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HomeMy WebLinkAbout1992-03-16 Regular Meeting . . '. ~ MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 847 ASSEMBLY The County Commissioners met in Regular Session on Monday, March 16, 1992, at 9: 00 A. M. in the Assembly Room of the New Hanover County Courthouse, 24 North Third Street, Wilmington, North Carolina. Chairman Mathews called the meeting to order. INVOCATION AND PLEDGE OF ALLEGIANCE Reverend Roger Horne, Pastor of westminster Presbyterian Church, gave the invocation. commissioner Sutton led the audience in the Pledge of Allegiance to the Flag. NON-AGENDA ITEMS Chairman Mathews 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: Request for support of MR. Program Sponsored by the New Hanover Adolescent Health Council Ms. Patricia Neuwirth, President of the New Hanover County Adolescent Council, requested a letter of support to be forwarded with a grant application to the N. C. Department of Environment, Health & Natural Resources for implementation of the MR. (Male Responsibili ty) Program in New Hanover County. The program targets young males, ages 12 through 15, and provides education on responsible sexual behavior, decision making skills, and pregnancy prevention. Programs will be offered at the Boys Brigade Club and the Wilmington Parks & Recreation Center beginning in August or September, 1992. Motion: Vice-Chairman Greer complimented members of the New Hanover Adolescent Health Council, Inc. for sponsoring this program and MOVED, SECONDED by Commissioner Sutton to endorse the program and authorize the Chairman to write a letter of support. Upon vote, the MOTION CARRIED UNANIMOUSLY. Discussion of Additional Routes for Wilmington Transit Authority Mr. Richard A. Meets, citizen of the County, commented on the Wilmington Transit Authority and recommended adding the following routes: (1) a route beginning at Roses on Shipyard Boulevard, continuing to Carolina Beach, Kure Beach, and Ft. Fisher and returning to Roses; (2) a route beginning at Market Place Mall, down Eastwood Road, past Landfall Shopping Center, to Plaza East, to Wrightsville Beach back through Military Cut-Off to Ogden and back to Market Place Mall. He also expressed opposition to the proposed downtown aquarium. Chairman Mathews expressed appreciation to Mr. Meets for the recommendation and stated more bus service is needed. Road signs in Eagles Nest Subdivision Mr. John DeChesere, representing residents of Eagles Nest Subdivision, presented a petition requesting the County to erect street signs in Eagles Nest Subdivision that are readable in order for emergency services to be delivered promptly. After discussion with the Planning Director, the citizens were informed that the property owners would have to pay $75 per sign per road since the developer chose wooden sign instead of the standard green and white County signs. Emphasis was placed on the amount of taxes paid by the residents of this area, and the Commissioners were requested to pay for placing new signs in the subdivision. commissioner Retchin commented on a conversation with Mr. DeChesere and stated since the developer chose to select wooden signs before adoption of the County sign regulation requiring the ~ ( M~NUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 848 placement of DOT green and white street signs, he would recommend review of this request by the Planning Department. Postponement of Item #15 on the Regular Agenda Chairman Mathews stated the petitioner has requested postponement of Item #15 on the Regular Agenda. Consensus: It was the consensus of the Board to postpone Item 15, a consideration of an appeal for approval of a delinquent application for exemption of vacant land donated to the Greater Wilmington Chamber Foundation, as requested by the petitioner. o APPROVAL OF CONSENT AGENDA Chairman Mathews stated requests have been received to remove Consent Agenda Items 8, 11, 12, and 14 for discussion during the regular meeting. Motion: Commissioner Retchin MOVED, SECONDED by Vice-Chairman Greer to approve the Consent Agenda with removal of items 8, 11, 12, and 14. Upon vote, the MOTION CARRIED UNANIMOUSLY. CONSENT AGENDA Approval of Minutes The Commissioners approved the minutes of the Regular Meeting of March 4, 1992, and Work Session of January 21, 1992, as presented by the Clerk to the Board. Release of Impact Fees to wrightsboro Volunteer Fire Department The Commissioners approved release of impact fees collected from the NorthChase Development Corporation in the amount of $6,644.48 to the Wrightsboro Volunteer Fire Department as recommended by the Board of Fire Commissioners. o Approval of Budget Amendment #92-0137 - Department of Aging The Commissioners approved the following Budget Amendment: 92-0137 Aging Debit Credit Aqinq/Administration contributions $3,400 Aginq/Senior Center Departmental Supplies $3,400 Purpose: To budget the following donations received from various organizations to the Senior Center with the funds to be used for the purchase of equipment and serving items for the kitchen and for the purchase of stage supplies: Elks Club V.O.C.A.L. Longshoremen $1,500 $2,700 $ 200 Approval of Budget Amendment #92-0136 - Senior Center capital Project The Commissioners approved the following Budget Amendment: 92-0136 Senior Center capital Project Debit Credit o senior Center Capital proiect Interest on Investments $9,300 Other Improvements $9,300 purpose: To budget a portion of the interest earned on the Senior Center project for items needed to complete the Center. :\ . . . ~ " ::,....}.-r.1 .'t~.. ."'r__ ,.,.~; '" . HrNuTES" OF REGULAR MINUTES, MARCH 16, 1992" P~GE 84'9 Approval of Tax Collection Reports The Commissioners approved the following Tax Reports through February 29, 1992, as submitted by the Revenue: Collection Collector of 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 31. Release of Listing Penalty and Approval of Property Value Adjustments - Tax Department The Commissioners released the following listing penalty as the taxpayer certified a valid listing was made during the listing period: Waters, Herbert Randall & Peggy stevens $12.06 The Commissioners approved value adjustments on the following properties because condi tions of the properties had not been brought to the attention of the Tax Department: Brewington, Alfred Henry Burnett, Robert D. Smith, Dennis W. & Beverly Wright, Glen Ashley $2,120 $3,700 $ 980 $1,185 Penalty Upheld for 1991 civil Penalty - Theresa Marie Miller - Tax Department The Commissioners upheld the $100 certification penalty due to repeat failure of the taxpayer to properly list the vehicle for 1990 and 1991. Release of Listing and civil