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Agenda 2017 11-06
AGENDA NEW HANOVER COUNTY BOARD OF COMMISSIONERS Assembly Room, New Hanover County Historic Courthouse 24 North Third Street, Room 301 Wilmington, NC WOODYWHITE, CHAIRMAN - SKIP WATKINS, VICE- CHAIRMAN JONATHAN BARFIELD, JR., COMv1SSIONER - PATRICIAKUSEK, COMv1SSIONER - ROB 7APPLE, COM ASSIONER :HRIS COUDRIET, COUNTY MANAGER - WANDACOPLEY COUNTYATTORNEY- KYM CROWELL, CLERK TO THE BOARD NOVEMBER 6, 2017 4:00 PM MEETING CALLED TO ORDER (Chairman Woody White) INVOCATION (Pastor Joseph Peterson, Fifth Avenue United Methodist Church) PLEDGE OF ALLEGIANCE (Vice- Chairman Skip Watkins) APPROVAL OF CONSENTAGENDA CONSENT AGENDA ITEMS OF BUSINESS 1. Approval of Minutes 2. Adoption of a Resolution to Take Action to Abate a Public Nuisance 3. Approval of Collection Reports for September 2017 ESTIMATED REGULARAGENDA ITEMS OF BUSINESS MI NUTES 5 4. Consideration of Hospice and Palliative Care Month Proclamation 5 5. Consideration of Adoption Awareness Month Proclamation 15 6. New Hanover County Pine Valley Branch Library Final Design Presentation and Consideration of Construction Contract Award and Budget Amendment 10 7. Considerations Related to Outside Agency Funding Process PUBLIC COMMENTS ON NON - AGENDA ITEMS (limit three minutes) ESTIMATED ADDITIONAL AGENDA ITEMS OF BUSINESS MI NUTES 8. Additional Items County Manager County Commissioners Clerk to the Board County Attorney 9. ADJOURN Note: Minutes listed for each item are estimated, and if a preceding item takes less time, the Board will Board of Commissioners - November 6. 2017 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 - November 6, 2017 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 6, 2017 COISSFNr DEPARTMENT Governing Body PRESENIMS): Kym Crowell, Clerk to the Board CONIACT(S): Kym Crowell SUBJECT: Approval of Minutes BRIEF SUMMARY: Approve minutes from the following meeting: Regular Meeting held on October 16, 2017 STRATECIC PLAN ALIGN WNT: Superior Public Health, Safety and Education • Keep the public informed on important information RECOND*MSDED MOTION AND REQUESTEI) ACTIONS: Approve minutes. COUNTY MANAURS COAANNIS AND RECOMMENDATIONS: (only Manager) CONMSSIONFRS' ACTIONS: Approved 5 -0. Board of Commissioners - November 6, 2017 ITEM: 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 6, 2017 COMENr DEPARTMENT: County Attorney PRESEVIER(S): Chris Coudriet, County Manager CONrACT(S): Wanda Copley, County Attorney 61111.I1 Ora q Adoption of a Resolution to Take Action to Abate a Public Nuisance BRIEF SUMMARY: New Hanover County has been identified as facing a high rate of prescription - opioid abuse. Beyond the human toll this abuse takes on individuals and families, the community as a whole faces significant costs as the public sector incurs unanticipated costs for emergency response, law enforcement intervention, and uncompensated medical costs. The county faces an opioid epidemic as do other communities across the state and nation. The Board of Commissioners finds that it should explore all remedies available to include judicial intervention to directly prevent and reduce opioid abuse across the county, as such abuse constitutes a public nuisance. This resolution authorizes the county attorney and other staff to take steps deemed appropriate to successfully mitigate the impact and flow of opioids in the county. STRATEGIC PLAN ALICNNEM- RECOIVI RMED MOTION AND REQUESTED ACTIONS: Adopt the resolution. ATTACIRMNIS: Resolution COUNIY MANAGIR'S CONAIIEVIS AND RECOADEMATIONS: (only Manager) Recommend approval. CONAIISSIONFRS' ACTIONS: Approved 5 -0. Board of Commissioners - November 6, 2017 ITEM: 2 A RESOLUTION OF THE NEW HANOVER COUNTY BOARD OF COMMISSIONERS TO TAKE ACTION TO ABATE A PUBLIC NUISANCE WHEREAS, the New Hanover County Board of Commissioners has the authority pursuant to N.C.G.S 153A -121 to define and abate nuisances; and WHEREAS, there exists a serious public health and safety crisis involving opioid