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2015-11-16 Regular Meeting NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 411 ASSEMBLY The New Hanover County Board of Commissioners met in Regular Session on Monday, November 16, 2015, at 9:00 a.m. in the New Hanover County Courthouse, 24 North Third Street, 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 Reverend Laura Hayes Mitchell, Senior Pastor, Trinity United Methodist Church, provided the invocation and Commissioner Zapple led the audience in the Pledge of Allegiance to the Flag. Chairman Barfield announced a moment of silence in honor of the victims from the ISIS terror attack in Paris, France. 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 comments, Chairman Barfield requested a motion to approve the Consent Agenda. Motion: Commissioner Watkins MOVED, SECONDED by Vice-Chairman Dawson, to approve the Consent Agenda as presented. Upon vote, the MOTION CARRIED UNANIMOUSLY. CONSENT AGENDA Approval of Minutes – Governing Body The Commissioners approved the minutes of the following minutes as submitted by the Clerk to the Board: Agenda Review Meeting held on October 15, 2015 Closed Session Meeting held on October 19, 2015 Regular Meeting held on October 19, 2015 Agenda Review Meeting held on October 29, 2015 Regular Meeting held on November 2, 2015 Adoption of State Road Resolutions – Governing Body The Commissioners adopted NCDOT State Road Resolutions supporting the addition of the following roads to the state maintained secondary road system:  Sturbridge Court located within the Lantana Crossing Subdivision (Phase 5) in New Hanover County (Division File No. 1200-N)  Craftsman Way and a portion of Bloomington Way located within the Wendover South Subdivision (Phase 2) in New Hanover County (Division File No. 1219-N) Copies of the resolutions are hereby incorporated as part of the minutes and are contained in Exhibit Book XXXIX, Page 18.1. Approval of Bank Resolutions and Agreements for Deposit Accounts with BB&T, Bank of America and Yadkin Bank – Finance Department The Commissioners approved bank resolutions and agreements for deposit accounts with BB&T, Bank of America and Yadkin Bank authorizing signers on the accounts to be Lisa Wurtzbacher, Chief Financial Officer; Barbara D. McClure, Deputy Chief Financial Officer; and Jennifer R. Maready, Deputy Chief Financial Officer. Approval of Grant Application for the 2015 Assistance to Firefighters Grant Program to Replace Personal Protective Gear – Fire Services District The Commissioners approved a grant application to the US Department of Homeland Security/FEMA for the 2015 Assistance to Fire Fighters Grant Program in the amount of $857,622. The funds will replace 104 outdated self- contained breathing respirator units. The County’s share of $85,762 will be included in FY 2017 Budget request for the Fire Service District. Acceptance of Five Donations for Accession into the Museum’s Permanent Collection – Cape Fear Museum The Commissioners accepted four donations of regional artifacts for accession into the Cape Fear Museum’s permanent collection. The Museum Advisory Board at its meeting on October 21, 2015 approved the accessions and a list of the items is available for review at the Cape Fear Museum. Approval of Items to be Deaccessioned from the Museum’s Permanent Collection – Cape Fear Museum The Commissioners accepted the recommendation of the Museum Advisory Board to deaccession 27 items from the Cape Fear Museum’s permanent collection. The Museum Advisory Board approved the deaccessioned items at its meeting on October 21, 2015 and a list of items is available for review at the Cape Fear Museum. Approval of August 2015 Tax Collection Reports – Tax Department The Commissioners accepted the Tax Collection Reports of New Hanover County and New Hanover County Fire District as of August 2015. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 412 Copies of the Tax Collection Reports are hereby incorporated as part of the minutes and are contained in Exhibit Book XXXIX, Page 18.2. Approval of September 2015 Tax Collection Reports – Tax Department The Commissioners accepted the Tax Collection Reports of New Hanover County and New Hanover County Fire District as of September 2015. Copies of the Tax Collection Reports are hereby incorporated as part of the minutes and are contained in Exhibit Book XXXIX, Page 18.3. REGULAR ITEMS OF BUSINESS PRESENTATION OF SERVICE AWARDS TO EMPLOYEES AND INTRODUCTION OF NEW EMPLOYEES County Manager Coudriet recognized the following retirees receiving retirement awards: Quinton Gills, Sheriff’s Department, retiring with 12 years of service Rhonda Smith, Sheriff’s Department, retiring with 25 years of service Chairman Barfield presented a retirement award to each person and the Commissioners expressed appreciation and thanked each one for their years of dedicated service. County Manager Coudriet requested the following employees to