1990-03-30-31 Budget Retreat
1 7 ""lIIl
MINUTES OF RETREAT, MARCH 30 & 31, 1990
ASSEMBLY
The New
on March 30
Wrightsville
Hanover County Board of Commissioners held a retreat
& 31, 1990, at the Blockade Runner, suite 215,
Beach, North Carolina.
Members present were: Commissioner Jonathan Barfield, Sr.;
E. L. Mathews, Jr.; Nolan O'Neal; Vice-Chairman W. Albert
Corbett, Jr.; Chairman Fred Retchin; County Manager, Allen
O'Neal; County Attorney, Robert W. Pope; and Clerk to the Board,
Lucie F. Harrell.
.
Chairman Retchin called the work Session to order at 5: 00
P.M. on Friday, March 30, 1990.
REVIEW OF COMPREHENSIVE FINANCIAL REPORT
Assistant Finance Director, Allan Mozingo, presented a
review of the comprehensive financial report and commented on the
following sections of the report: ( 1) General Purpose
Statements; (2) General Fund; (3) Special Revenue; (4) Capital
Projects; (5) Enterprise; (6) Fiduciary; (7) Account Groups; (8)
Statistical Section; and (9) Compliance Section.
Discussion was held on the importance of the financial
report in obtaining bond ratings and the outstanding record of
the Finance Department in receiving the Certification of
Achievement for Excellence in Financial Reporting since 1988.
Further discussion was held on the importance of maintaining
a strong fund balance. Assistant Finance Director Mozingo
expressed concern for the possible loss of the inventory tax
reimbursement to counties due to the shortfall in the State's
budget. He urged the Commissioners to discuss this issue with
the local legislative delegation.
.
ESTABLISHMENT OF OBJECTIVES
Assistant County Manager, Mary Gornto, presented the
following list of objectives stating it would be beneficial to
staff if the Board would prioritize objectives so they can be
included in the budgetary process:
To fulfill the responsibilities of the County with
the lowest possible tax rate.
To develop long-range plans to meet the increasing
demands for county services.
To manage the County's growth through the provision
of infrastructure and zoning decisions.
To pursue economical and productive delivery of
public services through increased and improved co-
operation between local governments in the area.
To provide additional resources for services that
are essential to public safety.
To provide high quality utility services at reason-
able rates.
.
To implement a recycling program.
To promote economic growth and high living standards
by supporting improved student achievement levels and
educational opportunities in the public schools.
To help economically disadvantaged citizens become more
self-sufficient by emphasizing work-based forms of
economic assistance.
To review the County's benefit and compensation package
to insure the county continues to attract and retain
~
( f8~ MINUTES OF RETREAT, MARCH 30 & 31, 1990 (CONTINUED)
well-qualified employees.
To protect and maintain the County's financial position
by avoiding any further reduction of the available
fund balance.
Consensus: After discussion of the objectives presented, Staff
was requested to revise the list with costs and recommendations
for implementation of these goals.
Commissioner Barfield commented on the Legislative Briefing (), '
in Washington, D. C. and the innovative methods being used to ,
reduce welfare roles. He recommended that members of the Human
Services Allocation Advisory Committee should consider scheduling
an appointment with Jack Kemp to discuss current trends in
addressing these needs and new ideas for reducing the number of
welfare recipients.
DISCUSSION OF DEVELOPING A FIVE YEAR STRATEGIC PLAN
Discussion was held on developing a Strategic Plan for
future growth of the County. Vice-Chairman Corbett recommended
receiving input from various groups in the community, such as the
Wilmington Excellence Committee, when preparing a plan.
REVIEW OF SALARIES
Personnel Director, Andre' Mallette, presented a salary
schedule and discussed the need to perform a pay and
classification study. He stated the last study was performed
approximately eight (8) years ago.