abuse, addiction, morbidity, and mortality in New Hanover County; and WHEREAS, the diversion of legally produced controlled substances into the illicit market causes and contributes to the serious public health and safety crisis involving opioid abuse, addiction, morbidity, and mortality in New Hanover County; and WHEREAS, the violation of any laws of the State of North Carolina or the United States of America controlling the distribution of a controlled substance is harmful and adverse to the public welfare of citizens of New Hanover County and constitutes a public nuisance; and WHEREAS, New Hanover County has expended, is expending, and will continue to expend County funds to respond to the serious public health and safety crisis involving opioid abuse, addiction, morbidity, and mortality within New Hanover County; and WHEREAS, the New Hanover County Board of Commissioners has received information indicating that the wholesale distributors of controlled substances to New Hanover County may have violated Federal and /or State laws and regulations enacted to prevent the diversion of legally produced controlled substances into the illicit market. NOW, THEREFORE, BE IT RESOLVED, that the New Hanover County Board of Commissioners authorizes its Chairman to take any and all actions necessary, including retaining legal counsel, against parties who have caused or contributed to the public nuisance created by the opioid crisis. ADOPTED this the 6th day of November, 2017. NEW HANOVER COUNTY Woody White, Chairman ATTEST: Kymberleigh G. Crowell, Clerk to the Board Board of Commissioners - November 6, 2017 ITEM: 2 - 1 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 6, 2017 COISSENr DEPARTMENT Tax PRESFNIMS): Trina Lewis, Collections Supervisor CONrACT(S): Trina Lewis 611111 1.11 grim q Approval of Collection Reports for September 2017 BRIEF SUMMARY: NCGS 105 -350 requires the Tax Collector to submit a report showing the amount of taxes collected. Overall collections for September 2017 are ahead of collections for September 2016. The report for September 2017 in comparison to September 2016 is as follows: New Hanover County September 2017 September 2016 Real Property 10.50% 8.95% Personal Property .18% 3.71% Motor Vehicle 100.00% 100.00% Overall Collection Rate 11.61% 10.36% Total Collected YTD $18,497,736.11 $16,748,467.56 New Hanover County Debt Service September 2017 September 2016 Real Property 10.41% 8.92% Personal Property .16% 3.70% Motor Vehicle 100.00% 100.00% Overall Collection Rate 11.48% 8.47% Total Collected YTD $2,340,393.96 $1,677,293.84 Grand Total Collected YTD $20,838,130.07 $18,425,761.40 New Hanover County Fire District September 2017 September 2016 Real Property 10.78% 9.29% Personal Property .07% 2.76% Motor Vehicle 100.00% 100.00% Overall Collection Rate 11.80% 10.93% Total Collected YTD $1,104,678.40 $845,730.83 STRATECIC PLAN ALIGNN©NT: Board of Commissioners - November 6, 2017 ITEM: 3 Superior Public Health, Safety and Education • Keep the public informed on important information RECONr*NMED NIOTTON AND REQMTFD ACTION: Approve collection reports. ATTACIIIVIIHTIIS: New Hanover County Monthly Collection Report for September 2017 New Hanover County Fire District Monthly Collection Report for September 2017 New Hanover County Debt Services Monthly Collection Report for September 2017 COUNTY NIANAC"S CONAW;IS AND RECONAIENDATION: (only Manager) Recommend approval. COMVIISSIONFRS' ACTION: Approved 5 -0. Board of Commissioners - November 6, 2017 ITEM: 3 New Hanover County Monthly Collection Report for September 2017 Current Year 2017 Total 2016 Collections YTD 18,497,736.11 Prior Years 2006 -2016 Real Estate Personal Property Motor Vehicles Combined Scroll /Billed $ 147,132,273.62 $ 9,116,839.98 $ 3,017,085.57 $ 159,266,199.17 Abatements $ (101,499.08) $ (897.75) $ 1,006,621.07 $ (102,396.83) Adjustments $ 1,313.79 $ 153.09 $ 1,466.88 Total Taxes Charged $ 147,032,088.33 $ 9,116,095.32 $ 3,017,085.57 $ 159,165,269.22 Collections to Date $ 15,450,739.97 $ 16,587.35 $ 3,017,085.57 $ 18,484,412.89 *Refunds $ 5,385.39 $ 486.80 $ 2,880.41 $ 5,872.19 Write -off $ (194.71) $ (720.16) $ 537.22 $ (914.87) Outstanding Balance $ 131,586,539.04 $ 9,099,274.61 $ - $ 140,685,813.65 Collection Percentage $ 10.50 $ 0.18 $ 100.00 $ 11.61 YTD Interest Collected $ 38.30 $ - $ 19,157.11 $ 19,195.41 Total 2016 Collections YTD 18,497,736.11 Prior Years 2006 -2016 Real Estate Personal Property Motor Vehicles Combined Scroll $ 1,659,348.35 $ 3,880,926.03 $ 1,006,621.07 $ 6,546,895.45 Abatements $ - $ (30,209.59) $ (30,209.59) Adjustments $ - $ 35.59 $ 35.59 Total Levy $ 1,659,348.35 $ 3,850,752.03 $ 1,006,621.07 $ 6,516,721.45 Collections to Date $ 291,771.63 $ 16,292.62 $ 2,880.41 $ 310,944.66 *Refunds $ 19,508.98 $ 12,526.10 $ 537.22 $ 32,572.30 Write -off $ (5,669.98) $ (148,453.27) $ (187,752.48) $ (341,875.73) Outstanding Balance $ 1,381,415.72 $ 3,698,532.24 $ 816,525.40 $ 5,896,473.36 YTD Interest Collected $ 29,492.16 $ 2,727.36 $ 1,094.37 $ 33,313.89 Total Prior Year Collections YTD 311,686.25 Grand Total All Collections YTD $ 18,809,422.36 *Detailed information for Refunds can be found in the Tax Office NEW HANOVER COUNTY Chairman Clerk to the Board Date Board of Commissioners - November 6, 2017 ITEM: 3 - 1 - 1 New Hanover County Fire District Monthly Collection Report for September 2017 Current Year 2017 Total 2016 Collections YTD 1,104, 678.40 Prior Years 2006 -2016 Real Estate Personal Property Motor Vehicles Combined Scroll /Billed $ 8,447,437.80 $ 705,655.66 $ 191,926.63 $ 9,345,020.09 Abatements $ (1,507.99) $ (68.82) 49,087.64 $ $ (1,576.81) Adjustments $ 6,331.57 $ - $ 6,331.57 Total Taxes Charged $ 8,452,261.38 $ 705,586.84 $ 191,926.63 $ 9,349,774.85 Collections to Date $ 911,199.83 $ 417.82 $ 191,926.63 $ 1,103,544.28 *Refunds $ - $ - $ 166.07 $ 15,937.22 Write -off $ (19.32) $ (65.41) $ (84.73) Outstanding Balance $ 7,541,042.23 $ 705,103.61 $ - $ 8,246,145.84 Collection Percentage $ 10.78 $ 0.07 $ 100.00 $ 11.80 YTD Interest Collected $ - $ - $ 1,134.12 $ 1,134.12 Total 2016 Collections YTD 1,104, 678.40 Prior Years 2006 -2016 Real Estate Personal Property Motor Vehicles Combined $ 90,015.41 $ 195,593.01 $ 49,087.64 $ 334,696.06 Scroll Abatements $ - $ (1,614.34) $ (1,614.34) Adjustments $ - $ - Total Levy $ 90,015.41 $ 193,978.67 $ 49,087.64 $ 333,081.72 Collections to Date $ 15,859.87 $ (88.72) $ 166.07 $ 15,937.22 *Refunds $ - $ 220.92 $ 220.92 Write -off $ (257.96) $ (4,692.65) $ (6,042.14) $ (10,992.75) Outstanding Balance $ 73,897.58 $ 189,595.66 $ 42,879.43 $ 306,372.67 YTD Interest Collected $ 1,703.08 $ 63.38 $ 87.96 $ 1,854.42 Total Prior Year Collections YTD 17,791.64 Grand Total All Collections YTD $ 1,122,470.04 * Detailed information for Refunds can be found in the Tax Office NEW HANOVER COUNTY Chairman Clerk to the Board Date Board of Commissioners - November 6, 2017 ITEM: 3 - 2 - 1 New Hanover County Debt Service Monthly Collection Report for Sepetember 2017 Current Year 2017 Total 2017 Collections YTD $ 2,340,393.96 Prior Years 2006 -2016 Real Estate Personal Property Motor Vehicles Combined Scroll /Billed $ 18,831,790.36 $ 1,167,478.25 $ 378,109.64 $ 20,377,378.25 Abatements $ (12,996.23) $ (114.95) $ - $ (13,111.18) Adjustments $ 168.21 $ 19.60 $ - $ 187.81 Total Taxes Charged $ 18,818,962.34 $ 1,167,382.90 $ 378,109.64 $ 20,364,454.88 Collections to Date $ 1,958,239.89 $ 1,784.09 $ 378,109.64 $ 2,338,133.62 *Refunds 28,509.08 *Refunds $ - $ 191.23 $ $ Write -off $ (25.34) $ (91.46) $ - $ (116.80) Outstanding Balance $ 16,860,697.11 $ 1,165,507.35 $ - $ 18,026,204.46 Collection Percentage 1,687.30 10.41 90.58 0.16 $ 100.00 11.48 YTD Interest Collected $ 0.37 $ - $ 2,259.97 $ 2,260.34 Total 2017 Collections YTD $ 2,340,393.96 Prior Years 2006 -2016 Real Estate Personal Property Motor Vehicles Combined Scroll $ 95,984.27 $ 87,128.34 $ $ 183,112.61 Abatements $ - $ (1,118.86) $ $ (1,118.86) Adjustments $ - $ 4.43 $ $ 4.43 Total Levy $ 95,984.27 $ 86,013.91 $ $ 181,998.18 Collections to