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1993-02-15 Regular Meeting . . . ,., MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 317 ASSEMBLY The New Hanover County Board of Commissioners met in Regular Session on Monday, February 15, 1993, 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: Commissioners Sandra Barone; William A. Caster; William E. Sisson, Jr.; Vice-Chairman E. L. Mathews, Jr.; Chairman Robert G. Greer; 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 Canon Edwin E. Smith, Rector of st. Marks Episcopal Church, gave the invocation. Chairman Greer led the audience in the Pledge of Allegiance to the Flag. NON-AGENDA ITEMS Chairman Greer inquired as to whether anyone from the general public would like to comment on an item not listed on the Regular Agenda or an item listed on the Consent Agenda. No comments were received. Water & Sewer District Meeting Moved to the End of the Agenda Vice-Chairman Mathews requested moving the Water & Sewer District meeting to the end of the agenda since an Executi ve Session is being requested for discussion of property acquisition. Consensus: It was the consensus of the Board to move the Water & Sewer District Meeting to the end of the agenda as requested by Vice-Chairman Mathews. APPROVAL OF CONSENT AGENDA Motion: Vice-Chairman Mathews MOVED, SECONDED by Commissioner Sisson to approve the Consent Agenda as presented. Upon vote, the MOTION CARRIED UNANIMOUSLY. CONSENT AGENDA Approval of Minutes The Commissioners approved the minutes of the Regular Meeting of February 1, 1993, and Work Sessions of January 15, 1993, and January 29, 1993, as presented by the Clerk to the Board. Award of Bid #93-0193-1 (Contract #93-0193-1) to RDS of canton, North Carolina, and Award of Bid #93-0193-2 (Contract #93-0193-2) to Carolina Office Equipment Company for Interior Furnishings for Myrtle Grove Library The Commissioners adopted a resolution awarding the lowest responsible bids for interior furnishings of the Myrtle Grove Branch Library as follows: RDS. canton. North Carolina Library shelving & millwork for the interior furnishings $33,331.00 Carolina Office Equipment Company Seating, office furniture, and accessories of interior furnishings $41,913.66 The Chairman was authorized to execute the contract documents. ( MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 318 A copy of the resolution is hereby incorporated as a part of the minutes and is contained in Exhibit Book XX, Page 20. Copies of the contract are on file in the Legal Department. Board of Equalization and Review Scheduled for April 19, 1993 The Board of County Commissioners will sit as the Board of Equalization and Review with a meeting scheduled for Monday, April 19, 1993, at 9:00 A.M. in the New Hanover County Courthouse for the () purpose of hearing property owners or representatives who wish to _ present appeals. Approval of Tax Collection Reports Through January 31, 1993 The Commissioners approv~d the following Tax Collection Reports through January 31, 1993, as submitted by the Collector of Revenue: ( New Hanover County Tax Collections New Hanover County Fire District Tax Collections Copies of the reports are hereby incorporated as a part of the minutes and are contained in Exhibit Book XX, Page 20. Release of Taxes Barred by N.C.G.S. 105-378 The Commissioners approved release of the following 1982 charges since the state statute prohibits force collection of any taxes after ten years: Total $102,425.14 45,357.17 5,455.10 2,924.95 992.01 $157.154.37 () New Hanover County City of Wilmington Wrightsville Beach Carolina Beach Kure Beach These uncollected amounts represent .55% of the combined tax levies for the County and the municipalities charged in 1982 in the amount of $28,428,746.07. This total is composed of 312 accounts amounting to $100 or more. Authorization to Advertise Tax Liens on Real Property The Commissioners authorized the Collector of Revenue to advertise tax liens on real property to be published on March 6, 1993. The outstanding amounts as of January 31, 1993, are as follows: General Jurisdiction Delinquent Tax New Hanover County New Hanover County Fire District city of Wilmington Town of Wrightsville Beach Town of Carolina Beach Town of Kure Beach Total - All Jurisdictions $2,430,135.64 46,475.24 936,967.90 49,775.64 147,842.24 27.510.86 $3.638.707.52 civil Penalty Upheld for Vehicle Listing Appeal Submitted by Linda Sue Leadman The Commissioners upheld the recommendation of the Tax Administrator to assess a $100 civil penalty to Linda Sue Leadman for failure to list a vehicle in 1991 and 1992. The penalty was imposed on the 1992 failure to list and for false certification to the state that the listing had been made. Approval of Budget Amendment #93-0130 - Library The Commissioners approved the following Budget Amendment: () ~ ,., \ ", - .~~:, , ,t- ; .~,~._ 1 > MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 319 Library 93-0130 Debit Credit Librarv Gifts and contributions $2,000 Departmental Supplies $2,000 . purpose: To budget a donation from the Town of Wrightsville Beach for the Plaza East Branch Library. The funds will be used to purchase supplies for the new branch. Release of Value - Tax Department The Commissioners approved releases of value as recommended by the Tax Administrator for the following purposes: (1) taxpayers certifying they listed on time in another county; (2) taxpayers certifying they listed during the listing period; (3) taxpayers requesting value adjustments on property because of conditions that have not been brought to the attention of the Tax Department; and (4) delinquent applications for exemption from property tax. A list of the tax releases is hereby incorporated as a part of the minutes and is contained in Exhibit Book XX, Page 20. Reclassification of Library Assistant Position to Librarian I The Commissioners approved reclassification of the Library Assistant position to Librarian I as recommended by the Human Resources Department due to changes within the Library's organization and use of new technology. . RECOGNITION OF COUNTY EMPLOYEES AS ONE OF THE TOP 25 CONTRIBUTING ORGANIZATIONS TO THE CAPE FEAR AREA UNITED WAY Chairman Greer reported on the excellent job performed by Joe Judkins as the Chairman of the County's United Way Drive, and presented a certificate of Appreciation from the United Way in recognition of County employees who so generously contributed to the united Way during difficult economic times, which allowed New Hanover