Penalties for Tax Appeal Submitted by Weldon Leverne Grice, II - Tax Department The Commissioners released all 1991 penalties assessed to Weldon Leverne Grice, II due the taxpayer's record of compliance prior to 1990, and total absence of proof contrary to his statement. Adoption of Resolution for Exchange of Computer in Cooperative Extension Service Office and North Carolina State university The Commissioners adopted a resolution authorizing exchange of a Bull DPX/2 Model 210 computer currently being used by the Cooperative Extension Service office with a Bull DPX/2 Model 150 ETS Workgroup Servicer from North Carolina State University. A copy of the resolution is hereby incorporated as a part of the minutes and is contained in Exhibit Book XIX, Page 31. Approval of Clerk Typist III position for the Jail Health Program and Approval of Budget Amendment #92-0123 - Sheriff's Department The Commissioners approved a new Clerk Typist III position for the Jail Health Program and approved the following Budget Amendment for the provision of funds to cover this request: 92-0123 Non-Departmental/Sheriff's Department/Jail Health Qepartment/Jail Health Debit Credit Non-Departmental Contingencies $80,200 Sheriff's Department/Jail Food Purchases $ 47,000 Health Department/Jail Health Contracted Services Departmental Supplies $ 7,200 $ 26,000 ~ ( ( t I I I I .~ MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 850 Purpose: To budget additional funds in food supplies for the Jail due to increased number of inmates, increased food cost; increased contracted physician's fee to $600 per month, increased departmental supplies, and increased cost of medicine. Note: sick inmates are usually transported to Central Prison, but due to full capacity, this is not always possible. Adoption of Resolution Awarding Bid #92-0314 (Contract #92-0314) to Cost containment, Inc. - Department of Social Services The Commissioners adopted a resolution awarding the lowest responsible bid to Cost Containment, Inc. for Food stamp Distribution Services for the Department of Social Services at the unit prices of $.55/regular and certified mail plus reimbursement of actual postage; $1. 82 personal delivery. The Chairman was authorized to execute the contract documents. () A copy of the resolution is hereby incorporated as a part of the minutes and is contained in Exhibit Book XIX, Page 31. Approval of Utility Easement Across Health Department Tract Fronting 17th Street as Requested by Carolina Power & Light Company The Commissioners approved a utility easement to Carolina Power & Light Company across from the Health Department tract fronting 17th Street necessitated by a Department of Transportation project. The Chairman was authorized to execute the document. A copy of the contract is on file in the Legal Department. DISCUSSION OF SITE FOR PROPOSED LOCATION OF AIR CARGO COMPLEX Mr. woody Brinson, Director of the Duplin County Office of Economic Development, presented background information on the location of the proposed Air Cargo Industrial Complex, known as the N. C. Global TransPark, and stated Duplin County has performed an extensive study conducted by Dewberry & Davis during the past year, which indicates that the site in Duplin County would be ideal for location of the complex. () The following facts were pre~ented on the study performed by Dewberry & Davis: -The N. C. Global TransPark is a state-of-the-art approach to international transportation, manufacturing and industrial processes. The TransPark is designed to combine an international air cargo airport with Just-in-Time manufacturing facilities, central distribution systems and industrial assembly plants. Freight will be moved via an automated high-speed transfer system throughout the entire complex. Connection with highway, rail, and deep water ports will complete the transport network. -20,000 to 30,000 acres of land will be needed to develop the total concept of an Airport Cargo Complex. - Eastern North Carolina is strategically located to comply with time zones that will allow a majority of the world to be reached within three hours. -By the year 2010, approximately 50,000 to 109,000 new jobs would be created within a 50 mile radius of the Airport Cargo Complex. -The proposed Duplin County site is 10 miles southeast of Kenansville and 6 miles east of Wallace. It is located along U. S. Interstate 40, eighty miles southeast of Raleigh, 40 miles northwest of the Wilmington Port and Morehead City Port. () -The Duplin County site is located within one hour's ground transport of the Camp LeJeune Military Base, Cherry Point Marine Air station, Fort Bragg/Pope Air Force Base, Sunny Point Port and SeYmour Johnson Air Base. . . . ~ ."i, TA.~;.~~'i ~~U..~t. MINUTES OF REGULAR MINUTES, MARCH 16; 1992 PAGE 851 -The Duplin County site has the unique advantage of sparse development and low population density around the site resulting in minimal noise impact. In summary, Mr. Br inson encouraged surrounding cities and counties to join in a united effort to bring this complex to eastern North Carolina. Mecklenburg County and Greensboro have been mentioned as potential sites; therefore, all parties must provide the necessary support for location of the complex in our region. Emphasis was placed on the economic advantages to the entire region, whether the complex is located in Duplin or New Hanover County. Mr. Robert Kemp, Manager of New Hanover International Airport, presented a report and background' information on the Letter of Intent to the Assistant Secretary of N. C. Department of Economic Development for location of the Air Cargo Complex at the Airport if expansion of an existing airport for a smaller complex is considered. Under options listed in the N. C. Air Cargo Complex plan, the feasibility study recommended considering the following options: (1) a joint military facility; (2) expansion of an existing airport; or (3) developing a greenfield site, such as the site proposed by Duplin County. The Airport Authority has requested to be considered for expansion of an existing airport, if the complex can be developed on 4,000 to 5,000 acres ot land. The State has not determined which option will be utilized; therefore, the plan could be scaled down. Emphasis was placed on the economic benefit to our region; however, concern was expressed for the possible loss of cargo and passenger traffic if. the proposed facility is located in Duplin County. Discussion was held on the information required for submission of a proposal. Airport Director Kemp stated information would have to be compiled regarding the proposed site, the availability of the site, the proposed cost of the site, and accessibility. The