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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.