resource Center
Chairman Barfield presented a service award to each employee and the Commissioners expressed
appreciation and thanked each one for their years of dedicated service.
Recognition of New Employees
County Manager Coudriet requested the following new employees to stand and be introduced:
Anthony Bennett, Property Management
Lawrence Caddell, Information Technology Department
Virginia Donovan, Health Department
Jessica Horn, Department of Social Services
Tameka Small, Health Department
Richard Thomas Jr., Property Management
James (David) Williams, Fire Services
Benjamin Brink, Airlie Gardens
On behalf of the Board, Chairman Barfield welcomed the employees to County Government and wished
them success in their new positions.
ADOPTION OF PROCLAMATION RECOGNIZING APRIL 23-26, 2015 AS STAND AGAINST RACISM
DAYS IN NEW HANOVER COUNTY
Chairman Barfield reported that YWCA Executive Director Susan Fennell has requested the Board adopt a
proclamation recognizing April 23-26, 2015, as Stand Against Racism Days in New Hanover County.
Commissioner Watkins read the proclamation into the record.
Motion
: Commissioner Watkins MOVED, SECONDED by Vice-Chairman Dawson, to adopt the proclamation
recognizing April 23-26, 2015 as Stand Against Racism Days in New Hanover County as presented. Upon vote, the
MOTION CARRIED UNANIMOUSLY.
YWCA Director Susan Fennell and Assistant Director Katie Tate were present to receive the proclamation
and to make comments. The Commissioners were invited to the Multicultural Unity Celebration/Stand Against
Racism on Friday, April 24, 2015 at 11:00 a.m. to 4:00 p.m.
A copy of the proclamation is hereby incorporated as part of the minutes and is contained in Exhibit Book
XXXIX, Page 8.5.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 271
ADOPTION OF PROCLAMATION DECLARING THE MONTH OF MAY 2015 AS WOMEN OF
ACHIEVEMENT MONTH IN NEW HANOVER COUNTY
Chairman Barfield reported that YWCA Executive Director Susan Fennell has requested the Board to adopt
a proclamation declaring the month of May 2015 as Women of Achievement Month in New Hanover County and
was present to receive the proclamation. Vice-Chairman Dawson read the proclamation into the record and moved
for adoption.
Motion
: Vice-Chairman Dawson MOVED, SECONDED by Commissioner Zapple, to adopt the proclamation
declaring the month of May 2015 as Women of Achievement Month in New Hanover County. Upon vote, the
MOTION CARRIED UNANIMOUSLY.
YWCA Director Susan Fennell and Assistant Director Katie Tate were present to receive the proclamation
th
and to make comments. Director Fennel invited the Commissioners to attend the 30 Annual Women of
Achievement Awards Dinner on Thursday, May 7, 2015 at the Wilmington Convention Center and she
congratulated Vice-Chairman Dawson on her nomination for the award.
A copy of the proclamation is hereby incorporated as a part of the minutes and is contained in Exhibit Book
XXXIX, Page 8.6.
ADOPTION OF PROCLAMATION RECOGNIZING MAY 2-10, 2015 AS TRAVEL AND TOURISM
WEEK IN NEW HANOVER COUNTY
Chairman Barfield reported that the Wilmington and Beaches Convention and Visitors Bureau/Tourism
Development Authority has requested the Board adopt a proclamation recognizing May 2-10, 2015 as Travel and
Tourism Week in New Hanover County.
Motion
: Commissioner White MOVED, SECONDED by Vice-Chairman Dawson, to adopt the proclamation
recognizing May 2-10, 2015 as Travel and Tourism Week in New Hanover County. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
Chairman Barfield read the proclamation for the record and noted the importance of the tourism industry to
the local economy and for the sales tax revenues it generates for the County. CEO Kim Hufham and
Communications/Public Relations Director Connie Nelson were present to receive the proclamation and to make
comments. Ms. Hufham invited the Commissioners to the Travel Rally Breakfast on National Travel Rally Day on
Tuesday, May 5, 2015 at the Wilmington Convention Center.
