1991-04-15 Regular Meeting433
MINUTES OF REGULAR MEETING, APRIL 15, 1991
ASSEMBLY
The New Hanover County Board of Commissioners met in Regular
Session on Monday, April 1.5, 1991, at 9:00 o'clock A.M. in the
Assembly Room of the New Hanover County Courthouse, 24 North
Third Street, Wilmington, North Carolina.
.
Members present were:
Robert G. Greer; William H.
Jr; Chairman Fred Retchin;
Attorney, Robert W. Pope;
Harrell.
commissioners Jonathan Barfield, Sr.;
Sutton, Vice-Chairman E. L. Mathews,
County Manager, Allen O'Neal; County
and Clerk to the Board, Lucie F.
Chairman Retchin called the meeting to order.
INVOCATION AND PLEDGE OF ALLEGIANCE
Finance Director, Andrew J. Atkinson, gave the invocation.
commissioner Greer led the audience in the Pledge of
Allegiance to the Flag.
NON-AGENDA ITEMS
Chairman Retchin asked if anyone from the general public
would like to present an item not listed on the Regular Agenda or
comment on an item listed on the Consent Agenda. The following
items were presented:
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APPROVAL OF TRANSFERRING FUNDS FROM THE ROOM OCCUPANCY TAX TO THE
TOWN OF WRIGHTSVILLE BEACH FOR COMPLETION OF BERM RENOURISHMENT
PROJECT
Mayor Carlton Hall stated the Ports, Waterway, and Beach
Commission unanimously approved $437,000 for completion of the
present berm renourishment project at Wrightsville Beach. He
respectfully requested the Commissioners to approve the transfer
of funds from the room occupancy tax to the Town of Wrightsville
Beach.
Vice-Chairman Mathews, a member of the Port, Waterway, and
Beach Commission, commented on the need to complete the project
and recommended approval of the funding request.
Motion: Commissioner Sutton MOVED, SECONDED by Commissioner
Barfield to approve a transfer of $437,000 from the room
occupancy tax account to the Town of Wrightsville Beach for
completion of the berm renourishment project. Upon vote, the
MOTION CARRIED UNANIMOUSLY.
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Scheduling of Public Hearing to Allow citizens of Wrightsboro to
Express Concern for Wi1mington By-Pass Corridors
Reverend Anthony Watson, representing residents of the
Wrightsboro area, requested the Board to schedule a Public
Hearing for concerned citizens to express their opinions on the
two proposed routes for the Wilmington By-Pass. He stated the
community is in favor of the by-pass, but is opposed to a route
that will dissect the heart of the community. He commented on
displacement of st. James A.M.E. Church, the Wrightsboro Baptist
Church, and Wrightsboro Elementary School and requested the Board
to schedule the Public Hearing.
commissioner Barfield recommended scheduling a Public
Hearing to allow the Wrightsboro citizens an opportunity to
discuss alternative routes.
Consensus:
Board for
Department
scheduled
comment on
After further discussion, it was the consensus of
the Chairman to notify Greiner, Inc. and the N.
of Transportation that a Public Hearing will
for the citizens of the Wrightsboro Community
by-pass corridors in that area.
the
C.
be
to
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~ REGULAR MEETING, APRIL 15, 1991 (CONTINUED)
PRESENTATION OF VISION STATEMENT BY DARE
Mr. Sandy Wood, President of DARE, presented a Vision
Statement and introduced Dr. Richard Ingle, President-elect.
Dr. Richard A. Engdahl commented on the Vision and Mission
Statement adopted by DARE which will focus on Wilmington's
central river area becoming the cultural and professional
headquarters of Southeastern North Carolina. DARE will be the
principal facilitator and coordinator of all activities. He
requested each Commissioner to review the statement and make 0
comments at a later date.
Chairman Retchin, on behalf of the Board, expressed
appreciation to Dr. Engdahl for the presentation and urged the
members of the Board to review the document.
ITEM 14 DEFERRED UNTIL THE END OF THE REGULAR MEETING
Chairman Retchin stated in order to better understand the
space needs proposal to be presented by Ballard, McKim & Sawyer,
he would recommend deferring this item until after lunch where
the meeting will be reconvened in Room 501 of the County
Administration Building.
Consensus: It was the consensus of the Board to defer action on
this item until after lunch in Room 501.
APPROVAL OF CONSENT AGENDA
Motion: Vice-Chairman Mathews MOVED, SECONDED by Commissioner
Sutton to approve the Consent Agenda as presented. Upon vote,
the MOTION CARRIED UNANIMOUSLY.
CONSENT AGENDA
Approval. of Minutes 0
The Commissioners approved the minutes of the Special Work
Session on March 5, 1991, Special Work Session on March 6, 1991,
and Regular Meeting of March 25, 1991, as presented.
Rejection of Bid Awarded to C - & G Pl.umbing Company (Contract
#91-0087) Myrtl.e Grove School Bal.l.fiel.d Restrooms and
Concession Buil.ding - Parks & Recreation Department
The Commissioners rejected the award of the low bid to C & G
Plumbing Company made on April 1, 1991, as requested by the Legal
Department due to the firm failing to furnish required insurance
documents.
Adoption of Procl.amation Designating May 15, 1991 as "New Hanover
County Empl.oyee Heal.th and Fitness Day
The Commissioners adopted a proclamation designating May 15,
1991, as "New Hanover County Empl.oyee Heal.th & Fitness Day".