Date $ 27,471.07 $ 1,038.01 $ $ 28,509.08 *Refunds $ - $ 191.23 $ $ 191.23 Write -off $ (22.64) $ (41.09) $ $ (63.73) Outstanding Balance $ 68,490.56 $ 85,126.04 $ $ 153,616.60 YTD Interest Collected $ 1,687.30 $ 90.58 $ $ 1,777.88 Total Prior Year Collections YTD $ 30,286.96 Grand Total All Collections YTD $ 30,286.96 *Detailed information for Refunds can be found in the Tax Office NEW HANOVER COUNTY Chairman Clerk to the Board Date Board of Commissioners - November 6, 2017 ITEM: 3 - 3 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 6, 2017 REGULAR DEPARTMENT County Manager PRESENIFR(S): Gwen Whitley, President and CEO, Lower Cape Fear Hospice CONI'ACT(S): Chris Coudriet, County Manager J�Yi l Consideration of Hospice and Palliative Care Month Proclamation BRIEF SUMMARY: November is National Hospice and Palliative Care Month. A proclamation has been submitted by Lower Cape Fear Hospice to recognize November as Hospice and Palliative Care Month in New Hanover County. STRATEGIC PLAN ALIGNMINI': Superior Public Health, Safety and Education • Keep the public informed on important information RECOND*MSDED MOTION AND REQUESTEI) ACTIONS: Adopt the proclamation. ATTACHNNffiVIS: Hospice and Palliative Care Month Proclamation COUNTY MANAGHUS CONAUVIS AND RECOMNEMATIONS: (only Manager) Recommend approval. CONANSSIONERS' ACTIONS: Approved 5 -0. Board of Commissioners - November 6, 2017 ITEM: 4 NEW HANOVER COUNTY BOARD OF COMMISSIONERS HOSPICE AND PALLIATIVE CARE MONTH PROCLAMATION WHEREAS, Lower Cape Fear Hospice and palliative care services empower people to live as fully as possible, surrounded and supported by family and loved ones, despite serious and life - limiting illness; and WHEREAS, Lower Cape Fear Hospice and palliative care brings patients and family caregivers the highest quality care delivered by an interdisciplinary team of skilled professionals which include physicians, nurses, social workers, therapists, counselors, health aides, spiritual care providers, volunteers, and others who make the wishes of each patient and family a priority; and WHEREAS, Lower Cape Fear Hospice and palliative care allows patients to live meaningful moments by providing pain management and symptom control, caregiver training and assistance, and emotional and spiritual support; and WHEREAS, Lower Cape Fear Hospice has served over 6,000 patients in six Southeast North Carolina counties, including New Hanover County; and WHEREAS, over 500 Lower Cape Fear Hospice volunteers contributed 33,000 hours of service to Hospice programs last year, saving the community over $796,000 in sweat - equity dollars; and WHEREAS, Lower Cape Fear Hospice and palliative care providers encourage all people to learn more about options of care and to share their wishes with family, loved ones, and their healthcare professionals. NOW, THEREFORE, BE IT PROCLAIMED by the New Hanover County Board of Commissioners that November 2017 will be recognized as "Hospice and Palliative Care Month" in New Hanover County. Citizens are encouraged to increase their understanding and awareness of care at the end of life and observe this month with appropriate activities and programs. ADOPTED this the 6th day of November, 2017. NEW HANOVER COUNTY Woody White, Chairman ATTEST: Kymberleigh G. Crowell, Clerk to the Board Board of Commissioners - November 6, 2017 ITEM: 4 - 1 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 6, 2017 REGULAR DEPARTMENT DSS PRESFNIMS): Wanda Marino, Social Services Assistant Director CONI'ACT(S): Wanda Marino SUBJECT: Consideration of Adoption Awareness Month Proclamation BRIEF SUMMARY: November is Adoption Awareness Month in North Carolina. The New Hanover County Department of Social Services is submitting a proclamation to recognize November as Adoption Awareness Month in New Hanover County. STRATEGIC PLAN ALIGNNIE.IVT: Superior Public Health, Safety and Education • Keep the public informed on important information RECOND*MSDED MOTION AND REQUESTEI) ACTIONS: Adopt the