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2003-12-15 Regular Meeting NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 857 ASSEMBLY The New Hanover County Board of Commissioners met in Regular Session on Monday, December 15, 2003, at 9:00 a.m. in the Assembly Room of the New Hanover County Courthouse, 24 North Third Street, Wilmington, North Carolina. Members present were: Chairman Robert G. Greer; Vice-Chairman Julia Boseman; Commissioner William A. Caster; Commissioner Ted Davis, Jr; Commissioner Nancy H. Pritchett; County Manager, Allen O’Neal; County Attorney, Wanda M. Copley; and Clerk to the Board, Lucie F. Harrell. Chairman Greer called the meeting to order and welcomed everyone present. INVOCATION AND PLEDGE OF ALLEGIANCE Mr. Andrew J. Atkinson, a recently retired County employee, gave the invocation. Vice-Chairman Boseman led the audience in the Pledge of Allegiance to the Flag. APPROVAL OF CONSENT AGENDA Chairman Greer asked if any member of the Board would like to discuss or remove an item from the Consent Agenda. After hearing no further comments, Chairman Greer called for a motion to approve the items on the Consent Agenda. Motion: Commissioner Caster MOVED, SECONDED by Vice-Chairman Boseman, to approve the items on the Consent Agenda as presented. Upon vote, the MOTION CARRIED UNANIMOUSLY. CONSENT AGENDA Approval of Minutes The Commissioners approved minutes of the Regular Meeting held on December 1, 2003. Adoption of Resolution to Add Roads in Marsh Oaks Subdivision to the State Highway System (Div. File #1034-N) The Commissioners adopted a resolution to add Marsh Oaks Drive, Bayfield Drive, Greythorne Court, and Trannants Court in the Marsh Oaks Subdivision to the State Highway System. A copy of the resolution is hereby incorporated as part of the minutes and is contained in Exhibit Book XXVIII, Page 22.2. Acceptance of Additional Home and Community Block Grant Funds in the Amount of $5,716 for the Department of Aging and Approval of Associated Budget Amendment # 04-0101 The Commissioners accepted additional Home and Community Block Grant funds in the amount of $5,716 for the Department of Aging to be used to upgrade computer technology and pay for print-copier costs for departmental events. The grant funding requires a 10% local match of $635 which is already in the approved FY 2003-2004 budget. No additional County funds are required. Budget Amendment #04-0101-Aging Adjustment Debit Credit Home and Community Grant$5,716 Computer Technology$4,716 Rent$1,000 Explanation: To budget additional funds from the Home and Community Block grant. Review of New Hanover County School Budget Amendments The Commissioners reviewed the following school budget amendments for informational purposes only: Revision # 20 in the Amount of $135,441: Approved by the Board of Education on October 6, 2003 to transfer balances from 1996 Bond project and balances for construction of the new Murrayville Road Elementary School. Capital Outlay Amendment # 3 in the Amount of $390,324: Approved by the Board of Education on September 9, 2003 to reduce the carryover for Capital Outlay Projects for invoices accrued back to FY 2002-2003. Budget Transfer Request in the Amount of $18,595: Approved by the Board of Education on September 9, 2003 to establish a budget for a tenant upfit at the Laney Wrestling Facility. Budget Amendment #2 in the Amount of $10,955,978: Approved by the Board of Education on August 2003, to record a carryover in the Capital Outlay Fund. The School Board does not appropriate funds for multi-year projects; therefore, completion of the year’s unexpended funds for capital projects that are not complete must be appropriated to the following fiscal year. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 858 Budget Amendment #1 in the Amount of $745,293: Approved by Board of Education in July, 2003 to set up the budget for the School Bus Lease financed by the State. Budget Amendment #4 in the Amount of $2,509,476: Approved by the Board of Education on November 3, 2003 to transfer remaining bond funds from Parsley Elementary School to Murrayville Elementary School. Approval of Interlocal Agreement Between New Hanover County and the City of Wilmington to Hire a Community Fire and Life Safety Manager The Commissioners approved an Interlocal Agreement with the City of Wilmington to hire a joint Community Fire and Life Safety Manager for New Hanover County as recommended by the Board of Fire Commissioners at its meeting held on October 15, 2003. The position will be filled with a credentialed educator who will design, implement and evaluate efforts of reducing the risk of fire and life safety injuries. The City will provide a car, office and computer. The County will contribute one-half of the annual salary and benefits at a cost of $11,240 for the remainder of the fiscal year, and $23,000 for a full year. Funds are available in the Fire Service Administrative Reserve Account for the current fiscal year payment. A copy of the Interlocal Agreement is on file in the Legal Department. Approval of Changes to the New Hanover County Health Department Fee Policy The Commissioners approved changes to the New Hanover County Health Department Fee Policy, to include additions and deletions of current procedural terminology (CPT) codes, as well as additions and changes to fees for service. The New Hanover County Health Department has recently received an updated listing of approved Medicaid reimbursement rates for local health departments. Based on this information and the fact that the State Laboratory will no longer be providing some services, a few changes are needed in the existing Health Department Fee Policy. These changes are related only to services provided to clients served through Personal Health Services. The recommended changes were approved by the New Hanover County Board of Health on Wednesday, December 3, 2003. The financial impact of the changes will be minimal. A copy of the fee schedule is on file at the Health Department. Acceptance of Additional Family Planning Funds in the Amount of $21,408 for Use in the Temporary Assistance for Needy Families (TANF) Budget and Approval of Associated Budget Amendment # 04-0107 The Commissioners accepted additional family planning funds in the amount of $21,408 for use in the Temporary Assistance for Needy Families (TANF) budget. These funds will come from the N. C. Department of Health and Human Services, Division of Public Health, Women's and Children's Health Section to be used for Family Planning approved expenses. Budget Amendment #04-0107-Health Department Adjustment Debit Credit Temporary Assistance for Needy Families State Grant $21,408 Salaries$21,408 Explanation: To budget additional funds received from the State Women's Preventive Health Section to support Family Planning outreach efforts. Acceptance of Additional Bioterrorism Preparedness