After discussion of the discrepancies in car allowances
among the various department heads, County Manager, Allen O'Neal,
recommended performance of a pay and classification study, which
will include an organizational study, in order to address issues
of concern. He stated personnel studies of this type should be
performed at least every 4-5 years.
o
MEETING CONTINUED UNTIL SATURDAY, MARCH 31, 1990
Chairman Retchin recessed the meeting at 9:15 P.M.
stated the Board will reconvene at 9:00 A.M. on Saturday,
31, 1990.
and
March
MINUTES OF THE RETREAT (CONTINUED)
ASSEMBLY
The New Hanover
meeting of March 30,
1990.
County Board of Commissioners continued the
1990, at 9:00 A.M. on Saturday, March 31,
Members present were: Commissioners Jonathan Barfield, Sr.;
E. L. Mathews, Jr.; Nolan O'Neal; Vice-Chairman W. Albert
Corbett, Jr.; Chairman Fred Retchin; County Manager, Allen
O'Neal; County Attorney, Robert W. Pope; and Clerk to the Board,
Lucie F. Harrell.
DISCUSSION OF BOARD/MANAGER ROLES
Discussion was held on the responsibilities of the Board and
the responsibilities of the County Manager. Chairman Retchin
stated the Board is to set policy and the County Manager is to
execute that policy in an effective and efficient manner.
()
County Manager O'Neal agreed with the statement and stressed
the importance of informal communication among the Commissioners
on a daily basis. He commented on openly sharing information
wi th the Board in order to avoid surprises and stated weekly
activity reports will be forwarded to the commissioners.
Discussion was held on the importance of the Legal
Department reviewing documents. County Manager 0' Neal stated
with the complexity and constant changes in local government, he
will be utilizing the services of the Legal Department on all
issues no matter how simple they appear.
~
MINUTES OF RETREAT, MARCH 30 & 31, 1990 (CONTINUED)
19 ""llIl
Discussion was held on the importance of the County Manager
establishing a good rapport with members of the Board of
Education, the Chamber of Commerce, Committee of 100, Airport
Authority, and Superintendent of Schools. County Manager O'Neal
commented on his intention to develop these relationships stating
he will strive to meet and learn to work with the various leaders
of the community.
.
Further discussion was held with reference to receiving
input from all employees, not just department heads. Chairman
Retchin recommended establishing an awards program whereby all
employees can make suggestions and recommendations for improving
the efficiency and effectiveness of their departments.
Consensus: After further discussion, it was the consensus of the
Board to direct the County Manager to formulate an
incentive/bonus employee awards program.
DISCUSSION OF SEWER SYSTEM CONSTRUCTION
Discussion was held on the commitment of the Board to
complete the county-wide sewer system. Chairman Retchin stated
the primary concern is obtaining funding to complete the system
as quickly as possible.
Consensus: After discussion of funding alternatives, it was the
consensus of the Board to request the Staff to pursue the
following methods of seeking additional revenue:
1. Seek Additional State and Federal Funds
a. Arrange a meeting with State FmHA representatives
to seek additional funding assistance for the sewer
system.
.
b. Direct Staff to apply for Economic Development
Association grants.
c. Arrange to meet with the Congressional Delegation
in Washington for additional funding assistance.
2. Land Transfer Tax: Staff is to schedule a meeting with
home builders and realtors to discuss the pros and cons
of the land transfer tax as well as to discuss other
methods of seeking revenue for the sewer system. A fact
sheet is to be prepared in advance of the meeting com-
paring cost figures of the land transfer tax compared to
the installation of dry sewer lines and septic tanks.
Discussion was held on the concept of installing the major
fingers of the interceptor system versus future phasing of the
system. This concept would allow developers to connect to the
system and pay for lines, increase the number of customers
utilizing the sewer system, and promote more orderly growth
throughout the county.
.'
Consensus: After discussion of the advantages of the interceptor
concept, it was the consensus of the Board to request Staff to
prepare a recommendation on the advantages and cost of installing
major fingers of the interceptor compared to constructing future
phases as originally planned. The report is to be presented to
the Board when completed.