A copy of the proclamation is hereby incorporated as a part
of the minutes and is contained in Exhibit XIX, Page 4.
Adoption of Resol.ution Awarding the Museum Exhibi ts Contract
#91-0051 to Charl.es M. Mal.tbie Associates, Inc.
The Commissioners adopted a resolution awarding the Museum
exhibits contract to Charles M. Maltbie Associates, Inc., the
lowest responsible bidder, in the amount of $453,445. 0
A copy of the resolution is hereby incorporated as a part of
the minutes and is contained in Exhibit Book XIX, Page 4.
Adoption of Resol.ution For the Sal.e of Jointl.y OWned ci ty and
County Surpl.us Property
The Commissioners adopted a resolution accepting an offer
from James B. and Patsy A. Stevens in the amount of $4,530 for
the sale of Parcel #R0054-10-009-022. 000, (1306 Castle Street)
jointly owned by the City of Wilmington and New Hanover County.
The ad valorem tax value as of 1990 is $5,453.
A copy of the resolution is hereby incorporated as a part of
the~minutes and is contained in Exhibit Book, XIX, Page 4.
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MINUTES OF REGULAR MEETING, APRIL 15, 1991 (CONTINUED)~"- .4 3 5
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Acceptance of Tax Collection Reports Thru March 28, 1991
The Commissioners accepted the following Tax Collection
Reports thru March 28, 1991, as presented 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 XIX, Page 4.
Approval of Annual Consolidated Contract Between the New Hanover
County Health Department and the North Carolina Department of
Environment, Health and Natural Resources
The Commissioners approved the consolidated contract between
the New Hanover County Health Department and the North Carolina
Department of Environment, Heal th and Natural Resources in the
amount of $1,169,792 to assist in providing public health
services in New Hanover County. The Chairman, Health Director
and Finance Director were authorized to execute the contract
documents.
A copy of the contract is on file in the Legal Department.
Approval of Budget Amendment #91-0213 to Decrease the Health
Department's Expenditures Reflecting the Reduction in State
Revenues
The Commissioners approved the following Budget Amendment to
decrease Health Department expenditures due to state revenues
being reduced:
91-0213 Health Department/AIDS
Awareness/Black Community & Maternal Health
Debit
Credit
Health Department/AIDS
Awareness/Black Community
Contracted Services
$6,800
CTR Disease CTRL/Minority Grant
$6,800
Health Department/Maternal Health
Salaries & Wages
$1,009
Maternal Health
$1,009
Approval
Funds to
The
transfer
for the
$100,000
December
of Budget Amendment #91-0217 to Transfer Additional
the Burn pit Project
commissioners approved the following Budget Amendment to
additional general fund dollars to the burn pit project
County's share of cleanup expenses. An amount of
was approved for transfer by the Commissioners on
17, 1990:
91-0217
Non-Departmental/Transfer of Other Funds
Debit
Credit
Non-Departmental
Appropriated Fund Balance
$150,000
Transfer of Other Funds
Transfer to Burn Pit
$150,000
Acceptance of Federal Emergency Management Agency Grant and
Approval of Budget Amendment #91-0218 to Budget Funds for the
Department of Aging
The Commissioners adopted the following Budget Amendment and
accepted a Federal Emergency Management Agency (FEMA) grant under
the Emergency Food & Shelter National Board Program in the amount
of $3,892 awarded to the Department of Aging Home Delivered Meal
Program. A portion of the funds will be spent in the 4th quarter
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MINuTES QF REGULAR MEETING, APRIL 15, 1991 (CONTINUED)
of FY 1990-91 with the remaining amount carried over into FY
1991-92.
91-0218 Aging
Debit
Credit
Aqinq/Administration
FEMA Grant
$3,892
Aqinq/Nutrition - Home Delivered
FEMA - Meals
$3,892
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Purpose: To budget FEMA grant for the Aging Department.
Budget Amendment #91-0219 Reported for Entry Into the Minutes
The following Budget Amendment was reported for entry into
the minutes:
91-0219 Non-Departmental/Outside Agencies/
Economic & Physical Development
Coast Line Convention Center
Debit
Credit
Non-Departmental
Contingency
$6,250
outside Agencies/Economic
& Physical Development
Coast Line Convention Center
$6,250
Purpose: To budget funds for partially funding a marketing
program for the Coast Line Convention Center. The funding
request was approved by the Commissioners on April 1, 1991.
Note: After deduction of this Budget Amendment, the remaining
balance in the Contingency Account is $23,339.
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Approval of Budget Amendment #91-0220 to Budget Additional state
Allocation for the CP&L Intervention Program Administered by the
Department of Social services
The Commissioners approved the following Budget Amendment to
budget an additional state allocation for the CP&L Intervention
Program administered by the Department of Social Services:
91-0220 DSS/CP&L Intervention Program
Debit
Credit
DSS/Administration
DSS Administrative Grants
$5,666
DSS/CP&L Intervention Proqram
Assistance Payments
$5,666
Authorization for Filing Grant Application for Injury Prevention
Mini-Grants for FY 1992 - New Hanover County Health Department
The Commissioners authorized the Health Department to file
grant applications for the following Injury Prevention
Mini-Grants from the North Carolina Department of Environment, O.