A copy of the proclamation is hereby incorporated as part of the minutes and is contained in Exhibit Book
XXXIX, Page 8.7.
PRESENTATION OF THE COMMUNITY CHILD PROTECTION TEAM ANNUAL REPORT
Assistant Director Wanda Marino of the Department of Social Services reported that N.C. General Statutes
require that a report be made to the Commissioners regarding services for children as well as achievements made by
the Community Child Protection Team (CCPT). The CCPT identified the following four gaps or deficiencies in
services and resources for children and families:
Lack of Consistent, Accessible, Effective Mental Health Services: (a) Inadequate number of qualified
professionals who can provide trauma focused cognitive behavioral therapy for children who are victims of
abuse, neglect and/or trauma. (b) Unacceptable services for families and children experiencing a mental
health crisis, which requires in-patient treatment for stabilization, i.e. long waits, which can be days or
weeks, in the emergency room and a great distance to travel to access services. (c) Minimal appropriate
out-of-home placements that currently exist for children identified with sexually acting out behaviors.
Recommendation: Expand funding to recruit and train qualified professionals who can provide trauma
focused cognitive behavioral therapy. Seek full support of CoastalCare (Trillium Health Resources) in
the supervision and accountability of private mental health providers and in advocating for local
placements for children with sexually acting out behaviors.
Substance Abuse-Involved Families: Substance abuse by parents and caretakers continues to be a prevalent
contributory factor in the child maltreatment cases reviewed. The negative impact that results from
substance abuse involves children left unsupervised, children born testing positive for a controlled
substance such as prescription medications or illegal drugs, caretakers involved in criminal behavior
leading to incarceration and sadly child fatalities.
Recommendation: Improve the early identification of at-risk caretakers of substance abuse issues for
earlier intervention and better outcomes. Continue collaboration with community partners to develop
policy and procedures regarding the safety of children while a parent or caretaker is in methadone
treatment.
Inadequate Childcare Financial Support for Working Families and Families in Crisis: Children involved
with Child Welfare receive childcare in order to alleviate the safety issues in their current home
environment to prevent foster care placements or when they are in the custody of DSS and the foster
parent/caretaker is employed. The problem occurs when the family is stabilized and/or reunified and DSS
closes the case. The family must then apply for subsidy daycare that automatically results in the child
being placed on the waiting list. The childcare subsidy waiting list grows daily and currently exceeds 700
children. The lack of adequate subsidized daycare funding often results in repeat maltreatment for children
and families in our county.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 272
Recommendation: Expand both local and state funding for childcare subsidy in an effort to allow
families to remain self-sufficient and to prevent repeat maltreatment.
Lack of Affordable Non-Subsidized Housing: Families who are at or just above the current poverty
guidelines are not eligible for subsidized housing. They struggle to find affordable, adequate housing in
New Hanover County. Too often, the results are families being forced to live in unsafe neighborhoods,
multiple families residing in a single residence, or tragically enough, homelessness.
Recommendation: Provide funding to community agencies to develop innovative housing initiatives/
solutions with recommendation that meet the needs of all our population in the County, particularly the
working poor, and require strict enforcement of housing regulations.
Judge Jay Corpening, Chairman of the CCPT, reported on the goals and accomplishments of the CCPT as
follows:
“Everybody Matters” – Child Abuse Prevention Month and the Annual Flower Launch on April 22, 2015.
“Kids in Cars” – An initiative to have 911 operators notify DSS of any reports of kids left unattended in
cars and to notify retail stores so that announcements can be made in stores. In addition, NHCTV produced
a video on the hazards of leaving children unattended in cars.
“Handle with Care” – Law enforcement initiative to notify schools of any potential traumatic situations that
may affect a child at school.
“Infant Safe Sleeping Tips” – A flyer developed to educate the public in reducing the risk of SIDS and
sleep related causes of infant deaths.