and Response Funds in the Amount of $137,863 for the Health Department and Approval of Associated Budget Amendment # 04-0110 The Commissioners accepted additional bioterrorism preparedness and response funds in the amount of $137,863 for the Health Department from the N.C. Department of Health and Human Services, Division of Public Health, Public Health Preparedness and Response. The funds will be used to support the Health Department’s efforts to build strength and capacity allowing it to effectively respond to a bioterrorism event. The funds will be used to add a new Health Planner position to coordinate local bioterrorism efforts, hire temporary IT staff to assist with added technology requirements, purchase equipment, operational supplies, and pay for training and travel for staff. The annual cost of position will be $59,688 and $29,844 for the remainder of FY 2003-2004. Any positions funded by the grant will be eliminated when the grant ends. Budget Amendment # 04-0110-Health Department Adjustment Debit Credit Bioterrorism Preparedness$50,056 Bioterrorism Commun. & Assess.$ 4,068 Bioterrorism - SMS$ 5,666 Bioterrorism - Smallpox$78,073 Salaries and Wages$29,844 Temporary Salaries$22,000 Social Security Taxes$ 2,283 Retirement - Local Gov't Emp.$ 1,477 Medical Insurance Expense$ 6,016 Lt. Disability Insurance$ 63 NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 859 Budget Amendment # 04-0110-Health Department (Cont.) Adjustment Debit Credit Telephone Expense$20,000 Printing Charges$ 1,680 Departmental Supplies$13,000 Training and Travel$10,000 Computer Expenses$22,500 Capital Outlay - Equipment$ 9,000 Explanation: To budget additional funds received from the State bioterrorism program to support local health department bioterrorism efforts. Acceptance of Additional Bioterrorism Preparedness and Response Funding in the Amount of $71,880 for the Public Health Regional Surveillance Team - Region 2 (PHRST-2) Budget and Approval of Associated Budget Amendment # 04-0109 The Commissioners approved acceptance of additional bioterrorism preparedness and response funding in the amount of $71,880 and approved associated Budget Amendment # 04-0109 for use in the Public Health Regional Surveillance Team, Region 2 (PHRST-2) Budget. Funding is from the N. C. Department of Health and Human Services, Division of Public Health, Public Preparedness and Response Branch and will be used to support the daily operations of the PHRST-2 Team hosted by the New Hanover County Health Department. Due to this Team traveling extensively to other areas within the region and state, the majority of funds will be used for travel and training for the PHRST-2 Staff. Budget Amendment #04-0109-Health-Public Health Bioterrorism Adjustment Debit Credit State Grant$71,880 Telephone Expense$ 2,000 Radios$ 1,000 M&R - Equipment$ 1,000 M&R - Autos and Trucks$ 3,000 Printing Charges$ 2,000 Fuel and Supplies$ 1,000 Safety Equipment$10,000 Dues and Subscriptions$ 500 Training and Travel$51,380 Explanation: To budget additional funds received from State Bioterrorism Program to support regional bioterrorism efforts. Authorization for the Sheriff’s Department to Submit a 2004 Grant Pre-Application to the Governor's Crime Commission for Project Information Technology 2004-2005 The Commissioners approved a request from the Sheriff’s Department to submit a 2004 Grant Pre-Application in the amount of $24,260 to the Governor’s Crime Commission for Project Information Technology 2004-2005. Grant funds will be used to purchase ten (10) additional portable radios to enable the Sheriff's Department to communicate with agencies that have systems which are incompatible with the 800 MHz radio system. Each agency with whom the Sheriff has an inter-agency assistance agreement would be able to obtain, on a loan basis, radios for use during special operations where communication with the Sheriff's Department is essential. While the Sheriff's Department operates under the 800 MHz system, other local agencies do not, which include Wrightsville Beach, Pender County, and Brunswick County. When conducting joint operations during emergencies, the ten portable radios could be loaned to other agencies. Drug operations which have been held jointly with Brunswick County have been hampered due to both agencies not operating on the 800 MHz system. The additional radios would be P-25 compliant and 700/800 MHz compatible. The total grant award is $24,260 with a 75% federal match of $18,105 and a 25% local match of $6,065, which will come from General Fund contingency funds. Authorization for the Sheriff’s Department to Submit a 2004 Grant Pre-Application to the Governor's Crime Commission for Project Safety 2004 Equipment The Commissioners authorized the Sheriff’s Department to submit a 2004 Grant Pre-Application in the amount of $5,350 to the Governor’s Crime Commission for Project Safety 2004 equipment. The Sheriff's dive team is required to perform search, rescue, and recovery operations in contaminated water conditions. Ordinary wet suits do not provide sufficient protection against contaminated water and expose deputies to all types of water-borne bacteria and debris. If the grant is awarded, it will enable the Sheriff’s Department to purchase two Viking heavy duty dive suits to increase safety for the divers and better facilitate water rescue/recovery efforts. The total grant is $5,350.00 with a 75% federal match of $4,012.50 and a 25% local match of $1,337.50, which will be paid from State Controlled Substance Tax funds if the grant is awarded. Acceptance of Tax Collection Reports Through November 30, 2003 The Commissioners accepted the following Tax Collection Reports through November 30, 2003, as submitted NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 860 by the Collector of the Revenue, Patricia J. Raynor: New Hanover County Fire District New Hanover County Copies of the Tax Collection Reports are hereby incorporated as a part of the minutes and are contained in Exhibit Book XXVIII, Page 22.3. Release of Values -Tax Department The Commissioners approved Senior Citizen/Disability Exclusions for the following taxpayers: Curry, Michael Thomas$30,840 Dennis, Arthur Lee$51,377 Glass, Jennelle L$20,000 Hyatt, Othell Josephine T.$32,479 Jones, Albert Nancy Pickett$25,970 McLean, Ruth J.$41,728 Pepping, Yvonne C.$40,905 Sloan, Leona$53,137 Vann, Ethel C.$30,907 White, Irene G.$59,859 Williams, Lacy Etal.