Health and Natural Resources:
(a) Happy Helmets to You
(b) Public Understanding of Automatic
Crash Protection System
$7,000
$7,000
INTRODUCTION OF NEW COUNTY EMPLOYEES
County Manager Allen O'Neal welcomed and introduced the
following new employees:
Faye Mack
Preston Waddell
Tina Childress
Joe Harris
Property Management
Property Management
Property Management
Property Management
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Chris McNamee
Betty Wilder
Felica Mote
Linda Potter
Dept. of Social Services
Dept. of Social Services
Health Department
Health Department
Chairman Retchin, on behalf of the Board, welcomed the new
employees to the County family and wished them success in their
new positions.
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EXECUTIVE SESSION
Chairman Retchin stated the County Attorney has requested an
Executive Session to discuss pending litigation.
Motion: Commissioner Barfield MOVED, SECONDED by Vice-Chairman
Mathews to convene from Regular Session to Executive Session to
discuss pending litigation. Upon vote, the MOTION CARRIED
UNANIMOUSLY.
Chairman Retchin convened to Executive Session at 9:15
o'clock A.M.
Motion: Commissioner Sutton MOVED, SECONDED by Commissioner
Barfield to reconvene from Executive Session to Regular Session.
Chairman Retchin reconvened to Regular Session
o'clock A.M. and called for a motion to adopt the
interim arrangements discussed in Executive Session to
the jail overcrowding situation as quickly as possible.
at 9:45
proposed
alleviate
.
Motion: Vice-Chairman Mathews MOVED, SECONDED by Commissioner
Sutton to adopt the interim proposal as presented to alleviate
the jail overcrowding in New Hanover County; adopt a Budget
Amendment in the amount of $112,000 to expand the Jail Annex by
24 additional beds; and approve 10 jailer positions and 1 clerk
position with construction of the Jail Annex expansion beginning
immediately. Upon vote, the MOTION CARRIED UNANIMOUSLY.
ADOPl'ION OF A PROCLAMATION DESIGNATING THE MONTH OF APRIL AS
"FAIR HOUSING MONTH" IN NEW HANOVER COUNTY
Motion: Chairman Retchin read the proclamation and MOVED,
SECONDED by Commissioner Greer to adopt the proclamation
designating the month of April as "Fair Housing Month" in New
Hanover County. Upon vote, the MOTION CARRIED UNANIMOUSLY.
Mr. Ed Mayorga, Chairman of the Human Relations Commission,
expressed appreciation to the Commissioners for support of the
Human Relations Commission in creating a public awareness of fair
housing and encouraged all citizens to participate and attend the
events scheduled during the month of April.
A copy of the proclamation is hereby incorporated as a part
of the minutes and is contained in Exhibit Book XIX, Page 4.
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WITHDRAWAL OF LOCAL BILL TO LEVY AN ADDITIONAL 3% INCREASE IN THE
ROOM OCCUPANCY TAX
Chairman Retchin stated he has retracted his support of the
local bill to increase the room occupancy tax; however, the
Innkeepers Association would like to express their opposition.
Ms. Mary Baggett, representing the Innkeepers Association,
commented on recent discussion with the local legislative
delegation and stated they are not in favor of levying an
additional tax on a specific industry. She stated Mr. Kip
Darling, a member of the Kure Beach Town Council would like to
express the views of the innkeepers in New Hanover County.
Councilman Darling commented on the tourist industry and
emphasized the importance of protecting this valuable asset in
order to allow for continued growth of tourism, remain
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competi ti ve with surrounding counties and states, and promote
group tours and conventions. He requested the Commissioners to
withdraw the proposed local bill.
Motion: After further discussion, Chairman Retchin MOVED,
SECONDED by Commissioner Sutton to withdraw the local bill. Upon
vote, the MOTION CARRIED UNANIMOUSLY.
ITEM #9 WITHDRAWN
Deputy County Manager Gornto stated the Wilmington Symphony ()
Orchestra has withdrawn the item.
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UPDATE ON THE HUMAN SERVICES TRANSPORTATION SYSTEM AND
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH COASTAL YELLOW CAB,
INC. TO PROVIDE TRANSPORTATION SERVICES TO HANDICAPPED PERSONS
Assistant to the County Manager, Pat Melvin, presented an
update on the Human Services Transportation System and stated
grant funds have been awarded for elderly and handicapped
transportation services. The funds received were $53,936 of
which $20,602 was earmarked for elderly transportation services
and $33,334 for handicapped transportation services. To date, no
funds have been utilized for handicapped transportation services
and very little for elderly transportation services.
Originally, the Human Services Transportation Advisory Board
was to develop a pilot project for utilization of these funds.
Ms. Susan Dohrmann, who was the former administrator for the
program, left employment with the county prior to development of
the pilot project. Since that time, the Advisory Board has
expanded the definition of handicap/disability to be equivalent
to the federal definition which will allow more utilization of
the handicapped transportation services. Additionally, the Board
is expanding modes of transpor.ting clients and is working to
increase participation via assistance from area human service
agencies.
Ms. Melvin stated after expanding the services an additional
17 human service agencies can utilize the services for
approximately 161 handicapped/disabled clients in need of
transportation for medical appointments, education, employment,
and multi-purpose trips. In order to accommodate the increased
number of handicapped/disabled persons needing to utilize the
service, the Advisory Board is requesting approval of a contract
with Coastal Yellow Cab, Inc. to provide transportation services
to handicapped persons at a cost of $1.40 per mile. The company
will be called upon to transport clients who cannot be picked by
CTS Management due to their scheduling capacity and/or at hours
during which-CTS Management is not operational.