Airport does not have in-house capability of gathering this data; however, with assistance from County Staff and the Greater Wilmington Chamber of Commerce, a proposal can be prepared and submitted by April 17, - 1992. Discussion was held on the Environmental Impact Study and if flight hours can be regulated. Director Kemp stated cargo requires night operation; however, the percentage of night flights has not been determined. Commissioner Sutton inquired as to how the project will be funded. Director Kemp stated the study anticipates recei ving federal funding of 40%; state funding of 40%; and the remaining funds from other sources. It is now questionable, if it will be feasible for the federal government to allocate 40% funding for any greenfield project. In summary, Director Kemp emphasized the fact that the Airport Authority is not opposed to the Duplin County greenfield site; however, if an existing airport and smaller complex is considered by the State, the Airport would like to be included as a contender. Airport Authority Chairman, Jack Ashby, stated the information furnished is from a feasibility study; therefore, no definite decision has been made by the State. If a smaller complex should be chosen, the Airport would like to be considered; however, if a large complex is considered the Airport Authority has no problem with supporting the Duplin County site. Mr. Joe Augustine, Executive Director of the Greater Wilmington Chamber of Commerce, commented on the cost of a greenfield site and stated converting an existing Airport would be much less expensive. At a recent meeting, the following requirements were presented as the criteria to be used for determining the suitab~l~ty of a site: (1) access to a deep water ~ ~ (' MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 852 port, (2) interstate highway accessibility; (3) rapid distribution; (4) U. S. Customs facility; (5) quality of life, particularly affordable and available housing; (6) a quality university; (7) quality public schools, (7) cultural events; and (8) major hospi tals. Only three areas throughout the state meet these requirements: Charlotte, Greensboro, and Wilmington. The infrastructure is in place and the Chamber supports location of a scaled down facility at New Hanover International Airport. Mr. Wayne Zielger, Executive Director of the Committee of 100, stated establishment of an Air Cargo Complex would greatly benefit eastern North Carolina; however, if the complex is to become a state-of-the-art facility, land needs to be available for future expansion. Based upon the shortage of land at the Airport and the negative impact upon the quality of life now enjoyed in New Hanover County, he would urge the Commissioners to support the Duplin County site in order for a large facility to be established which will greatly benefit the entire region. Ms. Marylyn Williams, a member of the N. C. Department of Transportation Board, representing Division 3, expressed excitement for both Duplin and New Hanover County being considered as a possible site for location of the N. C. Global TransPark. She emphasized the importance of this complex to the region and commended Mr. Woody Brinson, Airport Director Robert Kemp, and Airport Authority Chairman, Jack Ashby, for submitting letters of intent. All officials were urged to allow both sites to remain in the hopper in order for eastern North Carolina to remain competitive for location of this state-of-art facility. Mr. Dave Jones, a local resident, commented on the many benefits of the Air Cargo Complex to the area, particularly to the State Ports, and urged the Board t9 support the Duplin County site since adequate land space is not available in New Hanover County. Motion: After a lengthy discussion of ensuring the location of the Air Cargo Complex in eastern North Carolina, Vice-Chairman Greer MOVED, SECONDED by Commissioner Barfleld .to write a letter of support for New Hanover International Airport if the State decides to use an existing airport for development of a smaller Air Cargo Complex; however, if a larger concept is selected, the New Hanover County Board of Commissioners will support the Duplin County site. The floor was opened for discussion. County Manager O'Neal stated Duplin County has spent ~ great deal of time and money for the application process, whereas, a considerable sum of money will be required to prepare the necessary data for submitting an application for New Hanover International Airport .by April 17, 1992. - Airport Director, Robert Kemp, stated after' review of the information required, a consultant would not have to be hired; therefore, a response could be prepared in a timely manner with assistance from County Staff and the Greater Wilmington Chamber of Commerce. commissioner Sutton recommended amending the MOTION to incorporate the statement that New Hanover County will not perform a costly study for the airpor~ application process until the County has been advised that a smaller concept is being considered. Mr. Brinson, again, reiterated the importance of unity within the region and stated this must be clearly stated. Vice-Chairman Greer amended the MOTION, SECONDED by commissioner Barfield to state that a consultant will not be hired to perform a costly study for the Airport application process. Upon vote, the MOTION CARRIED UNANIMOUSLY. ~ n \,'--.....~J o (\ ~/ '~";;:~' ;':.:~'", ~"! ~ ~ :,.~ ,!~" ;~,tj~:~~~;{f'f;;Jil..~ ...,. J ':~. ~,~ h MINUTES OF REGULAR MINUTES, HARCH 16, 1992 PAGE 853 BREAK Chairman Mathews called a break from 10:47 A.M. until 10:58 A.M. . ADOPTION OF RESOLUTION COMMEMORATING THE 30TH ANNIVERSARY OF ST. JOHN'S MUSEUM OF ART Ms. Hilda Godwin commented on 30 years of exceptional services rendered by st. John's Museum since April 1962, and stated the community has been greatly enhanced by the exhibitions, extensive educational programs, and collections which have reached the multi- cultural populations throughout the County. Motion: After reading of the proclamation, Commissioner Retchin MOVED, SECONDED by Vice-Chairman Greer to adopt a resolution commemorating the 30th Anniversary of st. John's Museum of Art. 