$20,000 Wrench, Kermit Sullivan$37,598 The Commissioners approved release of a late listing penalty in the amount of $18.57 for James Thomas Williams, Jr. since this was the taxpayer’s first offense. Approval of Budget Amendment# 04-0105-Social Services The Commissioners approved the following Budget Amendment: Budget Amendment #04-0105-Social Services Adjustment Debit Credit Office Day Care Services$282,245 Day Care Services$282,245 Explanation: To budget additional federal/state funds for the Day Care Program. No additional County dollars are required. Approval of Budget Amendment # 04-0108-Library The Commissioners approved the following Budget Amendment: Budget Amendment #04-0108-Library Adjustment Debit Credit Other$ 3,584 Contributions$15,181 Departmental Supplies$ 3,584 Books and Periodicals$15,181 Explanation: To budget a contribution from Friends of the Library Gift Account and book sale to purchase a replacement for the security gate at the Main Library. Approval of Budget Amendment #2004-24-Judicial Building Capital Project The Commissioners approved the following Budget Amendment: Budget Amendment #2004-24-Judicial Building Capital Project Adjustment Debit Credit Sales Tax Refund$124,285 Extended Project Expense$124,285 Explanation: To budget sales tax received on the project. Approval of Budget Amendment # 2004-26-Controlled Substance Tax The Commissioners approved the following Budget Amendment: Budget Amendment #2004-26-Controlled Substance Tax AdjustmentDebitCredit Controlled Substance Tax$7,002 Capital Project Expense$7,002 NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 861 Explanation: To increase budget for additional revenue received on October 29, 2003 and November 26, 2003. Controlled Substance Tax funds are budgeted as received and must be used for law enforcement as deemed necessary by the Sheriff. Approval of Budget Amendment # 2004-27-Federal Forfeited Property The Commissioners approved the following Budget Amendment: Budget Amendment #2004-27-Federal Forfeited Property AdjustmentDebitCredit Federal Forfeited Property$2,894 Capital Project Expense$2,894 Explanation: To increase the budget for additional revenue received on November 26, 2003. Federal Forfeited Property funds are budgeted as received and must be used for law enforcement as deemed necessary by the Sheriff. PRESENTATION OF PLAQUE TO COMMISSIONER TED DAVIS, JR. IN APPRECIATION OF HIS SERVICE AS CHAIRMAN OF THE BOARD OF COUNTY COMMISSIONERS On behalf of the Board, Chairman Greer read and presented a plaque to Commissioner Davis in recognition of his outstanding leadership while serving as Chairman of the Board from December 4, 2000 until December 1, 2003. Commissioner Davis expressed appreciation to his fellow Commissioners for giving him the opportunity to serve as Chairman of the Board for the past three years and stated it was an experience that he thoroughly enjoyed and would always remember. He expressed appreciation to County Manager O’Neal and his fine Staff and to County Attorney Wanda M. Copley and her fine Staff for the help given to him during his chairmanship. He stated that he would be remiss if he did not thank his number one person, Ms. Lucie Harrell, Clerk to the Board, and her assistants, Ms. Teresa Elmore, Deputy Clerk, and Ms. Marty Pridgen, Administrative Support Specialist, for their assistance and support which enabled him to perform his job as Chairman. A round of applause was given to Commissioner Davis. PRESENTATION OF NEW HANOVER COUNTY RETIREMENT PLAQUES County Manager O’Neal requested the following employees to step forward to receive retirement plaques: Douglas A. Garrett, Inspections Department20 years of service Esther R. Adams, Health Department 16 years of service Beth W. Jones, Health Department27 years of service Margaret R. Horton, Health Department20 years of service Johnny R. Bullard, Department of Social Services 29 years of service Barbara T. Harts, Department of Social Services 18 years of service Andrew J. Atkinson, Deputy County Manager 24 years of service Janice Brown, Department of Social Services 29 years of services Chairman Greer expressed appreciation to these employees for their years of dedicated service to New Hanover County. A round of applause was given to the retirees. PRESENTATION OF NEW HANOVER COUNTY SERVICE AWARDS County Manager O’Neal requested the following employees to step forward to receive service awards: Five Years Larry P. Bolick - Tax Department Dean W. Hollandsworth - Department of Social Services Johnny L. Johnson - Sheriff's Department Dominic P. Segers - Sheriff's Department Frances E. Wooten - Department of Aging Ten Years Carol C. Honeycutt - Tax Department Kimberly K. Carder - Register of Deeds Fifteen Years Sina C. Vereen - Register of Deeds Susan R. Wright - Health Department Twenty Years David S. Stevenson - Sheriff's Department Margaret Miles - Library Raymond L. Church - Environmental Management Twenty-five Years Beverly B. Shareef - Library NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 862 On behalf of the Board, Chairman Greer presented service awards to each employee and expressed appreciation to them for their dedicated years of service. A round of applause was given to these employees. RECOGNITION OF NEW EMPLOYEES: County Manager O’Neal requested the following new employees to stand and be recognized: Sharon Bundick, Aging Services Katrilla Ragin, Health Department Cynthia Withrow, Health Department Patricia Crouch, Health Department Marilyn Howe, Health Department Lauwie Parks, Health Department Amanda (Nichole) Cullen, Health Department Alfred Cheney, Juvenile Day Treatment Center Jeffrey Tinkel, Juvenile Day Treatment Center Teresa Huffman, Juvenile Day Treatment Center Allyson High, Property Management Karen Bento, Public Safety Communications Lisa Hall, Public Safety Communications Suzanne Biagini, Social Services On behalf of the Board, Chairman Greer welcomed these new employees to New Hanover County government and wished them success in their new positions. RECOGNITION OF DEPARTMENT OF ENVIRONMENTAL MANAGEMENT'S NATIONAL AWARD County Manager O’Neal reported that Director of Environmental Management Ray Church and members of his Staff have been selected as a national winner in the 2003 Crown Communities Awards competition for the “Constructed Wetlands for the Treatment of Landfill Leachate Project.” This competition is sponsored by the American City and County Magazine and the awards were presented on December 11, 2003 at the National League of Cities Conference in Nashville, Tennessee. An article about the project will be published in the December 2003 issue of American City & County Magazine. In closing, County Manager O’Neal advised that Director Church was present at the awards ceremony to receive the award and stated that he would like to make a few remarks. Director Church reported that the following communities received 2003 Crown Communities Awards: Dubuque, Iowa; Escondido, California; Golden, Colorado; Lexington-Fayette County, Kentucky; Maize, Kansas; New Hanover County, North Carolina; and Nueces County, Texas. Out of these entries, the New Hanover County Constructed Wetlands for the Treatment of Landfill Leachate Program was the chosen project, which was quite an honor. He advised that the project was a dream 13 years ago; however, the Environmental