HomeMy WebLinkAboutAgenda 2017 02-06AGENDA
i
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
Assembly Room, New Hanover County Historic Courthouse
24 North Third Street, Room 301
Wilmington, NC
WOODY WHITE, CHAIRMAN - SKIP WATKINS, VICE - CHAIRMAN
JONATHAN BARFIELD, JR., COMMISSIONER - PATRICIA KUSEK, COMMISSIONER - ROB ZAPPLE, COMMISSIONER
CHRIS COUDRIET, COUNTY MANAGER - WANDA COPLEY, COUNTY ATTORNEY - KYM CROWELL, CLERK TO THE BOARD
FEBRUARY 6, 2017 4:00 PM
MEETING CALLED TO ORDER (Chairman Woody White)
INVOCATION (John Pflug Jr., Pastor, Windermere Presbyterian Church)
PLEDGE OF ALLEGIANCE (Commissioner Patricia Kusek)
APPROVAL OF CONSENT AGENDA
CONSENT AGENDA ITEMS OF BUSINESS
1. Approval of Minutes
2. Approval to Submit a Grant Application to the Bureau of Justice
Assistance for 75 Body Worn Cameras in the Amount of $27,400
3. Approval of the Award of Bids for the Purchase and Installation of In-
Vessel Composting Equipment
4. Adoption of Budget Amendment
ESTIMATED REGULAR AGENDA ITEMS OF BUSINESS
MINUTES
5 5. Presentation of Distinguished Budget Presentation Award for the
Fiscal Year Beginning July 1, 2016
10 6. Public Hearing for Economic Development Appropriation
40 7. Public Hearing
Rezoning Request (Z -967, 1/17) — Request by Design Solutions on
Behalf of the Property Owner, Ronald & Joyce Hughes, and Gorilla,
LLC, to Rezone 3.35 Acres Located at the 5200 Block of Carolina
Beach Road from R -15, Residential District, to (CZD) B -2,
Conditional Business District, in Order to Develop a 13,500 Square
Foot Flex Space Building
15 8. Consideration of a Resolution Regarding Travel Policy for Board of
County Commissioners
PUBLIC COMMENTS ON NON - AGENDA ITEMS (limit three minutes)
ESTIMATED ADDITIONAL AGENDA ITEMS OF BUSINESS
MINUTES
10 9. Additional Items
County Manager
Board of Commissioners - February 6, 2017
County Commissioners
Clerk to the Board
County Attorney
10. ADJOURN
Note: Minutes listed for each item are estimated, and if a preceding item takes less time, the Board
will move forward until the agenda is completed.
Mission
New Hanover County is committed to progressive public policy, superior
service, courteous contact, judicious exercise of authority, and sound fiscal
management to meet the needs and concerns of our citizens today and tomorrow.
Vision
A vibrant prosperous, diverse coastal community,
committed to building a sustainable future for generations to come.
Core Values
Integrity - Accountability - Professionalism - Innovation - Stewardship
Board of Commissioners - February 6, 2017
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
REQUEST FOR BOARD ACTION
MEETING DATE: February 6, 2017
CONSENT
DEPARTMENT: Governing Body PRESENTER(S): Kym Crowell, Clerk to the Board
CONTACT(S): Kym Crowell
SUBJECT:
Approval of Minutes
BRIEF SUMMARY:
Approve minutes from the following meetings:
Regular Meeting held on January 23, 2017
Closed Session Meeting held on January 23, 2017
STRATEGIC PLAN ALIGNMENT:
Superior Public Health, Safety and Education
• Keep the public informed on important information
RECOMMENDED MOTION AND REQUESTED ACTIONS:
Approve minutes.
COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager)
COMMISSIONERS' ACTIONS:
Approved 4 -0.
Board of Commissioners - February 6, 2017
ITEM: 1
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
REQUEST FOR BOARD ACTION
MEETING DATE: February 6, 2017
CONSENT
DEPARTMENT: Sheriff PRESENTER(S): Chief Kenneth Sarvis
CONTACT(S): Corporal Sara Fox
SUBJECT:
Approval to Submit a Grant Application to the Bureau of Justice Assistance for 75 Body Worn
Cameras in the Amount of $27,400
BRIEF SUMMARY:
The Sheriffs Office wishes to apply for a grant from the Bureau of Justice Assistance (BJA) for 75 Body
Worn Cameras for the detention division employees. This will expand the existing body worn camera
program implemented last year in the patrol division. Each camera kit is $549 plus the cost of an additional
2 -year extended warranty for $179 and shipping and handling for the entire order at a flat rate of $200. The
total purchase will be $54,800. The grant amount is $27,400 and requires a 50% match of $27,400. This
match will be submitted with the FY 17 -18 Sheriffs Office budget request.
STRATEGIC PLAN ALIGNMENT:
Superior Public Health, Safety and Education
• Increase public safety and crime prevention
RECOMMENDED MOTION AND REQUESTED ACTIONS:
Approve submission of the application to the Bureau of Justice Assistance for the purchase of 75 body worn
cameras. The grant amount is $27,400; match is $27,400.
ATTACHMENTS:
Grant Evaluation Form
COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager)
Recommend approval.
COMMISSIONERS' ACTIONS:
Approved 4 -0.
Board of Commissioners - February 6, 2017
ITEM: 2
GOtINIT.�
o ti
z
NEW HANOVER COUNTY
,z
f�•�.,,,,,,Q.' Grant Application Evaluation Form
�/
Lead Department: Date:
New Hanover County Sheriffs Office 1/4/2017
Department Head: Focus Area:
Sheriff Ed McMahon _ Officer Safeh'
Co- Applicants / Other Participating Departments /Agencies /Community Organizations:
I Grant Title: _
2017 New Hanover County Sheriffs Office Body Worn Camera - Detention
Funding Organization:
Bureau of Justice Assistance
Fiscal Year:
2018 _ _
Matching Funds ?X Yes ❑No
Grant Amount:
$ 27,400.00
If Yes, Amount:
X New Grant ❑Recurring Grant
Multi -Year Grant? ❑_Yes_ ❑No
❑In Kind_
50%
$27,400.00
XCash
--
— I
❑Other
Appiwaiwn Due Late:
2/16/2017 _„ �{�i S (l,y_yL __�t,ne}' i5 `✓r� F`{J7'IS Bid t.�'
Briefly describe the purpose of the grant. -
This grant is to fund the purchase of 75 body worn ca ras for the detention division employees.
This will expand the existing body worn camera pro am in last year in the patrol
division. Each body worn camera system kit is $54 0 plus the cost of an additional l year extended
warranty for $179.00 and the cost of shippin thing for the whole order at a flat rate of
$200.00. The total amount of the purchas is $54,800. a grant requires a 50% match. The amount
that will be received from the grant is $27, the match is $27,400.00.
If known: Are any other NEC Departments eligible for 'this ❑Yes X No ❑Possibly
Specify, which one(s)?
ogram up Lion vst Recovery
Will this project in any way duplicate or compete with another service or TXYes es X No
—
..program am provided b NHC, another local agency or community organization? ossibl _
Will this grant provide support for a mandated service? es ❑No
Can we capitalize on this funding to meet current and/or future equipment or ❑No
facility needs?
Does the grantor agency accept indirect costs as an allowable expense? ❑Yes XNo
If Yes, what dollar or percentage is allowed?
___J
Board of Commissioners - February 6, 2017
ITEM: 2 - 1 - 1
Can the proposal be completed within grant time frame allotted?
X Yes oNo oPossibly
XYes oNo ❑Possibly
Can the requirements of this grant be met with current staffing levels?
Will new positions be requested (or expiring grant funded positions extended)?
oYes XNo
If Yes, how many new positions will be funded by the grant?
new positions
How many existing positions will be funded by the grant?
existing positions
❑Yes XNo
Will the grant create a program or require any County commitment for funding
after grant funding ends?
XYes oNo
Does this program fit well with and enhance a current department or County
program / initiative / service? If Yes, please explain:
Officer safety within the Sheriff s Office with the continued implementation of
body worn cameras for deputies and detention officers.
XYes oNo
Does sufficient administrative support exist to make the grant worth pursuing?
Description of items or services to be purchased with funds:
BodyVISION XV System Kit — includes camera, docking station, power supply, spring clip,
p, magnetic clip, USB charging cable and 1 year warranty.
BodyVISION Camera System Extended 2 year warranty
EaQa
ng funds in the current budget or does the match require additional
oAvailable
XAdditional Needed
oN /A- No matching funds
Does the grant extend beyond the fiscal year (7/1 to 6/30)?
ri-nilired/requested
❑Yes XNo
oln Advance
Is funding received in advance or on a reimbursement basis?
XReimbursement
I have read, and am familiar with, the Grant Policy (AM 13-001). I acknowledge that as the
Department Head, I am agreeing to be responsible for the administration of this grant and will ensure all
requirements are fully met in a timely .,,nnn,-r
CAL
1
11L t)lCL c
IT Director (required if computer /technol related)
I C�2
Da e
Date
❑Approved I 1 l � I l
Grants & Project Analyst *quires BOCC Date
approval (agenda date)
Board of Commissioners - February 6, 2017
ITEM: 2 - 1 - 2
Hewett, Teresa
From: Chaney, Leslie
Sent: Wednesday, January 11, 2017 1:51 PM
To: Wilson, Chuck; Hewett, Teresa
Subject: Re: Sheriff grant evaluation form - needs approval
Teresa -
This grant application is okay with me. Thanks.
Leslie
Leslie Chaney I Chief Information Officer
Information Technology
New Hanover County
230 Government Center Drive, Suite 155
Wilmington, NC 28403
(910) 798 -7191 p 1 (910) 798 -7196 f
www.nhcqov.com
From: Wilson, Chuck
Sent: Tuesday, January 10, 2017 6:56 PM
To: Chaney, Leslie
Subject: Re: Sheriff grant evaluation form - needs approval
This grant if approved will pay for cameras we do not currently have. These are the 75 remaining cameras that
will allow us to do a full deployment in the jail.
Sent from my Whone
Chuck Wilson I Deputy Sheriff, Captain
Sheriff - Support Services
New Hanover County
3950 Juvenile Center Road
Castle Hayne, NC 28429
(910) 798 -4283 p 1 (910) 798 -4257 f
www.nhcqov.com
On Jan 10, 2017, at 4:11 PM, Chaney, Leslie <Ichanev @nhcRov.com> wrote:
Captain Wilson —
Is this for additional cameras or the ones that we already have?
1
Board of Commissioners - February 6, 2017
ITEM: 2 - 1 - 3
Thanks.
Leslie
Leslie Chaney I Chief Information Officer
Information Technology
New Hanover County
230 Government Center Drive, Suite 155
Wilmington, NC 28403
(910) 798 -7191 p j (910) 798 -7196 f
www.nhcgov.com
From: Hewett, Teresa
Sent: Tuesday, January 10, 2017 3:50 PM
To: Chaney, Leslie <Ichaney @nhcgov.com>
Cc: Spruill, Dottie <DSpruill @nhcgov.com >; Hewett, Cindy <chewett @nhcgov.com>
Subject: Sheriff grant evaluation form - needs approval
Hi Leslie,
The attached grant evaluation form is for the purchase of body worn cameras. Can you review
the form and let me know if you approve? After your approval, Dottie will place a request for
approval on the next Board agenda.
Thanks
Teresa Hewett I Grants &. Project Analyst
Finance
New Hanover County
230 Government Center Drive, Suite 165
Wilmington, NC 28403
2
Board of Commissioners - February 6, 2017
ITEM: 2 - 1 - 4
(910) 798 -7408 p 1 (910) 798 -7806 f
www.nhcgov.com
<Grant Ap Eval Form -Body cameras.pdf>
3
Board of Commissioners - February 6, 2017
ITEM: 2 - 1 - 5
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
REQUEST FOR BOARD ACTION
MEETING DATE: February 6, 2017
CONSENT
DEPARTMENT: Environmental Management PRESENTER(S): Joe Suleyman, Environmental Management
Director
CONTACT(S): Joe Suleyman
SUBJECT:
Approval of the Award of Bids for the Purchase and Installation of In- Vessel Composting Equipment
BRIEF SUMMARY:
An informational briefing for the composting project was presented during the Board of County
Commissioners' meeting on Monday, January 23, 2017.