Ms. Annette Crumpton, Chairman of the Human Services
Transportation Advisory Board, stated a portion of the funds will
be utilized for transporting elderly patients receiving
treatments at the hospital on Saturday. She also commented on
the entire program stating it is functioning quite well and that
five human service agencies are actively participating with
another coming on board.
()
Vice-Chairman Mathews inquired as to the hours of CTS
Management. Ms. Melvin stated CTS transportation service is not ()
available 24 hours a day or on weekends; therefore, Coastal
Yellow Cab, Inc. will be utilized to provide services during
these hours.
Motion: After discussion, Vice-Chairman Mathews MOVED,
-SECONDED by Commissioner Barfield to approve a contract with
Coastal Yellow Cab, Inc. to provide transportation services for
the handicapped/disabled and elderly persons at $1.40 per mile.
The Chairman was authorized the execute the contract documents.
Upon vote, the MOTION CARRIED UNANIMOUSLY.
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MINUTES OF REGULAR MEETING, APRIL 15, 1991 {CONTINUED},'
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A copy of the contract is on file in the Legal Department.
APPROVAL OF COUNTY PARTICIPATION IN THE FOURTH OF JULY
CELEBRATION
. Assistant to the County Manager, Pat Melvin, stated
Vice-Chairman Mathews and she met with Betsy Jordan and Louise
McColl of Jordan-McColl, Inc. to discuss the County's
participation in the Fourth of July Celebration for return of
American troops from the Persian Gulf War. Events proposed by
Jordan-McColl include the following:
July 3, 1991
Time: Evening
Welcome Home Tribute to Soldiers
Thalian Hall Parking Lot
July 4, 1991
Time: Afternoon
Lunch for the Troops
Under the City Parking Deck
(Others may bring picnic baskets or
buy lunch from vendors on site.)
July 4, 1991
Evening
Expansion of Fireworks Display
Waterfront
Ms. Melvin stated the City has agreed to pay $13,500 for
primary sponsorship of the celebration. Jordan-McColl has
requested New Hanover County to participate with a minimum
contribution of $3,000. A written proposal will be forthcoming
with Jordan-McColl.
commissioner Barfield inquired as to receipt of a budget for
the event and recommended that a budget be presented before
approving funding in order to know the exact use of the money.
Commissioner Sutton recommended that County Manager 0' Neal
request a budget and if satisfied with expenditures, he could
disburse the funds allocated by the County.
Consensus: After further discussion, Vice-Chairman Mathews
MOVED, SECONDED by Commissioner Sutton to approve a funding
appropriation of $3,000 contingent upon receipt of a budget that
is satisfactory to the County Manager before release of the
funds. Upon vote, the MOTION CARRIED UNANIMOUSLY.
Commissioner Sutton recommended that all veterans be
recognized in some manner.
Consensus: After further discussion, it was the consensus of the
Board to request the Assistant to the County Manager to include
recognition of all veterans in the Fourth of July Celebration.
AUTHORIZATION TO REQUEST MUNICIPALITIES TO ADOPT A RESOLUTION
SUPPORTING A 911 SURCHARGE AND APPOINT A REPRESENTATIVE TO SERVE
ON THE LOCAL GOVERNMENT COMMUNICATIONS TASK FORCE
Budget Director, Cam McAbee, stated during th~ 1989 Session
of the General Assembly a bill was adopted which encouraged the
establishment of a 911 service throughout the state. A
provision of the bill authorized local governments to adopt an
ordinance to impose a monthly 911 charge to telephone subscribers
with access to this service. A public hearing or referendum must
be held prior to the adoption of such an ordinance.
After discussion by the Local Government Communications Task
Force, they voted unanimously to support implementing a 911
surcharge throughout the county. Improvements to the county-wide
communications system are costly and implementation of the 911
surcharge will provide an additional source of revenue in the
amount of $402,000 to offset the initial costs. State-wide
surcharges range from $.12 to $1.50 per month.
The Task Force also
appoint a representative
Communication Task Force.
recommended that
to serve on the
each municipality
Local Government
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MINUTESA>F REGULAR MEETING, APRIL 15, 1991 (CONTINUED)
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County Attorney Pope commented on the need to prepare an
ordinance and stated a public hearing will have to be scheduled
before the Board can adopt the ordinance. He requested Staff to
consider this fact when preparing a proposal.
Chairman Retchin stated at the joint meeting scheduled with
the municipalities on April 10, 1991, for discussion of merging
law enforcement, the 911 System was discussed with the general
consensus that the system should become a county-wide dispatch
system. He recommended incorporating this discussion into the ()
letter to be forwarded to the municipalities, if the Board
decides to initiate the surcharge.
commissioner Greer stated a county-wide 911 dispatch system
is an excellent idea; however, he feels customers should be
charged a fee that will cover the cost of the equipment only,
which is $.27 per month instead of the $.50 recommended by staff.
He suggested amending the letter to state a proposed range of
$.27 to $.50 per month.
Budget Director McAbee stated the purpose of the proposed
$.50 is to accumulate a reserve to purchase the initial equipment
for a county-wide system.