Management Department is fortunate to have dream weavers on Staff who made this dream become a reality. He introduced the following members of Staff who were involved with the project: Paul Marlow, Environmental Programs Manager Sam Hawes, Environmental Specialist Andrew Mulrey, Environmental Technician Steve Edens, Landfill Manager Director Church advised that Mr. Sam Hawes had the vision to add the irrigation component to the constructed wetlands project which was the major reason why the N. C. Clean Water Management Trust Fund awarded a grant in the amount of $785,000 to fund the project. In closing, Director Church presented the award to the Board and stated it was a pleasure to receive the award in Nashville. He expressed appreciation to the Board of Commissioners for allowing the department to pursue this dream. Chairman Greer requested Director Church to briefly explain how constructed wetlands improve the environment. Director Church explained that in landfills the final by-product is a substance known as landfill juice. This means that the rain water has come in contact with the garbage and has collected at the bottom of the landfill on top of the liner. The juice is withdrawn from the landfill and is normally sent through a conventional treatment process where it receives aeration which causes the microbes to eat the pollutants. The Environmental Staff felt that nature could remove the pollutants and built constructed wetlands, which would allow microbes that live on the plants in the root zone to eat the pollutants. In addition, an irrigation system was installed in the constructed wetlands so the effluent from these wetlands is returned to the closed landfill cells and is used to irrigate the grass on top of the landfill. This system has eliminated the discharge of the effluent into the Northeast Cape Fear River and has saved money for the County. Commissioner Pritchett emphasized the importance of everyone understanding that the constructed wetlands for the treatment of landfill leachate is a project of national and international significance. The project will be used around the world, particularly in developing countries that need help in handling this type of discharge. The Environmental Management Department is to be commended for a job well done, and the County will receive excellent feed back from the project. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 863 On behalf of the Board, Chairman Greer commended Director Church and his Staff for the teamwork and time involved with developing this innovative project, and he expressed appreciation to them for winning the award and bringing this outstanding honor to New Hanover County. Director Church advised that he had already received calls from India, Thailand and the EPA in Ohio, about using the system. County Manager O’Neal announced that a brochure had been developed by the Environmental Management Department explaining the constructed wetlands spray irrigation system and stated that persons interested in receiving a copy could call 341-4340. RECOGNITION OF MS. TIFFANY ALLEN FOR RECEIVING AN AWARD FROM THE N. C. ASSOCIATION OF INSURANCE WOMEN County Manager O’Neal reported that Ms. Tiffany Allen, a Risk Management Specialists of the Risk Management Division of the Finance Department, was selected as the “Insurance Professional of the Year” at the N. C. Association of Insurance Women’s Conference held in November. She is an active member of the Wilmington Association of Insurance Women with the main goal being to educate the public. Ms. Allen will be the President of the N. C. Association of Insurance Women in 2005 and is Chairman of the State Education Committee. On behalf of the Board, Chairman Greer congratulated Ms. Allen for being chosen the Insurance Professional of the Year and expressed appreciation to her for the work and time given to receive this recognition. UPDATE ON COUNTY E-PAYMENT SYSTEM FOR INSPECTIONS County Manager O’Neal requested Ms. Sandra Craig, Program Analyst in the IT Department, and Mr. Tony Roberts, Code Administrative Services Officer, to make the presentation. Mr. Roberts reported that one of the Programmatic Goals adopted in the FY 2003-2004 Budget Resolution was to provide a computer system to electronically collect payments from users of County services. An E-Payment System has been developed for the Inspections Department. This system allows a permit holder to request an inspection, pay for that inspection, and schedule that inspection electronically. In conjunction with Bank of America, the County can now accept the four major credit cards as payment for inspection services. The project has been implemented in a pilot mode and is now operating very well. Acceptance by the builders has been extremely good. Ms. Sandra Craig presented a flow chart showing the operation of the E-Payment System. The contractor at home will use the internet to visit the New Hanover County web page to request an inspection and pay for the service. Behind the scenes, New Hanover County will take the contractor to the Bank of America web site where the contractor will enter the payment information. The Bank of America will use the internet behind the scenes to go to the clearing house to secure the money for the County. A message will be sent from the clearing house to the Bank of America, and the Bank of America will send the payment back to New Hanover County where a receipt will be forwarded to the contractor. These transactions occur within a few seconds. Mr. Roberts advised that the E- Payment System is now ready to be offered to all builders. Future plans are to include high volume users and expand the E-Payment System to purchase permits on-line, which will eliminate the necessity for charge accounts through the Finance Department and reduce the time spent on the Escrow Management Program within the Inspections Department. In closing, Mr. Roberts stated that the E-Payment System should save a tremendous amount of time for the construction community, particularly with anticipated growth in housing. Numerous manual steps in the Inspections Department will be alleviated by the system and money will be saved for the County. Chairman Greer asked if the Inspections Department Advisory Committee suggested development of the E- Payment System. Mr. Roberts responded that the program was developed internally within the County Administration and the program was presented by Inspections Director Jay Graham to the building community, the Inspections Department Advisory Committee, and the Home Builders Association. The different groups were in favor of the program because of the time saved for builders. Chairman Greer asked if more builders were using the new system. Mr. Roberts responded that since the program will be available to all builders and contractors, notice will be given to the building community informing