A Request for Bid (RFB) was initiated for the purchase and installation of In- Vessel Composting
Equipment. After due advertisement, bids were received from a total of four (4) bidders.
Environmental Management Department staff reviewed the RFB's, utilizing an evaluation process based
upon the following criteria: price, warranty, references, experience, production throughput, training, support,
and the minimum bid requirements. The two (2) highest -rated products were further evaluated, and prices
were adjusted for the addition of equipment options determined by staff as necessary to maximize
productivity. Of the two (2) finalists, the lowest and best bid was that of DariTech, Inc., with a total cost of
$369,884. The amount budgeted for this purchase in FY17 was $340,000, including $15,000 in grant funds
awarded by the State of North Carolina's Division of Environmental Assistance and Customer Service. This
grant was approved as part of the adopted FY17 budget. Remaining funds for the purchase are available in
the Environmental Management Department's adopted budget for FY17.
Staff recommends the award of the bid to DariTech, Inc.
STRATEGIC PLAN ALIGNMENT:
Effective County Management
• Leverage technology and information to enable performance
• Increase efficiency and quality of key business processes
RECOMMENDED MOTION AND REQUESTED ACTIONS:
Recommend the adoption of a resolution granting approval for the award of the bid for the purchase and
installation of In- Vessel Composting Equipment to DariTech, Inc., and authorization for the County to
execute a contract, the form of which shall be approved by the County Attorney.
ATTACHMENTS:
Resolution
COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager)
Board of Commissioners - February 6, 2017
ITEM: 3
Recommend approval of bid to DariTech, Inc.
COMMISSIONERS' ACTIONS:
Approved 4 -0.
Board of Commissioners - February 6, 2017
ITEM: 3
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
RESOLUTION AUTHORIZING A CONTRACT FOR THE PURCHASE AND
INSTALLATION OF IN- VESSEL COMPOSTING EQUIPMENT
WHEREAS, after due advertisement, only one (1) bid was received and recorded by the Finance
Department at 3:00 p.m. on the 6th day of October 2016, at the New Hanover County
Government Center, 230 Government Center Drive, Wilmington, North Carolina; and
WHEREAS, after re- advertisement, bids were received and recorded by the Finance Department
at 1:00 p.m. on the 17th day of October 2016, at the New Hanover County Government Center,
230 Government Center Drive, Wilmington, North Carolina, and four (4) companies submitted
qualified bids for the purchase and installation of in- vessel composting equipment; and
WHEREAS, a bid evaluation was completed by the Environmental Management Department
staff for each of the four (4) bidders, taking into consideration the minimum bid requirements,
price, warranty, references, experience, training, optimal equipment options, support and
throughput; and
WHEREAS, the bid tabulation shown for the two (2) highest rated bidders includes the cost of
the equipment and accessories determined by staff to meet the needs of the department to
maximize productivity; and
Bidder
Bid Amount with options
DariTech, Inc.
$369,884
SCS Engineers, PC.
$398,450
WHEREAS, of these two (2) highest rated bidders, DariTech, Inc. submitted the lowest best
qualified bid with all desired equipment and options included in the amount of $369,884; and
WHEREAS, funds for this project are available in the fiscal year 2017 adopted budget for the
Environmental Management Enterprise Fund.
NOW, THEREFORE, BE IT RESOLVED, that the New Hanover County Board of
Commissioners hereby authorizes the award of the purchase and installation of in- vessel
composting equipment to DariTech, Inc., and that the County is hereby authorized and directed
to negotiate and execute a contract, the form of which shall be approved by the County Attorney.
ADOPTED this the 6th day of February, 2017.
NEW HANOVER COUNTY
Woody White, Chairman
ATTEST:
Kymberleigh G. Crowell, Clerk to the Board
Board of Commissioners - February 6, 2017
ITEM: 3 - 1 - 1
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
REQUEST FOR BOARD ACTION
MEETING DATE: February 6, 2017
CONSENT
DEPARTMENT: Strategy & Budget PRESENTER(S): Elizabeth M. Schrader, Chief Strategy and Budget
Officer
CONTACT(S): Elizabeth M. Schrader
SUBJECT:
Adoption of Budget Amendment
BRIEF SUMMARY:
Capital Improvement Project Fund 17 -052
STRATEGIC PLAN ALIGNMENT:
Strong Financial Performance
• Control costs and manage to the budget
RECOMMENDED MOTION AND REQUESTED ACTIONS:
Adopt the ordinance for the budget amendment listed.
ATTACHMENTS:
BA 17 -052
COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager)
Recommend approval.
COMMISSIONERS' ACTIONS:
Approved 4 -0.
Board of Commissioners - February 6, 2017
ITEM: 4
AGENDA: February 6, 2017
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
AN ORDINANCE AMENDING THE FISCAL YEAR 2017 BUDGET
BE IT ORDAINED by the Board of County Commissioners of New Hanover County, North Carolina,
that the following Budget Amendment(s) be made to the annual budget ordinance for the fiscal year
ending June 30, 2017.
Section 1: Details of Budget Amendment
Strategic Focus Area: Intelligent Growth / Economic Development
Strategic Objective(s): Build / maintain infrastructure
Fund: Capital Improvement Project Fund
Ex enditure:
Decrease
Increase
Total
17 -052 Capital Project Expense
$ 40,000
$ 40,000
$ 40,000
17 -052 Transfer to Capital Project Fund
$ - $ 40,000
$ 40,000
$ 40,000
Total
$ 40,000 1 $ 40,000
1 $ -
Fund: Cobb Annex Capital Project Fund
Expenditure:
Decrease
Increase
Total
17 -052 Capital Project Expense
$ 40,000
$ 40,000
Total
$ - $ 40,000
$ 40,000
Revenue:
Decrease
Increase
Total
17 -052 Transfer in from Capital Project Fund
$ 40,000
$ 40,000
Total
I $ -
$ 40,000
$ 40,000
Section 2: Explanation
This budget amendment will move $40,000 from the Capital Improvement Project Fund to the Cobb
Annex Capital Project Fund. The $40,000 is savings from the Main Library HVAC replacement project,
which was part of the FY17 Capital Improvement Plan. The additional funds are needed in the Cobb
Annex Capital Proiect Fund to proceed with the Judicial Buildine parkine lot fence.
Section 3: Documentation of Adoption
This ordinance shall be effective upon its adoption.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of New Hanover
County, North Carolina, that the Ordinance for Budget Amendment(s) 17 -052 amending the annual
budget ordinance for the fiscal year ending June 30, 2017, is adopted.
Adopted, this 6th day of February, 2017.
(SEAL)
Woody White, Chairman
ATTEST:
Kymberleigh G. Crowell, Clerk to the Board
Board of Commissioners - February 6, 2017
ITEM: 4 -1 -1
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
REQUEST FOR BOARD ACTION
MEETING DATE: February 6, 2017
REGULAR
DEPARTMENT: Strategy & Budget PRESENTER(S): Chainnan White
CONTACT(S): Chris Coudriet, County Manager
SUBJECT:
Presentation of Distinguished Budget Presentation Award for the Fiscal Year Beginning July 1, 2016
BRIEF SUMMARY:
Notification has been received from the Government Finance Officers Association of the United States and
Canada that New Hanover County has qualified to receive the Distinguished Budget Presentation Award for
the 26th consecutive year. In addition, the document received Special Performance Measures
Recognition. The award is for New Hanover County's budget submitted for the fiscal year beginning July 1,
2016. The award is the highest form of recognition in governmental budgeting. The budget is reviewed by a
panel of independent budget experts who use extensive criteria to evaluate the effectiveness of the budget as
a policy document, a financial plan, an operations guide, and a communication device. Award winning
documents must be rated "proficient" on all four categories.
STRATEGIC PLAN ALIGNMENT:
Strong Financial Performance
• Control costs and manage to the budget
• Deliver value for taxpayer money
RECOMMENDED MOTION AND REQUESTED ACTIONS:
Recommend that the Distinguished Budget Presentation Award be presented to the New Hanover County
Strategy and Budget Office.
ATTACHMENTS:
Press Release and Letter from GFOA
COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager)
Present the award.
COMMISSIONERS' ACTIONS:
Presented the award.
Board of Commissioners - February 6, 2017
ITEM: 5
Government Finance Officers Association
203 North LaSalle Street, Suite 2700
Chicago, Illinois 60601 -1210
312.977.9700 fax: 312,977.4806
January 12, 2017
PRESS RELEASE
For Further Information Contact
Stephen J. Gauthier (312) 977 -9700
Chicago- -The Government Finance Officers Association of the United States and Canada (GFOA)
is pleased to announce that New Hanover County, North Carolina has received the GFOA's
Distinguished Budget Presentation Award for its budget.
The award represents a significant achievement by the entity. It reflects the commitment of the
governing body and staff to meeting the highest principles of governmental budgeting. In order to
receive the budget award, the entity had to satisfy nationally recognized guidelines for effective
budget presentation, These guidelines are designed to assess how well an entity's budget serves as:
• a policy document
• a financial plan
• an operations guide
• a communications device
Budget documents must be rated "proficient" in all four categories, and the fourteen mandatory
criteria within those categories, to receive the award.
When a Distinguished Budget Presentation Award is granted to an entity, a Certificate of Recognition
for Budget Presentation is also presented to the individual or department designated as being
primarily responsible for its having achieved the award. This has been presented to Elizabeth
Schrader, Chief Strategy and Budget Officer
For budgets beginning in 2015, 1,565 participants received the Award. Award recipients have
pioneered efforts to improve the quality of budgeting and provide an excellent example for other
governments throughout North America.
The Government Finance Officers Association is a major professional association servicing the needs
of nearly 19,000 appointed and elected local, state, and provincial -level government officials and
other finance practitioners. It provides top quality publications, training programs, services, and
products designed to enhance the skills and performance of those responsible for government finance
policy and management. The association is headquartered in Chicago, Illinois, with offices in
Washington D.C. The GFOA's Distinguished. Budget Presentation Awards Program is the only
national awards program in governmental budgeting.
Washington, DC Office
1301 Pennsylvania Avenue, N. W , Suite 309 • Washington, DC 20004 • 202.393.8020 ' fax: 202.393.0780
Board of Corrjpjjuialt�.Fbr February 6, 2017
ITEM` 5 -1 - 1
Government Finance Officers Association
203 North LaSalle Street, Suite 2700
Chicago, Illinois 60601-12 10
312.977.9700 fax. 312.977.4806
January 12, 2017
Elizabeth Schrader
Chief Strategy and Budget Officer
New Hanover County
230 Government Center Drive, Suite 191
Wilmington, NC 28403
Dear Ms. Schrader:
A Panel of independent reviewers has completed its examination of your budget document, We are
pleased to inform you that the panel has voted to award your budget document the Distinguished
Budget Presentation Award for the current fiscal period. This award is the highest form of
recognition in governmental budgeting. Its attainment represents a significant achievement by your
organization. In addition to receiving the award, your entity's budget received the following special
recognition:
Special Performance Measures Recognition
The Distinguished Budget Presentation Award is valid for one year. To continue your participation
in the program, it will be necessary to submit your annual budget document to GFOA within 90
days of the proposed budget's submission to the legislature or within 90 days of the budget's final
adoption. Enclosed is an application form to facilitate a timely submission. This form should be
submitted with four copies of your budget accompanied by the appropriate fee.
Each program participant is provided with confidential comments and suggestions for possible
improvements to the budget document. Your comments are enclosed. We urge you to carefully
consider the suggestions offered by our reviewers as you prepare your next budget.
When a Distinguished Budget Presentation Award is granted to an entity, a Certificate of
Recognition for Budget Presentation is also presented to the individuals or department
designated as being primarily responsible for its having achieved the award. Enclosed is
a Certificate of Recognition for Budget Preparation for:
Elizabeth Schrader, Chief Strategy and Budget Officer
Washington, DC Office
1301 Pennsylvania Avenue, N.W., Suite 309 1 Washington, DC 20004 • 202.393.8020 • ,fax: 202.393.0780
Board of ConffWrA8i®f ff.%rfebruary 6, 2017
ITEM"5 - 1 `2
Government Finance Officers Association
203 North LaSalle Street, Suite 2700
Chicago, Illinois 60601 -1 2 10
312.977.9700 fax: 312,977.4806
Elizabeth 4chrader
January 12, 2017
Page 2
Continuing participants will find a certificate and brass medallion enclosed with
these results. First -time recipients will receive an award plaque that will be mailed
separately and should arrive within eight to ten weeks. Enclosed is a camera -ready
reproduction of the award for inclusion in your next budget. If you reproduce the
camera -ready in your next budget, it should be accompanied by a statement
indicating continued compliance with program criteria.