Motion: After further discussion, Chairman Retchin MOVED,
SECONDED by Vice-Chairman Mathews to authorize the Chairman to
write a letter to the municipalities requesting the following
action: (1) consideration of adopting a resolution supporting a
911 surcharge with a proposed range of $.27 to $.50; (2)
incorporate into the letter the general agreement among the
governing bodies at the April 10, 1991, meeting for
implementation of a county-wide 911 system; and (3) appoint a
representative to serve on the Local Communications Task Force,
which will prepare recommendations for the services to be
included in the system. Upon vote, the MOTION CARRIED
UNANIMOUSLY.
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ADOPTION OF CERTIFICATE OF RESOLUTIONS AND INCUMBENCY FORM
Director Finance, Andrew J. Atkinson, stated the proposed
certificate of Resolutions and Incumbency form authorizes the
Legal Department and Finance Department to enter into agreements
to purchase through installment contracts items that were
budgeted in FY 1990-91 but have been on hold since January of
this year. The money has been budgeted for the items.
commissioner Greer inquired, as to whether the Board will be
informed of items to be purchased through installment purchase
transactions-for FY 1991-92? Director Atkinson stated the Board
will be informed of all installment purchases.
commissioner Sutton inquired as to whether all banks had
been given an opportunity to bid for this item. Director
Atkinson stated letters were forwarded to area banks and based
upon proposals received, First Union National Bank was selected
due to the lowest interest rate.
Motion: Commissioner Sutton MOVED, SECONDED by Commissioner
Barfield to approve the certificate of Resolutions and Incumbency
form as presented by the Finance Director. The Chairman was n
authorized to execute the documents. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
A copy of the resolution is hereby incorporated as a part of
the minutes and is contained in Exhibit Book XIX, Page 4.
MEETING RECESSED TO HOLD A REGULAR MEETING OF THE NEW HANOVER
COUNTY WATER & SEWER DISTRICT
Chairman Retchin recessed the regular meeting to hold a
meeting of the New Hanover County Water & Sewer District from
10:31 o'clock A.M. until 10:41 o'clock A.M.
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COMMITTEE APPOINTMENTS
Appointment of Alice Price to Serve on the Nursing Home Advisory
Committee
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Motion: Commissioner sutton MOVED, SECONDED by Commissioner
Greer to appoint Ms. Alice Price to serve an initial 1-year term
on the Nursing Home Advisory Committee. The term will expire
April 15, 1991, at which time she will be eligible to be
appointed to serve a 3-year term. Upon vote, the MOTION CARRIED
UNANIMOUSLY.
Postpone of Appointment to the Human Relations Commission
Chairman Retchin stated a letter has been received from the
Human Relations Commission informing the Board that Mr. Darryl
Davis and Mr. Michael Bellamy have resigned from the Commission.
He commented on the miscommunication in the reappointment of Ms.
Reen Kimel-Cahoon and stated the Chairman of the Human Relations
Commission has requested that she be appointed to fill one of the
unexpired terms.
Motion: Chairman Retchin MOVED, SECONDED by Commissioner Sutton
to reappoint Ms. Renn Kimel-Cahoon to fill an unexpired term on
the Human Relations Commission. The floor was opened for
discussion.
Commissioner Greer stated he has no problem with
reappointment of this individual; however, he feels the vacancies
should be advertised and the normal committee appointment
procedure followed. He recommended postponing the appointment
and requesting the Clerk to follow the normal procedure with this
item being placed on a regular agenda.
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Commissioner Sutton withdraw his SECOND TO THE MOTION
stating he thought an error had been made and needed to be
corrected; however, he feels regular procedure should be followed
when making appointments.
Chairman Retchin stated an error was not made; however, the
Commissioners were not aware that the Human Relations Commission
felt so strongly about her reappointment due to the fact that she
is chairing a committee; therefore, he feels she should be
reappointed.
Consensus: After further discussion of following the normal
procedure for filling vacancies, it was the consensus of the
Board to postpone the reappointment and request the Clerk to
follow the regular procedure for this committee appointment.
ADDITIONAL ITEMS
Adoption of a Resolution Celebrating the 750th Anniversary of
Hannover Germany
Motion: Chairman Retchin read the resolution and MOVED, SECONDED
by Vice-Chairman Mathews to adopt the resolution celebrating the
750th Anniversary of Hannover Germany. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
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Appointment of Members to Serve on a Task Force to Study the
Possible Merger of Law Enforcement in New Hanover County
Chairman Retchin commented on the joint meeting held with
the municipalities on April 10, 1991, for discussion of the
possible merger of law enforcement in New Hanover County. He
recommended appointing the following members to serve on a joint
Task Force with the City to further explore this concept:
Chairman Fred Retchin
Vice-Chairman E. L. Mathews, Jr.
Sheriff Joe McQueen
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County Manager Allen O'Neal
County Attorney Robert W. Pope
Consensus: It was the consensus of the Board to appoint a Task
Force as recommended by Chairman Retchin for the purpose of
studying the possible merger of law enforcement in New Hanover
County.
Report on Hurricane Conference ()
Chairman Retchin stated the thrust of the Hurricane
Conference was a need to reduce hazards by mitigation of building
along the coast. Also, emphasis was placed on developing a well
defined recovery plan. He stated this item will be discussed
with the Director of Emergency Management.
