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HomeMy WebLinkAboutJuly 21 2015 Board Meeting MinutesNew Hanover County ABC Board Meeting Minutes July 21, 2015 I. Call to order Chairman R o b e r t W. M a r t e n i s called to order the regular meeting of the New Hanover County Alcoholic Beverage Control Board at 8:30am on July 21, 2015 at the General Office, 6009 Market Street, Wilmington, NC II. Roll call Carol Martin, Board Secretary, conducted a roll call. The following Members of the Board were present: Robert W. Martenis, Chairman William A. Kopp, Jr., Vice Chairman Thomas Wolfe, Member Augustus C. Everett, Jr., Member Vivian Z. Partin, Member Others in attendance were: Gary Cain, Retail and LBD Operations Manager Charles Hill, Interim 2nd Retail and LBD Operations Manager Carol Martin, Board Secretary Wanda Copley, Legal Counsel Avril Pinder, Ex- Officio Member Chris Harrison, ABC LBD Manager Sergeant Joe Jewell, NHC Sheriff's Department Kathy Clark, Finance Specialist Danny Meeks, Purchasing & Logistics Manager Taylor B. Simms, LS3P Associates, LTD Senior Associate & Project Manager Dan Sykes, Retired Chief Executive Officer III.Approval of minutes from last meeting Mr. Martenis presented the minutes from the Regular Meeting of June 16, 2015. Mr. Kopp made the motion to approve the minutes as written. Mr. Everett seconded the motion, and all approved. Mr. Kopp made the motion to approve the minutes from the Closed Meeting of June 16, 2015. Mr. Wolfe seconded the motion, and all approved. Ms. Partin recused voting, as she was not in attendance at the June 16, 2015 meeting. IV. Organization Meeting Mr. Cain advised the Board that July is the Board's regular month to discuss organizational issues, and that Mr. Martenis was appointed Board Chairman, and Ms. Partin was appointed Board Member by the County Commissioners in June. Following Board discussion, Mr. Wolfe made the motion to name Mr. Kopp Board Vice - Chairman. Mr. Everett seconded the motion, and all approved. Ms. Partin made the motion to name Ms. Clark Board Secretary; Mr, Wolfe seconded the motion, and all approved. There were no changes to the scheduled Board Meeting place, dates or time. 11 Page V. Approval _of r posed agenda (not in original order of meeting agenda) Mr. Wolfe made the motion to accept the proposed meeting agenda as written, with an addition to item l.f. Employee Recognition and the need to enter into closed session a te the Administrative Reports Session of the regular meeting. Mr. Everett seconded the motion, and all approved. VI. Conflict of Interest Reminder Mr. Martenis verbally confirmed that the Board members had read the following ethics reminder: "Inaccordance with General Statute I8B- 201, it is the duty of every Board member to avoid both conflicts of interest and appearances of conflicts. Does any member have any known conflict of interest or appearance of conflict with respect to any matters coming before the Board today? If so, please identify the conflict or appearance of conflict and refrainfrom any undueparticipation in theparticular matter involved. " Let it be recorded that no conflicts were identified by any Board member regarding this Board meeting. VII. Em llovee Recognition & Service Awards Mr. Cain introduced Mr. Harrison to the Board. Mr. Harrison has served the Board since March 29, 2000 and is currently the LBD Store Manager at Store 107 within the ABC Complex. Mr. Harrison will be recognized for his fifteen years of service at a later date. Mr. Wolfe read aloud a letter that was sent to him personally by Store 104 Manager, Joe Lauritzen which praised his staff for their exemplary customer service over the Fourth of July holiday. Mr. Lauritzen requested that a copy of the letter be placed in each of the affected employees' permanent personnel files. VIII. Administrative Reports A. ABC Law Enforcement O f f i c e r s' Unit Monthly (ALE) Report for June was presented by Det. Jewell. Officers performed the following activities for the month of June, 2015: *599 Store Visits * 133 Bank Deposits * 12 Change Deposits * 15 Video Investigations *46 Charges *29 Arrests *9 Searches (Consent or Probable Cause) *Cited 19 "Underage Possession" ABC Law Violations *Cited 2 "Unauthorized Possession" ABC Law Violations *Cited 8 "Other Alcohol" ABC Law Violations *Cited I "Possession" Controlled- Substance Violation *Cited 1 "Paraphernalia" Controlled- Substance Violation *Cited 1 "DWI & Implied" Other Offense *Cited 5 "Traffic" Other Offenses *Cited 7 "Criminal" Other Offenses *Noted 2 "Seller /Server" Alcohol Education *Assisted 50 ABC Law Agencies *Assisted 10 Controlled Substance Agencies 21 Page *Assisted 7 "Other" Agencies *Performed 3 6 Business Inspections *Reported 6 Violations Submitted *Performed 84 Business Compliance Checks *Completed 8 Training Hours B. Ms. Martin presented the Board with Financial Statements for June, 2015 (Pre Audit). Ms. Martin reported for June (Pre Audit), the Actual -to- Budget comparison showed Gross Sales better than projected by $391 k (1296 %), Operating Expenses higher than budget by $15k (4.03 %), and Income from Operations