The following standardized text should be used:
The Government Finance Officers Association of the United States and Canada
(GFOA) presented a Distinguished Budget Presentation Award to New
Hanover County, North Carolina for its annual budget for the fiscal year
beginning July 1, 2016. In order to receive this award, a governmental unit
must publish a budget document that meets program criteria as a policy
document, as a financial plan, as an operations guide, and as a
communications device.
This award is valid for a period of one year only. We believe our current budget
continues to conform to program requirements, and we are submitting it to
GFOA to determine its eligibility for another award.
A press release is enclosed.
The Government Finance Officers Association encourages you to make
arrangements for a formal presentation of the award. If you would like the award
presented by a member of your state or provincial finance officers association, we
can provide the name of a contact person for that
group.
We appreciate your participation in this program and we sincerely hope that your
example will encourage others in their efforts to achieve and maintain excellence
in governmental budgeting. The most current list of award recipients (with
hyperlinks) can be found on GFOA's website at www.GFOA.org. If we can be of
further assistance, please contact the Technical Services Center.
Stephen J. Gauthier, Director
Technical Services Center
Washington, DC Office
1301 Pennsylvania Avenue, N. W , Suite 309 • Washington, DC 20004 • 202.393.8020 • fax: 202.393.0780
Board of Cort &ipnfArg,r February 6, 2017
ITEM` 5 -1 _'3
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
REQUEST FOR BOARD ACTION
MEETING DATE: February 6, 2017
REGULAR
DEPARTMENT: Strategy & Budget PRESENTER(S): Beth Schrader, Chief Strategy & Budget Officer;
Dick Blouse, Wilmington Chamber of Commerce
CONTACT(S): Beth Schrader
SUBJECT:
Public Hearing for Economic Development Appropriation
BRIEF SUMMARY:
The Wells Fargo Championship will be held at the Eagle Point Golf Club May 1 -7, 2017. The Wilmington
Chamber of Commerce has proposed to create a regional marketing plan to articulate the many assets the
Wilmington region has for a business to expand or relocate. The plan is designed to attract business
prospects to the Wilmington region during and after the Wells Fargo Championship. The Chamber has
requested $75,000 ($25,000 in FY 16 -17 and $50,000 in FY 17 -18) to fund this plan. The source of funding
for these appropriations and expenditures will be from the General Fund of the County, Economic
Development Reserve.
STRATEGIC PLAN ALIGNMENT:
Intelligent Growth and Economic Development
• Attract and retain new and expanding businesses
• Enhance and add recreational, cultural and enrichment amenities
• Deliver value for taxpayer money
RECOMMENDED MOTION AND REQUESTED ACTIONS:
Conduct Public Hearing. Make a motion to approve the economic development appropriation and
expenditure based on the finding that the appropriation and expenditure will attract and retain new and
expanding businesses, enhance and add cultural and enrichment amenities, and deliver value for taxpayer
money.
ATTACHMENTS:
Script
Public Hearing Advertisement
COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager)
Recommend approval.
Heard presentation. Conducted public hearing. Approved the economic development appropriation and
expenditure 4 -0.
Board of Commissioners - February 6, 2017
ITEM: 6
SCRIPT FOR AGENDA ITEM
February 6, 2017
CHAIRMAN WHITE:
We will now open a public hearing to receive comments on appropriations and expenditures for
economic development and economic incentive agreements. The source of funding for the
agreements will be from the General Fund of the County.
The purposes of economic development and economic incentive agreements are to increase the
population, taxable property, agricultural industries, employment, industrial output, or business
prospects for New Hanover County. The economic development payments being discussed are
to the Wilmington Chamber of Commerce in an amount of $75,000 ($25,000 in FY16 -17 and
$50,000 in FY17 -18) to fund a regional marketing plan that addresses business expansion or
relocation to the Wilmington region.
Is there a motion to open the public hearing?
The Board will now hear public comments.
Hear comments, if any.
I will now close the public hearing.
Is there a motion to approve the economic development appropriations and expenditures based on the
finding that the appropriations and expenditures will increase the population, taxable property,
agricultural industries, employment, industrial output, or business prospects of the County?
Staff is directed to do any and all things necessary to finalize the economic incentive agreement.
Page IofI
Board of Commissioners - February 6, 2017
ITEM: 6 - 1 - 1
NOTICE OF PUBLIC HEARING
PLEASE TAKE NOTICE THAT THE NEW HANOVER COUNTY BOARD OF COMMISSIONERS
WILL HOLD A PUBLIC HEARING ON MONDAY, FEBRUARY 6, 2017 AT 4:00 P.M. IN THE
ASSEMBLY ROOM OF THE NEW HANOVER COUNTY HISTORIC COURTHOUSE, 24 NORTH
THIRD STREET, ROOM 301, WILMINGTON, NORTH CAROLINA FOR THE PURPOSE OF
RECEIVING PUBLIC COMMENT ON APPROPRIATIONS AND EXPENDITURES FOR ECONOMIC
DEVELOPMENT AND ECONOMIC INCENTIVE AGREEMENTS.
THE PURPOSES OF ECONOMIC DEVELOPMENT AND ECONOMIC INCENTIVE AGREEMENTS
ARE TO INCREASE THE POPULATION, TAXABLE PROPERTY, AGRICULTURAL INDUSTRIES,
EMPLOYMENT, INDUSTRIAL OUTPUT OR BUSINESS PROSPECTS FOR NEW HANOVER
COUNTY.
THE COUNTY IS CONSIDERING APPROPRIATING THE FOLLOWING ECONOMIC
DEVELOPMENT /INCENTIVE EXPENDITURE:
Wilmington Chamber of Commerce, $75,000 ($25,000 in FY16 -17 and $50,000 in FY17 -18) to fund a
regional marketing plan that articulates the many assets the Wilmington region has for a business to
expand or relocate. The plan is designed to attract business prospects to the Wilmington region
during and after the Wells Fargo Championship. The source of funding for these appropriations and
expenditures will be from the General Fund of the county.
THE NEW HANOVER COUNTY BOARD OF COMMISSIONERS WILL RECEIVE PUBLIC
COMMENT ON THIS AGREEMENT AT THE ABOVE STATED TIME AND PLACE.
Kym Crowell, Clerk to the Board of County Commissioners
New Hanover County, North Carolina
Board of Commissioners - February 6, 2017
ITEM: 6 - 2 - 1
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
REQUEST FOR BOARD ACTION
MEETING DATE: February 6, 2017
REGULAR
DEPARTMENT: Planning PRESENTER(S): Brad Schuler, Current Planner
CONTACT(S): Brad Schuler; Ben Andrea, Current Planning & Zoning Supervisor; Allen Pope, Planning
Board Representative
SUBJECT:
Public Hearing
Rezoning Request (Z -967, 1/17) — Request by Design Solutions on Behalf of the Property Owner,
Ronald & Joyce Hughes, and Gorilla, LLC, to Rezone 3.35 Acres Located at the 5200 Block of
Carolina Beach Road from R -15, Residential District, to (CZD) B -2, Conditional Business District, in
Order to Develop a 13,500 Square Foot Flex Space Building
BRIEF SUMMARY:
The property proposed to be rezoned consists of three parcels of land totaling 3.35 acres. It is located at the
5200 block of Carolina Beach Road and was zoned R -15 when zoning was initially applied to this area in
1971. In 1978, the eastern portion of the property, approximately 105 feet in width, was rezoned to B -2.
Currently, the property contains a single - family dwelling which is being used as a rental. This dwelling will
be removed with this proposal.
The property is adjacent to the Monkey Junction commercial node, and therefore the surrounding area
consists of many general office, retail, and restaurant uses. Adjoining the property to the east is the Royal
Palms Mobile Home Park. A single - family dwelling and other general commercial uses are located directly
to the south.
The petitioner is seeking this rezoning in order to develop a 13,500 square foot flex space building. The
application proposes to limit the allowable uses of the building to those which are listed in the staff summary.
Generally, the building will be used for office /warehouse type uses.
The proposed development, based off the highest trip generating use, will generate 39 trips in the AM peak,
and 94 trips in the PM peak. Because the trips do not exceed 100 in the peak hours, a Traffic Impact Analysis
(TIA) was not required to be completed.
The 2016 Comprehensive Land Use Plan classifies the subject property as Urban Mixed Use. This place type
promotes development of a mix of residential, office, and retail uses at higher densities. In general, the
proposed development is consistent with the comprehensive plan. The development mix of commercial and
office uses that would be allowed in the proposed flex space building is encouraged within the Urban Mixed
Use place type, especially as they would be provided on the same parcel and in conjunction with an existing
mixed use commercial development (retail and entertainment).
The Planning Board considered this application at their January 5, 2017 meeting. At the meeting, an adjacent
property owner spoke in opposition to the proposal citing concerns regarding traffic, noise, and litter. Also,
the tenant currently living at the subject property requested that the application be delayed in order to allow
for additional time for her to locate new housing.
The Planning Board recommended approval of the application (6 -0) with no added conditions, finding that
the proposal is:
Board of Commissioners - February 6, 2017
ITEM: 7
1. Consistent with the purposes and intent of the 2016 Comprehensive Plan because the proposed
commercial and office uses are encouraged within the Urban Mixed Use place type.
2. Reasonable and in the public interest because the proposal will promote business success by
expanding an existing commercial area that contains similar uses.
PLEASE NOTE:
Staff has updated the staff summary format for this application. The new format removes redundancies and is
organized to allow the reader to quickly find needed information. The suggested motion is now located in the
application script, and the petition summary has been removed (all the information is still located within the
staff summary).
STRATEGIC PLAN ALIGNMENT:
Intelligent Growth and Economic Development
• Attract and retain new and expanding businesses
• Implement plans for land use, economic development, infrastructure and environmental programs
• Understand and act on citizen needs
RECOMMENDED MOTION AND REQUESTED ACTIONS:
Staff recommends approval and suggests the following motion:
Motion to approve, affirming staff's statements that the application is consistent with the Comprehensive
Plan and is reasonable and in the public interest.
ATTACHMENTS:
Z -967 Script BOC
Z -967 Staff Summary BOC
Z -967 Neighbor Properties Map
Z -967 Zoning Map
Z -967 Future Land Use Map
Z -967 Water -Sewer Map
Z -967 Applicant Materials Cover
Z -967 Application
Z -967 Proposed Site Plan Cover
Z -967 Proposed Site Plan- 12.12.16 -2
COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager)
Recommend approval as presented by staff.
COMMISSIONERS' ACTIONS:
Approved 4 -0.
Board of Commissioners - February 6, 2017
ITEM: 7
SCRIPT FOR Conditional Zoning District Application (Z -967, 1/17)
Request by Design Solutions on behalf of the property owners, Ronald & Joyce Hughes, and
Gorilla, LLC, to rezone 3.35 acres located at the 5200 block of Carolina Beach Road from R -15,
Residential District, and B -2, Highway Business District, to (CZD) B -2, Conditional Highway
Business District, in order to develop a 13,500 square foot flex space building.
1. This is a public hearing. We will hear a presentation from staff. Then the applicant and
any opponents will each be allowed 15 minutes for their presentation and additional 5
minutes for rebuttal.
2. Conduct Hearing, as follows:
a. Staff presentation
b. Applicant' s presentation (up to 15 minutes)
c. Opponent's presentation (up to 15 minutes)
d. Applicant's cross examination /rebuttal (up to 5 minutes)
e. Opponent's cross examination /rebuttal (up to 5 minutes)
3. Close the Public Hearing
4. Board discussion
5. At this time, you may ask to either continue the application to a future meeting, or to proceed
with this Board deciding whether to recommend approval or denial of the application.