step forward to receive service awards: Five Year: Scott (Scooter) Hayes, Library Leslie Houston, Health Department Shirley Melito, Health Department Fifteen Year: Robin Johnson, Department of Social Services Twenty Year: Katrina Morris, Finance Department Twenty–Five Year: Michael Wallace, Sheriff’s Department Thirty Year: Judy Ward, Sheriff’s Department Chairman Barfield presented a service award to each employee and the Commissioners expressed appreciation and thanked each one for their years of dedicated service. County Manager Coudriet requested the following new employees to step forward and be introduced: Page Shuart, Department of Social Services Najja Bailey, Department of Social Services Kerry Christopher, Health Department Crystal Flowers, Department of Social Services Heather Griffin, Health Department Tamika Newkirk, Department of Social Services Jessica Sisco, Cape Fear Museum Alan Tiller, Sheriff’s Department Ronald Zacharias, Property Management Department On behalf of the Board, Chairman Barfield welcomed the employees to County Government and wished them success in their new positions. NEW HANOVER COUNTY ABC BOARD ANNUAL UPDATE New Hanover County ABC Board Chairman Robert Martenis presented the Alcohol Beverage Control (ABC) Board annual update with highlights as follows:  Expressed appreciation for continued support from County staff:  Deputy County Manager Avril Pinder, Ex-officio Board member  County Attorney Wanda Copley, her legal staff and risk management staff  Chief Human Resources Officer Mark Francolini for assistance with personnel issues  Overall working relationship between the County and ABC Board  Recognized ABC Board Members and Management Staff:  Board Members: Robert Martenis, Chairman; William Kopp, Vice Chairman; Thomas Wolfe (President of State ABC Board); Augustus Everett; and Zeke Partin  Management Team: Marnina Queen, CEO; Carol Martin, Finance Officer; Gary Cain, Retail and LBD Operations Manager; Charles Hill, Retail and LBD Operations Manager; Danny Meeks, Purchasing and Logistics Officer; Kathy Clark, Deputy Finance Officer; Karen King, Purchasing Officer NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 413  Financial Information:  Independent auditors issued a “clean” audit report for the year ended 06/30/15  Total Sales = $2.4 million (+6.36%)  Gross Profit = $659,000 (+7.0%)  Operating Expenses = $261,000 (+6.60%)  Operating Income = $398,000 (+7.28%)  Local Taxes and Distributions = $230,000 (-5.19%)  FY 2015 Gross Sales = $38,558,872:  Cost of Sales = $19,150,258  Operating Expenses = $4,215,251  Local Distributions = $2,464,750  Profit = $1,748,346  Change in Net Position = $1,663,803  Taxes Based on Gross = $9,323,672  FY 2015 Profit Distribution = $1,748,346:  New Hanover County = $840,976  City of Wilmington = $590,724  Town of Wrightsville Beach = $192,139  Town of Carolina Beach = $120,945  Town of Kure Beach = $3,662  Current Renovations:  17th Street/Castle Street facility renovations in progress:  The completed facility is projected to provide:  A spacious, up-scale retail store with huge product selection  Increased sales with brand expansions and additional varieties for customers  A larger, more efficient store for mixed beverage permit patrons  Generous storage areas to support both stores and to allow for greater product “buy-ins”  The Retail Store and LBD Store will open in early 2016 to serve the community better  Alcohol Law Enforcement (ALE):  The Board has and will continue to contract with the Sheriff’s Department:  Four full-time officers plus a direct supervisor (current year budget - $347,000 plus replacement purchase of an ABC officer’s vehicle $25,000)  Continue to contract with Wilmington Police Department:  Two non-funded ABC Law Enforcement Officers  Continue to fund the Wilmington Downtown Task Force ($180,000 annually to the County In conclusion, Mr. Martenis said that the ABC Board continually strives to improve customer service and optimize profitability to make significant financial contributions for the citizens of New Hanover County. On behalf of the Board, Chairman Barfield thanked Mr. Martenis for the report and expressed appreciation for the members serving on the ABC Board. NEW HANOVER COUNTY LIBRARY ADVISORY BOARD ANNUAL UPDATE New Hanover County Library Advisory Board Chair Paul Smith presented the Library Advisory Board annual update highlighting the following information: Planning for the Future:  2015 in Review:  More than 900,000 visitors  1.3 million items loaned (approximately +100,000 e-books)  350,000 On-line searches  More than 3,000 programs for children and adults  48,000 meeting attendees  Superior Public Health and Safety:  Consumer Health Library to provide support to health care providers  Programs about caregiving and personal health  Story Walks in New Hanover County Parks  Children’s reading areas in local medical offices  Superior Education – Early Literacy:  Raising a Reader