proclamation. ATTACBNA74IS: Adoption Awareness Month Proclamation COUNTY MANAGHUS COnM EVI5 AND RECOWVIEiNDATIONS: (only Manager) Recommend approval. CONANSSIONERS' ACTIONS: Approved 5 -0. Board of Commissioners - November 6, 2017 ITEM: 5 NEW HANOVER COUNTY BOARD OF COMMISSIONERS ADOPTION AWARENESS MONTH PROCLAMATION WHEREAS, every child deserves the chance to grow up in a loving, stable family; and adoption is a beautiful way to build a family; and 1,497 children were adopted from foster care last fiscal year in North Carolina; and WHEREAS, adoption is the goal for many special needs children in foster care; and there are an estimated 110,000 children nationwide and an estimated 930 foster children in North Carolina waiting to be adopted; and WHEREAS, some special needs children are teenagers, and some have physical, emotional and behavioral challenges. They are children of all races and many have been neglected, abandoned, abused, and/or exposed to drugs and alcohol. Others are brothers and sisters who want to grow up together. They need our care as well as security; and WHEREAS, many children find permanent homes through adoption by their foster families or relatives, thereby creating an on -going need for new foster and adoptive families; and 53 children in New Hanover County found permanence through adoption this past fiscal year; and WHEREAS, the New Hanover County Board of Commissioners thanks all adoptive mothers and adoptive fathers for their commitment to children. Furthermore, we encourage our community to honor the special needs of New Hanover County's children in hopes of securing a permanent, loving family for each and every child regardless of race, age, gender, health, emotional or behavioral condition, or past distress. NOW, THEREFORE, BE IT PROCLAIMED by the New Hanover County Board of Commissioners that November 2017 will be recognized as "Adoption Awareness Month" in New Hanover County. ADOPTED this the 6`h day of November, 2017. NEW HANOVER COUNTY Woody White, Chairman ATTEST: Kymberleigh G. Crowell, Clerk to the Board Board of Commissioners - November 6, 2017 ITEM: 5 - 1 - 1 NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 6, 2017 DEPARTMENT Property Management PRESFNIMS): Kevin Caison, Facilities Project Manager; Lisa Wurtzbacher, Chief Financial Officer; and Victor Vines and Jeff Schroeder from Vines Architecture CONTACT(S): Harry Tuchmayer, Library Director and Lisa Wurtzbacher SUBJECT: New Hanover County Pine Valley Branch Library Final Design Presentation and Consideration of Construction Contract Award and Budget Amendment BRIEF SUMMARY: On September 6, 2016 New Hanover County began working with Vines Architecture to design a library that would replace the current Myrtle Grove Branch. Vines worked with library staff and other county departments to determine what was needed to provide an appropriate replacement facility. Several meetings and public forums were held to gain all the information needed to accurately determine the space needs for the building. Based on the information gathered, Vines developed schematic plans that were presented to the Board of County Commissioners at the February 2dh meeting. Since that meeting the design has been fully developed with construction plans and specifications. A Request for Bids was advertised on August 14th 2017. On September 26th bids were received from three interested contractors. Bordeaux Construction Company was identified as the apparent low bidder. The low bid came in over our anticipated budget, so the design team was asked to work with the contractor to identify areas that could be done differently to save money while maintaining the sustainability and longevity expected of this type of public facility. After all of the recommendations were considered, we arrived at a negotiated bid of $5,534,500 dollars to construct a 19,541 sf facility: Alternate Amount Description Base Bid $5,300,000 16,213 square feet at —$317 per square foot Alternate No. 2 — Addl 3,328sf 454,000 3,328 square feet