County Manager 0' Neal stated a group of persons including
the Emergency Management Director and Assistant county Manager
will be attending a FEMA Workshop in Maryland where this and
other topics will be discussed.
ADDITIONAL ITEMS - COUNTY MANAGER
Revised Budget Schedule
County Manager O'Neal presented the following 1991-92 Budget
Schedule:
May 15, 1991
School's budget to the County.
June 3, 1991
Manager's recommended budget presented
to the Board of Commissioners.
June 3-4, 1991
2 days scheduled for Budget Hearings.
June 17, 1991
Public Hearing on budget and adoption of
of the FY 1991-92 Budget. (Change this
meeting from 9:00 A.M. to 7:30 P.M.)
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County Manager 0' Neal requested the Board to schedule two
days between June 3 and June 14 to hold Budget Hearings.
Chairman Retchin recommended June 10-11, 1991.
Consensus: After discussion, it was the consensus of the Board
to schedule Budget Hearings for June 10-11, 1991, beginning at
9:00 A.M.
Discussion of Joint Park Project with the City of Wi1mington
Assistant county Manager Gornto commented on the joint park
proposal by the City of Wilmington to New Hanover County for
purchase of property off of the 17th Street Extension, at which
time the Commissioners requested Staff and the Parks & Recreation
Advisory Committee to further review the proposal to see if the
price per acre could be reduced. During this period of time, the
Wilmington City Council voted to purchase the property at $20,000
per acre without county participation. After review by the Parks
& Recreation Advisory Committee, it was recommended that the
County consider a possible contribution to the city for future
development of the park.
()
Motion: After further discussion, commissioner Sutton MOVED,
SECONDED by Commissioner Barfield to approve the recommendation
by the Parks & Recreation Advisory Board for future consideration
of possible county participation in the development of the 17th
Street Extension Park.
A copy of the letter of recommendation is hereby
incorporated as a part of the minutes and is contained in Exhibit
XIX, Page 4.
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MINUTES OF REGULAR MEETING, APRIL 15, 1991 (CONTINUED)
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Discussion of the Possibility of Merging the City and County
Parks & Recreation Departments
Commissioner Sutton recommended studying the concept of
merging the City and County Parks & Recreation Departments. He
commented on Hugh MacRae Park, the largest park in the city, and
stated with the size of our County, a combined Parks & Recreation
Department would resolve problems being experienced with fees as
well as provide a more efficient and effective operation of parks
and recreational programs. He requested the Chairman to discuss
this matter with the Task Force when discussing the possible
merger of law enforcement.
Discussion of Microphones
Clerk to the Board, Lucie F. Harrell, commented on the
microphones and inquired as to the quality of sound and if the
Board would like to proceed with utilizing microphones of this
type.
Chairman Retchin stated the microphones produce a better
quality of sound; however, it is inconvenient to turn to the side
to speak. He recommended utilization of a mounted stand in front
of each Commissioner. The Clerk was directed to continue to
proceed with using different styles of microphones until a
particular type is satisfactory with the members of the Board.
Authorization to Proceed wi th Placement of Roadside "Welcoming
Home" Banners for Troops Returning from the Persian Gulf
Vice-Chairman Mathews commented on other communities flying
flags or banners along roadsides welcoming the troops home. He
recommended placement of red, white, and blue banners with yellow
bows along the roadside at the Bradley Creek Bridge, Cape Fear
River Bridge, and the Military Cut-off Road.
.
Consensus: After further discussion, it was the consensus of the
Board to request Staff to prepare a recommendation for placement
of banners at various locations throughout the county.
EXECUTIVE SESSION
Chairman Barfield requested an
General Statute 143-381.11(8) to
fitness, conditions or appointment
another body.
Executive Session under
consider qualifications,
or removal of a member of
Motion: Commissioner Barfield MOVED, SECONDED by Commissioner
Sutton to convene to Executive Session. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
Chairman Retchin convened from Regular Session to Executive
Session at 11:10 o'clock A.M.
Motion: Commissioner Greer MOVED, SECONDED by Commissioner
Barfield to reconvene to Regular Session. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
Chairman Retchin reconvened to Regular Session at 12:01
o'clock P.M.
.
MEETING RECESSED FOR LUNCH
Chairman Ret~in recessed the meeting for lunch from 12:01
P.M. until 1:10 o'clock P.M. He announced the meeting will be
reconvened in Room 501 of the County Administration Building, 320
Chestnut Street, Wilmington, North Carolina.
APPROVAL OF LAW ENFORCEMENT CENTER EXPANSION
Mr. Herb McKim, Architect with Ballard, McKim & Sawyer,
presented the following proposal for expansion of the Law
Enforcement Center to be completed by January 1, 1992:
EXPANSION OF LAW ENFORCEMENT CENTER
1. Expand the east wing of the Law Enforcement Center
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MINUTES OF REGULAR MEETING, APRIL 15, 1991 (CONTINUED)
by 88 beds in six dormitory type cells.
2. Provide adequate storage and mechanical space.
3. Provide elevator and other service to secure
corridor above.
4. Develop options for 911, Emergency Services, and other
spaces being displaced.