County to become one of the top 25 accounts. PRESENTATION OF NEW HANOVER COUNTY EMPLOYEE SERVICE AWARDS County Manager 0' Neal reported on presenting service awards as anniversary dates occur and requested the following persons to step forward to receive service award pins: Martin Adams - Sheriff's Department Dorothy Colson - Health Department William Register - Sheriff's Department Ruth Roethlinger - Health Department John Davis - Human Relations Mikell Kent-Guy - DSS Mamie Nixon - Health Department Michael Braswell - Tax Department Janice Woodbury - Health Department James Watts, Jr. - Sheriff's Dept. 5 year award 5 year award 5 year award 5 year award 10 year award 10 year award 10 year award 15 year award 15 year award 20 year award . Chairman Greer, on behalf of the Board, expressed appreciation to these employees for their dedicated service to New Hanover County. RECOGNITION OF NEW EMPLOYEES County Manager O'Neal introduced the following new County employees: Daisy Brown Candace Sancilio Carolyn Jackson-smith victoria Overton Debbie Lanier Christina Ham Lewis Porter Health Department Health Department Social Services Social Services Social Services Social Services Environmental Management ( I I I ~ MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 320 Billy Rich James Jones Property Management Property Management Chairman Greer, on behalf of the Commissioners, welcomed the new employees and wished them well in their new positions. RULES OF PROCEDURE FOR MEETINGS OF THE NEW HANOVER COUNTY BOARD OF COMMISSIONERS Chairman Greer presented the following amendments to the proposed Rules of Procedure: o Paqe 13. Rule 29. Committee Appointments: Amend the committee appointment procedure to allow appointments to be made at one meeting instead of receiving nominations at one meeting with appointments being made at the next meeting. Amend the committee appointment procedure to require a second on all nominations. other Amendments: The word, Chair, is to be changed to Chairman throughout the entire document. Amend Rule 9. Aqenda. All agenda items for a regular meeting must be received 12 (twelve) calendar days instead of 10 (ten) calendar days before the meeting. Vice-Chairman Mathews expressed appreciation to the former County Attorney, Robert W. Pope, and to County Attorney, Wanda M. Copley, for preparing the Rules of Procedure. o Motion: Commissioner Barone MOVED, SECONDED by Vice-Chairman Mathews to approve the Rules of Procedure as amended. Upon vote, the MOTION CARRIED UNANIMOUSLY. A copy of the policy is hereby incorporated as a part of the minutes and is contained in Exhibit Book XX, Page 20. AUTHORIZATION FOR FILING OF REHABILITATION INCENTIVE PROGRAM GRANT APPLICATION THROUGH THE NORTH CAROLINA HOUSING TRUST FUND Staff Planner, Wanda Coston, reported on the Rehabilitation Incentive Program funded through the N. C. Housing Trust Fund which encourages the rehabilitation of housing occupied by very low, low and moderate income persons. Previous grants were administered through the Wilmington Housing Finance & Development Corporation with rehabilitation of 29 homes in the unincorporated areas of the county. The County is now ready to administer the program and apply for a grant in the amount of $90,000 with a County match of up to $5,000 per house. Chairman Greer inquired as to the source of revenue for the County's match? Planner Coston stated funds are available in the Plumbing Improvements/Sewer Connection Assistance Program. Motion: After discussion of this being a worthwhile program, Commissioner Sisson MOVED, SECONDED by Commissioner Barone to authorize the Planning Staff to submit the grant application in the amount of $90,000 with the County committing up to $5,000 per dwelling for rehabilitation of 12 dwellings in the unincorporated areas of the County and to authorize the County Manager to sign the grant application. Upon vote, the MOTION CARRIED UNANIMOUSLY. o . .!.~)1~1i1~~; l:i~;; '~7r~~Z~fi~~1~~~(. .., - + MINUTES OF REGULAR MEETING ANn'MAPS'WORK SESSION FEBRUARY 15, 1993 APPROVAL OF ONE ADDITIONAL MECHANICAL INSPECTOR POSITION FOR THE INSPECTIONS DEPARTMENT AND APPROVAL OF BUDGET AMENDMENT #93-0131 Inspections Director, Sky Conklin, reported on the number of new permits issued and presented the following figures: PAGE 321 1988-89 12,400 permits 10.7 inspections per day 1989-90 17,000 permits 14.66 inspections per day . 1990-91 15,548 permit 11. 21 inspections per day 1991-92 18,200 permit 15.8 inspections per day *projections for 1993-94: If the current rate continues, 18,600 permits will be issued at 16.04 inspections per day. Mechanical Inspectors are averaging over 14 inspections per day, while the generally accepted maximum allowable is 10 to 12. Allowing this overload to exist will ultimately impact public safety and hinder the department's ability to provide timely inspections. Actual permit fee revenues for the fiscal year to date are more than $150,000 higher than projected; therefore, adequate funds are available to cover the cost of hiring a new Mechanical Inspector. Emphasis was placed on the importance of properly inspecting building structures and the need to hire the additional Mechanical Inspector to perform satisfactory inspections. The Commissioners were requested to approve the new position and associated Budget Amendment. Motion: After discussion of the need to properly inspect buildings, Commissioner Sisson MOVED, SECONDED by Vice-Chairman Mathews to approve a new Mechanical Inspector position for the Inspections Department contingent upon the position being eliminated if permit fees should decrease and no longer cover the costs of the position and to approve the following Budget Amendment: . 