Judge Corpening requested the appointment of the following individuals to the CCPT for the ensuing year:
Mary Ann Lama, Executive Director, Domestic Violence Shelter and Services, Inc.; Robert J. Speight, Chief Court
Counselor, Juvenile Justice Division; Amy Feath, Executive Director, Carousel Center for Abused Children; Chris
Preston, New Hanover County Youth Empowerment Services Manager; and Warren Lee, Director, New Hanover
County Emergency Management.
Chairman Barfield requested direction from the Board.
Motion
: Vice-Chairman Dawson MOVED, SECONDED by Commissioner Watkins, to accept the Community
Child Protection Team Annual Report and to appoint members as recommended to the Community Child Protection
Team for one-year terms expiring April 2016. Upon vote, the MOTION CARRIED UNANIMOUSLY.
Chairman Barfield expressed appreciation to Judge Corpening for the extraordinary work he does for the
citizens of New Hanover County and on behalf of the Board, he thanked the CCPT for the report.
PRESENTATION OF THE NEW HANOVER SOIL AND WATER CONSERVATION DISTRICT
ANNUAL UPDATE
New Hanover Soil and Water Conservation District Chairman William J. Hart and Director Dru Harrison
presented the following annual report:
Supervisors:
William J. “Bill” Hart, Chairman – Elected
William Murray, Jr., Vice-Chairman – Elected
Sue Hayes, Treasurer/Secretary – Appointed
Andy Mills, Member – Appointed
Frank Mears, Member – Elected
Staff: Dru Harrison, Director and Elissa Riley, Education Coordinator
How Your District Works: General Statute 139.1-139.357 (not a non-profit organization) Created by a
majority vote of New Hanover County citizens to implement voluntary, incentive-based conservation
practices on private and public lands, which operate on three levels of fiscal and physical support:
Local/County and City, State and Federal.
Mission: To protect and enhance water quality throughout New Hanover County through stormwater
management, land conservation, technical support to citizens and organizations, and conservation education
and outreach activities.
Services:
Community Education and Outreach: School Programs, Outdoor Learning Centers, Pet Waste
Education, Monthly Rain Barrel Sales, Community Events, State, Regional & Local Committees,
Summer Camps
Cost Share Programs: $26,000
Community Conservation Assistance Grant Program (CCAP) = Approximately $6,000
Agriculture Cost Share Grant Program = Approximately $20,000
CCAP Best Management Practices (BMP): Rain Gardens, Wetlands, Pet Waste Receptacles, Marsh
Sill, Vegetative Cover, Cisterns and Bio-retention Areas
2015-2016 Goals:
Add an additional Outdoor Learning Center; NHC Public schools continue with the major initiative of
creating and maintaining outdoor classrooms at all public schools
Install two additional BMPs to improve local water quality
Continue to provide technical support to NHC staff to improve local water quality and enhance our
community
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 273
In response to Board questions, Ms. Harrison reported that the District has coordinated with the Cape Fear
Museum to install a rain garden for their new outdoor learning environment.
On behalf of the Board, Chairman Barfield thanked Mr. Hart and Ms. Harrison for the update.
ADOPTION OF A RESOLUTION AWARDING BID FOR THE PURCHASE OF A RECORDING
SYSTEM FOR THE REGISTER OF DEEDS TO BUSINESS INFORMATION SYSTEMS
Registrar of Deeds Tammy Beasley requested the approval of the purchase of a recording system for the
Register of Deeds Office. The current software does not comply with the indexing standards and will not operate on
the newer versions of Microsoft Windows as required for security. In response to the County's Request for
Proposals (RFP) issued on January 21, 2015, sealed bids for the purchase of a recording system were received from
Business Information Systems (BIS), Courthouse Computer Systems (CCS), and Internet Technologies, Inc. After
review of their technical requirements, BIS and CCS were invited to conduct demonstrations of their systems. Staff
unanimously selected BIS for the award of contract as their system was deemed the best fit and the lowest cost of
the proposals received. A final contract consisting of two servers, thirteen printers and a five-year maintenance
period was negotiated for $349,643. Funding for the project would be through the Automated Enhancement
Preservation Fund, as established in the General Statutes for Register of Deeds technological projects and the
proposed system would provide new efficiencies for staff as well as a better and easier experience for customers.