Discussion was held on the number of persons who have not
connected to the sewer system within the stipulated period of
time. Assistant Finance Director Mozingo stated only 10% of the
residents fall into this category and that Staff is working
diligently to see that all persons connect to the system.
Discussion was held on enforcement of the ordinance.
DISCUSSION OF WATER SYSTEM
Discussion was held on providing water to county residents.
It was the general consensus that this subject should be
~
( 20 MINUTES OF RETREAT, MARCH 30 & 31, 1990 (CONTINUED)
addressed
Director of
Board would
county.
by the City/County Water & Sewer Subcommittee.
Engineering & Facilities, Ed Hilton, asked if the
like to investigate the cost of a water study for the
Consensus: After further discussion, it was the consensus of the
Board to request Director Hilton to submit proposals to determine
the cost for performing a water study for the unincorporated
areas of the county.
DISCUSSION OF COSTS INVOLVED WITH THE RENOVATED CUSTOMS FACILITY 0
County Attorney Pope recommended that the County assume sole
responsibility for the costs of renovating the old tower for use -
by Customs. He stated on November 6, 1989, the Board deferred
action on collecting reimbursement for renovation of the old
tower from Wilmington General Aviation, Inc. until finalization
of the Jetstream settlement. The County has been notified that
the insurance carrier has made the settlement payment to the
attorney representing Jetstream. The Airport Director has been
informed by Jetstream officials that they intend to establish a
satellite fueling operation at or near the Customs facility in
the old tower. The attorneys representing Air Wilmington and
Wilmington General Aviation, Inc. strongly feel they should not
bear the costs of renovations for Customs and then be forced to
equally share the benefits with another fixed base operator.
Discussion was held on the fact that no documents were
executed between the County and Wilmington General Aviation, Inc.
Chairman Retchin expressed concern for an oversight of this type
and stated without a properly executed contract, the County has
been placed in a very poor position. He emphasized the
importance of not allowing this type of situation to reoccur.
Consensus: After further discussion, it was the consensus of the
Board not to pursue reimbursement from Wilmington General
Aviation, Inc. for costs involved with the renovation of the old
air tower.
o
Vice-Chairman Corbett expressed concern for an item of this
type being placed on the retreat agenda. He requested Staff, in
the future, to discuss issues of this nature at regular meetings.
DISCUSSION OF PUBLIC MEETINGS FOR THE 1991 PROPERTY REVALUATION
Vice-Chairman Corbett commented on the need to properly
educate the general public on the 1991 Property Revaluation and
inquired as to when and where meetings will be held and
information distributed.
County Manager O'Neal stated Tax Administrator Register is
working with the TV Station to prepare a video and will schedule
various meetings throughout the County. Vice-Chairman Corbett
stated Staff may want to consider showing the video at one of the
Public Forums held by UNC-W.
Discussion was held on providing videos at the nutrition
si tes for the elderly. Assistant County Manager Gornto stated
this has already been planned and will include the beach
nutrition sites.
County Manager O'Neal suggested developing a brochure to be
mailed to homeowners explaining the revaluation and appeal 0
process.
Consensus: After further discussion, it was the consensus of the
Board for Staff to prepare a brochure on the 1991 Property
Revaluation as recommended by the County Manager and request
Staff to prepare a schedule showing where and when meetings will
be held.
Commissioner Mathews complimented the Tax Administrator and
Staff for an excellent presentation to the beach communities on
March 27, 1990.
~
.
.
.
MINUTES OF RETREAT, MARCH 30 & 31, 1990 (CONTINUED)
~
2'1'
DISCUSSION OF SMITH CREEK PARKWAY
Vice-Chairman Corbett commented on the urgent need to
expedite construction of Smith Creek Parkway stating the Chamber
of Commerce is working with various groups, including the City
and County, in planning a trip to Raleigh to encourage the State
to support this project. He stated a resolution will be prepared
and presented to the Commissioners on April 2, 1990, for support
of this parkway with this resolution and other resolutions being
carried to Raleigh within the next 30 days.