93-0131 Inspections Department Debit Credit Inspections Inspection Fees $11,091 Salaries & Wages FICA Medical Insurance $9,474 $ 743 $ 874 Purpose: To budget Inspection fees for additional Mechanical Inspector position. Upon vote, the MOTION CARRIED UNANIMOUSLY. . AUTHORIZATION FOR SHERIFF'S DEPARTMENT TO SEEK BIDS FOR COMPUTER AIDED DISPATCH SYSTEM Sheriff Joe McQueen reported on implementation of a 50-cent surcharge in October 1991 for the purpose of generating sufficient revenues to establish a Centralized Emergency 911 Center through the purchase of a Computer Aided Dispatch System for the Sheriff's Department. This system will provide the 911 dispatchers with newly developed capabilities that will decrease the response time of all emergency services by providing a graphical representation (mapping) of the emergency location. The rate of survival for emergency responses will be improved through the use of Emergency Medical Dispatch procedures and Pre-Arrival Instructions. Sufficient funds have accumulated in the surcharge account to seek bid specifications, and it is anticipated that the remaining funds will have accumulated by the time the system is acquired and installed. The Commissioners were requested to authorize the Sheriff's Department to seek public bid specifications for the proposed Computer Aided Dispatch System. Once the cost of the system is finalized, a funding request will be made from the surcharge appropriation. ~ ( ~ MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 322 Discussion was held on the annual operating cost of $180,000 for the CAD System. Sheriff McQueen reported that $36,000 is collected per month from the 911 surcharge, which will pay for the system within two years as well as cover the operational cost. At the end of two years, the surcharge could be reduced; however, the department would like to evaluate the system to see if additional functions should be added. Further discussion was held on eliminating the surcharge. () County Manager O'Neal stated after two years, the Commissioners may desire to reduce the surcharge; however, he would recommend that the surcharge remain in effect to cover operational costs. commissioner Caster commented on the need to monitor the surcharge and recommended a review of the fee after two years. Further discussion was held on the need to better inform and educate the public on the purpose of the 911 surcharge. Sheriff McQueen reported staff is working on opening the facility to the general public two or three days a week in order for the public to actually see the equipment and operation of the 911 Center. commissioner Barone recommended usage of the sewer billing system as a vehicle for forwarding information to the public. Flyers could be forwarded with the billing explaining the 911 surcharge and the availability of tours. Commissioner Barone emphasized the importance of informing the public as to how County funds are being expended and stated she is opened to any suggestions for better public relations. County Manager O'Neal reported on the sewer billing being a computerized billing with usage of a portion of the bill for the return envelope and stated staff will check into some other method () for distribution of information. After further discussion, County Manager O'Neal recommended bid specifications being written so that bids for the Computer Aided Dispatch System will be valid through mid-July 1993 in order for this item to be considered with the regular budget process. The $180,000 yearly operational costs must be considered; therefore, with many unknowns for the FY 1993-94 Budget, it is difficult to conclude that final approval should be granted for purchase of the system. At the present time sufficient capital does not exist; however, if the surcharge remains in place through FY 1993-94, sufficient funds will be available. Motion: Commissioner Sisson MOVED, SECONDED by Commissioner Caster to approve the County Manager's recommendation. The floor was opened for discussion. Chairman Greer inquired as to whether voting on this issue will increase next year's budget by $180,000? county Manager O'Neal stated authorizing the Sheriff to seek bids will allow staff to know the exact capital cost and allow the Commissioners to consider this bid as part of the budgetary process. Chairman Greer reminded the Board that use of the 911 funds () through 1995 could delay other projects. Upon vote, the MOTION CARRIED UNANIMOUSLY. BREAK Chairman Greer called for a break from 9:58 A.M. until 10:25 A.M. . . . !i~~!~ 'f1if~}~~~~f : [*~~~_~lUfr~~. ,., MINUTES OF REGULAR MEETING AND~MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 323 NO ACTION NECESSARY ON PROPOSED AMENDMENT TO GRIEVANCE PROCEDURE AFFECTING EMPLOYEES SUBJECT TO THE STATE PERSONNEL ACT County Manager O'Neal reported on receiving word as of this morning that the proposed amendment to the state Personnel Act was defeated at the committee level; therefore, no action will be required. Also, it was felt by the North Carolina Association of County Commissioners that defeat of this amendment was due to the letter of opposition forwarded by County Attorney, Wanda Copley, which very amply defined the negative impact upon local governments. Consensus: Discussion was held on future legislative issues. It was the consensus of the Board to direct the County Manager to place legislative issues on future agendas as discussion items. PRESENTATION OF PROPOSED BOND ISSUES BY THE CAPE FEAR COMMUNITY COLLEGE BOARD OF TRUSTEES AND THE NEW HANOVER COUNTY BOARD OF EDUCATION - Presentation of Proposed $13,900,000 Bond Referendum for Cape Fear community College Dr. Richard Conrath, President of ' Cape Fear Community College, expressed appreciation to the Board of County Commissioners for past support of the Community College and introduced the following members the Cape Fear Community College Board of Trustees: Connie O'Dell Mary Elizabeth Hood Barbara Schwartz Bill Taylor Franklin Williams Dr. Conrath reported on this being the first bond issue to be presented to the Board of County Commissioners since 1972 and stated the purpose of the proposed bond issue is to construct new buildings and renovate old buildings to accommodate the number of students and programs being administered by Cape Fear Community College. The enrollment has continually increased since 1958 at a rate of 3-5% per year with a growth of 12-13% this fall. The space needs have become critical and funds are needed to provide facilities. Dr. Conrath introduced Ms. Connie 0' Dell and Mr. Franklin Williams to explain the proposed bond issue. Ms. Connie O'Dell, Vice-Chairman of the Board of Trustees, expressed appreciation for past support and reported on the desperate need for space. The Commissioners were requested to approve a voter bond referendum for issuance of general obligation bonds in the amount of $13,900,000 for expansion of the college. Mr. Franklin Williams, a member of the Cape Fear Community College Board of Trustees, commented on educational needs and stressed the importance of providing the necessary skills for a well trained work force. The original plan identified 350,000 sq. ft. of needed space at a projected cost of $18,000,000; however, due to the present economy and budgetary constraints, this figure has been reduced to 95,500 