expands to NHC Pre-K classrooms  NHC Ready to Read partners with WIC to distribute books to children ages 2-5 at nutrition checks  Educator Cards created, enabling teachers at public, private and homeschools to provide students increased access to library materials  Story Place early learning environments installed in branch libraries  Superior Education – Preparing citizens to be successful in a 21st century world:  A Student Digital Access card created in partnership with County high schools offers students access to NHCPL virtual resources  Partnering with Youth Empowerment Services for library visits NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 414  Multimedia lab opens at Main library  Job labs assist over 2,000 people  Computer classes  Intelligent Growth:  2.95 acres at 3802 S. College Road purchased for a future Myrtle Grove Library  4,000 square-foot facility leased for expanded Pleasure Island Branch (dedication on November 21, 2015)  Architect designs Story Park in courtyard space at Main Library  Planning for the Future:  People – Library Technical Service Act grant for $42,000  Place – Accommodate changing needs of library customers  Platform – Internet and digitization tools for researching and genealogy  YES program – 3-D printer at the main library for specialize program Library Director Harry Tuchmayer briefly discussed some of the library programs and in particular two with Smart Start: Reach Out and Read and the Every Child Ready to Read. The Commissioners expressed appreciation for the many library programs that enrich the lives of children and adults. Chairman Barfield thanked Mr. Smith and Director Tuchmayer for the update. PORT, WATERWAY AND BEACH COMMISSION SUBCOMMITTEE REPORT ON ALTERNATIVE FUNDING RESOURCES FOR COST SHARING OF COASTAL STORM DAMAGE REDUCTION PROJECTS (CSDR) Shore Protection Coordinator Layton Bedsole reported that the County, Carolina Beach, Kure Beach and Wrightsville Beach agreed to a Beach Nourishment Interlocal Agreement (ILA) to use in the absence of federal and state funding. The ILA calls for the Room Occupancy Tax (ROT) funds to pay up to 82.5% of beach communities CSDR projects and the community receiving the maintenance event participates up to 17.5%. Recently members of the Port, Waterway and Beach Commission (PWBC) requested to change the local participation and as a result, the Commissioners appointed a subcommittee to develop other funding options. The subcommittee met four times from July 8 to October 8 and submitted the following options for the Board’s consideration:  Short Term Options:  All options assume a mutually agreed upon and aggressively sought long term funding strategy.  Option A: The ROT will fund 100% of one maintenance event per beach community if the federal government does not provide funding.  Option B: The 17.5% local cost share is split 50/50 between the recipient beach and the County.  Option C: The 17.5% local cost share is distributed using the ad valorem or per capita percentages for each beach community and the County.  Other options discussed:  17.5% remains the beach community share  ROT is used as a loan source for the 17.5%  5% is the beach community share  Short Term Options Estimated Math (assume 17.5% of $8 million project = $1.4 million):  Option A: Through July 1, 2020, $24 million from ROT  Option B: $700,000 from both the recipient beach and County per event  Option C: Community Per Capita or Ad Valorem percentages per event:  Ad Valorem (17.5% reduced by percent of ad valorem tax per beach town):  Carolina Beach = 6% $480,000 + $920,000 NHC +$6.6 million ROT  Kure Beach = 3% $240,000 + $1.16 million NHC + $6.6 million ROT  Wrightsville Beach = 8% $640,000 + 760,000 NHC + $6.6 million ROT  Long Term Options (no ranking):  NC Dedicated Funding Source  ROT Reformulation  Potential Revenue Sources:  Food and Beverage  Sales  Seasonal Sales  Municipal Service Districts  Long-Term CSDR Solvency Assessment by a third party  Next Step:  The Subcommittee recommends a meeting of the Beach Towns with the Commissioners. In response to questions from the Board, Mr. Bedsole explained that currently $43 million is available in ROT funds for beach renourishment. At 100% funding of the CSDR project, ROT funds would be available for projects until 2026. In the meantime, discussions should continue with the federal government for funding of projects and the state will be an important part in funding for CSDR projects. Other coastal counties support the effort of state funding. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 415 Chairman Barfield commented that he supported increasing the ROT by 1% - 2%, as he believed the area would support an increase to the tax for beach renourishment. He also agreed that discussions should continue on finding other long term resources and that the beach towns should participate in the funding. PWBC Chairman Dennis Barbour said that the subcommittee’s recommendation of using ROT funds for the next CSDR cycle period is a short-term solution; however, the subcommittee realizes long-term solutions are needed and should be put into place beginning in 2020. Federal and state funding is available for the next beach renourishment projects at Carolina Beach and Kure Beach for the coming year. Both are on a three-year cycle and will be due again in 2019. Wrightsville Beach is on a four-year cycle and scheduled for a CSDR project in 2018. Commissioner White, a member of the PWBC, assured the beach towns that the Board and staff are very committed and interested in working with the beach communities in finding long-term solutions and the Board fully realizes the importance of the beaches to the local economy, tourism industry, and the quality of life for citizens. Chairman Barfield thanked the subcommittee for the report. ADOPTION OF RESOLUTION AWARDING BID FOR CONSTRUCTION OF THE LANDFILL CONSTRUCTION AND DEMOLITION CONCRETE PAD EXPANSION PROJECT Environmental Management Director Joe Suleyman reported that the Capital Project Ordinance for the Landfill Construction and Demolition (C&D) Pad Expansion project was adopted on June 8, 2015 with a remaining balance of $581,000. At the bid opening on October 14, 2015, two qualified bids were received; however, a minimum of three bids are required by NCGS 143-129. At the second bid opening on October 29, 2015, the lowest responsible bidder was Port City Builders, Inc. in the amount of $649,869. Because the bid exceeded the budget amount, staff negotiated a reduced project cost by eliminating a push wall and substituting eight-inch bollards with six-inch bollards. The changes have no impact on production capacity or storage area and provide good protection for the equipment. Staff recommends a bid award to Port City Builders, Inc. in the amount of $552,664. Director Suleyman reported that the capital project included equipment, concrete pad, containers, engineering, and permits. The total project cost will be under the budgeted amount of $1.52 million. MOTION : Commissioner Watkins MOVED, SECONDED by Commissioner Zapple, to adopt a resolution authorizing the award of construction services for the Landfill Construction and Debris Concrete Pad and Processing Facility to Port City Builders, Inc., in the negotiated contract amount of $552,664. 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 18.4. ADOPTION OF RESOLUTION AWARDING BID FOR THE CONSTRUCTION OF A NEW LANDFILL LEACHATE TREATMENT PLANT Environmental Management Director Joe Suleyman reported that the Capital Project Ordinance for the Landfill Leachate Treatment System Upgrade Project, adopted by the Board on November 4, 2013, has a balance of $3,286,000. A bid opening held on October 14, 2015 had one qualified bid. As required by statute, the Request for Proposals (RFP) was re-advertised and opened on October 26, 2015. A bid from Turner Murphy Co., Inc. with a base amount of $6,189,906 was received; however, the bid exceeded the budgeted amount for the capital project. Staff negotiated a reduced project cost by removing the replacement of the biological treatment system, the parallel/redundant treatment system, and other non-essential finish work and recommended awarding bid to Turner Murphy Co., Inc. in the amount of $3,114,811. The reduced project scope will allow the County to meet the permit requirements by the July 1, 2016 deadline. During negotiations, staff received a quote for an alternate bid "G," in the amount of $635,825, to include: parallel treatment system, reduced landscaping requirements, R-19 insulation instead of R-39, and removal of some appliances. The price will remain in effect through August 31, 2016. In response to questions from the Board, Director Suleyman answered that the County would not have any increased liability from the revised project. Rather than waiting for next year’s budget, alternate “G” at a cost of $597,000, could be appropriated from the unassigned fund balance. However, removing additional funds may result in the fund balance being less than projected in year five, which may result in an increase in tip fees. County Manager Coudriet stated that he did not support appropriating additional funds as the Board recently approved a budget amendment for the material recovery facility project. In discussion, Director Suleyman explained the leachate process and noted that the new treatment system would meet the requirements of a new federal law of removing five heavy metals from the discharge. He explained that the large difference between the capital project ordinance and the first bid amount was the result of staff investigating and determining the criteria for equipment needs from the past two years. Staff based on the recent SCS Engineers’ final system design of one and half months ago wrote the RFP. Vice-Chairman Dawson suggested that staff might want to work closer with the design engineers when writing an RFP in order to get a more accurate project cost instead of spending additional time negotiating quotes. Chairman Barfield requested direction from the Board. MOTION : Commissioner Zapple MOVED, SECONDED by Commissioner Watkins, to adopt a resolution authorizing the award of contract in the amount of $3,114,811 for phase one of the construction of the Landfill Leachate Treatment Plant to Turner Murphy Co., Inc. Upon vote, the MOTION CARRIED UNANIMOUSLY. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 416 A copy of the resolution is hereby incorporated as part of the minutes and is contained in Exhibit Book XXXIX, Page 18.5. PRESENTATION ON PRELIMINARY FLOOD INSURANCE RATE MAPS (FIRMS) AND FLOOD INSURANCE STUDY (FIS) REPORT AND ADOPTION PROCESS Planning Manager Ken Vafier reported that the County, in partnership with FEMA and the NC Floodplain Mapping Program, has published preliminary Flood Insurance Rate Maps (FIRMS) and a Flood Insurance Study (FIS) report for all areas within the County. The preliminary revised FIRMS and FIS report include proposed flood hazard information for certain locations in the unincorporated areas of the County. If finalized, these flood hazard determinations will become the basis for the floodplain management measures that the County must adopt or show evidence of having in effect to remain qualified for participation in the National Flood Insurance Program (NFIP). Prior to being finalized, an appeal process allows community officials and citizens an opportunity to appeal the proposed flood hazard information for a period of 90 days that started October 29, 2015. The County or local government must send appeals with supporting data and topographical information to the state.  Participation in NFIP:  Established by Congress in 1968 for the purposes of:  Making flood insurance available for communities  Identifying flood plains and areas at risk for flooding  Providing standards, framework and guidance to communities in the management of flood plains.  New Hanover County enrolled in 1978:  The community adopts and agrees to enforce FIRMs and floodplain management regulations and Federal Government makes flood insurance available  Special Flood Hazard Areas:  AE Zone – 100 year flood zone  Floodway – area of the stream or water body channel that must be reserved in order to discharge a base flood event  VE Zone – areas along the coastal areas of the county where wave velocity and action is expected in addition to rising waters  “Shaded X” – 500 year flood zone  New Zone – AO – an area of sheet flow and sloping terrain during a flood event  Statutory Due Process:  Scoping or Discovery Phase  Base Map Acquisition  Map Production  Post-Preliminary Processing:  Current maps adopted and made effective in 2007  Preliminary flood data made available on Flood Risk Information System website – August 29, 2014  Local officials kickoff meeting – September 17, 2014  Public Meetings held – June 25 and July 15, 2015  Public comment period started October 29  Remaining Tasks:  Completion of 90 day review period – consideration of appeals/comments  Letter of Final Determination  Local adoption process must be completed within six months of compliance period  Local Responsibilities:  Work with citizens to understand preliminary data  Review preliminary data for errors and missing information within the 90-day review period  Forward appeals and/or comments from the public and local officials to the state and FEMA  Adopt data and ordinance changes  NC Flood Risk Information System available on web site  NHC Preliminary Flood Zone Area Additions and Removal = Net Changes:  Shaded X zone = 2,097 acres (non-regulatory zone)  AE zone = 551 acres:  Area north of airport to be analyzed for accuracy  One appeal submitted for Futch Creek Road:  Placed in AE but possible X zone area  Floodway zone = 21 acres  AO zone = 10.72 acres  VE zone = 2,936 acres (along the coast and intra-coastal areas) In response to questions regarding the appeal process, Planning Manager Vafier explained that the property owner should contact the zoning official within their local jurisdiction and have staff analyze the data to provide support of an appeal. The local government must submit the data to the NC Flood Plain Mapping Program for the property owner. Mr. Vafier handles appeals for the unincorporated area and offered to direct property owners to the appropriate municipal office. Chairman Barfield thanked Planning Manager Vafier for the report. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 417 BREAK : Chairman Barfield called a break from 11:15 a.m. until 11:27 a.m. COMMITTEE APPOINTMENTS New Hanover County Adult Care Community Advisory Committee Chairman Barfield reported that up to seven vacancies exist on the Adult Care Home Community Advisory Committee with two applications available for consideration. Motion: Chairman Barfield MOVED, SECONDED by Commissioner Watkins, to appoint Kimberly Leonard and Philip C. White to serve one-year terms on the Adult Care Home Community Advisory Committee with the term to expire November 30, 2016. Upon vote, the MOTION CARRIED UNANIMOUSLY New Hanover County Board of Examiners of Electricians Chairman Barfield reported that a vacancy exists on the Board of Examiners of Electricians with one application available for appointment. Motion: Chairman Barfield MOVED, SECONDED by Commissioner Watkins, to appoint Russell F. Carlson to serve a two-year term on the Board of Examiners of Electricians with the term to expire September 1, 2017. Upon vote, the MOTION CARRIED UNANIMOUSLY. New Hanover County Inspections Department Advisory Council Chairman Barfield reported that a vacancy exists on the Inspections Department Advisory Council with three applications available for appointment. Motion: Commissioner Watkins MOVED, SECONDED by Vice-Chairman Dawson, to appoint Garry S. Pape to serve an unexpired term on the Inspections Department Advisory Council with the term to expire July 31, 2016. Upon vote, the MOTION CARRIED UNANIMOUSLY. New Hanover County Plumbing Board of Examiners Chairman Barfield reported that two vacancies exist on the Plumbing Board of Examiners with two applications available for consideration. Motion: Chairman Barfield MOVED, SECONDED by Commissioner Watkins, to reappoint Thomas L. Crittenden, Jr. for the journeyman plumber category and appoint Randall Siegel in the master plumber category to serve three- year terms on the Plumbing Board of Examiners with the term to expire December 1, 2018. Upon vote, the MOTION CARRIED UNANIMOUSLY. New Hanover County Zoning Board of Adjustment Chairman Barfield reported that a vacancy exists on the Zoning Board of Adjustment with three applications available for consideration and requested direction from the Board. Motion: Commissioner Watkins MOVED, SECONDED by Vice-Chairman Dawson, to appoint Raymond E. Bray to serve a three-year term on the Zoning Board of Adjustment with the term to expire December 1, 2018. Upon vote, the MOTION CARRIED UNANIMOUSLY. DISCUSSION OF CONFERENCE EXPENSES AND ALLOCATED BUDGET FOR EACH BOARD MEMBER Commissioner White requested the Board to consider the County' employee travel policy and setting an allocation per Commissioner for conference and travel expenses, especially when considering the travel budget for next fiscal year. He requested the Board to discuss the following:  Each Commissioner, department and employee should have a budget limit and stay within that budget amount:  County Budget includes $700,000 for travel each year.  Other means of getting information should be considered instead of traveling to conferences.  Certain criteria should be assessed before reservations are made:  Is it necessary for licensing and certification?  Is the topic of the conference relevant to an issue the County is addressing?  Is there an on-line alternative to obtain the information?  Do multiple members need to attend a conference when conference attendance is required?  County funds should not pay any of the cost for Commissioners to attend charity functions, fundraisers or galas:  County funds should pay for Commissioners to attend local events for economic reports and other business gatherings.  Each Commissioner should have a budget of $2,000 a year:  Current travel budget is $25,000 gross between all Commissioners regardless of who travels or how often.  Participation at state conferences should come from a Commissioner’s annual budget.  Staff should recommend conferences deemed important for Commissioners to attend:  Many important topics are posted online from national conferences. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 418 Commissioner White further pointed out that other elected officials are readily available to discuss issues affecting the County as the Congressman has an office at the Government Center complex and the local legislative delegation are in the County more often than in Raleigh. As other counties and municipalities have travel budgets for elected officials, he believed it appropriate for the Board to set limits for spending and set an example for employees. Commissioner Watkins said he supported having a budgeted travel amount for each Commissioner. Commissioner Zapple stated that in his opinion, the issue for each Commissioner is how best to represent the citizens of the County and to articulate his/her vision for growth, prosperity and the future of the County. He made the following comments:  County growth in the last 25 years includes:  Tourism economy produced over $507 million in revenues in 2014  Area is home to major corporations and more than a dozen clinical research organizations  Expanding education sectors – UNCW has two new doctoral programs and Cape Fear Community College is a top community college in the state  County provides economic and political leadership for counties east of I-95 and a model for counties across the state  NC