Chairman Barfield called for questions from the Board and requested direction.
Motion
: Commissioner Watkins MOVED, SECONDED by Commissioner Zapple, to adopt the resolution
awarding the bid to Business Information Systems for the purchase of a recording system for the Register of Deeds,
in the amount of $349,643, to include purchase, installation, and maintenance for five years.
In discussion of the Automated Enhancement Preservation Fund, Ms. Beasley explained that funds
provided through the general statutes are based on a percentage of the recording fees. County Manager Coudriet
reported that the Finance Director oversees the funds and the Information Technology Department and Ms. Beasley
reviewed and approved the purchase. As of June 30, 2014, the fund had a total of $579,000.
Information Technology Director Leslie Chaney reported that the County has tried for a number of years to
make the current system work and it was determined that a new system was needed to comply with the State’s
indexing standards. The proposed system is a proven system in several counties in the State.
Vote Result
: Upon vote, the MOTION CARRIED UNANIMOUSLY.
A copy of the resolution is hereby incorporated as part of the minutes and is contained in Exhibit Book
XXXIX, Page 8.8.
BREAK
: Chairman Barfield called a break from 10:25 a.m. to 10:35 a.m.
ADOPTION OF RESOLUTION AWARDING BID FOR PARTIAL CLOSURE OF LANDFILL CELLS 2-6,
AND ADOPTION OF ASSOCIATED BUDGET AMENDMENT TO TRANSFER FUNDS INTO THE
CAPITAL PROJECTFUND
Environmental Management Director Joe Suleyman requested the Board to award a bid for the partial
closure of ten acres of landfill cells two through six to Thomson, Corder and Company, in the amount of
$2,181,912. A bid opening held on March 25, 2015 received four qualified bids. SCS Engineers, the consulting
firm who assisted with the bid evaluation, reported that there was a significant difference in the bids mainly due to
the cost of importation of soil for the closure projects.
Furthermore, Director Suleyman requested approval of Budget Amendment 2015-065 to transfer $570,912
from the Environmental Management Enterprise Fund to the Capital Project Fund to increase the available funds to
$2,431,912, which would cover the bid and engineering costs. The Capital Project Ordinance for the Landfill
Northern Property Closure adopted on April 8, 2013, has a balance of $1,861,000.
In response to Board questions, Director Suleyman explained the cell closure process and the need to bring
in soil for the closures due to the poor soil conditions on site. The budget amendment was needed to increase funds
for the additional acreage of the closure, as the County was unable to receive the necessary permits in time for last
year’s closure. The budget amendment covers the additional cost of closing ten acres instead of five in order to keep
the closures on a schedule. Concerning gas recovery, Director Suleyman explained that the vertical gas extraction
wells are within the closure project, but the volume of gas is not sufficient at this time for companies to invest in
infrastructure for extraction.
Vice-Chairman Dawson expressed appreciation to Mr. Suleyman for obtaining the proper seal and
signature for the professional engineering opinion on the bid evaluation and recommendation from SCS Engineers,
PC.
Motion
: Commissioner Zapple MOVED, SECONDED by Commissioner Watkins, to adopt the resolution
authorizing the award of construction services for the partial closure of landfill Cells 2-6 to Thomson, Corder and
Company in the amount of $2,181,912 and to approve Budget Amendment 2015-065 transferring $570,912 of
additional funds to the Capital Project Fund. Upon vote, the MOTION CARRIED UNANIMOUSLY.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 274
Copies of the resolution and budget amendment are hereby incorporated as part of the minutes and are
contained in Exhibit Book XXXIX, Page 8.9.