What do you wish to do?
6. Vote on the conditional zoning district application. The motion should include a statement
saying how the change is, or is not, consistent with the land use plan and why it is, or is not,
reasonable and in the public interest.
Staff Suggested Motion:
Motion to approve, affirming staff's statements that the application is consistent with the
Comprehensive Plan and is reasonable and in the public interest.
Board of Commissioners - February 6, 2017
ITEM: 7 - 1 - 1
Z -967 STAFF SUMMARY
CONDITIONAL ZONING DISTRICT APPLICATION
APPLICATION SUMMARY
Case Number: Z -967, 1/17
Request:
Rezoning to establish a Conditional Zoning District in order to allow for the development of a
13,500 square foot flex space building.
Applicant:
Property Owner(s):
Cindee Wolf of Design Solutions
Ronald & Joyce Hughes; Gorilla, LLC
Location:
Acreage:
5200 block of Carolina Beach Road
3.35 acres
PID(s):
Place Type:
R07600 -006- 176 -000, R07600- 006 -052-
Urban Mixed Use
001, R07600- 006 - 071 -000
Existing Land Use:
Proposed Land Use:
Single - Family Dwelling /Undeveloped
Flex Space Building
Current Zoning:
Proposed Zoning:
R -15 & B -2
(CZD) B -2
, ��r'�� ♦����,�*'��"
�F (CZD} B 2 Y ' 9i 1 S I (CUD) 0 81 ` s.T
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yL�F� `IX (CUD) R-,1 O 6� B -2 �JUNCT r.
R-10
Z -967 �" rc� ►j R -1 5
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SURROUNDING AREA
LAND USE
ZONING
Shopping Center (Austin Commons) /Single - Family
North
Residential (Royal Palms Mobile Home Park)
B -2, (CUD) R -10
East
General Office & Retail including Contractor Offices
B -2
South
Single - Family Residential /Undeveloped /General Office
R -15, B -2
& Retail including Contractor Offices
West
Single - Family Residential (Royal Palms Mobile Home
(CUD) R -10
Park)
Z-967,(1/17)
Board of Commissioners - February 6, 2017
ITEM: 7 - 2 - 1
Page 1 of 6
ZONING HISTORY
Water /Sewer
April 7, 1971
Initially zoned R -15
December 4,
The front 105 feet of 5208 Carolina Beach Road rezoned to B -2.
1978
Schools
COMMUNITY SERVICES
Water /Sewer
Water and Sewer is available through CFPUA
Fire Protection
New Hanover County Fire Services, New Hanover County South Fire
Archaeological
District
Schools
Williams Elementary, Codington Elementary, Murray Middle, and Ashley
High schools
Recreation
Arrowhead Park and Myrtle Grove Athletic Complex
CONSERVATION, HISTORIC, & ARCHAEOLOGICAL RESOURCES
Conservation
The property is within the Conservation Overlay District and contains swamp
forest. However, the swamp forest does not meet the 5 -acre minimum
threshold for conservation space to be required.
Historic
No known historic resources.
Archaeological
No known archaeological resources.
Z -967, (1/17)
Board of Commissioners - February 6, 2017
ITEM: 7 - 2 - 2
Page 2 of 6
PROPOSED SITE PLAN
• The application proposes to limit the allowable
uses of the building to the following:
•
General Building Contractor
o Business Services Including Printing
•
Landscaping Contractor
o Personal Services
•
Special Trade Contractor
o Government Offices & Buildings
•
Artisan Manufacturing
o Offices for Private Business &
•
Warehousing
Professional Activities
•
Mini - Warehousing
o Research facilities
•
Landscaping Service
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Z -967, (1 /17) Page 3 of 6
Board of Commissioners - February 6, 2017
ITEM: 7 - 2 - 3
TRANSPORTATION
• Access will be provided via an access easement that connects to Carolina Beach Road. This
accessway is utilized by a total of three properties, including the subject property.
• A driveway permit must be obtained from NCDOT.
• Carolina Beach Road is a state - maintained road (US 421 ).
• NCDOT is currently working on a project to install safety improvements along this portion
of Carolina Beach Road. The improvements include a sidewalk being constructed along
the southeastern side of the road, adjacent to the subject property.
• A bus stop for route 201 is located adjacent to the subject property on Carolina Beach
Road.
Traffic Count - 2015
Road
Location
Volume
Capacity
V/C
LOS
Carolina Beach
39
94
5000 Block
29,430
29,300
1.04
F
Road
Trip Generation
LAND USE
INTENSITY
AM PEAK
PM PEAK
Office (710)
13,500 square feet
39
94
• Use shown is the highest trip generating use of the proposal.
• Traffic Impact Analysis are required to be completed for proposals that will generate more
than 100 peak hour trips in either the AM or PM peak hours.
ENVIRONMENTAL
• Portions of the property are located within an AE Special Flood Hazard Area, with a Base
Flood Elevation of 13.8 feet, and an AE Floodway. The new preliminary flood maps slightly
modify the location of the AE Special Flood Hazard Area on the property and reduce the
Base Flood Elevation to 12.9 feet. The proposed development must comply with the
county's Floodplain Ordinance.
• Stormwater management will be reviewed by the New Hanover County Engineering
Department and by the NC Department of Environmental Quality. The development will
utilize, and improve as required, the existing stormwater ponds located on the site.
• The applicant has identified regulated wetlands on the property. If this application is
approved, the wetlands must be further delineated by the Army Corps of Engineers (ACOE)
prior to building permit issuance. Any impacts to the regulated wetlands must be permitted
by the ACOE.
• The subject property is within the Motts Creek (C;Sw) watershed.
• The subject property contains Class II (Moderate Limitation), and Class IV (Unsuitable) soils.
However, no septic systems are proposed.
Z -967, (1/17)
Board of Commissioners - February 6, 2017
ITEM: 7 - 2 - 4
Page 4 of 6
2016 COMPREHENSIVE LAND USE PLAN
The 2016 Comprehensive Land Use Plan classifies the subject property as Urban Mixed
Use. This place type promotes development of a mix of residential, office, and retail uses
at higher densities. Types of uses encouraged by this place type include office, retail,
mixed use, small recreation, commercial, institutional, single- family, and multi - family
residential.
Relevant Goals of the Comprehensive Plan
Goal I
Promote business success. (Desired Outcome: A vibrant economy for New Hanover
County based on business success.)
Promote fiscally responsible growth. (Desired Outcome: Growth patterns that
Goal III
achieve efficient provisions of services and equitable distribution of costs between
the public and private sector.)
Integrate multi -modal transportation into mixed land uses that encourage safe,
Goal VIII
walkable communities. (Desired Outcome: A community with a mixture of land uses
that allows for individuals to perform daily tasks without the use of an automobile.
A community where individuals can safely walk, bike, and access transit.)
Promote environmentally responsible growth. (Desired Outcome: Development
Goal IX
that accommodates population growth while minimizing negative impacts on natural
resources.)
Increase public safety by reducing crime through the built environment. (Desired
Goal XVI
Outcome: New development patterns that focus on increased public safety.)
Staff Analysis of Comprehensive Plan Consistency
In general, the proposed development is consistent with the comprehensive plan. The development
mix of commercial and office uses that would be allowed in the proposed flex space building is
encouraged within the Urban Mixed Use place type, especially as they would be provided on the
same parcel and in conjunction with an existing mixed use commercial development (retail and
entertainment). While amenities for multimodal traffic are not included, this building is an expansion
Z -967, (1/17)
Board of Commissioners - February 6, 2017
ITEM: 7 - 2 - 5
Page 5of6
of an existing development that does not support bicycle or pedestrian traffic and does not front
the commercial corridor. In addition, the development site is designed to not encroach on wetlands
and will use an existing stormwater facility.
COMMUNITY MEETING NOTES
• A community meeting was held on Monday, October 10, 2016 in accordance with the
requirements for such an application.
• The applicant has provided a summary of the meeting in the application. No opposition
was presented by the attendees of the meeting.
• Modifications were made to the proposed site plan after this meeting, specifically the
proposed building was moved further north.
PLANNING BOARD ACTION
The Planning Board considered this application at their January 5, 2017 meeting. At the meeting,
an adjacent property owner spoke in opposition of the proposal citing concerns regarding traffic,
noise, and litter. Also, the tenant currently living at the subject property requested that the
application be delayed in order to allow for additional time for her to locate new housing.
The Planning Board recommended approval of the application (6 -0) with no added conditions,
finding that the proposal is:
1. Consistent with the purposes and intent of the 2016 Comprehensive Plan because the
proposed commercial and office uses are encouraged within the Urban Mixed Use place
type.
2. Reasonable and in the public interest because the proposal will promote business success
by expanding an existing commercial area that contains similar uses.
STAFF RECOMMENDATION
Staff recommends approval as stated in the Planning Board's action. Staff concurs with the Planning
Board's statements that the application is consistent with the Comprehensive Plan and is reasonable
and in the public interest.
Z -967, (1/17)
Board of Commissioners - February 6, 2017
ITEM: 7 - 2 - 6
Page 6 of 6
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ITEM: 7 - 4 - 1
Board of Commissioners - February 6, 2017
ITEM: 7 - 5 - 1
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ITEM: 7 - 6 - 1
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Board of Commissioners - February 6, 2017
ITEM: 7 - 7 - 1
NEW HANOVER COUNTY
PLANNING & INSPECTIONS
Application for
CONDITIONAL ZONING DISTRICT
Print Form
230 Government Center Drive Suite 110
Wilmington, NC 28403
910 -798 -7165 phone
910 - 798 -7053 fax
www.nhcgov.com
Petitioner Information
Property Owner(s)
Subject Property
If different than Petitioner
Name
Owner Name
Address
Cindee Wolf
Ronald M & Joyce S Hughes
5208 Carolina Beach Rd
Company
Owner Name 2
Parcel ID(s)
Design Solutions
313410.35.1162
Address
Address
Area
PO Box 7221
5917 Myrtle Grove Road
1.82 ac. +/-
City, State, Zip
City, State, Zip
Existing Zoning and Use
Wilmington, NC 28406
Wilmington, NC 28409
B -2 & R -15 / Residential
Phone
Phone
Proposed Use
910 - 620 -2374
910 - 520 -7979
B -2 (CZD) Flex Space
Email
Email
Land Classification
cwolf@lobodemar.biz
Application Tracking Information
rmhughes @charter.net
(Stqff0n11)
Urban Mixed -Use
Case Number
Date/Time received:
Received by:
Z-90
1Z Ly Zal (o
4i;lr� �tty-e-,
APPLICATION OVERVIEW
In order to assist petitioners through the rezoning process, petitioners are highly encouraged to attend a
pre- application conference prior to application submittal. Petitioners are requested to review the sections
of the Zoning Ordinance specific to zoning amendments and conditional zoning districts prior to
submission, and advised to contact Planning Staff with any questions. The following sections of the
Zoning Ordinance pertain specifically to zoning amendments and conditional zoning districts:
• Section 55.3: Conditional Zoning Districts
• Section 110: Amending the Ordinance
• Section 111: Petitions
• Section 112: Approval Process
Applications for zoning amendments must first be considered by the New Hanover County Planning
Board at a public hearing. The Planning Board will make a recommendation to the County
Commissioners which will take final action on the permit application in a quasi - judicial public hearing.
Attendance at all public hearings is required. The public hearings will allow staff, the applicant,
proponents and opponents to testify in regards to the request. Unless otherwise published or announced,
Planning Board meetings are held on the first Thursday of each month at 6:OOPM in the Commissioner's
Assembly Room at the Historic County Courthouse located at Third and Princess Streets, Wilmington,
North Carolina. All meeting dates and application deadlines are published on the New Hanover County
Planning website.