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 31. DISCUSSION OF FUNDING FOR THE TOWN OF WRIGHTSVILLE BEACH Ms. Fran Russ, Mayor of the Town of Wrightsville Beach, introduced her fellow Aldermen and commented on the recent decision by the Board to gradually eliminate County funding to the Town of Wrightsville Beach by a 20% reduction each year. Emphasis was placed on providing safety for all citizens while visiting the beach and the following facts were presented: The year-around population of Wrightsville Beach is 2,947. On a summer day, the beach hosts some 45,000 visitors and in order to provide safety and other services, the following programs are administered: . -The Lifeguard Program (27 lifeguards plus a beach patrol officer) at a cost of $146,405. -Four restroom facilities are provided, including two outside showers and two access shelters, at a cost of $34,160. -Beach strand trash disposal: 100 tons of garbage was collected last summer at a cost of $12,710. -Overtime for policemen during summer months at a cost of $13,346. Total amount of services provided not including an increase of 71% and additional personnel for street cleaning. $206,621 -The citizens of Wrightsville Beach pay $3,664,734 annually to New Hanover County in ad valorem taxes. The Town of Wrightsville Beach is most appreciative of past funding and respectfully requests the Commissioners to reconsider reducing the budget by 20% with gradual elimination of funding and approve the budget request submitted. . Motion: Commissioner Barfield commented on the impact received by the beaches during the summer months and MOVED, SECONDED by Vice- Chairman Greer to approve funding appropriations to the Town of wrightsville Beach, Carolina Beach, and Kure Beach at a 10% reduction from last year's funding with an analysis by Staff for services rendered and recommended funding for FY 1993-94 based upon this review. Upon vote, the MOTION CARRIED UNANIMOUSLY. Mr. Lee Wrenn, a member of the Kure Beach Town Council, expressed appreciation to the Commissioners for approving the 10% reduced funding request. ~ ( f I I , I ~ MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 854 TAX APPEALS REMOVED FROM THE CONSENT AGENDA Vice-Chairman Greer expressed concern for tax appeals being placed on the Consent Agenda when individuals have requested to be heard by the Board of County commissioners. He also expressed concern for unintentional irregularities discovered in past listings of businesses when audited by Tax Management Associates, Inc. and stated the taxpayers are willing to pay the taxes but are not willing to pay the penalties; therefore, he would recommend wavier of all penalties assessed to Consent Agenda Items 8, 11, and 12. () Commissioner Sutton recommended hearing the tax appeals before taking this type of action. Motion: Vice-Chairman Greer MOVED to waive penalties assessed to Consent Agenda Items 8, 11 and 12. The MOTION FAILED DUE TO NOT RECEIVING A SECOND. Tax Administrator Register apologized for placing these items on the Consent Agenda and stated individuals should be given an opportunity to appear befor~ the Board; however, the audit procedure by Tax Management Associates is not intended to mar the reputation or integrity of local businesses. The audit process brings a clear understanding of the state tax law and the proper listing requirements of New Hanover County. Staff recommends that the penalties assessed be upheld since they are not punitive. The businesses in question have owed money to New Hanover County for a period of years, and the discoveries are booked in the year in which the discovery notice is given to the taxpayer. For example, if a business owed taxes in 1986, this was booked as a 1991 discovery with no interest charged until January, 1992. From this date, interest will now accrue until the tax bill is paid. During that period of time if the amount of taxes remains unpaid, the County could collect 10 1/4%; however, the penalty charged is only 10% per year. In ruling on the, tax appeals, the Board of County Commissioners should consider the following items: (1) the individual businesses were able to use the money during this period of time depriving the County use of tax funds; and (2) the decisions rendered by the Board should provide equal treatment to each individual; therefore, Staff recommends upholding the taxes and penalties assessed. o Penalties Upheld for Tax Appeal Submitted by Prime Equipment Company Mr. Gary Merrill, Branch Manager for Prime Equipment Company, requested waiver of the penalty assessed for the following reasons: (1) the audit covered a period of six years from 1986-1991 with no questions or notification by the Tax Office that the forms were incomplete on costs listed for vehicles; and (2) the major discovery was that trucks reported did not include the cost of special equipment attached to the vehicles, which presents a problem since some trucks come from the factory with cranes mounted; whereas, other vehicles have the cranes mounted on site. The auditor amended the property tax assessment for the value of the crane equipment added to the vehicle. Prime Equipment Company was not aware that the special equipment should have been listed; however, a procedure has now been established to properly list the special equipment mounted. The firm has paid $141,300 in taxes over the past five years and supports the-community with no willful intention of evading paYment of rightfully due taxes. Since the firm has listed taxes in a timely manner each year, Prime Equipment Company does not object to paying the taxes due, but does object to paying the penalties assessed. o Vice-Chairman Greer stated Prime Equipment Company has reported and listed their vehicles at cost value for the past six years. Now, the audit firm informs the company that figures for special equipment should be listed for tax purposes. The firm now has established a method to separate the cost and will list correctly in the future; therefore, he feels the penalties should ~' ,,:;..I'~";. I '.~ ,'~ r ~ "''''.~ ~~ , . :r.'~"")'~" \... " ~':!"~~-'l MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 855 be waived since the company felt they were correctly listing their vehicles. commissioner Sutton stated the penalty is in lieu of interest and is within the same range of money; therefore, the penalty should be upheld. . Tax Administrator Register stated the form mailed by the Tax Department separates vehicles from machinery and equipment with a request for the year, make, model, title number, and vendor number. A separate column requests the taxpayer to include all additions to the chassis of a vehicle at 100% of the cost. In all due respect to the clerical staff, compliance to items of this type cannot be determined without an audit. An audit has been performed with the determination made that Prime Equipment Company did not fully disclose information to the Tax Office. The misunderstanding or inability of Prime Equipment Company to properly determine the value of vehicles led to an underlisting and by State Law when a discovery is found, the penalty must be applied by the Tax Administrator; however, the Board of Commissioners can compromise as they see fit, but uniformity