sq. ft. at a projected cost of $13,900,000. This plan will allow for construction of the Allied Health Building and Work Force Preparedness Training Center. Commissioner Caster inquired as to the number of out-of-county students who attend Cape Fear Community College? Dr. Conrath reported that from an enrollment of 7,000 to 8,000 students approximately 1,000 students are from Pender County and 700 from other counties. commissioner Caster inquired as to why the Community College continues to accept more students with inadequate space? j ( ~ MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 324 Dr. Conrath reported that state law requires Community Colleges to be open door institutions; however, the law does not address the issue of space. with the University System upgrading admission standards, the Community College has become the only other institution that provides access to higher education. Under emergency circumstances, the College could abide by an enrollment figure, but this would erode the entire purpose of the Community college System. o Mr. Ronald Blickhahn, Finance Director of Cape Fear community College, reported on the process of developing a Master Plan for identifying space needs and stated being sensitive to the recent economic climate, the $13,900,000 bond issue is a bare bones proposal. This plan will provide $13,000,000 for new construction" and $900,000 for renovation of existing facilities to cover space' needs for the next five years. commissioner Barone inquired as to whether the College will remain downtown and if the Trustees have considered use of vacant buildings in the vicinity? Mr. Williams reported that Cape Fear Community College will remain in the downtown area and that buildings have been toured within a two-block area with the conclusion that renovation costs would be too costly because the structures are not suitable for classroom purposes. commissioner Barone inquired as to whether the acquisition cost is included in the $13,900,000 and if philanthropic citizen has volunteered to donate land? land any Mr. Williams stated land acquisition is not included in the bond issue and that no land donations have been received. o commissioner Barone inquired as whether the community College will be requesting funds for other items? Dr. Conrath stated the funds in the bond issue will accommodate identified needs for the next five years, but will not meet the needs until the year 2000 as outlined in the Master Plan. commissioner Sisson inquired as to the flexibility of the May date for the bond referendum? Dr. Conrath stated deferral of the May date will not be a problem for the community College: Discussion was held on cooperation between the Board of Education and the Cape Fear community College Board of Trustees with reference to the Technology Center. Vice-Chairman Mathews inquired as to whether better communications can be achieved between the two boards? Mr. Williams reported on a cooperative working relationship with the Board of Education and stated when the high tech center was proposed, there was disagreement. It is the opinion of the Board of Trustees that Cape Fear community College has greater f\ needs in other areas. ~~~ Chairman Greer inquired as to whether each bond issue will be voted upon separately and also asked if the bond issue should fail, what route will the College pursue? Concern was expressed for the County being requested to fund these space needs when the voters have decided against the bond issue. Mr. Williams stated each bond issue will be voted upon separately; however, if the bond issue should fail, the Community ."~/? l;,'~41.ll:i> i/~f~; .,ft t ,., .. ;, ',~~} MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 325 College will continue to operate. It is hoped that the citizens will recognize the need for space and approve the bond issue. Chairman Greer, on behalf of the Board, expressed appreciation to Dr. Conrath and the Cape Fear Community College Board of Trustees for the presentation. . Presentation of Proposed $39,909,729 Bond Referendum for New Hanover County Schools Superintendent of Schools, Tom McNeel, expressed appreciation for the cooperative working relationship among the Board of County Commissioners, Board of Education, School Officials, and County Staff. He introduced Ms. Janice Cavenaugh, Chairman of the Board of Education, to present the proposed bond issue. . Ms. Janice Cavenaugh reported on development of a facilities plan for the past four years. The North Carolina Department of Public Instruction was requested to provide an intensive evaluation of school facilities and future needs. After receipt of this report, a Community Advisory Committee was formed to make recommendations to the Board of Education. The members of the Committee and Board of Education visited every school facility. Using the data collected, the Board of Education developed a Facilities Plan. After the new Board of Education members took office in December, it was determined that more recent demographic information necessitated further review of space needs. At this time, the County Commissioners were contacted with the understanding that a bond referendum could be held in the spring. Once the bond figure was compiled and the County Commissioners were informed of the amount, it was determined that the bond issue would have to be reduced. After holding a meeting this morning, the Board of Education has reluctantly decided by unanimous vote to reduce the bond issue by $15,000,000 which will temporarily delay construction of a fourth high school and add small additions to Laney High School and Hoggard High School. Emphasis was placed on the word, "temporary" since the proposed bond issue will currently address overcrowding in the high schools and elementary schools for a very short period of time. The Commissioners were requested to support the bond issue in the amount of $39,909,729 to be presented to the voters of New Hanover County in the spring, not in the 'fall. A delay of the bond referendum will cause construction to be deferred for a year with the inability to occupy any new elementary schools for at least three years. The needs of the County schools are critical with schools being overcrowded, obsolete, and in disrepair. Due to economic conditions, the Board of Education has held off as long as possible, and it is imperative that these space needs are met. Ms. Cavenaugh expressed appreciation to the Commissioners for hearing the presentation and introduced the