better than budget by $86k (22.39 %). Year to date, Gross Profits were more than projected by about $810k (8.73 %), and "Change in Net Position before Profit Distributions" had a positive variance of $1.1 million (55.14 %). Ms. Martin noted that in June, 2015 the Board sold over 43,652 gallons of spirituous liquor and that the top selling product in the retail stores for the month was Smirnoff Vodka l Opk with 6,795 l Opks sold; The top selling product for June in the LBD stores was Fireball Cinnamon Whiskey with 2,286 .7501 bottles sold. C. Mr. Cain presented the Board with updates: 1VI /Castle Street Proiect — Mr. Hill reported that the first monthly meeting was held at the jobsite on July 16, 2015. The phase one demolition was 95% completed and that no outside site work has begun. The retail store seems to be unaffected by the renovation work, and the next monthly meeting will be held at l Oam, Wednesday, August 5, 2015. Ms. Simms was available at the meeting to answer any questions. Mr. Hill apprised the Board that Change Order 01 in the amount of $4,068.71 was necessary to connect existing warehouse bathroom plumbing to new plumbing. Mr. Kopp made the motion to accept the change order for the amount of $4,068.71. Mr. Everett seconded the motion, and all approved. Let it be noted that this change order is within the built in 10% cushion budgeted for the renovation. Training Pro ram — The first Customer Service seminar, attended by thirteen employees, and conducted by New Hanover County Human Resource Analyst Bo Dean was well received. Mr. Dean is coordinating a series of custom ABC Board training programs to also include (in addition to Customer Service Training) Work Place Harassment Training & Sensitivity Issues Training. Mr. Cain plans to implement Product Knowledge Training to employees. • Mail Boxes- Board Members, floating Vacation Relief Managers and Office Staff have mail boxes located in the ABC Complex Workroom near the Copier. Real Estate Committee- The Real Estate Committee members are now Mr. Kopp and Mr. Everett. Mr. Martenis stepped down from this committee following many years of service. • Electronic Delivery of Board Packages- Mr. Cain, having polled the Board Members sent the meeting agenda electronically, and this is now the Board's preference. Hard copies will be provided at the actual meetings. The Board requested that the electronic delivery be sent the Tuesday before the Board Meeting in the future. Mr. Martenis requested that a Board Finance Committee be formed. He asked Ms. Partin to head it up, and for Mr. Wolfe to serve as well. Both Board Members accepted his request. Ms. Martin and Ms. Clark will serve on 3 j Page the Finance Committee as well. Mr. Martenis further asked the Board Members to visit two (2) store locations each month, and to record their mileage (originating /ending at the ABC Complex 6009 Market Street location) for monthly reimbursement. • Warranty Walk -Thru- Mr. Cain has asked staff within the new Complex to write down issues seen with the new building. Mr. T.J. Land, Architect and Board Project Construction Manager will review the warranty list. A final builder walk thru is scheduled for 9:00am Wednesday, August 26, 2015. Mr. Land and Ms. Simms are expected to attend. IX. Closed Session Ms. Partin made the motion to go into Closed Session. Mr. Kopp seconded the motion and all approved. The purpose of the Closed Session meeting was to discuss a personnel issue in accordance with NC GS 143- 318.11(a)(6). X. Return to Open Session: Mr. Kopp made the motion to return to Open Session; Mr. Everett seconded the motion, and all present approved. The Chairman stated that no Board action was taken. XI. New Business A. Mr. Cain presented the Board with his Proposed Board Meeting Activities for July, 2015 through June, 2016 for Board discussion. B. Ms. Martin presented an Emplovee Designations /Certifications that Benefit the Board request to allow staff to draft a written personnel policy to reflect the Board's wishes. The Board encourages and provides funds for employee professional growth and education. In many cases there are significant further out -of- pocket costs to attain recognized designations and certifications, and to comply with required continuing education to retain such. Mr. Wolfe concurred that the Board does benefit from this additional advanced training and made the motion to authorize staff to draft a policy for the next Board meeting. Ms. Partin seconded, and all approved. Mr. Kopp requested that the Board be presented new policies at least a week prior to a Board meeting for clarification purposes. Asked, Mr. Martenis stated that it would be his preference that certification review courses be paid by the employee and reimbursed upon successful, passing completion of the examination(s). Although no formal motions were made, Mr. Martenis opened for discussion and no one opposed. XIL Adjournment Mr. Wolfe made the motion to adjourn the meeting; Ms. Partin seconded the motion, and all approved. Minutes submitted by:���L' C rol L. artin, Se e ry, Minutes approved by: Robert W. Ma enis, Chairman 41 Page