APPROVAL OF AN INTERLOCAL AGREEMENT BETWEEN NEW HANOVER COUNTY AND THE
CITY OFWILMINGTONFORPROCESSING OF RECYCLABLE MATERIALS
Environmental Management Director Joe Suleyman reported that the County and the City of Wilmington
desire to enter into an interlocal agreement for the long-term processing of recyclable materials. The County would
negotiate with Sonoco, a global firm with many material recovering facility operations in the State, to develop a
service agreement to install and operate recycling processing equipment at the former WASTEC facility. The
County and City would commit tonnage from their recycling collection operations and additional tonnage would
come from the private sector, beach communities and surrounding counties to bring approximately 25,000 tons per
year to the Sunoco facility. The County agrees to accept the City's recyclable materials for a period of eight years
and to collect a processing fee based upon the formulas established in the Interlocal agreement. Other provisions of
the interlocal agreement include:
County will retain responsibility for the operation and maintenance of facility’s weigh scales.
Each ton will be charged a baseline-processing fee of $10.00 per ton.
The interlocal agreement may be extended for one successive five-year term.
The agreement is contingent upon the County executing a contract with a private third party contractor
for recycling services.
In the event the City is unable to appropriate funds for a fiscal year, the City would participate
proportionally with the County in any costs of penalty charged by the private contractor.
In response to Board questions, Director Suleyman reported that the waste composition studies have shown
that less than 10% of the residents in the unincorporated areas participate in the recycling program and that 30% of
household waste is recyclable materials. He gave the opinion that to divert effectively 100% recyclables from the
landfill, mandatory recycling collections countywide would need to be implemented and he estimated that it would
cost the County $80,000 per year to provide curbside recycling in the unincorporated area. However, the propose
facility would increase the revenue stream for the County, but the County would still have the cost of collections.
Commissioner Watkins commented on the importance of removing recyclable waste from the landfill and
he encouraged the Commissioners to consider implementing a curbside recycling program in the County.
In response to questions on the RFP process not used for proposed project, Director Suleyman reported that
the County was under pressure to have a recycling contract in time for the City’s deadline of July 1. In order to
proceed without an RFP, the following would apply:
The term of contract would not exceed ten years including any extensions.
No construction would be involved as required in an RFP. The County would provide space to Sunoco
and they would install or use equipment from within their company.
Director Suleyman reported that staff is comfortable in proceeding with the Sunoco operation as they are a
well-known firm with a global presence and they have a facility located in Jacksonville, N.C. The company uses the
recycled product to make their packaging for feedstock and they would not be impacted by the up and down prices
of the commodities market. At this time, most companies would not expand their businesses due to the low prices
of the markets.
Furthermore, Director Suleyman stated that Sunoco was willing to provide a good agreement on a very
short notice with a product that will benefit both the City and County. Additionally, Sunoco plans to process the
cardboard waste from the construction and debris recycling program instead of using the County’s facility.
Motion
: Commissioner Watkins MOVED, SECONDED by Commissioner Zapple, to approve the interlocal
agreement between New Hanover County and the City of Wilmington for the long-term processing of recyclable
materials for a period of eight years. Upon vote, the MOTION CARRIED UNANIMOUSLY.