following members of the Board of Education who voted unanimously to reduce the bond issue as presented: . Allene C. Keith James R. pierce Lori Stephenson Rachel Freeman Edward Wayne Mayorga Lucille Shaffer Chairman Greer opened the floor to receive questions. The following remarks were presented and discussed. Vice-Chairman Mathews expressed concern for the implication that the proposed funding will be temporary and requested an explanation of this statement. ~ ( MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 326 Ms. Cavenaugh stated the proposed bond issue will only address facilities needs for the next four years; therefore, the Board of Education will be requesting another bond referendum or some form of funding to handle overcrowding in the high schools and elementary schools. commissioner Caster expressed appreciation to the Board of Education for the time and effort given to prepare the bond issue and stated when campaigning to serve as a County Commissioner, he ran on the platform that the New Hanover County educational system should be second to none in the state of North Carolina or the nation. After being elected as a County Commissioner and having the responsibility of levying the tax rate, with all county needs being examined, he is concerned that the proposed bond issue pertains only to bricks and mortar. The proposed bond issue does not address the action occurring in the classroom. The citizens have been informed that improvement of the facilities will encourage students to learn more and teachers to teach better; however, during his military career, his children moved around the country attending small schools with no frill facilities that provided an excellent quality of education because of the quality of teachers. Commissioner Caster expressed concern for new facilities not really sOlving the problem and stated somehow the action in the classroom must be addressed. Also, he expressed concern for both bond proposals not fulfilling future needs for more than five years and stated until further study, he cannot make a decision. Time was requested to discuss this matter with the County's financial advisors to. see if 10-year goals can be accomplished by spreading out construction projects and, if necessary, hold a referendum that will carry both institutions into 21st Century and fulfill the identified needs. Emphasis was placed on the need to know the financial impact on the County before making a decision. Ms. Cavenaugh commented on the Board of Education not being required to seek approval from the Board of County Commissioners for changes in educational programs and stated the Board of Education and Dr. McNeel are diligently searching to find the answers to social problems that are negatively impacting on education in the classrooms. As to information on the bond issue, she feels the Board has been fully informed. commissioner Caster inquired as to the amount of funds recommended by the N. C. Department of Public Instruction? Ms. Cavenaugh reported $100 million dollars. The Community Advisory Committee, approximately two years ago, recommended establishment of a Technology Center instead of constructing a fourth high school at a projected figure of $32,000,000. This figure did not include architectural/engineering fees, land cost, furnishings, and contingencies which would have increased the figure to $36,000,000. o o commissioner sisson reported on trying to follow the process and stated at one time the Technology Center was to be a part of the bond issue; however, he was informed that due to undercapitalized projected expenditures and a lack of participation by the business community for equipment and furnishings, the center ~ was removed from the bond issue. Disappointment was expressed for ~ ~ this item being removed, and concern was expressed for the private ~ sector not participating as anticipated with a recommendation that everyone should work together in creating a cooperative relationship for pUblic/private projects which relieves a portion of the burden placed upon the taxpayers. commissioner sisson commented on the cost of maintenance and inquired as to why new schools are being constructed before replacement of older schools which require larger sums of money for maintenance? \ ,., .:; 1~1~.;:~ 'N.~ . ~ \-.,; MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 327 d Ms. Cavenaugh stated space is needed immediately and that replacement of older schools does not provide additional classrooms. Chairman Greer inquired as to why the Board of Education is so intent on holding the bond referendum in the spring? . Ms. Cavenaugh stated the bond issue should be held when the schools are in session with parents acti ve and Parent Teacher Organizations being in full force; therefore, in her opinion, a successful bond issue cannot be held in the summer when students and parents are out of town on vacation. Also, in the early fall, school is just beginning with no officers elected for the Parent Teacher Organizations or the support structure being in place for a bond referendum. Discussion was held on the financial impact on New Hanover County. County Finance Director, Andrew J. Atkinson, reported that the construction period can be spread out over the authorization period in order to avoid the overall financial impact at one time. When bonds are sold, the first interest payment is due six months from the date of sale with the first principal and interest payment due one year from the date of sale; therefore, the first full principal and interest payment would not be due until FY 1995-96. Chairman Greer, on behalf of the Board, expressed appreciation to the members of the Board of Education for the work performed in preparing the bond proposal. Chairman Greer requested direction from the Commissioners. . commissioner Caster requested more time to further study the financial impact on the tax rate. Consensus: After further discussion, it was the consensus of the Board to delay making a decision until further study of the financial impact upon the County with more discussion to be held at the end of the meeting. Chairman Greer also reported on the need for the Board of Education to round off the dollar amount of the bond issue to either $39,900,000 or $40,000,000 in order to comply to bond regulations. BREAK Chairman Greer called for a break from 11:40 A.M. until 12:04 P.M. MEETING CONVENED FROM REGULAR SESSION TO HOLD A MEETING OF THE NEW HANOVER COUNTY WATER , SEWER DISTRICT Motion: Commissioner Barone