must be consistent in each tax appeal. Motion: After discussion of treating each case equally based upon the evidence presented, Commissioner Retchin MOVED, SECONDED by Chairman Mathews to deny the tax appeal and uphold the penalties as assessed by the Tax Administrator. Upon vote, the MOTION CARRIED AS FOLLOWS: . Voting Aye: Commissioner Barfield Commissioner Retchin Commissioner Sutton Chairman Mathews voting Nay: Vice-Chairman Greer Penalties Upheld on Tax Appeal Submitted by Exxon Company, USA Vice-Chairman Greer recommended release of the penalties assessed to Exxon Company, USA. Tax Administrator Register stated Exxon Company had no problem with the discovery from the tax audit; however, a tax appeal was submitted for release of the penalties assessed. The tax listing form requested that all equipment be listed at 100% installed. No representatives from Exxon Company, USA were present. Motion: Vice-Chairman Greer MOVED to waive the penalties assessed. The MOTION FAILED DUE TO NOT RECEIVING A SECOND. Motion: Chairman Mathews MOVED, SECONDED by Commissioner Retchin to deny the tax appeal submitted by Exxon Company, USA and uphold the penalties assessed by the Tax Administrator. Upon vote, the MOTION CARRIED AS FOLLOWS: . Voting Aye: Commissioner Barfield Commissioner Retchin commissioner Sutton Chairman Mathews Voting Nay: Vice-Chairman Greer Postponement of Tax Appeal Submitted by Belk-Beery, Inc. Mr. Larry Green, representing Belk-Beery, Inc., requested release of the penal ties assessed. When Tax Management Associates, Inc. performed the audit, Belk-Beery reconciled the fixed asset ledger to the property tax listings. When performing this procedure, a difference was discovered which was identified as the cost of assets that are fixtures under State Law and are attached to the real property which is classified as furniture/fixtures or ~ ( I l MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 856 equipment for income taxes. The difference was $691,000, and it was assumed that this amount was included in the appraised value of the real property since the cost is attached to the real estate; therefore, Belk Beery does not feel the penalties should be assessed. Motion: Vice-Chairman Greer MOVED to waive the penalty. The floor was opened for discussion. commissioner Sutton inquired as to the type of fixtures involved. Mr. Green stated, interior petitions, wall coverings, interior painting, ornamental lighting, special lighting for display purposes, and electrical costs for running wiring to display fixtures. () Tax Administrator Register stated real estate covers the basic enclosures, such as exterior walls, the roof, the floor, carpeting, electricity for lighting within the building, heating and air conditioning and plumbing facilities. Over and above these items are trade fixtures, which are not in existence when the appraiser first inspects a building during construction. In the Schedule of Values, it would be impossible for the Board to adopt a schedule that would cover all trade fixtures that could be added to a building after construction. Basically, additional-items used for decorative and display purposes are considered trade fixtures. commissioner Sutton stated attachments to a building as covered by insurance are a part of a building and expressed concern for an improperly applied tax. Substitute Motion: commissioner Sutton MOVED to waive the penalty due to improper application of the tax. The floor was opened for discussion. Passage of original Motion: Chairman Mathews called for a vote on the original MOTION for waiving the penalties assessed. Upon vote the MOTION CARRIED AS FOLLOWS: () Voting Aye: Commissioner Barfield Vice-Chairman Greer Chairman Mathews voting Nay: Commissioner Retchin commissioner Sutton commissioner Sutton and commissioner Retchin stated, for the record, the tax was improperly applied; therefore, they cannot support the motion. Tax Administrator Register stated if the Board feels that fixtures of this type are real estate, then the County should go back from the appraiser's point of view and discover the real estate not picked up by the appraiser as an offset. Historically, individual buildings do not obtain building permits and disclose to the assessor the items to be added to a building after the base building has been completed. Discussion was held on the basis of the tax appraisal. Tax Administrator Register stated the Tax Appraiser appraised the base building; however, consideration was given for the replacement of some assets with Belk-Beery choosing to apply these items to the assets record until they had fully depreciated. When assets are booked until disposed of, the assets should be taxed. () Motion: After further discussion, commissioner Retchin MOVED to instruct the Tax Administrator to include fixtures and equipment which are attached to a building as part of the cost of the building for tax purposes, and in the Belk-Beery tax appeal, the tax should be recalculated on this basis with no penalties applied. The floor was opened for discussion. 4"'.,( !j.~~... ~ .\~'t ,l~' \ i" ~ ,','.~ ' MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 857 . Tax Administrator Register stated when businesses change the interior of stores, building permits are not obtained; therefore, it would be impossible for Staff to know when changes occur and the value of the items added. The method used throughout the State is to consider these items personal property as recommended by the Department of Revenue. Commissioner Sutton expressed dismay that a 150,000 foot building located in Independence Mall upfitted as a retail store would be appraised on the same value of as a bare bones building in a rural location. He stated it would be difficult to believe that the value of the interior of a building would change enough to make a substantial difference with painting or applying new wallpaper. After further discussion, Chairman Mathews called for a vote on the MOTION by Commissioner Retchin to include fixtures and equipment attached to the building as a part of the building when performing tax appraisals. The MOTION F~ILED DUE TO NOT RECEIVING A SECOND. Motion: After further discussion of the need to further investigate this matter, Commissioner Sutton MOVED, SECONDED by Commissioner Retchin to table action on the Belk-Beery tax appeal and request the Tax Administrator to investigate another method of appraisal for retail buildings that will more fairly address fixtures and equipment on the. interior of building. Upon vote, the MOTION CARRIED AS FOLLOWS: Voting Aye: commissioner Barfield Commissioner Retchin commissioner Sutton Chairman Retchin . Voting Nay: Vice-Chairman Greer