Association of County Commissioners (NCACC), National Association of Counties (NACo), Council of Governments and UNC School of Government offer conferences and training:  Tremendous educational opportunities  Opportunities to discuss issues with Commissioners from neighboring counties  Direct access to state and federal agency directors, political leaders and lobbyists to advance items of importance:  Advocacy work most effective in one-on-one conversations and building personal relationships  Create a working business or political relationship built on trust  Lead with a strong, regional voice on economic development, coastal storm damage reduction, recurrent flooding, education, and public safety  Main Topics of 2015 NCACC Conference in Greenville, NC:  Urbanization and Migration in North Carolina  Mental Health Crisis Intervention and Prevention  “Stepping Up” program to reduce the number of mentally ill in jails  Proposed Sales Tax Redistribution legislation  Speakers at 2015 NACo Conference in Charlotte with 3,069 counties represented:  U.S. Secretary of Defense – Ashton Carter  White House Director of Intergovernmental Affairs – Jerry Abramson  U.S. Secretary of Transportation – Anthony Foxx  Broader national issues include:  Importance of regional military bases and state port for national and international trade  Importance to reissue the Federal Export Import Bank for GE and Corning and small businesses  Immigration and its impact on County government  National Payment In Lieu of Taxes (PILT) program  The Waters of America Act  Commissioners’ Annual Travel Budget of $21,566 offsets expenses of five Commissioners and three staff members for travel, lodging and any legitimate expenses to attend conferences, meetings, conventions and continuing education classes.  Commissioner’s base salary of $16,775 per year, with an auto and phone allowance, is the lowest annual salary paid by the County for its employees. In conclusion, Commissioner Zapple said that Commissioners have tremendous responsibilities to 217,000 citizens, 24 hours a day, and it is unreasonable to expect the Commissioners to perform duties without providing basic resources in order to be effective. Each Commissioner must be committed to learning the full workings of county government and be an active participant in the leadership of Southeastern North Carolina by traveling and promoting our agenda for economic development, receiving its fair share of transportation dollars, funding for beach renourishment and coastal storm damage reduction, and taking the County’s message directly to those that hold the power and purse strings in Raleigh and Washington, DC. He supported an increase in the travel budget for next year in order to take the needs of the County to the next level that will benefit the continued prosperity of all citizens. Vice-Chairman Dawson stated that it is important and appropriate for the County to remain current on changing issues and to be at the table for local, regional, state and national levels of conversations. She expressed appreciation for the opportunities to attend professional development classes with the School of Government and to participate in the benefits and resources offered by NCACC. The Commissioners have been awarded more than $2,500 in scholarships to attend classes, thereby saving County dollars for training. Vice-Chairman Dawson further stated that New Hanover County has been a member of NCACC for more than a hundred years and had several Commissioners serve as president of the association, dating back to 1911, again in 1925 and in more recent years with former Commissioners Buck O’Shields, Bobby Greer, and Bill Kopp, all understanding the benefit of networking and education in making good well-informed decisions on behalf of the citizens. While serving on two NCACC steering committees, Health and Human Services and the Mental Health Task Force, she learned that counties face many changing issues in Medicaid and the delivery of health care services. As a NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 419 member of the Trillium Health Resources Board and the New Hanover Regional Medical Center Board of Trustees, it is important for her to be informed of these changes and the impacts to County government. New programs are on the horizon that will greatly benefit citizens with better mental health services as well as economic benefits for the hospital and jail. The travel budget line item of $21,566 has been the same for several years and each Commissioner abides by the employees' travel policy and per diem rates allowed for meals. She encouraged the Commissioners to attend the training classes offered by the School of Government in order to be up to date on issues. Chairman Barfield said that a lot of discussion has been about travel expenses, but the media has not reported on the work the Commissioners have done. At his first NACo Conference, he learned the importance of telling