at —$136 per square foot Alternate No. 4 — Roller shades 4,400 Shading for window Alternate No. 6A — Addl Plantings 5,200 Vegetative buffer Value Engineering k 229 J 00 Total Negotiated Bid $5,534,500 Since the time the original budget estimates were prepared in 2016 for inclusion in the 2017 capital improvement plan, material costs along with labor costs have seen a significant increase over the past several years, greater than historically seen in prior years. Cost per square foot for construction of this facility has increased from an estimated $251 in 2016 to the bid cost per square foot to $283. The current approved budget for this project is $4,890,000 and the estimate of project costs is $6,267,035. As such, staff is requesting a budget amendment be approved in the amount of $1,377,035. Aportion of this budget amendment can be funded through currently budgeted appropriations. County staff have identified $468,444 that can be reallocated from general fund appropriations. This amount represents actual and Board of Commissioners - November 6, 2017 ITEM: 6 anticipated savings from various sources such as insurance premiums, materials and supplies, utilities and salary. The remaining $908,591 needed to fund the budget amendment will be provided by an increase in loan proceeds. The increase in loan proceeds will increase the debt service by an estimated $81,137 over the anticipated debt service. If awarded construction will start in December 2017 and substantial completion will be achieved by December 2018. STRATEMC PLAN ALIURWENR Superior Public Health, Safety and Education • Support programs to improve educational performance RECONAWDED MOTION AND REQUESTM ACTIOISS: Approve budget amendment 18 -024. Approve award of construction contract to Bordeaux Construction Company in the amount of $5,534,500 to build a new branch library that will replace the existing Myrtle Grove Branch. This new facility will be located at 3802 S. College Road and will be known as the Pine Valley Branch Library. ATTACIINAMS: Budget Amendment 18 -024 Certified Bid Tabulation Bordeau Final Negotiated Bid Letter CODNIY MANA("S CONAIENIS AND RECONAMNDATIONS: (only Manager) Recommend approval. CONMSSIONFRS' ACTIONS: Approved budget amendment 18 -024 and awarded construction contract to Bordeaux Construction Company in the amount of $5,534,500 by a vote of 5 -0. Board of Commissioners - November 6, 2017 ITEM: 6 AGENDA: November 6, 2017 NEW HANOVER COUNTY BOARD OF COMMISSIONERS AN ORDINANCE AMENDING THE FISCAL YEAR 2018 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, 2018. Section 1: Details of Budget Amendment Strategic Focus Area: Superior Public Health, Safety and Education Strategic Objective(s): Provide health/ wellness education, programs, and services Understand / act on citizen needs Fund: General Department: Various Expenditure: Decrease Increase Total BA 18 -024 Various Department Expenditures $ (468,444) $ 1,377,035 $ (468,444) BA 18 -024 Transfer to Capital Projects $ - $ 468,444 $ 468,444 Total $ (468,444) $ 468,444 $ - Revenue: Decrease Increase Total BA 18 -024 Capital Project Construction $ 1,377,035 $ 1,377,035 Total $ - $ - $ - Fund: Pine Valley Library Department: Library Expenditure: Decrease Increase Total BA 18 -024 Capital Project Construction $ 1,377,035 $ 1,377,035 BA 18 -024 Transfer from General Fund $ 468,444 $ 468,444 Total $ - $ 1,377,035 $ 1,377,035 Revenue: Decrease Increase Total BA 18 -024 Installment Loans Proceeds $ 908,591 $ 908,591 BA 18 -024 Transfer from General Fund $ 468,444 $ 468,444 Total $ - $ 1,377,035 $ 1,377,035 Project Budget Prior to Actions Today $ 4,890,000 Total if Actions Taken $ 6,267,035 Section 2: Explanation BA 18 -024 reallocates $468,444 of insurance savings, and reductions in circulation materials (including funds budgeted to begin pre - purchasing materials for Pine Valley), supplies, utility savings other operating expenses in the Cultural and Recreation Function and salary lag from the Human Services Function in the