DISCUSSION OF MAINTENANCE AT THE STEAM PLANT
Director of Engineering & Facilities, Ed Hilton, stated
funds are available to perform maintenance on the boiler at the
Steam Plant and recommended appropriating these funds for this
purpose.
Consensus: After discussion of the need to properly maintain the
equipment at the Steam Plant, it was the consensus of the Board
to direct the Director of Engineering & Facilities to prepare a
report on the funds available and cost for maintenance and
repairs of the boiler.
CAPITAL PROJECTS
Director of Engineering & Facilities, Ed Hilton, commented
on development of a Capital Improvements Program in the early
1980's stating this plan was to be reviewed annually or every two
years; however, once the plan was completed, it was placed on the
shelf and never used as a planning tool for the future. He
emphasized the importance of a written, adopted, Capital
Improvements Program which is incorporated into the annual budget
in order to plan for current and future funding of projects. He
requested the Commissioners to develop a 5-year plan that will be
reviewed and modified on a two-year basis and strictly adhered to
by the Board and Staff.
Assistant County Manager Gornto emphasized the need for a
document of this type when performing the budgetary process. She
stated projects should be planned in advance and programmed into
future budgets; for example, this year the Board has received a
request from the Animal Control Shelter for expansion oJ the
facility which is badly needed; however, this item has not been
budgeted in advance, therefore, a difficult funding decision will
have to be made.
Consensus: After further discussion, it was the consensus of the
Board to direct Staff to work with each department on needs for
the next five years, compile this data into a report, and present
to the Commissioners for prioritizing capital projects with
development of a 5-Year Capital Improvements Program.
DISCUSSION OF JAIL OVERCROWDING
Discussion was held on the progress of the pre-trail
release program. Assistant County Manager Gornto stated the
population data has been forwarded to Stevens Clarke at
Institute of Government who is analyzing the information
preparing a report to be received within the next 2-3 weeks.
jail
jail
the
and
Vice-Chairman Corbett commented on a new program called,
"Impact Unit" located in Hoffman, North Carolina, stating the
program has been operational since October 1, 1990, and is
designed similar to a military boot camp training program. The
facility is a 90-bed male minimum security unit for offenders
from ages 17-20. The program requires a workday beginning at
5:00 A.M. and ending at 9:30 P.M. Offenders are offered an
opportunity to attend classes in the evening to complete GED's.
Vice-Chairman Corbett stated the program has been successful with
many young persons regaining their self-esteem, and he suggested
that Staff investigate implementing a similar program in the
county.
~
( ?2 MINUTES OF RETREAT, MARCH 30 & 31, 1990 (CONTINUED)
Consensus: After discussion of legal issues involved, the County
Attorney and Staff were directed to work with the Judges for
possible implementation of a program of this type.
COMMISSIONER BARFIELD EXCUSED FROM THE MEETING
Commissioner Barfield excused himself from the meeting at
12:45 P.M.
DISCUSSION OF MANDATORY REFUSE COLLECTIONS SYSTEM
Discussion was held on the Board being
mandatory refuse collections system. Assistant
Gornto stated the haulers have been informed that
be mandatory and is to become operational by July
committed to a
County Manager
the system will
1, 1990.
'C)
After discussion of the advantages in implementing a
mandatory refuse collections system, it was agreed by a majority
of Commissioners that the Board is committed to this type of
system. Director Hilton stated he would be glad to further
research advantages and/or disadvantages of a voluntary system;
however, he recommends development of a mandatory system.
DISCUSSION OF IMPLEMENTING A RECYCLING PROGRAM
Director of Engineering & Facilities, Ed Hilton, stated
Staff is currently negotiating with five haulers for
implementation of a mandatory refuse collections system. During
recent discussions, the major haulers have indicated they would
be able to combine recycling and collections for the average fee
now being charged to residents of the county by private haulers.
A lengthy discussion was held on voluntary recycling and
incentives being used by the City's program. Discussion was held
on Senate Bill 111 and the need to establish manned drop-off
centers to collect waste oil, batteries, etc.