them about the E-Payment System. Staff feels that the system will be well used by the builders. Chairman Greer asked if any member of the Board would like to comment. Commissioner Pritchett asked what was the average number of inspections for construction of a single-family home. Mr. Roberts responded that approximately 15 inspections are required from breaking the ground to finishing the home. On behalf of the Board, Chairman Greer expressed appreciation to the Inspections Department and IT Department for developing the E-Payment System. FY 2004-2005 BUDGET WORK SESSION SCHEDULED ON JANUARY 15, 2004 NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 864 County Manager O’Neal requested the Board to schedule the first Work Session for the FY 2004-2005 Budget on January 15, 2004 and presented the proposed budget calendar: January 15, 2004 Budget Work Session April 30, 2004 Informal submission of the Budget to the Board of County Commissioners May 3, 2004Recommended Budget information to Departments and Non-County Agencies County Manager presents Recommended Budget to the Board Board of County Commissioners establish the necessary Budget Work Sessions May 17, 2004Public Hearing on the Budget June 7, 2004Adoption of FY 2004-2005 Budget Chairman Greer asked the members of the Board if the date of January 15, 2004, would be a convenient time to schedule the first Budget Work Session. After discussion, the Board agreed to schedule the first Budget Work Session on Thursday, January 15, 2004, at 5:00 p.m. in Room 501 of the New Hanover County Administration Building, 320 Chestnut Street, Wilmington, North Carolina. Commissioner Davis asked County Manager O’Neal if Staff would be reviewing projected expenditures and revenues before the Budget Work Session and stated that he could not support an increase in the tax rate for FY 2004- 2005. County Manager O’Neal responded that Staff will prepare a recommended budget without a tax increase for FY 2004-2005. He requested the Commissioners to provide direction to Staff on the Board’s priorities at the Budget Work Session so the recommended budget can be prepared. UPDATE/DISCUSSION WITH THE PORT, WATERWAY & BEACH COMMISSION Commissioner Caster, the Board’s representative on the Port, Waterway & Beach Commission, informed the Board that the Commission continues to spend time traveling to Raleigh, N. C. and Washington, D. C. to lobby for beach nourishment projects and water issues. During the past year, the Port, Waterway & Beach Commission has expanded its scope of activities and these issues will be discussed in the presentation from Mr. Richard G. Catlin, Chairman of the Port, Waterway & Beach Commission Mr. Catlin presented the following report: : 2004 Beach Nourishment Projects New Hanover County is fortunate to have the best beaches in the State with one of the most successful beach nourishment programs along coastal North Carolina. The following beach nourishment projects are on target and are being completed: •Kure Beach Periodic Nourishment Cycle: The estimated total project for Kure Beach was $1,594,000, but the bids received were only $1,402,000. The federal match will be $911,300, State match $368,025 and local match $122,675 to be paid from the Room Occupancy Tax. •Carolina Beach Periodic Nourishment Cycle: The estimated total project is $3,268,000 with a federal match of $2,124,200, State match of $857,850 and local match of $285,950 that will be paid from the Room Occupancy Tax. : Cape Fear River ProjectThe deepening of the Cape Fear River is significant because the Port of Wilmington is an economic stimulus to the community and entire State of North Carolina. Securing funding from Congress has been a constant battle. The deepening project for the Cape Fear River will cost a minimum of $20 million. The House has budgeted $20 million and the Senate has budgeted $15 million with the Conference Committee budgeting $17.5 million leaving a shortfall of $2.5 million. Normally, the U. S. Army Corps of Engineers would be able to reallocate funding from other projects that are behind schedule, but this is not possible because of the unexpected shoaling that occurred near the Isabel S. Holmes Bridge that had to be corrected at a cost of $3 million, which depleted internal transfers of money. The current situation is that the Cape Fear River Project is $2.5 million short and sand removed from the mouth of the river may be prohibited from being placed on Bald Head Island because of erosion problems. The Port, Waterway, & Beach Commission will continue to lobby in Washington, D. C. to secure funds for the project because the river must be deepened to accommodate ships using the Wilmington Port. Commissioner Pritchett asked if there was alternative site for the dredging material if it could not be placed on Bald Head Island. Mr. Catlin responded that he was not aware of another site at this time. : Northeast Cape Fear River Project This project is a continuation of the river deepening project north of the Cape Fear Memorial Bridge. The design is underway and it is anticipated that delays will occur. The estimated construction date is October 2005. This is an important project for the area, and the Port, Waterway & Beach Commission has decided to take a leading role in promoting completion of the entire Cape Fear River Project to its furthest upstream reaches. The Commission believes that infrastructure with a high benefit cost ratio is a good use of public funds and the members will continue to lobby toward moving this project forward. : Snow’s Cut Project New Hanover County is fortunate to have an Intracoastal Waterway that runs through the entire NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 865 county. Snow’s Cut is an important link between the Cape Fear River, Intracoastal Waterway, and beaches. With severe erosion, some maintenance is needed to address the erosion and to protect the public using this recreational area. With a high energy water flow through Snow’s Cut, the Corps of Engineers initially expected erosion problems and almost decided to place a lock in this area because of tidal differences. With the combination of erodible materials, the erosion is producing some dangerous bluffs. The Commission’s recommendation is to deal with the erosion problem by supporting the U. S. Army Corps of Engineers’ preliminary design for stabilizing the erosion at a cost of $300,000. This project is on the list of funded projects by the State of North Carolina. Safety issues can be addressed on the local level. Since Snow’s Cut is adjacent to a County Park where recreational activities occur with persons fishing and using small boats, there is a public safety issue with the high eroded bluffs and rapid flow of the water through the channel. The recommendation of the Port, Waterway & Beach Commission is for the New Hanover County Parks and Recreation Advisory