Page 1 of 3
Board of Commissioners - February 6, 2017 04/14
ITEM: 7 - 8 - 1
NEW HANOVER COUNTY
PLANNING & INSPECTIONS
Print Form
230 Government Center Drive Suite 1 10
Wilmington, NC 28403
910 - 798 -7165 phone
910 - 798 -7053 fax
Application for www.nhcgov.com
CONDITIONAL ZONING DISTRICT
Petitioner Information
Property Owner(s)
Subject Property
If different than Petitioner
Name
Owner Name
Address
Cindee Wolf
Gorilla, L.L.C.
p/o 5212 Car Beach Rd
Company
Owner Name 2
3134 14.24.3 98 &
Design Solutions
p/o 313410.35.5006
Address
Address
Area
PO Box 7221
1508 Military Cutoff Rd, Ste 204
1.53 ac. +/-
City, State, Zip
City, State, Zip
Existing Zoning and Use
Wilmington, NC 28406
Wilmington, NC 28403
R -15 / Stormwater Pond
Phone
Phone
Proposed Use
910 - 620 -2374
910 - 392 -9800
B -2 (CZD) Pond Only
Email
Email
Land Classification
cwolf @lobodemar.biz
Application Tracking Information
john @commercialrealtyco.com
(Staft'Onll)
Date /Time received: V"-T1*#0
Urban Mixed -Use
eceived by:
Case Number
2-947
a -Z N. -
$S
APPLICATION OVERVIEW
In order to assist petitioners through the rezoning process, petitioners are highly encouraged to attend a
pre - application conference prior to application submittal. Petitioners are requested to review the sections
of the Zoning Ordinance specific to zoning amendments and conditional zoning districts prior to
submission, and advised to contact Planning Staff with any questions. The following sections of the
Zoning Ordinance pertain specifically to zoning amendments and conditional zoning districts:
• Section 55.3: Conditional Zoning Districts
• Section 110: Amending the Ordinance
• Section 111: Petitions
• Section 112: Approval Process
Applications for zoning amendments must first be considered by the New Hanover County Planning
Board at a public hearing. The Planning Board will make a recommendation to the County
Commissioners which will take final action on the permit application in a quasi-judicial public hearing.
Attendance at all public hearings is required. The public hearings will allow staff, the applicant,
proponents and opponents to testify in regards to the request. Unless otherwise published or announced,
Planning Board meetings are held on the first Thursday of each month at 6:OOPM in the Commissioner's
Assembly Room at the Historic County Courthouse located at Third and Princess Streets, Wilmington,
North Carolina. All meeting dates and application deadlines are published on the New Hanover County
Planning website.
Pagel of 3
Board of Commissioners - February 6, 2017 04/14
ITEM: 7 - 8 - 2
APPLICATION REOUIREMENTS
In order to assist petitioners through the rezoning process, petitioners are highly encouraged to attend a
pre - application conference prior to application submittal. Applications must be reviewed by Planning
Staff for completeness prior to being officially accepted. Applications must be submitted to Planning
Staff at least twenty (20) working days before the Planning Board meeting at which the application is to
be considered. In order to allow time to process, fees and review for completeness, applications will not
be accepted after 5:00 PM on the deadline day. Once accepted, the Planning Board will consider the
application at the assigned meeting unless the applicant requests a continuance.
For all proposals, in addition to this application, the following supplemental information and materials are
required:
Required Information
Applicant
Staff
Initial
Initial
Copy of the New Hanover County Tax Map, which delineates the property
requested for rezoning.
rn�nr
Legal description (by metes and bounds) of property requested for rezoning.
Copy of the subdivision map or recorded plat which delineates the property.
Site Plan (8 -24x36 copies for Planning Board; 8 -24x36 copies for Commissioners)
• Tract boundaries and total area, location of adjoining parcels and roads
• Proposed use of land, structures and other improvements. For residential
uses, this shall include number, height and type of units and area to be
occupied by each structure and /or subdivided boundaries. For non-
residential uses, this shall include approximate square footage and height of
each structure, an outline of the area it will occupy and the specific purpose
for which it will be used.
• Development schedule including proposed phasing.
• Traffic and Parking Plan to include a statement of impact concerning local
traffic near the tract, proposed right -of -way dedication, plans for access to
and from the tract, location, width and right -of -way for internal streets and
location, arrangement and access provision for parking areas.
• All existing and proposed easements, reservations, required setbacks,
rights -of -way, buffering and signage
• The one hundred (100) year floodplain line, if applicable
• Location and sizing of trees required to be protected under Section 62 of
the Zoning Ordinance
• Any additional conditions and requirements, which represent greater
E
restrictions on development and use of the tract than the corresponding
General Use District regulations or other limitations on land which may be
regulated by State law or Local Ordinance.
j
• Any other information that will facilitate review of the proposed change
(Ref. Article VII, as applicable)
A report of the required public information meetin outlined in Section 111 -2.1.
Authority for Appointment of Agent Form if applicable)
Fee - For petitions involving 5 acres or less, $600. For petitions involving greater
than 5 acres, $700
i
Page 2 of 3
Board of Commissioners - February 6, 2017 04/14
ITEM: 7 - 8 - 3
CRITERIA REQUIRED FOR APPROVAL OF A CHANGE OF ZONING
Conditional Use District Zoning is established to address situations where a particular land use would be
consistent with the New Hanover County Land Use Plan and the Zoning Ordinance objective but for which
none of the general zoning classifications which would allow that use are acceptable. The applicant should
explain, with reference to attached plans (where applicable), how the proposed use satisfies these requirements.
The applicant has the burden of proof and must provide sufficient evidence in order for the required findings to
be met.
You must explain in the space below how your request satisfies each of the following requirements (attach
additional sheets if necessary):
1. How would the reauested change be consistent with the Countv's Policies for Growth and Devel
Policies for growth encourage continued efforts to attract & retain businesses. The proposal is to expand an existing flex -space
facility along a a busy commercial thoroughfare. Extending the business zone, but with conditional regulations is consistent
with the concept of in- filling parcels where urban services are available.
2. How would the requested zone change be consistent with the property's classification on the Land
Classification ME?
IThe site is in an "Urban Mixed -Use" land classification. The classification is intended for more intensive development where
urban services are already in place.
3. What significant neighborhood changes have occurred to make the original zoning inappropriate, or how is
Carolina Beach Road is a busy corridor with a mixture of commercial uses. The subject tract is a remnant from previous
commercial rezonings & is no longer desirable for residential habitation. Adding the remainder of the split -zoned parcel to the
existing highway business district should have little impact on the surrounding area.
4. List proposed conditions and restrictions that would mitigate the impacts of the proposed use(s).
The trip generation for a flex -space facility is much lower than many of the more intense business uses that could be
appropriate for this location. A bufferyards will mitigate any impacts to the residential use to the West. Interior parking area
plantings will meet the landscape requirements and enhance the aesthetics. The rezoning would maximize the effectiveness of
commercial uses by assuring that land is available in proximity to the markets they serve. Proposed uses have been limited.
If an applicant requests delay of consideration from the Planning Board or Board of County
Commissioners before notice has been sent to the newspaper, the item will be calendared for the
next meeting and no fee will be required. If delay is requested after notice has been sent to the
newspaper, the Board will act on the request at the scheduled meeting and are under no obligation
to grant the continuance. If the continuance is granted, a fee in accordance with the adopted fee
schedule as published on the New Hanover County Planning website will be required.
By my signature below, I understand and accept all of the conditions, limitations and obligations of
the Conditional Use District zoning for which I am applying. I understand that the existing official
zoning map is presumed to be correct. I understand that I have the burden of proving why this
requested change is in the public interest. I certify that this application is complete and that all
information presented in this application is accurate to the best of my knowledge, information, and
belief.
C. ido`f %Ili
Signature of Petitioner ° 14a r e ,*Vnef`
Cynthia Wolf / Design Solutions
Print Name
Page 3 of 3
Board of Commissioners - February 6, 2017 04/14
ITEM: 7 - 8 - 4
NEW HANOVER COUNTY
PLANNING & INSPECTIONS
1
AUTHORITY FOR APPOINTMENT OF AGENT
1. Print Form
230 Government Center Drive
Suite 110
Wilmington, NC 28403
910 - 798 -7165 phone
910 - 798 -7053 fax
www.nhegov.com
Please note that for quasi-judicial proceedings, either the land owner or an attorney must be present for the case
at the public hearing.
The undersigned owner does hereby appoint an authorized the agent described herein as their exclusive agent
for the purpose of petitioning New Hanover County for a variance, special use permit, rezoning request, and/or
an appeal of Staff decisions applicable to the property described in the attached petition. The Agent is hereby
authorized to, on behalf of the property owner:
1. Submit a proper petition and the required supplemental information and materials
2. Appeal at public meetings to give representation and commitments on behalf of the property owner
3. Act on the property owner's behalf without limitations with regard to any and all things directly or
indirectly connected with or arising out of any petition applicable to the New Hanover County Zoning
Ordinance.
Agent Information
Property Owner(s)
Subject Property
Name
Owner Name
Address
Cinclee Wolf
Ronald M & Joyce S Hughes
5208 Carolina Beach Rd
Company
Owner Name 2
City, State, Zip
Design Solutions
Wilmington, NC
Address
Address
Parcel YD
P.O. Box 7221
5917 Myrtle Grove Rd
313410.35.1162
[7600- 006 - 176 -000]
City, state, Zip
City, state, Zip
Wilmington, NC 28406
Wilmington, NC 28409
Phone
Phone
910 -620 -2374
910 - 202 -8042 / Steve Neimeyer
Email Email
cwolf@lobodemar.biz steve@wilmington-builders.com
Uy
Case Number Reference: DatefI ime received:
Received by:
This document was willfully executed on the day of 20 ✓ 6
// mr,man'S.1
Irt
•
Board of Commissioners - February 6, 2017 04/14
ITEM: 7 - 8 - 5
NEW HANOVER COUNTY
t3 PLANNING & INSPECTIONS
` t 3
A UTHORITY FOR
APPOINTMENT OF AGENT
Print Form
230 Government Center Drive
Suite 110
Wilmington, NC 28403
910- 798 -7165 phone
910 - 798 -7053 fax
www.nhegov.com
Please note that for quasi-judicial proceedings, either the land owner or an attorney must be present for the case
at the public hearing.
The undersigned owner does hereby appoint an authorized the agent described herein as their exclusive agent
for the purpose of petitioning New Hanover County for a variance, special use permit, rezoning request, and /or
an appeal of Staff decisions applicable to the property described in the attached petition. The Agent is hereby
authorized to, on behalf of the property owner:
1. Submit a proper petition and the required supplemental information and materials
2. Appeal at public meetings to give representation and commitments on behalf of the property owner
3. Act on the property owner's behalf without limitations with regard to any and all things directly or
indirectly connected with or arising out of any petition applicable to the New Hanover County Zoning
Ordinance.
Agent Information
Property Owner(s)
Subject Property
Name
Owner Name
Address SOB
Cindee Wolf
Gorilla, L.L.C.
p/o 5212 Carolina Beach Rd
Company
Owner Name 2
City, State, Zip
Design Solutions
Wilmigton, NC
Address
Address
Parcel ID
P.O. Box 7221
1508 Military Cutoff Rd, Ste 204
313410.35.5006
[7600-006-052-0011
City, State, Zip
City, State, Zip
Wilmington, NC 28406
Wilmington, NC 28403
31341q.
Phone
910- 620
Phone
910- 392
L7(e�0 - CiJ%" 071 — OUO,
-2374
-9800
Email
Email CO
cwolf @lobodemar.biz
Application Tracking Information
john @commercialrealt
(Staff OIJIN)
Case Number Reference:
Date/Time received:
Received by:
This document was willfully executed on the day of Dec e M �ir� , 20�
O ner 1 Signature
Board of Commissioners - February 6, 2017 04/14
ITEM: 7 - 8 - 6
Traffic Impact Worksheet
Prior to submission of nonresidential site plan, this worksheet must be prepared. A
Traffic Impact Analysis will be required for all projects generating 100 peak hour trips
or more. The scope of the TIA shall be determined by concurrence of the Planning
Director, the MPO coordinator and NCDOT traffic engineer. Any mitigation measures
required must be included in the final site plan submitted for review.
PROJECT NAME CBR Flex Space
PROJECT ADDRESS 5208 Carolina Beach Road
DEVELOPER/OWNER
EXISTING ZONING
GROSS FLOOR AREA
Ronald & Joyce Hughes /
B -2 & R -15
13,500
NEAREST INTERSECTION Antoinette Drive
BEFORE PROPOSED PROJECT
Average Daily Traffic (Date) 29,430 (2 015 )
LEVEL OF SERVICE (LOS)
F
sq. ft.