MOVED, SECONDED by Chairman Greer to convene from Regular Session to hold a meeting of the New Hanover County Water & Sewer District. Upon vote, the MOTION CARRIED UNANIMOUSLY. . Chairman Greer convened from Regular Session at 12:05 P.M. Motion: Commissioner Sisson MOVED, SECONDED by Commissioner Barone to reconvene to Regular Session. Upon vote, the MOTION CARRIED UNANIMOUSLY. Chairman Greer reconvened to Regular Session at 12:41 P.M. COMMITTEE APPOINTMENTS Chairman Greer commented on the newly adopted Procedure and stated any nominations presented will second in order to be considered for a vote. Rules of require a (' I i I I l MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 328 APPOINTMENT OF LEROY D. MARSHBURN TO SERVE ON THE DOMICILIARY HOME ADVISORY COMMITTEE Chairman Greer reported that one vacancy exists on the Domiciliary Home Advisory Committee due to the resignation of Donna Irwin. Two applications have been received in the names of Joanne Arntsen and Leroy D. Marshburn. Chairman Greer opened the floor to receive nominations. The 0 Vice-Chairman Mathews nominated Leroy D. Marshburn. nomination was seconded by Commissioner sisson. There being no further nominations, Chairman Greer declared the nominations closed. Vote: Upon vote, Leroy D. Marshburn was UNANIMOUSLY appointed to fill the unexpired term of Donna Irwin on the Domiciliary Home Advisory Committee. The term will expire on February 15, 1994. APPOINTMENT OF ROBERT F. RUFFNER, JR. AND REAPPOINTMENT OF WILLIAM H. CAMERON TO SERVE ON THE INDUSTRIAL FACILITIES AND POLLUTION CONTROL FINANCING AUTHORITY Chairman Greer reported that two vacancies exist on the Industrial Facilities and Pollution Control Financing Authority. Mr. William H. Cameron and Mr. Don Stanley Cooke are eligible for reappointment and desire to be reappointed. The following applications have been received: william H. Cameron Don Stanley Cooke Robert F. Ruffner, Jr. Chairman Greer opened the floor to receive nominations. o Commissioner Barone nominated Robert F. Ruffner, Jr. The nomination was seconded by Vice-Chairman Mathews. Commissioner sisson nominated Don Stanley Cooke for reappointment. The nomination DID NOT RECEIVE A SECOND and was not considered. commissioner Caster nominated william H. Cameron for reappointment. The nomination was seconded by Commissioner Barone There being no further nominations, Chairman Greer declared the nominations closed. Vote: Upon vote, Robert F. Ruffner, Jr. was appointed to serve a six year term on the New Hanover Industrial Facilities and Pollution Control Financing Authority. The term is to expire February 22, 1999. The MOTION CARRIED AS FOLLOWS: voting Aye: Commissioner Barone Commissioner Caster Vice-Chairman Mathews Chairman Greer voting Nay: commissioner sisson o Vote: Upon vote, william H. Cameron was UNANIMOUSLY reappointed to serve a six year term on the New Hanover Industrial Facilities and Pollution Control Financing Authority. The term is to expire February 22, 1999. REAPPOINTMENT OF ESTELL LEE AND RICHARD G. CATLIN TO SERVE ON THE PORT, WATERWAY AND BEACH COMMISSION Chairman Greer reported that two vacancies exist on the Port, Waterway, and Beach Commission in the shipping industry and . . . .p-:~;~ .Ii: ~ do'> :Oi, _..,;~'(" lS. ~ . !"J~~, ~~ MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 329 environmental categories. The following applications have been received with Estell Lee and Richard G. Catlin expressing a desire to be reappointed: APPLICANTS: Shipping Industrv Representative Estell Lee Melvin W. Rollins Environmental Representative Richard G. Catlin Non-Cateqorized Applicants Walter Hickey John Watkins, Sr. Chairman Greer opened the floor to receive nominations. vice-Chairman Mathews, nominated Estell Lee for reappointment. The nomination was seconded by Commissioner Barone. commissioner Sisson nominated Richard G. Catlin for reappointment. The nomination was seconded by Chairman Greer. There being no further nominations, Chairman Greer declared the nominations closed. Vote: Upon vote, Estell Lee was UNANIMOUSLY reappointed to serve a three year term on the Wilmington/New Hanover Port, Waterway & Beach Commission as a shipping industry representative. The term will expire February 28, 1996. Vote: Upon vote, Richard G. Catlin was UNANIMOUSLY reappointed to serve a three year term on the Wilmington/New Hanover Port, Waterway & Beach Commission as an environmental representative. The term will expire February 28, 1996. APPOINTMENT OF CANON EDWIN SMITH TO SERVE AS THE RELIGIOUS REPRESENTATIVE ON THE NEW HANOVER COUNTY STRATEGIC PLANNING COUNCIL Chairman Greer reported on the consensus of the Board at the February 1, 1993, meeting to appoint a religious representative from the following applicants: Harold B. Cloud Barren E. Nobles Edwin E. Smith Commissioner Barone reported on a conversation with Jonathan Alper, Chairman of the Strategic Planning Council, and stated he is interested in an applicant with an educational and religious background. Chairman Greer stated Mr. Alper has also requested that the Board consider appointment of a minority to fill the vacancy. Chairman Greer opened the floor to receive nominations. Commissioner Sisson nominated Cannon Edwin Smith. The nomination was seconded by Vice-Chairman Mathews. Commissioner Barone nominated Barren E. Nobles. The NOMINATION DID NOT RECEIVE A SECOND and was not considered. There being no further nominations, Chairman Greer declared the nominations closed. Vote: Upon vote, Canon Edwin E. Smith was appointed to serve on the Strategic Planning Team as follows: ( ~ MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 330 voting Aye: Commissioner Caster commissioner sisson Vice-Chairman Mathews Chairman Greer voting Nay: Commissioner Barone REAPPOINTMENT OF WILLIAM A. RANEY, JR., GENE RENZAGLIA, AND CHARLES WALL TO SERVE ON THE WASTE-TO-ENERGY FACILITY COMMISSION 0 Chairman Greer reported that three vacancies exist on the Waste-to-Energy Facility Commission. Thirteen applications have been received and three of the current members are eligible for reappointment and desire to be reappointed as follows: MEMBERS ELIGIBLE FOR REAPPOINTMENT: william A. Raney, Jr. Gene Renzaglia Charles Wall APPLICATION ON FILE: D. Bouton Baldridge Nello Fillippini Irving E. Fogler Edgar C. Fox Ralph L. Harding Donna N. Humphrey Mary Farmer Johnson Thomas Ray McKay, Jr. Harry L. Mahl Larry E. Myles Dana E. Page Roger Spurbeck John Watkins, Sr. commissioner Caster, serving as the Commissioners' representative