Board to repair the fence and post signage about dangers in the area. The other recommendation to address public safety is to pursue a No Wake Zone at Snow’s Cut. The Wildlife Resources Commission is the agency to determine if a No Wake Zone should be approved. Before making a determination, the Wildlife Resources Commission requires an agreement in writing from the U. S. Army Corps of Engineers saying they will allow the posting of a No Wake Zone. Once the written agreement is received, CAMA must be contacted to determine the jurisdiction and approve the placement of the structures. When these answers are received, New Hanover County can request an informal determination as to whether a No Wake Zone would be desirable, and the Wildlife Resources Commission will send an inspector to determine if there is a threat to public safety without taking into consideration the erosion problem. If the Wildlife Resources Commission determines there is a human safety threat, the County will advertise for public hearings and submit a formal application to the Wildlife Resources Commission which will make the final decision. The Port, Waterway and Beach Commission will continue to pursue the No Wake Zone process by meeting with the Corps of Engineers and CAMA to determine how these agencies feel about a No Wake Zone. Federal Governmental Affairs Representation: The major issue is that beach nourishment 50-year projects for Carolina Beach and Wrightsville Beach will expire in 2015. If these projects expire, 65% of federal funding will be lost. In addition, securing the federal share has become more difficult each year. Carolina Beach has been proactive by hiring Marlowe & Company, a Washington, D. C. firm, to assist with lobbying for funds. The County has already reimbursed the Town of Carolina Beach $8,000 from the Room Occupancy Tax to pay Marlowe and Company for services rendered. The Town of Carolina Beach will be requesting another $10,050 reimbursement from the Room Occupancy Tax to pay Marlowe & Company for additional services. This item has already been approved by the Port, Waterway & Beach Commission at its last meeting. The Port, Waterway & Beach Commission has requested Marlowe & Company to prepare a county-wide proposal to represent New Hanover County in Washington, D. C. to renew the 50-year beach nourishment projects and assist with securing federal funding. A draft proposal has been received and the Commission has requested inclusion of some measurable performance goals. Once the proposal is throughly studied and reviewed, a presentation will be made to the Board of County Commissioners. Another proactive issue is that U. S. Congressman Mike McIntyre has introduced a House Bill to allow the Corps of Engineers to renew its beach nourishment 50-year projects. The Commission does not know the status of the bill at this time, but will continue to monitor the legislation. Mr. Catlin advised that New Hanover County was fortunate to have a healthy Room Occupancy Tax Fund and stated the Commission is in the process of preparing funding scenarios to show the impact of not receiving renewal of the 50-year beach nourishment projects. Once these figures are prepared, the Commission will make a presentation to the Board. In closing, Mr. Catlin advised that the Port, Waterway, & Beach Commission is a participant of the North Carolina Water Resources Congress and announced that a meeting will be held in Washington, D. C. on March 3, 2004 to provide an opportunity for the members of the Commission to lobby the North Carolina Congressional Delegation and other Congressman on the need to fund beach nourishment projects and other water issues. He invited the Commissioners to attend the meeting if possible. He also announced that a meeting will be held in Raleigh, N. C. on May 12 or 19, 2004 to present the need for funding at the State level. Commissioner Caster referenced the National Association of County Commissioners Conference being held in Washington, D. C., from February 27 through March 2, 2004, and suggested that any Commissioners attending the conference should plan to stay an extra day and attend the N. C. Water Resources Congress meeting on March 3, 2004. Chairman Greer expressed appreciation to Mr. Catlin for an informative presentation and asked if any member of the Board would like to comment. Commissioner Pritchett referenced the idea of pursuing a No Wake Zone at Snow’s Cut and asked if the high energy water flow would make it impossible to implement a No Wake Zone in the channel. Mr. Catlin responded that the Wildlife Resources Commission would have to determine if the flow of water through Snow’s Cut would be a problem with implementing a No Wake Zone. He also noted that large wakes could be prevented if big boats had to slow down while passing through Snow’s Cut. Motion: After discussion, Commissioner Caster moved to reimburse the Town of Carolina Beach $10,050 from the Room Occupancy Tax Fund for payment of services to Marlowe & Company and authorize the Port, Waterway & Beach Commission to move forward with pursuing a No Wake Zone at Snow’s Cut. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 866 Commissioner Davis expressed concern for voting on items that had not been placed on the agenda without prior notice. He suggested placing the reimbursement to the Town of Carolina Beach on the next Consent Agenda. Commissioner Caster asked if the Board was in favor of authorizing the Commission to pursue the No Wake Zone. Chairman Greer responded that the Port, Waterway & Beach Commission is planning to work with other agencies to see if there is support for a No Wake Zone before coming to the Board of County Commissioners to further pursue this issue. He also noted that the reimbursement for Carolina Beach could be placed on the Consent Agenda as recommended by Commissioner Davis. Commissioner Caster WITHDREW HIS MOTION. Vice-Chairman Boseman requested Staff to present the figures on the cost to repair the fence and post signs at the County Park located at Snow’s Cut. Chairman Greer responded that the Parks and Recreation Advisory Board was in the process of addressing this issue. On behalf of the Board, Chairman Greer expressed appreciation to Mr. Catlin for an informative report. APPOINTMENT OF COMMISSIONERS TO SERVE ON VARIOUS BOARDS AND COMMITTEES FOR 2004 Chairman Greer asked if the Commissioners were pleased with their current appointments to serve on the various boards and committees for 2004. Commissioner Caster advised that Commissioner Pritchett suggested at the Thursday Staff meeting that she would like to serve on the Cape Fear Resource Conservation & Development Committee if he would serve on DARE Board of Directors. He stated that he did not have a problem with the switch. Commissioner Pritchett advised that since the Staff Meeting she had attended a Keep American Beautiful Conference