ITE MANUAL TRAFFIC GENERATION ESTIMATE:
*ITE Manual available at Planning Department
USE AND VARIABLES: 100% office (710)- example highest generator
(Example: Racquet Club; 8 courts; Saturday peaks)
AM PEAK HOUR TRIPS 21 PM PEAK HOUR TRIPS 20
(Traffic generation of 100 peak hour trips will require Traffic Impact Analysis Scoping
m eeting with Plan n ing Departm en t)
C. Wolf / Design Solutions
Person Providing Estimate
Cynthia a Wolf
Signature
Peak Hour estimate confirmed by Planning & Zoning on
IRE
(Date)
Board of Commissioners - February 6, 2017
ITEM: 7 - 8 - 7
Wilmington Builders
110 Woodland Dr., Leland, NC 28451
Telephone: (910) 202 -8042
Unlimited Licensed General Contractor License #69726
Community Meeting Notice for Conditional Rezoning
Public Meeting Report — October 10, 2016
Held at 5 Silva Terra Dr., Wilmington, NC at 6 pm.
1. Notification was delivered via USPS to the attached list of neighboring
Property owners. One letter, to New Hanover County Water /Sewer was
returned undeliverable.
2. The meeting was held at 5212 Carolina Beach Road, Wilmington, NC
28412 at 5 pm on October 10, 2016.
3. In attendance: Hosted by: Steve Niemeyer, Wilmington Builders
Brad Schular, NHC Planner
Harvin H. Quidas, Property Owner
4. There was no opposition to the petition as a result of the community meeting.
Respectfully submitted,
Steve E. Niemeyer
Wilmington Builders
Board of Commissioners - February 6, 2017
ITEM: 7 - 8 - 8
Owner
Owner Addr
Owner City
s
ATTAMIRANO ALVARO
133 NORMANDY DR
WILMINGTON, NC 28412
GORILLA LLC -
1508 MILITARY CUTOFF RD SUITE 204
WILMINGTON, NC 28403
GORILLA LLC
1508 MILITARY CUTOFF RD SUITE 204
WILMINGTON, NC 28403
HORVATH WILLIAM'J JANICE LEWIS
129 NORMANDY DR
WILMINGTON, NC 28412
HUGHES RONALD M JOYCE S
5917 MYRTLE GROVE RD
WILMINGTON, NC 28409
HUGHES RONALD M JOYCE S
5917 MYRTLE GROVE RD
WILMINGTON, NC 28409
JERNIGAN ROBERT E CHARLENE D
26 ANTOINETfE DR
WILMINGTON, NC 28412
NEW HAN CNTY WATER /SEWER
320 CHESTNUT ST
WILMINGTON, NC 28401
OREILLY AUTOMOTIVE STORES INC
PO BOX 6116
CHICAGO, IL 60606
POWELL D MICHAEL MARCIA LEE
5220 CAROLINA BEACH RD
WILMINGTON, NC 28412
POWELL DANNY M. MARCIA L
5220 CAROLINA BEACH RD
WILMINGTON, NC 28412
POWELL DANNY M MARCIA L
5220 CAROLINA BEACH RD
WILMINGTON, NC 28412
POWELL DANNYIM MARCIA LEE
5220 CAROLINA BEACH RD
WILMINGTON, NC 28412
POWELL DANNY M MARCIA LEE
5220 CAROLINA BEACH RD
WILMINGTON, NC 28412
POWELL DANNY M MARICA L
5220 CAROLINA BEACH RD
WILMINGTON, NC 28412
QUIDAS H HARVIN ETAL
6700 MYRTLE GROVE RD
WILMINGTON, NC 28409
M &M WANG LLC
300 BROAD ST APARTMENT 503
STAMFORD, CT 6901
ROYAL PALMS MHP LLC
1080 PITTSFORD VICTOR RD SUITE 202
PITTSFORD, NY 14534
SINCLAIR EUGENE N KATHLEEN M
125 NORMANDY DR
WILMINGTON, NC 28412
WAL MART PROPERTY TAX DEPT
PO BOX 8050
BENTONVILLE, AR 72712
Z A SNEEDEN LLC
1015 ASHES DR SUITE 205
WILMINGTON, NC 28405
Board of Commissioners - February 6, 2017
ITEM: 7 - 8 - 9
September 23, 2016
Gorilla, LLC
1508 Military Cutoff Rd., Ste 204
Wilmington, NC 28403
And
Ronald & Joyce Hughes
5917 Myrtle Grove Rd.
Wilmington, NC 28409
RE: Community Meeting for Rezoning of 5208 and 5212 Carolina Beach Rd.
from R -1 5 to CZD B -2 Conditional Rezoning Application
Dear Neighbor:
This is a notice for a community information meeting regarding an upcoming
Conditional Rezoning application. I, Steve Niemeyer, on behalf of the property owners,
Gorilla, LLC and Ronald & Joyce Hughes, are proposing to rezone property located at
5208 and 5212 Carolina Beach Rd., Wilmington, NC 28412 from R -15 ZONING
DISTRICT to CZD B2 in order to develop office /retail space.
The property is located within the unincorporated areas of New Hanover County
and is subject to the County's Zoning Ordinance. As part of the rezoning application
process, the Zoning Ordinance requires that a community information meeting is held prior
to submitting the official application to the County. The purpose of the community meeting
is to inform nearby residents and other interested parties about the proposal and to
provide an opportunity to learn more or submit comments and concerns regarding the
proposal.
The community information meeting will be held on Monday, October 10th at 5:00
PM, at Advanced Air Solutions located 5212 Carolina Beach Rd., Wilmington, NC 28412.
For directions or further information, please contact Susan Seltzer at 910 - 202 -8042 or
susan @wilmington - builders.com.
Sincerely,
Steve E. Niemeyer
Wilmington Builders
Enclosure. Site plan
Board of Commissioners - February 6, 2017
ITEM: 7 - 8 - 10
Legal Description for
Conditional District Rezoning
5208 & Part of 5212 Carolina Beach Road
Beginning at a point at the northeastern corner of Tract "B" — Part of Lot 3 of W.N. Core Heirs, a
lot created by subdivision recorded among the land records of the New Hanover County
Registry in Map Book 40, at Page 210; said point being located North 68 008'51" West, 220.00
feet from the intersection of the northern boundary of Tract "A" with the western boundary of
Carolina Beach Road, a 160' public right -of -way; and running thence from the point of
beginning:
South 36 015'09" East, 186.82 feet to a point; thence
South 68 008'48" West, 250.79 feet to a point; thence
South 40 046'29" East, 250.79 feet to a point; thence
South 71 019'48" West, 539.27 feet to a point; thence
North 27 048'53" East, 494.20 feet to a point; thence
North 68 008'51" East, 308.16 feet to the point and place of beginning, containing 3.35 acres,
more or less.
Board of Commissioners - February 6, 2017
ITEM: 7 -8-12
Ar F �
.
Board ofCommissioners February 0.2017
'
ITEM: 7 -8-13
R,10 '
n
NEW HANOVER COUNTY NORTH CAROLINA
1, PATRICK C. 13P,15TOW CERTIFY THAT THIS PLAT WAS DRAWN UNDER MY SUPERVISION
FROM AN ACTUAL SURVEY MADE UNDER MY SUPERVISION (DEED DESCRIPTION
RECORDED IN E300K AS , PAGE SHOWN ); THAT BOUNDARIES NOT SURVEYED
ARE CLEARLY INDICATED AS DRAWN FROM INFORMATION FOUND IN BOOK AS
PAGE SHOWN; THAT THE RATIO Of PRECISION AS CALCULATED 15 1: 10000:
THAT THIS PLAT WAS PREPARED IN ACCORDANCE WITH G.5. 47-30 AS
AMENDED. WITNESS MY ORIGINAL SIGNATURE, LICEN5URE NUMBER AND SEAL
TH 15-,Zo -r N DAY Of AjCjVC- M a r- a A.D., 2000.
CA/?'
No
0 qp%
3
PATRICK C. BRISTOW
N.C. PL5 NO. L-4148 SEAL
L-4148
STATE OF NORTH CAROLINA
COUNTY Of NEW HANOVER
1, 5AM 2) V ;L G e.55 REVIEW OFFICER Of NEW HANOVER COUNTY,
CERTIFY THAT THE MAP OR PLAT TO WHICH THIS CERTIFICATION 15 AFFIXED MEETS ALL
REQUIREMENTS FOR RECORDING.
REVIEW OkICER
CERTIFICATE Of OWNERSHIP, DECICATION AND JURISDICTION:
I (WE) HEREBY CERTIFY THAT I (WE) ARE THE OWNERS Of THE PROPERTY SHOWN AND
DESCRIBED HEREON AND THAT I (WE) HEREBY ADOPT THIS PLAN Of 5UBDIV1510N WITH MY
(OUR) FREE CONSENT ESTABLISH THE MINIMUM BUILDING LINES AND DEDICATION Of ALL
STREETS, ALLEYS WALKS, PARKS, CONSERVATION SPACE AND OTHER AREAS TO PUBLIC
OR PRIVATE USE AS NOTED. ALL ROADS AND DRAINAGE EASEMENTS ARE DEDICATED FOR
PUBLIC UTILITY PURPOSES, FURTHER, I (WE) CERTIFY THE LAND AS SHOWN HEREON 15
LOCATED WITHIN THE 5UBDIV15ION JUR15DICTION Of NEW HANOVER COUNTY.
DATE OWNS {5)
CERTIFICATE Of DISCLOSURE NEW HANOVER COUNTY FLOOD PLAIN MANAGEMENT:
I(WE) HEREBY CERTIFY THAT PRIOR TO ENTERING ANY AGREEMENT OR CONVEYANCE
WITH A PROSPECTIVE BUYER I (WE) PREPARE AND SIGN AND THE BUYER Off THE
SUBJECT REAL ESTATE SHALL RECEIVE AND SIGN A STATEMENT WHICH FULLY AND
ACCURATELY DISCL05ES THAT THE SUBJECT REAL ESTATE OR PORTION Of THE
SUBJECT REAL ESTATE 15 LOCATED WITHIN A FLOOD HAZARD AND THE BUYER MUST
5AT15fY THE REQUIREMENTS OF THE NEW HANOVER COUNTY FLOOD PLAIN
MANAGEMENT REGULATIONS PRIOR TO THE ISSUANCE Of CONSTRUCTION PERMITS.
DATE
OWNER( )
CERTIFICATE OF DISCLOSURE FOR NEW HANOVER COUNTY SEWER COSTS
I(WE) HEREBY CERTIFY THAT PRIOR TO ENTERING ANY AGREEMENT OR ANY CONVEYANCE
WITH A PROSPECTIVE BUYER, I(WE) SHALL PREPARE AND SIGN, AND THE BUYER
Of THE SUBJECT REAL ESTATE SHALL RECEIVE AND SIGN, A STATEMENT WHICH FULLY
AND ACCURATELY DISCLOSES THAT THE BUYER WILL BE ASSESSED BY
NEW HANOVER COUNTY FOR THE FULL COST Of PROVIDING SEWER SERVICE TO
THE SUBDIVISION AT THE TIME THAT DISTRICT SEWER BECOMES AVAILABLE, IN
ACCORDANCE WITH NEW HANOVER COUNTY CODE.
1 7 �'tyb
DATE
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536* 151 OT
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SOUTH BOUND LANES
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LA,ND SURVE YIN G, P.C-�
21 1 N. FIFTh AVENUE WILMMGTON, NC 28401
ph— (9 � 0) 763-51 24
fax: (9 0) 7G2-5772
ll
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404 WETLANDS
BRUNSWICK COUNTY NORTH CAROLINA
BEARING
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404 WETLANDS
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5.02
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26,58
L9
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26.26
L I O
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I G. 10
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1 0.5 1
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N 14005'52"W
29.73
L13
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10.45
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26.34
L 15
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29,81
NOTES:
1 . N.C.G,5. MONUMENT NOT FOUND WITHIN 2000'.
2, ALL DISTANCES ARE GROUND HORIZONTAL.