on the WTE Facility Commission, commented on the expertise of the applicants who have applied and stated even though these individuals are highly skilled, it would be advantageous to () the WTE Facility Commission to reappoint the persons now serving ~ since they are familiar with the problems of the facility and the major issues currently being addressed. Motion: Commissioner Barone MOVED, SECONDED by Commissioner Caster to reappoint William A. Raney, Jr.; Gene Renzaglia; and Charles Wall to serve three year terms on the WTE Facility commission. The terms are to expire March 1, 1996. Upon vote, the MOTION CARRIED UNANIMOUSLY. commissioner sisson commented on the need for citizens to feel they have input on the WTE Facility Commission and recommended establishing an at-large member to serve on the Commission. commissioner Caster inquired as to whether this is a permanent committee? Clerk to the Board, Lucie F. Harrell, stated the intent of the former Board was for this to be a permanent Advisory Commission. Assistant County Manager, Dave Weaver, reported the by-laws allow for appointment of a community at-large member. Consensus: After further discussion, it was the consensus of the 0 Board to consider adding an at-large member in the future. EXECUTIVE SESSION Chairman Greer reported the County Manager Executive Session to discuss a property consultation with the County Attorney. has requested an acquisition and Motion: Commissioner Barone MOVED, SECONDED by Vice-Chairman Mathews to convene from Regular Session to Executive Session for the purpose of discussing a property acquisition and consultation with the County Attorney. Upon vote, the MOTION CARRIED UNANIMOUSLY. ~ ~~ ~ .., , .~"'" ~' ~J ~ MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 331 Chairman Greer convened from Regular Session at 1:30 P.M. Motion: Commissioner Barone MOVED, SECONDED by Chairman Greer to reconvene to Regular Session. Upon vote, the MOTION CARRIED UNANIMOUSLY. . Chairman Greer reconvened to Regular Session at 2:20 P.M. MEETING RECESSED FOR LUNCH Chairman Greer recessed the meeting for lunch from 2:21 P.M. until 2:45 P.M. and stated a Work Session to hear a presentation on the Management & Planning Systems (MAPS) will be held in Room 501 of the New Hanover County Administration Building, 320 Chestnut Street, Wilmington, North Carolina, with continuation of the regular meeting after the Work Session. COMMISSIONER SISSON EXCUSED FROM WORK SESSION Commissioner Sisson was excused from the meeting at 2:20 P.M. due to a prior commitment. Chairman Greer reconvened to Special Session and requested the Planning Director to present an update on the Management & Planning Systems. PRESENTATION ON MANAGEMENT , PLANNING SYSTEMS (MAPS) Planning Director, Dexter Hayes, reported on the development of the City/County MAPS Program in August 1984 and stated a joint interlocal agreement was adopted by the City and County in 1985 with establishment of a MAPS Advisory Task Force composed as follows: -Three County Staff Members . -Three City Staff Members -One full time Senior Analyst position funded jointly by the City and County. (This position is currently vacant.) -One half-time position funded by the County. -One half-time position funded by the city. Requests for Proposals were submitted in 1984 with a firm now know as GeoVision Systems, Inc. being awarded the bid for the software program. Projected MAPS expenditures and location of work stations were presented. Work stations are currently located as follows: (1) County Tax Office; (2) County Planning Department; (3) City Engineering Department; (4) County Building & Engineering Office; and (5) City WLI Building. After review and study, the MAPS Advisory Task Force recommends the following action to provide use of MAPS to all City/County agencies and the general public: I. Brina the existing MAPS data base UP to the level of accuracy necessary to operate MAPS and make MAPS usable for functions demanding a hiah level of accuracv. such as sewer design and enaineering: . The present MAPS tax parcel data base was digitized by an outside firm using the existing tax maps (hand-drawn maps on mylar). Although these existing tax maps serve the functions required by the Tax Department to generally locate parcels for tax appraisal and listing requirements, they contain numerous inaccuracies, such as parcel lines not being exactly matched. These inaccuracies cannot be tolerated either by the MAPS system or by users that require survey-quality accuracy, such as sewer design. In order to accomplish the correction of the existing data base, it will be necessary to take the following ( , i I ( MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 332 steps, which will cost several hundreds of thousands of dollars to implement: Contract to develop orthophotos of the County (1 inch by 100 feet). The air photography can be flown in January 1994 with the actual orthophotos being provided over several budget years in order to even out the costs. It is important to note that these orthophotos will also be valuable in future sewer design and that the cost will be () partially recouped through user fees from developers and the general public. Contract with a firm to correct the existinq MAPS data base. An outside digitizing firm would be hired to digitize and correct the existing MAPS tax parcel maps as necessary, using the orthophotography, deeds, and other information. The firm could begin work the spring of 1994. II. Update the MAPS data base by diqitizinq new subdivisions and other parcel chanqes that have been placed into the MAPS data base: The Land Records Division is approximately 5.5 man years behind in this task and is falling further behind every month. It is important to note that the Tax Department, through Land Records, is required to provide a readily available tax map system to the public. In an effort to update and correct the MAPS data base, the Tax Department has been forced to neglect its set of hand-drawn maps. This neglect is seriously hindering the Tax Department's ability to serve the public; therefore, it is recommended that Land Records be authorized to hire one or two additional mappers in 1993-94 and possibly one GIS hardware operator to work on the MAPS System. In addition, another work station will be required. () III. Improve the effectiveness of the MAPS hardware and software system: The County is currently two versions behind in available Geovision software. The most recent version has features that will provide a much faster and efficient method of updating and using the MAPS database. To use the most recent version, the County and city work stations as well as the shared central computing facility will have to be updated. This will require cooperation with the City because both the city and County are required to use the same software version since both presently share the same database and central processing unit. The County could develop its own central computing systems if the city chooses not to participate. In order to explore the feasibility of updating the hardware and software, the County should take the following actions as soon as practical: 1) In cooperation with the city, hire a new MAPS Coordinator. A firm offer has been made to an applicant. 