Staff is to prepare a report and place this item on the Regular Agenda at a later date. Discussion of Consent Agenda Item #14, a Request for Award of Bid #92-0307 (Contract #92-0307) to Blue Ridge Mechanical Contractors, Inc. for Purchase of Two Instrument Air Compressors - Environmental Management Department Commissioner Retchin expressed concern for the cost of the compressors and recommended approving this item at a sum not to exceed $84,000. Motion: After further discussion of purchasing the compressors as economically as possible, Commissioner Retchin MOVED, SECONDED by Commissioner Sutton to adopt a resolution awarding the bid to Blue Ridge Mechanical Contractors, Inc. in an amount not to exceed $84,000 for the purchase of two instrument air compressors. Upon vote, the MOTION CARRIED UNANIMOUSLY. A copy of the resolution is hereby made a part of the minutes and is contained in Exhibit Book XIX, Page 31. . PRESENTATION OF NEW HANOVER COUNTY LONG RANGE PLAN FOR FIRE PROTECTION Mr. Fred Worsh, Chairman of the New Hanover County Board of Fire Commissioners commented on major improvements in the level of fire protection and stated the purpose of the Long Range Plan is to ensure that the lives and property of our citizens are protected through quality fire service now and in the future. The following topics of the Long Range Plan were presented: 1. Overview of Fire Programs - Fire Districts - Insurance Ratings - Fire Fighters (Numbers, Training Requirements) ~ / / ( l MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 858 - Incident Command Plan - Report of Fire Loss 2. Special Programs - City/County Hazardous Materials - Emergency Management - Financial Compilation NFPA Code Statement 3. Budget and Capital Improvement - Communications Apparatus Account Construction Contingency Emergency Measures Debt Service () commissioner Barfield recommended adoption of the plan and stressed the importance of meeting growth demands for fire service to the unincorporated areas of the County. Chairman Mathews, on behalf of the Board, expressed appreciation to the members of the Board of Fire Commissioners for an excellent report. Motion: Commissioner Retchin MOVED, SECONDED by Commissioner Barfield to accept the New Hanover County Long Range Plan for Fire Protection as presented by the Board of Fire Commissioners. Upon vote, the MOTION CARRIED UNANIMOUSLY. A copy of the plan is on file in the Clerk's office. PRESENTATION OF CAPE FEAR RIVER WATER QUALITY STUDY Mr. Dick Hargitt, a member of the committee established to perform the Cape Fear River Water Quality Study, presented the following facts: () -The committee has been meeting for two years and hired the consulting firm of EA Engineering of Baltimore, Maryland, for performance of a river quality study at a cost of $125,000. Funds were obtained from several companies along the Cape Fear River. The study has been completed and the Committee is in the process of drafting an alternate water quality strategy. -The plan has established long-range programs to deal with non-point source pollution. The low flow periods of tides tend to be the most serious time for pollution problems. -The study revealed that the Cape Fear River is healthy with. its primary nursery area functioning quite well. -Long-term monitoring work is recommended in coordination with the U. S. Geological Survey utilizing UNC-Wilmington as the agency to pursue grant funding~ Discussion was held on interbasin transfers and joining the Fayetteville Area Chamber of Commerce in establishing a Cape Fear River Basin Organization to be instrumental in limiting interbasin transfers. Commissioner Retchin inquired as to whether this would be beneficial? () Mr. Hargitt inquired as to why the County feels that interbasin transfers are harmful and stated before ]o1ning an organization, the County should have scientific facts substantiating that basin transfers are harmful. commissioner Barf ield stressed the importance of obtaining factual data and stated sometime in the future the City and County may need an interbasin transfer to provide drinking water; . . . ,., 'MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 8~5'9 therefore, the County should be careful in making a decision that would appear non-cooperative to other areas along the river. Motion: After discussion of the importance of knowing how the water in the Cape Fear River is managed and transferred, Commissioner Sutton MOVED, SECONDED by Vice-Chairman Greer to defer action on responding to the Fayetteville Chamber of Commerce's request until scientific data has been obtained. The floor was opened for discussion. Mr. Kurt Taube, Executi ve Director of the Lower Cape Fear Water & Sewer Authority, stated no actual organization has been formed; however, New Hanover County is being invited to join in an effort to establish a Cape Fear River Basin Organization. An organizational meeting has been scheduled for March 21, 1992; therefore, the Commissioners may wish to designate a member of the Administrati ve Staff to attend the meeting in order to better understand the concept. He stated the purpose of the organization would be to monitor all events occurring on the Cape Fear River, whether basin transfers, proposed legislation, or reclassification which could impact on the future water supply of the City of Wilmington and New Hanover County. Emphasis was placed on having an agency in place to act promptly when various issues arise with disbursement of this information to all areas along the Cape Fear River. He recommended appointing a member of staff to attend the meeting and then report back to the Board with more factual data. Chairman Mathews called for a vote on the MOTION to table this item until further information can be obtained. Upon vote, the MOTION CARRIED UNANIMOUSLY. BREAK Chairman Mathews called a break from 12:25 P.M. to 12:35 P.M. AUTHORIZATION TO DISPOSE OF THE LUCILLE SHUFFLER BUILDING THROUGH AN ADVERTISED SALE County Manager O'Neal stated Staff was directed to thoroughly review the needs of County departments relative to possible use of the Shuffler Building. An evaluation does not indicate the County's need for this building for any program or service in the foreseeable future. The Southeastern Center has given consideration to acquisition of the building to relieve overcrowding in some of its programs; however, the uncertainly of funding needed for renovation has resulted in the Center's decision to withdraw its interest in the property. Several requests have been received in the past year from local non-profit organizations who are interested in acquiring the property. Since the building is beginning to experience accelerated deterioration, it