PROJECTED COST:
$1,250,000
()
Mr. McKim stated this scheme is the fastest and most
economical way to expand the current jail facility and resolve
the jail overcrowding situation with the capability of future
expansion.
commissioner Greer expressed concern for costs involved with
moving the Patrol, Detective, 911 units and stated he feels these
divisions should be remain in their present location.
Motion: After discussion of addressing the current jail
overcrowding problem as soon as possible, Commissioner Sutton
MOVED, SECONDED by Chairman Retchin to direct Architect McKim to
proceed with the schematic design for expansion of of the Law
Enforcement Center by 88 beds. Upon vote, the MOTION CARRIED AS
FOLLOWS:
Voting Aye: Commissioner Barfield
Commissioner Sutton
Vice-Chairman Mathews
Chairman Retchin
Voting Nay: Commissioner Greer
()
APPROVAL OF LONG-RANGE PLANNING STUDY OF OFFICE SPACE NEEDS IN
THE DOWNTOWN AREA
Mr. Herb McKim, Architect with Ballard, McKim & Sawyer
Architects, PC,-stated the long range planning study of office
spaces needs will be divided into four basic areas of work as
follows:
1. Research and preparation for interviews with department
heads, searching out existing building plans and preparation of
documents to be used.
2. Conduct the interviews with department heads. There will be
two group sessions with department heads, one with the smaller
departments and one with the larger departments. Following the
group session, individual meetings will be held with all
department heads.
The information from the interviews will be analyzed,
synthesized, recorded, showing historic and current data, and
future needs for each department, both in the number of
employees, location and size of space allocated to them.
Simultaneously, with the data collecting process, the
recording of space available, will be done. Drawings will be !\/.
made, copied, or drawn of all existing county space. \ )
3. In this phase of work, we will analyze and delineate the
space needs of each department. This will include preparing
guidelines for individual space sizes for the various levels of
county employees. We will recommend the size and location of
each department in the buildings located in the Governmental
Center, in the four blocks around Fourth and Princess Streets.
This will also reflect the relationships in and between the
departments.
4. As discussed at the previous Work Session, we will look for
additional space that may be available in the general downtown
area bet~een Red Cross and Market Streets and Eighth Street and
MINUTES_ OF REGULAR MEETING, APRIL 15, 1991 (CONTINUED)
445
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the river. Recommendations for use of these potential sites will
be incorporated in the overall recommendation.
A lengthy discussion was held on investigating all buildings
within the downtown area.
Commissioner Greer expressed concern for the budget crunch
and recommended delaying the space needs study.
.
Motion: After further discussion, Chairman Retchin MOVED,
SECONDED by Vice-Chairman Mathews' to approve a contract with
Ballard, McKim & Sawyer Architects, P.C. in an amount not to
exceed $37,500 for performance of a long range planning study for
office space needs for County departments in the downtown area.
Upon vote, the MOTION CARRIED AS FOLLOWS:
Voting Aye: Commissioner Barfield
commissioner Sutton
Vice-Chairman Mathews
Chairman Retchin
Voting Nay: Commissioner Greer
PRESENTATION BY BUSINESS-PERSONAL TAX AUDITING FIRMS AND APPROVAL
FOR NEGOTIATION OF A CONTRACT WITH TAX MANAGEMENT ASSOCIATES,
INC. FOR A BUSINESS PERSONAL PROPERTY AUDIT
The following firms presented details and facts on
performing an audit of business personal property:
.
Presentation by Tax Equity Consultants
Mr. Hugh Sparkey Owen, Mr. Greg Martin, and Mr. Hugh
Woodard, representing Tax Equity Consultants, presented their
audit proposal and stressed the fact that the firm operates on
the assumption that businesses have listed business/personal
property correctly, not on the assumption that assets have not
been listed; therefore, the firm takes the necessary time to
explain the details of the auditing procedure as they progress.
The following questions and answers were presented:
Question:
Answer:
Who decides what businesses to audit?
Businesses are selected at random by either a number
table or alphabetically. Also, due to the value of
large businesses, most of these companies are audited.
Question: When you audit a firm, how do you approach the tax-
payer?
Answer: Tax Equity Consultants contact the firm- in advance to
schedule a convenient date for the audit. If perfor-
ming a desk audit, a letter is forwarded requesting
pertinent information.
Question: How long has your firm been performing business/
personal audits?
Answer: 2 years
.
Question: Are the results of the audit received in the first
year?
Answer: The results are received after performance of the
audits. The large audits are spread out through the
term of the contract with the revenue stream remaining
on a fairly equal level.
Question: What counties in North Carolina are you presently
contracting with for performance of audits?
Answer: Durham County, Randolph County, Lenior County and
part time in four other counties.
Question: What are the negative aspects of hiring an audit firm
versus performance of the audit by the county?
Answer:
Local businesses are skeptical of outside firms
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MINUTES QF REGULAR MEETING, APRIL 15, 1991 (CONTINUED)
- 46;' .
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performing
approached
the audit;
correctly,
however, if the business is
this problem can be overcome.
Question:
Answer:
How long will it take to complete the audit?
3 years
Question: Does the firm assist the Tax Office in training
personnel to become more proficient in the audit
process?
Answer: The firm trains personnel in the Tax Office to
develop an auditing program.
o
commissioner Sutton commented on "mom and pop" businesses
with two persons operating the business and very little time or
space for performance of an audit and asked if an alternative
method of auditing can be utilized for this type of operation?