2) Once a new Coordinator is hired, bring in a Geovision representative to assess the hardware needs of the County and ci ty in order to implement the transi tion to the latest () software. 3) Contact the State Land Records staff to see if they can offer technical expertise. 4) Develop a new cooperati ve agreement with the city to upgrade hardware as needed. 5) Purchase the new hardware, hopefully at a cost of less than $100,000. , ' ,~ ...., .t(. If, -'0" MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 333 The following applications were presented for use of the MAPS System: . Urban Planning/Land Use Analysis Public Works Infrastructure Management Tax Assessment Land Development Cadastral and Topographic Mapping Network Facility Management Base Map Maintenance Permitting and Licensing Demographic and Census Studies Service Requests and Complaint Tracking Incident Analysis Transportation Analysis and Planning Facility siting Building Permitting and Inspection Safety Inspection and Code Enforcement Environmental Monitoring Emergency Dispatch Property Management In summary, it will take a period of several years to establish MAPS as a valuable geographic information system that will justify the considerable funds invested to serve County and City agencies. The Tax Department should be commended for its continued commitment to MAPS. The Planning Department has been invaluable in its role of coordinating and promoting the use of MAPS, while MIS has been most helpful in its technical support of MAPS. ". Tax Administrator, Roland Register, commented on the importance of accurately updating MAPS and stated hiring a firm to perform digitizing will enable the job to be performed in a timely manner. Emphasis was placed on the fact that additional staff would have to be hired in order to perform this task in-house. Once the system is updated, staff will be capable of maintaining the system. County Manager O'Neal reported that no decision is needed at this time; however, when the budget is presented a breakdown of funds required for updating the MAPS System will be presented. Chairman Greer expressed appreciation to staff for an excellent presentation. The Work Session was adjourned at 4:25 P.M. MEETING RECONVENED TO REGULAR SESSION Chairman Greer reconvened to Regular Session at 4:26 P.M. ADDITIONAL ITEMS - COUNTY COMMISSIONERS . Scheduling of Global Transpark, Inc. Foundation Presentation for March 15, 1993 Discussion was held on New Hanover County being one of the counties requested to provide $10,000 seed money and possible implementation of a 1/2 cent sales tax to secure the Global TransPark for Eastern North Carolina. Chairman Greer expressed concern for investing government funds and stated the idea of a 1/2 cent sales tax is certainly questionable at this time. County Manager O'Neal commented on the importance of this facility to the State Ports Authority and recommended that this item be placed on a future agenda. ~ (/ MINUTES OF REGULAR MEETING AND MAPS WORK SESSION FEBRUARY 15, 1993 PAGE 334 Consensus: After further discussion, it was the consensus of the Board to place this item on the agenda for March 15, 1993, to hear a presentation from the Global TransPark Task Force. Discussion of Bond Issues for Cape Fear community College and New Hanover County Public Schools Discussion was held on the proposed bond issues. Chairman Greer requested the County Manager to prepare figures that will reflect how the repayment of bonds will impact New Hanover County. Commissioner Caster requested a spread sheet showing the direct financial impact upon the County from the date of sale into the upcoming years. Emphasis was placed on the need to support the bond issues with facts and figures. C) Discussion was held on the possibility of the bond issue being rej ected by the voters of New Hanover County. Chairman Greer expressed concern for the issue failing and at a later date being asked by the Board of Education and Cape Fear Community College to fund space needs which have been rej ected by the voters. He inquired as to whether the Commissioners should inform both boards that if the bond referendum should fail, the Board of County Commissioners will have a difficult time going against the decision rendered by the voters. Further discussion was held on the need to have more financial data. It was generally agreed that if the Board is going to support the bond issues, it must have accurate and documented information to present to the public. Consensus: After further discussion, it was the consensus of the Board for these figures to be prepared and placed on the agenda for the meeting of March 8, 1993, with a decision being made at this time. o Request for Purchase of Fax Machines Denied Discussion was held on the purchase of fax machines for the County Commissioners. Vice-Chairman Mathews recommended usage of a beeper instead of fax machines which would be less costly. County Manager O'Neal commented on the amount of time that could be saved for Clerk to the Board, County Attorney, and County Manager's office through usage of a fax machine and stressed the importance of disseminating information accurately and timely.. commissioner Barone stated, for the record, she would vote for the purchase of fax machines. Consensus: After a lengthy discussion of fax machines, beepers, and usage of the phone mail system, it was the consensus of the Board to use beepers connected to the County's telemetry system for the Chairman and Vice-Chairman and to utilize the voice mail system, through a personal distribution system, instead of purchasing fax machines. ADJOURNMENT Chairman Greer adjourned the meeting at 5:15 P.M. Respectfully submitted, ~W~ Lucie F. Harrell Clerk to the Board () ~