would be beneficial to determine the disposition of the property as soon as possible. Staff recommends disposition of the Lucille Shuffler Building through an advertised sale to the highest bidder with a minimum value to be determined by the County's tax appraiser. Motion: Commissioner Retchin MOVED, SECONDED by Commissioner Barfield to accept the recommendation of the County Manager for disposal of the Lucille Shuffler Building through an advertised sale to the highest bidder with a minimum value of $120,000 as determined by the New Hanover County Tax Appraiser. Upon vote, the MOTION CARRIED UNANIMOUSLY. commissioner Sutton expressed concern for $120,000 being unrealistic and stated the Board should reserve the right to accept a bid if bids are received at a lower value. After further discussion, Staff was directed to bid the project as voted upon and recommended by the County Manager. APPROVAL OF CHANGE ORDER ON THE JAIL EXPANSION AND APPROVAL OF RELATED BUDGET AMENDMENTS The Commissioners were requested to approve the following ~ ( I I ! ~ M~NUTES OF REGULAR MINUTES, MARCH 1.6, 1992 PAGE,. 8,6,0, change orders for the Jail Expansion in the amount of $139,899 of which $97,000 is for Item #4: 1. Electrical items for internal alarm monitoring and relocation of the jail electrical service panels. 2. Upgrading of the existing fire system. 3. stainless steel sinks for the jail. (\; \ " .-./ 4. NFPA-required equipment for the fire service communications within the 911 Center. Motion: Commissioner Retchin MOVED, SECONDED by commissioner Barfield to approve the changes orders and related budget amendments as requested by staff. The floor was opened for discussion. Vice-Chairman Greer stated, for the record, he could not approve this item due to the additional insurance cost of $96,000 required by the N. C. Department of Insurance. County Manager O'Neal stated the original figure was $200,000, but after discussion with the State the figure has been reduced to $96,000. Deputy County Manager, Mary Gornto, stated the insurance is for dispatch of fire service, which is the reason the 911 System is required to meet the NFPA requirements. The County must have a backup system in order to dispatch fire service. After further discussion, Chairman Mathews called for a vote on the MOTION to approve the change orders and related budget amendments. Upon vote, the MOTION CARRIED AS FOLLOWS: Voting Aye: Commissioner Barfield Commissioner Retchin commissioner Sutton Chairman Mathews f"'\ ' I \" ~~/ Voting Nay: Vice-Chairman Greer PRESENTAT~ON AND ApOPTION OF SOLID WASTE MANAGEMENT PLAN FOR NEW HANOVER COUNTY Assistant County Manager, Dave Weaver, and Recycling Coordinator, Tim Cole, presented a draft of the Solid Waste Management Plan. Under Senate Bill 1~1, all counties are required to submit a plan for State review and approval. Also, an approved plan is a major requirement for implementation of a flow control ordinance for solid waste. The following key issues of the plan were presented: Part I. Current Status 1. Demographics 2. Solid Waste Collections 3. Source Reduction, Reuse, and Recycling ("\ \. ~ 4. Disposal: Landfill and Energy Recovery a. Landfill b. Waste-to-Energy Facility c. FUhding d. Infectious Waste e. Illegal Dumping 5. special Waste Handling a. White Goods b. Tires c. Waste oil . . . " -.' ~1'~; .'~I: ~ '1 '" MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 861 d. Lead-acid Batteries e. Yard Waste f. Medical Wastes 6. Waste Disposal and Waste Composition a. Waste Disposal b. Waste Composition 7. Public Education and Information 8. Planning 9. Legislative Authority and Local Policies 10. Resources: Funding and staff Part II: A Solid Waste Management Plan 1. The Local Government Planning Process a. Definition of Integrated Solid Waste Management and Goals of an Integrated Solid Waste Management Plan b. State Planning Requirements c. Cooperation between Local Governments d. Public Participation. 2. Utilization of Waste Composition Data 3. Collection Improvements a. Franchising b. Volume-based Refuse Collections I' 4. Disposal Alternatives a. Alternative Landfill Types b. Tire Disposal Alternatives c. Demolition Debris Disposal Aiternatives d. Mining of Landfills for Materials Recovery e. Landfill Gas Recovery f. Prevention of Illegal Dumps and Littering 5. Waste Reduction Alternatives a. Source Reduction b. Recycling c. Composting 6. Special Waste Management Improvements a. White Goods b. Concrete, Brick and Asphalt c. Dirt d. Wood Waste e. Tires f. Ash g. Waste oil h. Anti-freeze i. Waste Paint j. Lead-acid Batteries k. Household Batteries 7. Improving Public Education and Participation I, 8. Financing and Implementation Issues In conclusion, the local government planning process established some very board goals for solid waste management in New Hanover County. The proposed plan does recommend establishment of a Solid Waste Advisory Committee to pursue the following objectives: (1) To adhere to the State of North Carolina's solid waste management hierarchy. .~ ( I r I f I, \ I \ l I f ( r \ I ~ MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAG~ 86~ (2) To recommend the most cost effective ways to achieve the state solid waste reduction goals of 25% by 1993 and 40% by 2000. (3) To recommend methods to provide convenient and affordable recycling to all residents of the County. (4) To recommend methods to further expand recycling efforts to include commercial/industrial wastes. () (5) To demonstrate the most effective way to conserve the County's Landfill and Waste-to-Energy Facility disposal capacities. (6) To promote and recommend the most eff icient way to expand solid waste management educational and informational activities. New Hanover County and the municipalities obviously have a tremendous task set before them. The state's waste reduction goals are far from met and time is running very short; however, if adequate resources are made available and all parties involved will cooperate, the solid waste challenge of the 1990' s can be met. This Solid Waste Management Plan should be taken as a preliminary step in that direction. Discussion was held on the unmanned Ogden recycling drop-off site. Chairman Mathews inquired as to the success of this site and if the personnel time has be.en reduced? Recycling Coordinator, Tim Cole, stated personnel time has not been drastically reduced; however, if the County shifts to unmanned sites county-wide, Staff would have more time to focus on marketing of materials for generation of revenue. Further discussion was held on locating an unmanned site in the Monkey Junction area. () Chairman Mathews, on behalf of the Board, expressed appreciation to Staff for an excellent