adopted budget, and transfers those funds to the Pine Valley Capital Improvement Project within the Capital Improvement Fund. These reductions will have no impact on service delivery. This amendment also budgets an increase in loan proceeds by $908,591. In total, these amendments increase the Pine Valley Capital Project by $1,377,035. Board of Commissioners - November 6, 2017 ITEM: 6 - 1 - 1 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) 18 -024 amending the annual budget ordinance for the fiscal year ending June 30, 2018, is adopted. Adopted, this 6th day of November, 2017. (SEAL) Woody White, Chairman ATTEST: Kymberleigh G. Crowell, Clerk to the Board Board of Commissioners - November 6, 2017 ITEM: 6 - 1 - 2 New Hanover County Pine Valley Branch Library RFB #18-0090 Bid Tabulation Form September 26, 2017 at 2pm VINES ARCHITECTURE Project No 2016005 APPARENT LOW BIDDER (BASE BID) Page I Board of Commissioners - November 6, 2017 ITEM: 6 - 2 - 1 CERT.NO. K (''223 — 52289 n ,t• s , RALEIGR LEIGIt,�C 01.21.11 Victor Vines, AIA, LEED AP President 27 -SepO 7 (Certified) License No/ Form of Receipt of Minority Business Alternate No. Ol Alternate No. 02 Alternate No. 03 Alternate No. 04 Alternate No. 05 Alternate No. 06 A Alternate Na. 06 B Alternate No. 06 C Company/ Firm Bid Bond Base Bid Amount Classification Proposal Addendum Affidavit A or B Amount Amount Amount Amount Amount Amount Amount Amount AODmONAL1,770 AOOmONAL3,328 STOREFRONT ENCLOSURES PAVERS AT ENTRY+ ADDITIONAL ADDITIONAL ADDITIONAL SQFT SQFT ROOMS 123,124, +125 ROLLER SHADES PUBLIC PLAZAS PLANTINGS PLANTINGS PLANTINGS Bordeaux Construction* 9266 -U Y 1, 2, 3, 4, 5 Y Y $ 5,300,000 $ 362,000 $ 454,000 $ 30,000 $ 4,400 $ 2/4,750 $ 5,200 $ 11,786 $ 3,950 Monteith Construction 43319 Y 1, 2, 3, 4, 5 Y Y $ 5,560,000 $ 554,000 S 820,000 $ 32,000 $ 5,300 $ 38,000 $ 34,000 $ 19,000 S 11,000 Thomas Construction Group 57620 Y 1, 2, 3, 4, 5 Y Y $ 5,321,947 $ 575, 1471 $ 758,328 $ 1,700 S 4,542 $ 30,250 $ 24,102 $ 18,520 $ 10,061 APPARENT LOW BIDDER (BASE BID) Page I Board of Commissioners - November 6, 2017 ITEM: 6 - 2 - 1 CERT.NO. K (''223 — 52289 n ,t• s , RALEIGR LEIGIt,�C 01.21.11 Victor Vines, AIA, LEED AP President 27 -SepO 7 (Certified) B O R D E A U X Construction Company, Inc. October 23, 2017 Mr. Kevin Caison kcaison @nhcgov.com (Sent via email only) Facilities Project Manager New Hanover County 200 Division Drive Wilmington, NC 28401 Reference: Pine Valley Library Final Negotiated Bid Amount Dear Kevin, Thank you for the opportunity to work through value engineering on the Pine Valley Library project. We have put together a Value Engineering log of accepted value engineering. The amounts listed below summarize revisions to the contract amount. We have not included requested changes to the wood ceilings received, however have sent out to subcontractors for pricing. It is assumed that further revisions to the wood ceiling scope would occur via change order procedures. Original Bid Amount with Accepted Alternates: $5,763,600 Accepted Value Engineering Amount: $229,100 Final Negotiated Bid Amount: $5,534,500 We look forward to beginning construction on the Pine Valley Library project. Please contact us with any further question. Very truly yours, ` ction Company, Inc. CC: Victor Vines, Vines Architecture Jeff Schroeder, Vines Architecture Ben Warren, Bordeaux Construction Brad Bowling, Bordeaux Construction 135 E. Martin St., Suite 101, Raleigh, NC 27601 (9bNa�?9f6 Wdion(W 9 dAbiu,f -'$617 www.bord&T,Eikt6n-sBruttion.com NEW HANOVER COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION MEETING DATE: November 6, 2017 REGULAR DEPARTMENT Strategy & Budget PRESENIFR(S): Elizabeth M. Schrader, Chief Strategy and Budget Officer CONI'ACT(S): Elizabeth M. Schrader J�Yi l Considerations Related to Outside Agency Funding Process BRIEF SUMMARY: At the September 5, 2017 Board of County Commissioners' Meeting, the Board directed staff to bring back recommendations related to the Outside Agency Funding