the County’s story which resulted in the County streaming its Board meetings online and in passing the quarter cent sales tax, which added a means of $8 million per year for County funding instead of increasing taxes on property owners. He commented on the importance of the NCACC and NACo conferences in developing personal relationships with other elected officials and that Commissioners must engage in important conversations as with the recent trip to Charleston, SC with the Chamber of Commerce delegation in learning about Charleston’s strategies in tourism and economic development. Commissioner White responded that he agrees that some travel is necessary, but believes there should be limits in spending on travel and accountability. He requested the Commissioners to prioritize and make choices in their conference attendance. Furthermore, he believed County dollars should not be used for Commissioners or employees to attend charitable functions and made the following motion. Motion : Commissioner White MOVED, SECONDED by Commissioner Watkins, to set a policy that the County does not pay for any employee or Commissioner to attend charity events and fundraisers and to set a policy on limiting the number of Commissioners and staff attending conferences of the associations. In discussion, Commissioner Zapple stated that he attends appropriate non-profit events and he was unaware of any inappropriate spending of the Commissioners. Although there may be some philosophical differences in the best way to represent citizens in performing the job of Commissioner, no manual tells a Commissioner how to represent its constituents. Before considering constricting spending rules, he requested information on any inappropriate spending. Vice-Chairman Dawson stated that she herself has financially supported many non-profit organizations throughout the years and that she desires to be accessible and engaged with the community. She was unaware of any inappropriate spending by the Commissioners as they do abide by the travel policy and department’s travel budget. She expressed appreciation for the training she has received to help make her the best Commissioner she can be and encouraged the other Commissioners to take advantage of the training. Chairman Barfield commented on the tremendous knowledge and understanding he has received from attending the steering committee meetings of the NCACC. Chairman Barfield announced that no consensus was made to move forward with any action. PUBLIC COMMENTS ON NON-AGENDA ITEMS Chairman Barfield reported that one person from the public had signed up to speak on a non-agenda item. Martha Afetse, resident of Old Gordon Road, reported on her poor living conditions while living at the Keys Apartments on South Seventeenth Street Extension. She complained about a severe mold problem with the apartment and the landlord painting over the mold problem instead of cleaning and removing. Although she contacted several city and county departments, she was unable to receive any assistance or guidance in dealing with the problem. She requested the Commissioners to advocate for her and uphold the NC Residential Rental Agreement Act, which guarantees citizens the right to live in a healthy, safe and inhabitable living environment. Ms. Afetse believed that landlords should be held accountable for renting substandard housing and urged the Board to lead discussions in getting rid of slumlords. Chairman Barfield thanked Ms. Afetse for bringing the issue to the Commissioners attention and that the County staff will investigate and contact her with a response. ADDITIONAL ITEMS  County Manager Coudriet reported that the County hosted an employee jobs fair on November 14, 2015 with more than 350 people attending and applying for job openings for the 911 communicator positions and economic caseworker positions.  th Commissioner Watkins reported he participated in the 250 Anniversary re-enactment event on November 14, 2015 of the Stamp Act Defiance in Wilmington and was honored to present and read the Governor’s proclamation.  Vice-Chairman Dawson, as a member of the Daughters of the American Revolution (DAR) Stamp Defiance Chapter, thanked Commissioner Watkins for his participation and reported that she attended as well and gave welcome remarks on behalf of the Commissioners. She thanked the DAR for the educational program and for promoting patriotism.  Commissioner Zapple invited everyone to attend the Parks and Gardens’ annual event of Enchanted Airlie beginning November 27, 2015. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 33 REGULAR MEETING, NOVEMBER 16, 2015 PAGE 420  Chairman Barfield reported the County recently lost the City/County Golf Tournament that benefits the United Way and that he will be returning the golf trophy back to the Mayor. ADJOURNMENT There being no further business, Chairman Barfield adjourned the meeting at 12:38 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.