PRESENTATION OF THEHEALTH AND HUMAN SERVICES FUNCTIONAL COLLABORATION
UPDATE
Assistant Director Cindy Hewett of the Information Technology Department presented the Health and
Human Services Spatial Analysis: A Focus on Improving the Patient/Client Experience – Service Delivery from
their Perspective. Staff explored ways to improve the workflow and client/patient flow as well as maximize the
current utilization of the current physical locations of the Department of Social Services (DSS), Public Health
Department, the Health Clinic and the Senior Resource Center (SRC). The study is a combination of a larger set of
projects that explored the feasibility of the Health and Human Services (HHS) consolidation/collaboration. The
information was provided to the Budget Department and the Finance Department for their input. The following
PowerPoint presentation was given:
Reviewed Previous Reports and Conducted Meetings at Each Facility:
Meeting included mid-level managers, program managers, assistant directors, line staff
Conducted walkthroughs of all the facilities involved
Observation of Client/Patient Flow
Compilation of Data - Pulled “all” Together and then Dissected in Two Categories:
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 275
Customer Focused (short-term/long-term)
Internal Efficiencies (short-term/long-term)
Other Considerations:
Dependencies
Budget
More Research/Evaluation needed
Begin with the End in Mind:
Transitioning from Program Centric to Patient/Client Centric
Improved Service Delivery from the Patient/Client Perspective
Improve Patient/Client Experience - Holistic Approach
Serving not just the Patient/Client but the Family
Identifying Staff Needs
Implementing Technology Solutions
Customer Focused Recommendations:
Moving WIC Clinic into new Health Clinic
Maximizing use of Clinic Rooms
Consolidated Laboratory
Transformation of Customer Care at Health
Collocation of Services
Internal Efficiencies Recommendations:
Numerous Relocation of Staff and Teams
Expanding Telework Opportunities
Purging, Reorganizing, Relocating of Files, Storage and Supply Areas
Scanning Project - Delete paper files
Technological Recommendations (Short-Term):
Increasing Wireless Access Points
Voice mail to Email
Lync for Video-conferencing
Technological Recommendations (Long-Term):
Self-Serve Scanning Kiosk
Development of a multi-agency Call Center
Implementation of a Software Solution for a Single Portal of Entry
Repositioning/Repurposing Health and Human Services Staff:
Eight Staff from Health Repurposed for DSS
One Staff from SRC repurposed for DSS
Realign Fiscal Staff from DSS to NHC Finance
Realign Fiscal Staff from Health to NHC Finance
Recommendations Recap:
Revised Workflows and Improved Facility Layouts
Patient/Client Centric
Improved Service Delivery
Improved Patient/Client Experience - Holistic Approach
Maximizing Use of New Clinic Space:
Moving WIC into Health Clinic
Consolidated Laboratory
Multi-use Clinic Rooms
Collocation of Services
Repurposing/Realignment of HHS Staff
Additional Evaluation and Research:
Identification of Dependencies and Next Steps
Further Research Needed:
Adult Services Collocation
Senior Resource Center (Social Work) – Under the DSS Umbrella
Long-Term Technological Solutions
Single Site Campus
County Manager Coudriet thanked staff for preparing the recommendations for the functional collaboration
plan that took place over several months with many staff members contributing. Finance Director Lisa Wurtzbacher
and her team provided input on the positions that need to be reassigned from Health, DSS and the Senior Resource
Center and co-located under one reporting structure. The Finance Director by the statute is responsible for the
financial integrity of the County and it is appropriate that she should have the overall operational responsibility and
control for financial matters. She has created a plan of realigning people around to make for a better operation.
Twenty-three staff positions are being reassigned operationally, organizationally or the position is being
repurposed to provide critical service directly to patients and clients. The repurposed positions created new capacity
without creating a single new position. Functional collaboration would create efficiencies in the process and in the
system. The plan presented demonstrates that staff is delivering on that commitment and promise to the Board.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 276
County Manager Coudriet stated that he believes functional collaboration is the right model for the County,
but if the Board wants more efficiency and more focus on the patient/client service with less spending in the future,
the Board will need to think seriously on the current policy of collaboration and think more aggressively about
consolidation. Upcoming changes in personnel will have two-thirds of the senior leadership of Health and Human
Services Agencies gone or leaving by July 1. The County will need to rehire new director positions to continue with
the functional collaboration or it could rehire those positions focused on better integration and ultimate consolidation
of services.
County Manager Coudriet reported that Staff has scheduled presentations with both the Board of Health
and the Board of Social Services. Every Staff person affected by the change has been debriefed on the plan. Any
position that is being repurposed or reassigned to Finance has had a direct conversation with their current and future
supervisor. Those that are being repurposed understand that they will be given access to training for the job. Staff
and the HHS governing boards have been electronically debriefed. The presentation will be given to the HHS
governing boards at their next meetings and they should have an understanding of the reorganization as well as the
reassignment of personnel to be effective July 1.