Process. Specifically, for: 1) Proposed composition of the seven citizen Human Services / Other Outside Agency Funding Committee; 2) Proposed timeline for appointments and process; and 3) Aproposed rating rubric for the selection committee to use to score proposals. STRATECIC PLAN ALIGNMENT: Effective County Management • Increase efficiency and quality of key business processes • Deliver value for taxpayer money RECON VIIISDED MOTION AND REQUESTED ACTION: ATTACII\9INIS: Outside Agency Process COUNTY MANA�S CONAIIEVIS AND RECOlVWEMATION: (only Manager) Consider recommendations and provide staff direction. CONVIISSIONERS' ACTION: Approved recommendations as amended under eligibility by a vote of 5 -0. Board of Commissioners - November 6, 2017 ITEM: 7 Outside Agency Funding Process Beth Schrader Chief Strategy &Budget Officer Office of Strategy & Budget November 6, 2017 Board of Commissioners - November 6, 2017 New Hanover County ITEM: 7 - 1 - 1 What Qualifies as an Economic Agency? • Paid to recruit /grow • Primarily focused on creating jobs / retain businesses in NHC improving tax base or • Contributes to creating community wealth (e.g. brings visitors / $$ into local economy) A jobs skills or job readiness program would fall under Human Services / Other Office of Strategy & Budget November 6, 2017 Board of Commissioners - November 6, 2017 New Hanover County ITEM: 7 - 1 - 2 Slide 2 Proposed Human Services /Other Committee 7 Member Committee • 3 Year terms, staggered • Class 1: Four (4) members • Class 2: Three (3) members • Initial class assignment by lottery Eligibility • Appointees cannot be directly affiliated with an organization requesting funding • Maximum of two consecutive terms Office of Strategy & Budget Board of Commissioners - November 6, 2017 New Hanover County ITEM: 7 - 1 - 3 At -Large Cultural / Educational Recreation (Pre -K thru 12) Seniors / Elders November 6, 2017 Slide 3 Proposed Human Services /Other Committee Committee will: • Review and score outside agency requests • Recommend agencies to fund and amount peragency • Provide feedback to agencies Staff will: • Provide administrative support Office of Strategy & Budget Board of Commissioners - November 6, 2017 New Hanover County ITEM: 7 - 1 - 4 November 6, 2017 Slide 4 Funding Evaluation Criteria • Extent to which program directly or indirectly aligns with strategy and goals • Extent to which proposed service fills a gap in NHC services • Does the program and service delivery model align with the agency's experience and mission • Extent to which agency is partnering / collaborating with other agencies Impact of Service • Extent of demonstrated impact or performance measures provided • # served and magnitude of impact on those served Other Considerations: Dependency on and /or Ability to leverage NHC Funding Degree Overlaps or Augments Existing NHC Services Administration — County Manager's Office November 6,2017 Board of Commissioners - November 6, 2017 New Hanover County ITEM: 7 - 1 - 5 Slide 5 Principles Transitioning to Vendor Status • Already contracting with Outside Agency for all or some of the agency's services in departmental budget(s) • Provides services required by law /statute or rules of State /Federal programs • Fills critical gaps in county service • NHC is a pass through for other funding and provides match to said funding (e.g. JCPC) Administration — County Manager's Office November 6, 2017 Board of Commissioners - November 6, 2017 New Hanover County ITEM: 7 - 1 - 6 Slide 6 Next Steps Jan. 8 Committee Applications Due Jan. 22 BOCC Appointments Feb. 2 Orientation Meeting for Committee Feb. /Mar. Outside Agency Presentations /Site Visits; Committee Deliberations Mar. 30 Committee Recommendations Presented; Committee Feedback to Outside Agencies April 16 Formal Presentation of Recommended Budget; Staff Recommendations re: Vendor Status Administration — County Manager's Office November 6, 2017 Board of Commissioners - November 6, 2017 New Hanover County ITEM: 7 - 1 - 7 Slide 7