Mr. Woodard stated these firms are not usually selected for
audits; however, the company would perform the desk audit which
obtains the necessary information through correspondence.
Discussion
underlist. Mr.
type of heavy
underlisting.
was held on the types of businesses that usually
Woodard stated New Hanover County does have the
industry businesses that have a record of
Discussion was held on the amount of revenue generated from
performance of audits. Mr. Woodard estimated a revenue figure in
the millions of dollars.
Discussion was held on the method of payment to employees
with Tax Equity Consultants. Tax Administrator Register stated
the personnel with this firm are paid monthly salaries with
bonuses.
()
Mr. Woodard expressed appreciation to the Board for allowing
Tax Equity Consultants to present a proposal and stated their
firm is. based on the belief that business/personal audits are an
instrument to achieve equity in the property taxing system.
Chairman Retchin, on behalf of the Board, expressed
appreciation to Mr. Woodard and associates for presenting their
proposa'l.
Presentation by Tax Management Associates, Inc.
Mr. Roger Ellis, Mr. Tom Tucker, and Mr. John White,
representing the firm of Tax Management Associates, Inc., (TMA)
expressed appreciation to the Board for allowing their firm to
present a proposal. He stated all revenue generated by Tax
Management Associates, Inc. is from services provided to state
and local governments. During the last 3 1/2 years, the firm
has provided service to 24 counties in North Carolina.
Auditing Procedure
The County Tax Assessor selects the businesses to be
audited. Once the accounts are chosen, TMA selects the most
qualified auditor to perform the audit. All work is performed
under the supervision of the County Tax Assessor with the
exception of making available to TMA a copy machine and ()
assistance in copying the necessary files to prepare for the
field visits. No additional personnel is needed by the County
Tax Office since all correspondence is generated by TMA.
l
l
When an audit is appealed, the Tax Assessor can either refer
the appeal to the auditor performing the audit or he/she can deal
with the appeal himself. The auditor conducting the audit will
be the person who will defend the audit relating to figures
extracted from the taxpayer accounts. TMA has in excess of 75,000
accounts in North Carolina with only three appeals before the
State Property Tax Division.
.
.
.
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MINUTES OF REGULAR MEETING, APRIL 15, 1991 (CONTINUED~' .
44'~i'
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The TMA audit contract would be for three years and could be
discontinued at the request of the county. The firm does not use
sub-contractors and all employeeS are salar~ed employees.
Mr. Ellis expressed appreciation to the Board for allowing
TMA to present their proposal and stated, if hired, the firm can
begin the audit process within 30 days.
Chairman Retchin, on behalf of the Board,
appreciation to TMA for an excellent presentation.
expressed
AUTHORIZATION FOR THE COUNTY MANAGER TO NEGOTIATE A CONTRACT WITH
TAX MANAGEMENT ASSOCIATES, INC. FOR PERFORMANCE OF
BUSINESS/PERSONAL AUDITS
Motion: After discussion of the expertise of Tax Management
Associates, Inc. , Commissioner Sutton MOVED, SECONDED by
Commissioner Barfield to authorize the County Manager to
negotiate a contract with Tax Management Associates, Inc. and to
include a clause in the contract that states county employees
cannot be hired by TMA during the term of the contract. Upon
vote, the MOTION CARRIED UNANIMOUSLY.
EXECUTIVE SESSION
Chairman Retchin requested a MOTION
Executive Session in accordance with G.S.
consider qualifications, fitness, conditions,
removal of a member of another body.
to reconvene to
143-318.11(8) to
or appointment or
Motion: Chairman Retchin MOVED, SECONDED by Commissioner Greer
to convene to Executive Session. Upon vote, the MOTION CARRIED
UNANIMOUSLY.
Chairman Retchin convened to Executive Session at 3:00
o'clock P.M.
Motion: Commissioner Greer MOVED, SECONDED by Vice-Chairman
Mathews to reconvene to Regular Session. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
Chairman Retchin reconvened to Regular Session at 3:10
o'clock P.M.
ADOPTION OF RESOLUTION DISSOLVING THE CURRENT MEMBERS OF THE NEW
HANOVER COUNTY PLANNING COMMISSION
Motion: Commissioner Barfield MOVED, SECONDED by Vice-Chairman
Mathews to adopt a resolution dissolving the members of the
present New Hanover County Planning Commission based upon the
desire of the Board of Commissioners to appoint members from
geographical sections of the County. The floor was opened for
discussion.
Chairman Retchin stated this action could have been
accomplished over a period of time; therefore, he cannot support
the resolution.
Chairman Retchin called for a vote on the resolution as
presented. Upon vote, the MOTION CARRIED AS FOLLOWS:
Voting Aye: Commissioner Barfield
Commissioner Greer
Commissioner Sutton
Vice-Chairman Mathews
Voting Nay: Chairman Retchin
A copy of the resolution is hereby incorporated as a part of
the minutes and is contained in Exhibit Book XIX, Page 4.
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MINUTES <tF REGULAR MEETING, APRIL 15, 1991 (CONTINUED)
"
ADJOURNMENT
Motion: Commissioner Sutton MOVED, SECONDED by Commissioner
Barfield to adjourn. Upon vote, the MOTION CARRIED UNANIMOUSLY.
Chairman Retchin adjourned the meeting at 3:15 o'clock P.M.
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LUCle F. Harrell
Clerk to the Board
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