Vice-Chairman Dawson commented on the great work performed by the functional collaboration task force
and that she supported functional collaboration and the continuation of implementing the task force’s suggestions.
In talking with other County Commissioners in the State who have consolidated Health Department and DSS, no
substantial savings have been realized. She believed that a slower method as recommended by the task force would
be more practical and suggested that finding more functions to consolidate would be more beneficial.
In response to questions about the software and technological needs, I.T. Director Leslie Chaney reported
that the County has enhancement capability with some of the Microsoft products and would add some efficiency;
however, the three agencies use different programs and may require a major overhaul with software. County
Manager Coudriet added that all the data is currently stored and maintained through the Information Technology
Department. Whether functional collaboration or consolidation, the State would need to take the lead in integrating
the software solution. The IT Department would do the front end that allows for a single portal entry, but the
wholesale redesign of the system has to be led by the State as the County implements the State’s policies ultimately
at their direction. Information technology is important and critical, but it would not prevent the County from being
more patient and client centered and more efficient and effective.
In terms of governance for the two departments, County Manager Coudriet recommended that the Board of
Commissioners should not serve as the governing body for the consolidated Human Services Board but should have
a consolidated Human Services Board of fifteen people made up of largely the professional categories as in the
Board of Health. This board would be responsible for the policymaking functions of DSS, Health and the Senior
Resource Center. The director, appointed by the County Manager, would be responsible for staff with the advice
and consent from the consolidated Human Services Board.
Chairman Barfield commented that the hospital realized a $50 million plus profit last year due to recent
implementations of lean strategies while being committed to no employees losing their jobs. The lean strategies
implemented created greater efficiencies and reduced positions through attrition and realignment of personnel. He
expressed appreciation to all participants who studied the issues of collaboration versus consolidation and found
efficiencies to save taxpayers’ money and to reduce redundancies within certain departments. While the County is
achieving efficiencies, greater efficiencies could be realized through the consolidation of the three agencies. The
DSS director position is open, the director of the Senior Resource Center will be retiring soon and it is the best time
to move forward with consolidation.
Motion:
Chairman Barfield MOVED to have staff proceed with the consolidation of the Department of Social
Services and the Health Department beginning July 1.
In further discussion, some of the Commissioners felt that they needed additional information and
discussion before proceeding in the consideration of a consolidated board and they were not ready to vote. Vice-
Chairman Dawson supported functional collaboration as recommended by the task force and she suggested that the
Commissioners may want to attend the School of Government’s class about consolidation and collaboration of
health and human services to learn more about the agencies and the issues and she requested Ms. Elmore to check on
the availability of classes.
Chairman Barfield tabled the motion for one month in order for the Commissioners to get additional
information on the consolidation process.
Chairman Barfield thanked County Manager Coudriet and staff for the report.
PRESENTATION OF TAX BASE AND FUND BALANCE DATA FOR PRIOR YEARS
Finance Director Lisa Wurtzbacher presented an update on the prior year tax base and fund balance data as
follows:
Fund Balance June 30, 2014:
Unassigned fund balance = $63.7 million
Represents 23.25% unassigned fund balance
Current policy dictates a minimum of 21% unassigned:
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 277
Previous fund balance goal of 16.67%
Fund Balance Percentage History:
2009 = 13.6%
2010 = 17.9%
2011 = 20.5%
2012 = 23%
2013 = 23%
2014 = 23.25%
Tax Base:
Average growth rate in actual tax base since 2009 disregarding revaluation year is 1.1%
June 30, 2014:
Projected tax base: $29.2 billion
Actual tax base (disregarding one time motor vehicle collections): $29.3 billion
Tax Base History:
2009 = $33.4 billion
2010 = $33.8 billion
2011 = $33.9 billion
2012 = $34.2 billion
2013 = $29.0 billion (revaluation year)
2014 = $29.3 billion
2015= $29.5 billion projected; as of April 1 = $29.3 billion realized
The goal is to have a 21 percent fund balance and any excess capacity allows the County to appropriate for
one-time projects with the objective not to fund normal operations with the fund balance and focus on the one-time
large capital projects or things of that nature.