3. THESE PARCELS ARE LOCATED WITHIN A FLOOD HAZARDOUS
AREA, ZONES C, [3, * A-5 (ELEV. 15) ACCORDING TO FLOOD
COMMUNITY PANEL # 3701 68 0090 E DATED: SEPT. 3, 1092
INDEX: JULY 20, 1996,
4. AREA BY COORDINATE METHOD
5. TH15 LOT 15 SUBJECT TO ALL UTILITY EASEMENTS,
RESTRICTIONS, OR COVENANTS Of RECORD.
G. 25 x 45 ACCE55 EASEMENT MD. 2076 PG. 10)
EXTINGUISHED AND REPLACE[) BY 30'ACCE55 EASEMENT
AS RECORDED IN DE3. 2774 PG. 920.
7. WATER AND SEWER SERVICES -NEW HANOVER COUNTY.
CERTIFICATE DISCLAIMING WATER AND SEWER AVAILABILITY:
NOTWITHSTANDING NEW HANOVER COUNTY APPROVAL Of
THIS PLAT, LOTS SHOWN ON SAID PLAT MAY NOT RECEIVE
HEALTH DEPARTMENT APPROVAL FOR ON SITE SEWAGE
DISPOSAL SYSTEMS, NOR FOR INDIVIDUAL WATER SUPPLY
SYSTEMS.
LOT 2
TRA-AICT 'A
E. A. 5IMP50N A550C,
39,809 5q. ft. 2139/479
0.91 acres
I O' UTILITY EASEMENT
30-97 1 53GO 151 Ot
1 86.82'
U.S. HIGHWAY #421
(CAROLINA BEACH ROM))
(1001=00T PUBLIC RIGHT Of WAY)
53G° 151 0"E 353.97'(TIE)
CONTROL CORNER
LD
MAF OF DIVISION
FART Of LOT 3 W.N. CORE HEIRS DIVISION
DEED t500K I OE)0 FAGE 7G9
MA50NBORO TOWN5HIP NEW HANOVER COUNTY NORTH CAROLINA
CERTIFICATE Of APPROVAL
NEW HANOVER COUNTY PLANNING DEPARTMENT
DATE PLANNING 'DIRtCTOR
SURVEY REFERENCE
DEED E300K 1999 PAGE 769
DEED BOOK 2076 PAGE 10
MAP E300K 8 PAGE 13
OWNERS: RONALD M. HUGhE5 * wife, JOYCE HUGHES,
2326 CAROLINA BEACH ROAD WILMINGTON, NC 28401
NOVEMBEP, 20, 2000 2.73 AC.
50 0 25 50 100
I I 1 1
WNW"
I INCH = 50 fEE-11-
Q
STOCKS LAND SURVEYING, PC NOVEMBER 2000
L 0
PROPOSED
SITE PLAN
Board of Commissioners - February 6, 2017
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Board of Commissioners - February 6, 2017
ITEM: 7 - 10 - 1
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NEW HANOVER COUNTY BOARD OF COMMISSIONERS
REQUEST FOR BOARD ACTION
MEETING DATE: February 6, 2017
REGULAR
DEPARTMENT: County Manager PRESENTER(S): Lisa Wurtzbacher, Chief Financial Officer
CONTACT(S): Lisa Wurtzbacher
SUBJECT:
Consideration of a Resolution Regarding Travel Policy for Board of County Commissioners
BRIEF SUMMARY:
New Hanover County management and staff currently follow Administrative Memorandum 15 -004 Travel
Policy (Travel Policy) to guide County travel and reimbursements for such travel. Currently, this policy is
not applicable to the Board of County Commissioners (Board). At the Board's January 23, 2017 meeting, it
was requested that County staff prepare a travel policy for the Board to consider.
Staff has prepared a resolution subjecting the Board to the Travel Policy with certain exceptions. Those
exceptions include subjecting Board members to an authorization for travel and travel advances, meal
restrictions above the per diem requirements, and lodging restrictions.
STRATEGIC PLAN ALIGNMENT:
Effective County Management
• Increase efficiency and quality of key business processes
RECOMMENDED MOTION AND REQUESTED ACTIONS:
ATTACHMENTS:
Travel Policy Resolution
AM 15 -004 Travel Policy
COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager)
Consider staff approach or give direction to modify.
COMMISSIONERS' ACTIONS:
Adopted the revised resolution presented by the County Manager, with a $4,000 limit for each Commissioner
per fiscal year, effective this fiscal year, by a vote of 3 -1, Commissioner Zapple dissenting.
Board of Commissioners - February 6, 2017
ITEM: 8
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
RESOLUTION
ESTABLISHING TRAVEL GUIDELINES FOR NEW HANOVER COUNTY BOARD OF
COMMISSIONERS
WHEREAS, the New Hanover County Board of Commissioners are required to travel both within and
outside of the State of North Carolina for the purpose of representing the County at meetings and
professional associations, as well as for training to enhance their skills regarding the performance of
their various duties on behalf of county government. New Hanover County Board of Commissioners
are also invited to attend events and receptions (i.e. recognition events, award events and banquets)
that occur within New Hanover County or the surrounding areas. It is recognized that New Hanover
County citizens receive tangible and intangible benefits through having commissioners at these events;
and
WHEREAS, New Hanover County Board of Commissioners are the ultimate stewards of the public
trust. As such, every reasonable effort will be made to minimize the cost to the public for appropriate
travel and training expenses that ensure our citizens concerns are a part of the state and federal public
policy deliberations. The expense from such travel is an appropriate County expense; and
WHEREAS, for payment and reimbursement of travel expenses incurred in the performance of their
official duties, the New Hanover County Board of Commissioners will follow the guidelines
established in Memorandum No. 15 -004 Travel Policy effective March 31, 2015, including subsequent
updates as issued by the County, with the following exceptions:
Section IV. No authorization is required for travel.
Section V. Travel advances are available and no authorization is required for travel.
Section VII. Meals will follow the per diem section as referenced, not requiring receipts per GSA
guidelines. Exceptions to these guidelines may be made for representation and participation at
various functions that benefit the County.
Section VIII. Commissioners may select the lodging date and location of their choice at the host
event location or at another location. Lodging selections shall be made considering cost,
appropriate security, event convenience, and role at the event. Lodging receipts must be
itemized for reimbursement purposes; and
WHEREAS, the New Hanover County Board of Commissioners are establishing a travel spending
limit of $4,000 per commissioner each fiscal year, beginning with fiscal year ending June 30, 2017 and
will be non - transferable.
NOW, THEREFORE, BE IT RESOLVED, that the New Hanover County Board of Commissioners
approve the travel guidelines established for the New Hanover County Board of Commissioners.
ADOPTED this the 6th day of February, 2017.
N R O
Woody White, Chairm
ATTEST:
K 4�- qj'aA
�qrowell, Clerk to the Board
Board of Commissioners - February 6, 2017
ITEM: 8 -1 -1
NEW HANOVER COUNTY
Administrative Memorandum
County Manager's Office
Memorandum No.
15 -004
Originally Issued:
March 31, 2015
Effective Date:
March 31, 2015
Last Revised Date:
April 9, 2015
Revision (select one):
■ As Needed ❑ Annually
Approved By:
Chris Coudriet, County Manager
TRAVEL POLICY
I. PURPOSE
The purpose of this policy is to provide County employees, managers, and administrators detailed
information on the policies and procedures required when traveling on authorized County business
when County funds are being used. This policy applies to all County employees, volunteers, interns,
Fellows, and appointed boards.
This policy was developed to provide a clear and consistent understanding of the County's
definition of business related expenditures so that expenditures incurred while executing official
County business when out of town or on a day trip may be reimbursed.
This policy includes specific requirements and guidelines for payment and reimbursement of all
allowable authorized travel expenses. The County assumes no obligation to reimburse any expenses
that are not in compliance with this policy. Any exceptions or deviations from this policy will
require County Manager (or his /her designee) approval before the related expenditure will be
reimbursed.
II. ORGANIZATION(S) / INDIVIDUALS AFFECTED
All New Hanover County employees, volunteers, interns, Fellows, and appointed boards
III. DEFINITIONS
Business Travel — Appropriately authorized travel, by an employee, volunteer, intern, Fellow, or
appointed board member, deemed necessary to conduct official county business, relating to training
sessions, conferences, conventions or other authorized meetings which will provide business value
or promote professional development that benefits the County.
Authorized Travel Expenses — Reasonable expenses incurred as part of business travel that are
properly documented and consistent with the policies and guidelines contained in the Travel Policy.
Page 1 of 9
Board of Commissioners - February 6, 2017
ITEM: 8 - 2 - 1
County Procurement Card /P -card- County issued credit card provided to certain personnel in
order to make purchases of goods and/or services required by County.
IV. TRAVEL AUTHORIZATION
The employee's Department Director or his /her designee is required to authorize all travel requests
in advance of the trip, regardless of cost. The authorization is intended to assure that the travel is
necessary and that budgeted funds are available to meet all anticipated expenses. No expenses may
be incurred prior to receiving all approvals.
Some travel will require additional levels of approval.
Same Day In -state or Out -of -state Department Director and supervisor Verbal approval
Overnight In -state Department Director and supervisor In writing
Out -of -state Department Director and County In writing
Manager or appropriate Assistant
County Manager
Any Outside the continental Department Director and County In writing
United States Manager
All Department Director level travel must be approved by the County Manager or Assistant County
Manager.
Sheriff's Office employees must receive approval for all travel from their supervisor and the Sheriff
(or designee).
V. TRAVEL ADVANCES
In order to not create a financial hardship for employees who are required to travel on official
County business, the County will pre -pay and / or advance up to 100% of the estimated travel
expenses, so long as total requested advance for expenses is at least equal to the standard daily meal
per diem limit. Advances are to be used for those employees who need the funds prior to their
travel.
Whenever possible, County Procurement Cards, Purchase Orders, and / or A/P checks should be
utilized to pay / pre -pay for transportation, registration and lodging to keep the actual out of pocket
expenses requiring an advance as low as possible.
• Travel Advance Limits
Minimum: Estimated expenses are equal to the standard daily meal per diem limit
Maximum: 100% of estimated travel expenses
Page 2 of 9
Board of Commissioners - February 6, 2017
ITEM: 8 - 2 - 2
• NO TRAVEL ADVANCES will be issued for meal per diem for same -day travel trips.
The Travel Authorization Report (TAR), with estimates / documentation for all trip - related costs
and all necessary approval signatures /emails, must be sent to Finance no less than ten (10)
business days prior to the expected departure date if an advance is requested. Advances will be
prepared in Finance and electronically deposited in the employee's bank account prior to travel.
The Finance Department will not issue a travel advance if the Traveler has an outstanding advance
that has not been reconciled and cleared by a corresponding Travel Expense Report (TER)
according to the guidelines. Travelers who are routinely late in submitting travel reconciliations
(the travel expense report) will not receive future advances.
VI. TRANSPORTATION
In determining the mode of transportation to be used for travel, the County will pay either the
standard mileage reimbursement, the cost of air fare at the coach rate, or other similar fare for other
modes of transportation (i.e. rail, rental vehicle, etc.) depending on which is economically
reasonable.
The Department Director should determine the most suitable travel mode, based upon factors such
as convenience and time. When more than one employee is attending a conference, carpooling is
strongly encouraged.
A. County Vehicle - County vehicles may be used for any authorized travel. The requesting
Traveler must obey all laws of the jurisdiction in which the vehicle is being operated and
will be responsible for any parking or traffic violations incurred while using the County
vehicle.
The County vehicle should be used in conducting County business only. A minimal amount
of personal use, such as driving the vehicle to and from a meal is allowed. If family members
accompany travelers on a business trip, a personal vehicle must be used.
Employees are strongly encouraged to use County vehicles when available for same day
travel, particularly travel within New Hanover County.
The County has fuel cards for the specific purpose of purchasing fuel for County owned
vehicles. These cards must be used with an assigned PIN. Counties receive Federal discount
per gallon, as well as, a State discount, if purchased in NC. County Procurement Cards or
personal credit cards should not be used to purchase gasoline for a county vehicle.
B. Rental Vehicles — The County has contracted with Enterprise Rental for passenger car
rental. A general account has been established, allowing all departments to reserve a vehicle
without the use of a p -card, personal credit card, or a purchase order. Enterprise will invoice
the department after the return of the vehicle. The use of rental cars is encouraged for ALL
travel with total mileage greater than 100 miles. Travelers must obey all laws of the
jurisdiction in which the vehicle is being operated and will be responsible for any parking or
traffic violations incurred while using the vehicle.