Consensus: After further discussion, it was the consensus of
the Board to request Staff to prepare a recommendation for
implementation of a voluntary recycling program and establishment
of manned drop-off centers throughout the county.
()
OTHER ITEMS
Commissioner Mathews expressed concern for a number of items
and after discussion, it was the general consensus of the Board
to request Staff to proceed with the following requests:
1. Prepare more detai led recommendations on agenda items.
Provide a brief explanation of all options available (pros and
cons) and the cost of each option.
2. All contracts and agreements are to be reviewed by the
Legal Department before being placed on the agenda.
3. Staff is to prepare a recommendation for scheduling
three ( 3) meetings per month and the possibility of holding
meetings on another day of the week. The purpose of the
additional meeting is to shorten the length of regular meetings
and reduce the number of special meetings.
4. Staff
installation of
the lobby of
ci tizens with
buildings.
is requested to prepare a recommendation for
a telephone system next to the directory board in
the County Administration Building to assist
information and location of various offices and
o
5. Staff is to prepare a recommendation on costs involved
with publishing and mailing a quarterly "Information Bulletin" to
the citizens of the county.
6. Development of an inter-office memorandum form.
FURTHER DISCUSSION OF PREPARING A STRATEGIC PLAN
Vice-Chairman Corbett stated after the previous day's
discussion on developing a 5-year Strategic Plan, he would
recommend developing a plan for the next 15-20 years. He
\
MINUTES OF RETREAT, MARCH 30 & 31, 1990 (CONTINUED)
2 3 ""IIIl
" ,"
commented on the need to develop this plan before establishing
objectives and recommended assigning this task to the Wilmington
Excellence Committee since extensive data on the future growth
has already been collected.
Consensus: After discussion, it was the consensus of the Board
to request the County Manager to prepare a recommendation for
developing a long-range Strategic Plan utilizing the services of
community groups such as the Wilmington Excellence Committee.
.
COMMISSIONER O'NEAL EXCUSED FROM THE MEETING
Commissioner O'Neal left the meeting at 1:59 P.M.
DISCUSSION OF NEW HANOVER COUNTY HUMAN SERVICES TRANSPORTATION
PLAN
County Manager 0' Neal commented on the future development
and growth of the New Hanover Transportation Services, Inc.
stating the transportation program is badly needed but will
become quite time consuming and costly. He notified the
Commissioners of the following change in the ratio of federal,
state, and local funding effective March 31, 1990:
Federal Funding
State Funding
County Funding
Present
80%
10%
10%
Effective 3/31/90
60%
20%
20%
County Manager O'Neal stated New Hanover Transportation
Services, Inc. has submitted a request for the purchase of vans
which requires notification and payment of the local match to the
State within 10-12 days even though the vans will not be
delivered until a later date and the budget has not been adopted
for FY 1990-91. He requested direction from the Board.
.
Discussion was held on the purpose of the plan and the
pooling of funds received by various agencies into a centralized
non-profit agency for provision of transportation services in the
county. Assistant County Manager Gornto stated the original plan
involved two elements: coordination of the existing
transportation services within the individual agencies; and
expansion of transportation services which requires purchase of
vans and equipment.
County Manager O'Neal stated he is not opposed to the
program and feels it is certainly worthwhile; however, the Board
should be advised of future costs involved with providing
transportation services.
Consensus: After further discussion of potential growth and
costs, it was the consensus of the Board to request the County
Manager to discuss the possibility of reducing the number of vans
with Susan Dohrmann, Chairman of New Hanover County
Transportation, Inc. and present a report to the Board on April
2, 1990.
ADJOURNMENT
County Manager 0' Neal expressed appreciation to the
Commissioners for holding the retreat stating the information
gained has been most beneficial.
.
It was agreed by all that the retreat was well worth the
time and certainly a useful planning tool.
Chairman Retchin adjourned the meeting at 2:30 P.M.
Respectfully submitted,
~e~~
Clerk to the Board
.....1