County Manager Coudriet pointed out that in the year ended June 30, 2014, the fund balance was at 23.5%,
which allowed the County to appropriate $8 million in the current budget and along with other spending decisions
the Board has made through the year, the fund balance is closer to $13 million.
Commissioner White requested a chart showing the correlation between the tax base growth and the tax
collections/revenues over the last five years to show the gross budgets. Although a 21 percent fund balance is
fiscally prudent, it is also taking dollars from citizens and the Board will need to determine if it is too high. He
requested another chart to show the amount of all revenues, ad valorem and sales tax, collected for the last five
years.
Additionally, Commissioner White asked the County Manager to separate or breakout line items in the
recommended budget if he was requesting an expansion of the federal childcare program so that the Commissioners
could make its own policy choices as to whether or not a federal or state mandated program should be supplemented
with local tax dollars.
Commissioner Zapple requested to receive information on fund balance policies or percentage policies for
peer Counties that are urban and are AAA rated by the bond agencies.
Chairman Barfield expressed concern about reducing the fund balance when the County does not know the
future impacts on the Budget. Senator Brown’s bill on the redistribution of sales tax could result in the County
losing $13 million in revenues. A good fund balance is needed in case of a natural disaster or an emergency. In the
past, the decision was made to balance the Budget by dipping into the fund balance as opposed to raising taxes,
which resulted in the County losing its AAA rating. He cautioned against jeopardizing the bond rating when it is a
known fact that the rating agencies look for a high rate of fund balance in a local government. The reason the
County attained the AAA bond rating was predicated upon the County having a 21 percent fund balance.
With no other comments, Chairman Barfield thanked Ms. Wurtzbacher for the update.
COMMITTEE APPOINTMENTS
Appointment to the New Hanover County Adult Care Home Community Advisory Committee
Chairman Barfield reported that up to seven vacancies exist on the Adult Care Home Community Advisory
Committee with one new application available for consideration.
Commissioner Watkins nominated Fred Gainey for appointment. The nomination was seconded by Vice-
Chairman Dawson.
Vote Results:
The Board voted UNANIMOUSLY to appoint Fred Gainey to serve a one-year term on the Adult
Care Home Community Advisory Committee with the term expiring on April 30, 2016.
Appointment to the New Hanover County Industrial Facilities and Pollution Control Financing Authority
Chairman Barfield reported that a vacancy exists on the Industrial Facilities and Pollution Control
Financing Authority for an unexpired term with one application received.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33
REGULAR MEETING, APRIL 20, 2015 PAGE 278
Commissioner Watkins nominated Jonathan (Jon) Akers for appointment. The nomination was seconded
by Commissioner Zapple.
Vote Results:
The Board voted UNANIMOUSLY to appoint Jonathan (Jon) Akers to an unexpired term on the
Industrial Facilities and Pollution Control Financing Authority with the term expiring on February 22, 2019.
PUBLIC COMMENTS ON NON-AGENDA ITEMS
Chairman Barfield reported that no one had signed up to speak on non-agenda items.
ADDITIONAL COMMENTS:
County Manager Coudriet reminded the Board of the joint meeting with Wilmington City Council on
Thursday, April 23, 2015, to continue discussion of the Garner report.
nd
Commissioner Watkins wished his son, Brian, a happy 22 birthday.
th
Chairman Barfield congratulated Pastor Robert Campbell in celebrating his 11 pastoral anniversary with
New Beginnings Christian Church.
th
Chairman Barfield reported on attending St. Luke A.M.E. Zion Church on its 150 anniversary and
congratulated them on the occasion.
Commissioner Zapple congratulated organizers of the Wilmington Jewish Festival on its success and
encouraged everyone to see one of the selected films.
ADJOURNMENT
There being no further business, Chairman Barfield adjourned the meeting at 12:18 p.m.
Respectfully submitted,
Teresa P. Elmore
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 checkout at all New Hanover County Libraries and
on-line at www.nhcgov.com.