and learned about some good recommendations for DARE. She requested to remain as the Commissioner representative on the DARE Board of Directors. Chairman Greer informed the Board that Commissioner Caster was designated as the designee for TDA at the December 1, 2003 meeting. Consensus: After discussion, it was the consensus of the Board to allow the appointments to remain the same with the exception of Chairman Greer serving as the Commissioner representative on the Chamber of Commerce. COMMITTEE APPOINTMENTS Appointments to the Adult Care Home Community Advisory Committee Chairman Greer announced that three vacancies exist on the Adult Care Home Community Advisory Committee. He reported that two applications were received with one applicant, Frank Annunziata, desiring to be reappointed. Motion: Commissioner Caster MOVED, SECONDED by Vice-Chairman Boseman, to appoint Frank S. Annuziata for a 3-year term to expire December 31, 2006, and to appoint Joseph M. Corrigan to serve a 1-year initial term to expire on December 31, 2004. Upon vote, the MOTION CARRIED UNANIMOUSLY. Appointments to the Board of Health Chairman Greer announced that three vacancies exist on the Board of Health, one each in the categories of General Public, Nurse and Pharmacist. He reported that three applications were received in the General Public category, three in the Nurse category and one in the Pharmacist category. Chairman Greer opened the floor to receive nominations to fill the vacancy in the General Public Category. Commissioner Pritchett nominated Stanley Gerald Wardrip, Jr. The nomination was seconded by Vice- Chairman Boseman. Commissioner Caster nominated William A. Kopp. The nomination was seconded by Chairman Greer. Hearing no further nominations, Chairman Greer declared the nominations closed. Chairman Greer called for a vote on the nomination of Stanley Gerald Wardrip, Jr. Vote: The Board voted 3 to 2 to appoint Stanley Gerald Wardrip, Jr. to serve a 3-year term on the Board of Health as a General Public representative with the term to expire December 31, 2006. Vice-Chairman Boseman, Commissioner Davis, and Commissioner Pritchett voted in favor of the nomination. Chairman Greer opened the floor to receive nominations for the Licensed Nurse representative on the Board of Health. Commissioner Pritchett nominated Cheryl Lofgren. Commissioner Davis seconded the nomination. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 867 Chairman Greer nominated Joanne Vincent Crowley. The nomination as seconded by Commissioner Caster. Hearing no other nominations, Chairman Greer declared the nominations closed. Chairman Greer called for a vote on the nomination of Cheryl Lofgren. Vote: The Board voted 3 to 2 to appoint Cheryl Lofgren to serve a 3-year term on the Board of Health as a Licensed Nurse representative with the term to expire December 31, 2006. Vice-Chairman Boseman, Commissioner Davis and Commissioner Pritchett voted in favor of the appointment. Chairman Greer advised that only one application has been received for the Pharmacist representative on the Board of Health. Motion: Commissioner Pritchett MOVED, SECONDED by Commissioner Caster, to appoint James R. Hickmon to serve a 3-year term on the Board of Health as the Pharmacist representative with the term to expire December 31, 2006. Upon vote the MOTION CARRIED UNANIMOUSLY. Appointments to the Human Relations Commission Chairman Greer announced that two vacancies exist on the Human Relations Commission. He reported that four applications were received with two of the applicants, Barbara Chestnut Kane and Marla D. Rice-Evans, desiring reappointment. Commissioner Pritchett, the Commissioner representative on the Human Relations Commission, recommended reappointment of Ms. Barbara Kane and Marla Rice-Evans since they are active and essential members of the Commission. Motion: Commissioner Pritchett MOVED, SECONDED by Commissioner Davis, to reappoint Barbara Chestnut Kane and Marla D. Rice-Evans to serve second 3-year terms on the Human Relations Commission. The terms will expire December 31, 2006. Upon vote, the MOTION CARRIED UNANIMOUSLY. Appointments to the Industrial Facilities and Pollution Control Financing Authority Chairman Greer announced that an unexpired term needed to be filled on the Industrial Facilities and Pollution Control Financing Authority created by John D. May moving out of New Hanover County. He reported that two applications were received from C. Bruce McGranahan and Frank J. Oddo. Chairman Greer opened the floor to receive nominations. Commissioner Caster nominated Frank J. Oddo. The nomination was seconded by Commissioner Davis. Hearing no further nominations, Chairman Greer declared the nominations closed and called for a vote on the appointment of Frank J. Oddo. Vote: The Board voted unanimously to appoint Frank J. Oddo to serve an expired term on the New Hanover County Industrial Facilities and Pollution Control Financing Authority. The term will expire February 22, 2009. Appointments to the Nursing Home Community Advisory Committee Chairman Greer announced that one vacancy exists on the Nursing Home Community Advisory Committee and reported that one application had been received from Dorothy L. Grime. Motion: Commissioner Pritchett MOVED, SECONDED by Commissioner Caster, to appoint Dorothy L. Grime to serve a one-year initial term on the Nursing Home Community Advisory Committee with the term to expire December 31, 2004. Upon vote the MOTION CARRIED UNANIMOUSLY. Appointments to the Tourism Development Authority Chairman Greer announced that three vacancies exist on the Tourism Development Authority in the categories of Hotel Owner/Manager of a County Bed and Breakfast Facility, Hotel Owner/Manager in Carolina Beach and Restaurant Business Owner/Manager. He reported that persons serving in these positions are eligible for reappointment and desire to be reappointed. Commissioner Davis, who served as Chairman of the Tourism Development Authority for the first year, stressed the importance of reappointing the three members because they have been through the learning curve and would be effective members for the next three years. He nominated Paul Bolda, James Pope, and Doug Dickens for reappointment. Hearing no other nominations, Chairman Greer called for a motion. Motion: Commissioner Davis MOVED, SECONDED by Commissioner Caster to reappoint Paul Bolda as the Owner/Manager of a Bed and Breakfast facility, James Pope, as the Carolina Beach Hotel Owner/Manager; and Doug Dickens as the Restaurant Owner/Manager to serve second 3-year terms on the Tourism Development Authority with the terms to expire December 31, 2006. Upon vote, the MOTION CARRIED UNANIMOUSLY. Commissioner Davis advised that two vacancies will still need to be filled since Mr. Spence Broadhurst has been elected Mayor of the City Wilmington and has resigned as the representative from the Chamber of Commerce to serve as an Ex-Officio Member, and no applications were received to fill the vacancy created by the resignation of Robert M. Darling, the Kure Beach Hotel Owner/Manager representative. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 868 Ms. Lucie F. Harrell, Clerk to the Board, reported that the two vacancies were being advertised with a deadline to receive applications by January 7, 2004. The appointments will be placed on the January 20, 2004, agenda. MEETING RECESSED TO HOLD A REGULAR MEETING OF THE NEW HANOVER COUNTY WATER AND SEWER DISTRICT Chairman Greer convened from Regular Session at 10:14 a.m. to hold a meeting of the New Hanover County Water and Sewer District. Chairman Greer reconvened to Regular Session at 10:23 a.m. NON-AGENDA ITEMS Chairman Greer announced that time had been reserved to allow the public to present an item that was not listed on the regular agenda. He requested all persons speaking to limit their remarks to three minutes. . No items were presented ADDITIONAL ITEMS Additional Items Presented by Commissioner Caster The following items were presented by Commissioner Caster. 1.Commissioner Caster announced that the Cape Fear Regional Group will be meeting on Wednesday, December 17, 2003, at 4:30 p.m. at Brunswick Community College in Leland, N. C. The State legislators from Region O have been invited to attend. He encouraged the Commissioners to attend the meeting if at all possible. 2.Commissioner Caster reported that Chairman Greer and he attended a luncheon for the Wilmington Aviation Foundation and an announcement was made that the Foundation would be kicking off a fund raising campaign. The State has given the Aviation Foundation permission to build the N. C. Air Museum in the old terminal at Wilmington International Airport. 3.Commissioner Caster commented on the problems being experienced with water and sewer projects, particularly with some of the contractors, and stated that he would be meeting with County Engineer Blanchard on Wednesday, December 17, 2003, at 10:30 a.m. to discuss the best way to handle these problems. Some members of Staff have visited the neighborhoods and talked to the residents about their concerns. He invited any interested Commissioner to attend the meeting. 4.Commissioner Caster advised that Vice-Chairman Boseman and he were in the Christmas Parade and stated that the parade was well attended. He also noted that Representative Carolyn H. Justice, Representative Bonner Stiller, and Representative Thomas Wright were present and stated that he and Vice-Chairman Boseman had an opportunity to talk with them before the parade began. Additional Item Presented by Vice-Chairman Boseman Vice-Chairman Boseman advised that the Board of Trustees was excited about the appointment of Jack Barto, Jr. as President and Chief Executive Officer of New Hanover Regional Medical Center. She advised that the Search Committee agreed unanimously to recommend appointment of Mr. Barto to the full Board of Trustees. Additional Items Presented by Commissioner Pritchett The following items were presented by Commissioner Pritchett. th 1. Commissioner Pritchett reported that she attended the 50 Anniversary Conference of Keep America Beautiful in Washington, D. C. and stated that she was pleased to learn about some new volunteer initiatives that have been initiated by the Office of President Bush. She advised that The United States of America Freedom Corps is a new program to recognize volunteers andstated that she had already registered New Hanover County as a sponsoring agency so volunteers in the County can receive Presidential recognition. The Take Pride In America awards have been revived for volunteers who are benefitting public lands. The local Keep America Beautiful affiliate is a former national winner for its programs with the Schools and for the School Environmental Program. This is a wonderful program for the children to recognize that improving school grounds is important and beneficial to the community. An excellent presentation was made by officials from the City of Washington, D. C., showing improvements to their Business District with some projects being relatively expensive and some relatively inexpensive. It has been found that improving the appearance of this area in downtown Washington has improved the beauty and safety of the area and has encouraged construction of 3,000 residential units. This information will be shared with the DARE Board of Directors. A excellent presentation was made on the preservation of urban forest and Commissioner Pritchett informed the Board that she was meeting with the Wilmington Tree Commission on Tuesday morning, December 16, 2003 to see if a joint City and County Forestry Preservation Program could be established so both governing bodies can work together to preserve trees in urban areas. 2. Commissioner Pritchett reported on finding some excellent recycling educational grants and stated that the State and Federal agencies are encouraging cities and counties to apply for the grants. She advised that she would discuss these grants with Director Ray Church to see if applications can be submitted in the Spring. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 29 REGULAR MEETING, DECEMBER 15, 2003PAGE 869 3. Commissioner Pritchett advised that it was her pleasure to travel to Washington, D. C. with Mr. Paul Boney who was installed in Washington as the National Vice-President of the Professional Architects Association. She offered her congratulations to him and stated that he was deserving of this honor. ADDITIONAL ITEM - COUNTY MANAGER County Manager O’Neal advised that New Hanover County has an opportunity to apply for a Juvenile Crime Prevention grant in the amount of $10,000 to implement a Drug Prevention Program for students attending Middle Schools. The deadline for submitting the grant is on Friday, December 19, 2003. He requested authorization to submit a grant application and stated if the grant is awarded, a budget amendment will be presented on another agenda. Commissioner Davis asked if there would be a County match required for the grant. County Manager O’Neal advised that no County match was required. Chairman Greer requested direction from the Board. Motion: Commissioner Pritchett MOVED, SECONDED by Commissioner Caster, to authorize the County Manager to submit a Juvenile Crime Prevention grant application in the amount of $10,000 to be used to establish a Drug Prevention Program for students attending Middle Schools. Upon vote, the MOTION CARRIED UNANIMOUSLY. ADJOURNMENT Chairman Greer called for a motion to adjourn the meeting. Motion: Commissioner Caster MOVED, SECONDED by Vice-Chairman Boseman, to adjourn the meeting. Upon vote, the MOTION CARRIED UNANIMOUSLY. Chairman Greer adjourned the meeting at 11:00 A.M. Respectfully submitted, Lucie F. Harrell Clerk to the Board