Page 3 of 9
Board of Commissioners - February 6, 2017
ITEM: 8 - 2 - 3
• Reservations are to be made by Department Directors or designees only.
• The classes of cars approved by the County that are available for rent include Economy,
Compact, and Intermediate. When county employees are carpooling to a travel
destination, a bigger rental may be leased for the benefit /comfort of those
carpooling /travelling together.
• Refuse Loss /Collision Damage Waiver (LDW) and Personal Accident Insurance (PAI)
for domestic business travel. Since the County provides insurance for business rentals,
the traveler will not be reimbursed if they purchase this coverage.
If family members accompany travelers on a business trip, a personal vehicle must be used.
C. Personal Vehicle — If a personal vehicle is used, it is the responsibility of the owner of the
vehicle being used for County business to have customary automobile liability insurance
coverage including medical payments, for their own protection and that of their passengers. If
the traveler drives a personal vehicle, his insurance policy covers vehicle damage and any
expenses incurred in an accident.
Reimbursement for miles traveled in a personal vehicle will be at the maximum rate allowed by
the IRS, which is updated annually on the first day of January.
• Any County employee who receives an automobile allowance is NOT eligible for in-
county mileage reimbursement.
• When a private vehicle is chosen for travel, only the owner of the private vehicle is to be
reimbursed the applicable mileage rate. The same guidelines for determining allowable
mileage as used by IRS will be used by the County.
• Mileage from home to a place other than your normal place of work should be
calculated net of your regular commuting mileage (from home to work).
• Travel from home to work is NOT allowable mileage, unless the employee is in
a call -back status.
• Voluntary travel to the on -site Health Clinic or to a wellness program event for
personal benefit is NOT allowable mileage.
• To process a reimbursement request, mileage with appropriate descriptions of travel
incurred, business purpose and destination must be noted either in MUNIS ESS or in a
Travel Expense Report (TER). If a Travel Expense Report is used, a printed map with
estimated miles from one of the internet map providers will be sufficient documentation
of miles driven.
If the traveler chooses to drive a personal vehicle greater than 400 miles one way instead of
flying to a destination, reimbursement for the use of the personal vehicle (including any
additional lodging costs, meal and incidental expenses and parking necessitated by this mode of
travel) shall not exceed the coach airfare rate to the destination plus any additional costs that
would have been incurred as a result of air travel.
Page 4 of 9
Board of Commissioners - February 6, 2017
ITEM: 8 - 2 - 4
THE COUNTY WILL NOT REIMBURSE TRAVELERS FOR PARKING TICKETS, FINES
FOR MOVING VIOLATIONS OR VEHICLE TOWING CHARGES.
D. Air Travel - Air travel should be arranged and tickets purchased, after receiving all necessary
authorizations for the trip, as early as possible to assist in keeping costs at a minimum. Airline
flights must be booked at no more than the coach fare rate. Air travel may be booked via an
airline direct or with an on -line discount broker, such as Expedia or Orbitz.
If a flight reservation is changed or cancelled and results in additional fees, a written explanation
approved by the Department Director must be provided. If the change is not County related, the
employee will be responsible for the additional fee unless an emergency occurs and is approved
by the Department Director and County Manager.
The County will pay one baggage fee each way when traveling by air. The traveler should retain
the E- ticket, internet receipt, or boarding pass and the receipts for the baggage fees, report the
amounts on the Travel Expense Report (TER) and attach the receipts as documentation to show
that the expenditure was actually incurred. The employee will be responsible for additional fees,
including any overage fees for excess weight.
E. Other Travel Transportation /Parking Fees - Ground transportation includes trains, airport
shuttles, buses, and taxis and is authorized when incurred while out of town on County business.
Ground transportation includes travel to /from the airport and hotel, travel to /from hotel and
location of business /conference /meeting, and travel to /from hotel and restaurant, etc.
Parking charges and tolls will be reimbursed. Receipts are required and will be reimbursed at
actual costs.
VII. MEALS
To be eligible to receive a payment of the meal per diem, traveler must be in travel status. Travel
status occurs when an employee incurs over 50 miles of one way of travel from his/her New
Hanover County office to arrive at his /her business destination.
Meals will be reimbursed using the per diem rate per the U.S. General Services Administration
(GSA) and will be updated annually each January.
In the event that the per diem allowance needs to be prorated to reflect times that the Traveler is not
in travel status, the per diem allowance will be based on the GSA per meal allowance. The
following schedule guidelines will be used to determine the per diem allowance for that day:
Breakfast:
Depart prior to 7:00 a.m.
Lunch:
Depart prior to 11:00 a.m. and /or return after 2:00 p.m.
Dinner:
Return after 7:00 p.m.
No receipts are required for per diem reimbursements that comply with these guidelines. Tips for
meals, vending machines, and snacks are included in the per diem meal allowance rate and are not
reimbursable.
Page 5 of 9
Board of Commissioners - February 6, 2017
ITEM: 8 - 2 - 5
No travel related meals should be charged to a County Procurement Card, unless special
circumstances have been approved by the Finance Director.
Employees will not be reimbursed for alcoholic beverages and alcoholic beverages SHOULD NOT
be charged to the county procurement card.
A. Same Day Travel Meals
IRS regulations state that meals claimed for non - overnight trips are to be reported as
taxable income. Therefore, meal reimbursements for same day travel will be reimbursed
to the employee via the payroll system, and will be reported with taxable wages.
B. Overnight Travel Meals
• When a meal is provided as part of a conference or meeting, or included with lodging
(hotel), including continental breakfast, per diem will not be paid for that particular
meal, regardless if the employee chooses to eat that meal or not.
Room service is discouraged and must be paid by the traveler with their personal funds
at the time of check out. Room service meals may not be charged to a County
Procurement Card.
VIII. LODGING
Reimbursement of hotel /motel costs shall be for the traveler only, at the single room rate (unless
sharing with another County employee).
Travelers are expected to use good judgment and fiscal prudence when making reservations. It is
recommended that when attending conferences and conventions, travelers should use the discounted
hotel rates offered by the conference organizers for conference attendees. If an employee chooses
not to stay at the conference hotel, the employee will only be reimbursed up to the conference rate
and should choose comparably priced hotels.
Whenever possible, travelers should utilize discounts available to them, such as the government
employee rate offered by many hotels. Reimbursement of lodging will be based upon submission of
the official hotel receipt showing all charges and payments and must show a zero balance due.
Normally, reservations made with a credit card will guarantee a late arrival. Travelers may request a
direct payment of one night's lodging as a deposit to the hotel if the employee does not have a credit
card. If the traveler cancels the reservation, it is the traveler's responsibility to ensure that the room
reservation is cancelled in compliance with the cancellation terms established by the hotel, and
obtain prompt refund of any deposit made by the County.
When two (2) or more County employees share a room, all room expenses shall be on one (1)
employee's travel expense report. The Travel Authorization Report (TAR) and Travel Expense
Report (TER) should reflect a notation in the comment box stating employees shared lodging to
document the overnight stay.
Page 6 of 9
Board of Commissioners - February 6, 2017
ITEM: 8 - 2 - 6
If a traveler chooses to arrive at the location of the training the night before it begins, the County
will not pay the lodging expense if it is within 100 miles from his /her County office or the traveler's
home whichever is closer and if the conference begins at 10 a.m. or later.
IX. CONFERENCE / CLASS REGISTRATION FEES
Registration fees may be paid in advance using the Procurement Card or with an A/P check once the
appropriate Travel Authorization approval has been received. If registration fees will exceed $1,000,
submit a copy of the Travel Authorization Report (TAR) to the procurement division of Finance for
Finance to lift controls to allow payment.
Conference or seminar registration fees paid onsite should be reported on the Travel Expense Report
(TER) with the receipt for the payment attached.
X. OTHER EXPENSES
A. Internet - Hotel internet connection charges related to conducting County business are
reimbursable. The traveler should include the expenditure on the Travel Expense Report (TER),
identify the charge and indicate the business purpose on the hotel bill submitted with the Travel
Expense Report.
B. Telephone - Any business - related calls will be reimbursed at actual cost, including the
telephone connection fee charged by the hotel /motel, with the submission of a detailed
listing of calls and associated fees.
C. Dry Cleaning - The County will reimburse up to $10.00 for dry cleaning services or laundry
services for trips exceeding five working days. A receipt must be provided.
D. Miscellaneous
• Tips for valet parking, concierge, baggage handling, etc., will be at the traveler's
expense.
Personal entertainment (e.g. movie rentals, etc.) will be at the expense of the
individual traveler.
The county recognizes that county residents receive benefits by providing county
employees the opportunity to participate in various conference events that provide
value in their role as representatives /employees of the county. Any additional event
cost not included in the base registration fee must be easily justifiable and benefit the
county within the duties of those attending the event.
• Any other required business related expenditure will be reimbursed at actual cost.
Receipt and justification must be submitted.
XI. TRAVEL ACCOMPANIED BY NON - EMPLOYEES
A traveler may be accompanied by a family member or companion on a County authorized
Page 7 of 9
Board of Commissioners - February 6, 2017
ITEM: 8 - 2 - 7
travel at their own expense.
The traveler is responsible for allocating only his /her portion of actual costs on the
Travel Expense Report (TER).
The traveler is only responsible for any incremental cost of the hotel/motel room if the
accommodation was modified from the single rate due to the attendance by the
companion.
Non - County business associates may accompany County employees in County vehicles when
they have a business interest in the purpose of the trip.
• Costs should be shared and split accordingly.
• Only employees of New Hanover County are authorized to drive a vehicle owned by or
rented by New Hanover County.
XII. CANCELLATIONS
In the event of cancelled travel, all efforts must be made to eliminate related expenses. It is
the traveler's responsibility to cancel the lodging reservation, registration and any other
travel plans.
The traveler should request and record the cancellation number for lodging in case of
billing disputes. If the traveler fails to cancel the reservation, a written explanation
for the failure to cancel is required with approval by the Department Director.
• The employee may be held personally responsible for no show fees if they fail to take
appropriate action to cancel the travel plans. In the event of accidents, serious illness
or death with the traveler's immediate family, or other critical circumstances beyond
the control of the traveler, the County may elect to pay the penalties and charges.
Any travel advance received for travel that is cancelled must be paid back to the County
immediately.
XIII. INTERNAL CONTROLS
For this policy to function effectively, there are certain responsibilities that the individuals who use
the policy must assume:
1. Out of town, over -night travel related to conducting County business or attending a seminar is a
privilege. Therefore, the traveler should exercise good judgment when incurring travel expenses
and use County funds prudently.
2. When two or more travelers are traveling to the same destination, they should make every effort
to use special group travel discounts and jointly use transportation including taxicabs and
carpooling in county - owned, rented or privately owned vehicles.
Page 8 of 9
Board of Commissioners - February 6, 2017
ITEM: 8 - 2 - 8
Department directors should ensure that individuals traveling on behalf of the County are aware
of, and will abide by, this policy and the related procedures.
4. The Supervisor, Department Director, or County Manager approving the travel should ensure
that: 1) the trip is necessary; 2) business value will be derived from it; 3) funds are available in
the budget account identified; and 4) expenses charged by the traveler are reasonable and
reported accurately.
5. The Finance Department will reimburse travel expenses that have been approved as reasonable,
are appropriately documented, and are within the guidelines of this policy.
6. A traveler must refund the County for any funds that have been reimbursed directly to the
traveler by grant funds or third party reimbursements. The traveler is responsible for obtaining
the reimbursement due to the County.
7. Petty cash may not be used to support travel or travel reimbursements.
If an employee of the County is authorized funds for travel and violates the written policies herein,
the Finance Director shall, unless the violation is corrected or satisfactorily explained, report the
violation to the County Manager. In the case of the County Manager, the matter may be further
referred to the Board of Commissioners.
XIV. OTHER
This policy will be reviewed at least annually, and will be updated periodically, as needed.
Page 9 of 9
Board of Commissioners - February 6, 2017
ITEM: 8 - 2 - 9