report and plan. Motion: Commissioner Retchin MOVED, SECONDED by Commissioner Sutton to adopt the Solid Waste Management Plan as presented. Upon vote, the MOTION CARRIED UNANIMOUSLY. A copy of the plan is on file in the Clerk's office. APPROVAL OF PILOT PROJECT FOR "OUTSTANDING EMPLOYEE AWARD" TO BE PRESENTED QUARTERLY Director of Parks & Recreation, Mike Waters, commented on downsizing and stated in an effort to maintain good employee morale, he would like to establish an "Employee of the Month Award" in recognition of exceptional work. After review by the Management Team, the concept was approved; however, two concerns were expressed: (1) the proposed frequency of a monthly award and (2) the applicability to only one department. In consultation with the Director of Human Resources, Staff recommended approval of the employee awards program on a quarterly basis as a pilot project for nine months in the Parks & Recreation Department followed by a review to determine if the program should be implemented county- wide. () Chairman Mathews commented on mystery shoppers used by retail businesses and suggested that this idea be incorporated into the proposed criteria for the award. A test person, unknown to employees, would visit departments without notif ication and observe friendliness to customers, professionalism, and courtesy. commissioner Retchin agreed with the mystery shopper approach but recommended this be done in all departments throughout the County, not just in departments where an employee has been recommended to receive an award. i-" '~,r:.~~. ~ ~ ~ ~ ~.~f~ MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 863 Motion: Commissioner Retc-hin MOVED, SECONDED by Vice-Chairman Greer to approve the employee awards program on a quarterly basis as a pilot program in the Parks & Recreation Department for nine months followed by a review to determine if the program should be implemented county-wide. Upon vote, the MOTION CARRIED UNANIMOUSLY. . APPROVAL OF HUMAN SERVICES ALLOCATION ADVISORY COMMITTEE'S RECOMMENDATION FOR FUNDING CBA PROGRAMS FOR FY 1992-93 Budget Director, Cam McAbee, presented recommended funding for community Based Alternatives Agencies for FY 1992-93 as follows: Cape Fear Substance Abuse/Crisis Line Open House Child Advocacy Commission - Restitution Child Advocacy Commission - Project First stop Family Services After School Enrichment Psychological Services TOTAL $70,000 $ 37,075 $ 21,588 $ 17,000 $ 20.000 $166,342 Motion: Commissioner Sutton MOVED, SECONDED by Commissioner Barfield to approve the funding recommendations for Community Based Alternatives Agencies for FY 1992-93 as presented by the Human Services Allocation Advisory Committee contingent upon those agencies not recommended for funding this fiscal year being automatically considered in future budget discussions. Upon vote, the MOTION CARRIED UNANIMOUSLY. Ms. Carla Roberts commented on the number of abused and neglected children being denied services due to the lack of funding and requested the Board to reconsider approval of the budget request submitted by the Yahweh Center. . BREAK FOR LUNCH Chairman Mathews called for a break from 12:35 P.M. until 1:15 P.M. PRESENTATION ON ACTIVITIES FOR COUNTY GOVERNMENT WEEK AND ADOPTION OF PROCLAMATION DESIGNATING THE WEEK OF APRIL 5-11, 1992, AS "COUNTY GOVERNMENT WEEK" IN NEW HANOVER COUNTY Ms. Pat Melvin, Assistant to the County Manager, presented and explained the events prepared for celebrating "County Government Week" in New Hanover County. commissioner Retchin recommended using the North Carolina Association of County Commissioners' video tape in promoting County Government Week since the Association is promoting the importance of creating an awareness of the functions and duties of local governments throughout the state. Motion: After further discussion, commissioner Retchin MOVED, SECONDED by Vice-Chairman Greer to adopt a proclamation designating the week of April 5-11, 1992, as "county Government Week" in New Hanover County. Upon vote, the MOTION CARRIED UNANIMOUSLY. A copy of the proclamation is hereby incorporated as a part of the minutes and is contained in Exhibit Book XIX, Page 31. . MEETING CONVENED FROM REGULAR SESSION TO HOLD A REGULAR MEETING OF THE WATER , SEWER DISTRICT Motion: Commissioner Retchin MOVED, SECONDED by Vice-Chairman Greer to convene from Regular Session to hold a Regular Meeting of the New Hanover County Water & Sewer District. Upon vote, the MOTION CARRIED UNANIMOUSLY. Chairman Mathews convened from Regular Session at 1:29 P.M. Motion: Commissioner Retchin MOVED, SECONDED by Vice-Chairman ~ ( I I I I I ~ MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 864 Greer to reconvene to Regular Session. CARRIED UNANIMOUSLY. Upon vote, the MOTION Chairman Mathews reconvened to Regular Session at 1:36 P.M. COMMITTEE APPOINTMENTS APPOINTMENT OF ROBERT P. ROETGER TO SERVE ON THE NEW HANOVER COUNTY BOARD OF FIRE COMMISSIONERS o Motion: Commissioner Retchin MOVED, SECONDED by Vice-Chairman Greer to appoint Robert P. Roetger to fill the unexpired term of Robert E. Carter on the Board of Fire Commissioners. The term is to expire July 1, 1992. Upon vote, the MOTION CARRIED UNANIMOUSLY. REAPPOINTMENT OF ROBERT W. BLAKE, JR. AND DARRYL T. LANGLEY TO SERVE ON THE LOWER CAPE FEAR WATER , SEWER AUTHORITY Commissioner Retchin stated the Executive Director of the Lower Cape Fear Water & Sewer Authority has requested reappointment of Robert W. Blake, Jr. and Darl;"yl T. Langley to serve on the Authority. Chairman Mathews and Vice-Chairman Greer expressed concern for reappointing persons to serve another term when they have already served two terms. Motion: After further discussion, Commissioner Retchin MOVED, SECONDED by Commissioner Barfield to reappoint Robert W. Blake, Jr. and Darryl T. Langley to serve three-year terms on the Lower Cape Fear Water & Sewer Authority. The terms are to expire March 31, 1995. Upon vote, the MOTION CARRIED AS FOLLOWS: Voting Aye: Commissioner Barfield Commissioner Retchin commissioner Sutton () voting Nay: Vice-Chairman Greer Chairman Mathews REAPPOINTMENT OF ALEX MCEACHERN EFIRD TO SERVE ON THE WILMINGTON/NEW HANOVER PORT, WATERWAY' BEACH COMMISSION Motion: Commissioner Sutton MOVED, SECONDED by Chairman Retchin to reappoint Alex McEachern Efird to serve a three-year term on the Wilmington/New Hanover Port, Waterway, & Beach Commission as a terminal and industry representative. The term is to expire February 28, 1995. Upon vote, the MOTION CARRIED UNANIMOUSLY. APPOINTMENT OF MEMBERS TO SERVE ON THE NEW HANOVER COUNTY BUILDING COMMITTEE Chairman Mathews commented on this newly established committee and opened the floor to receive nominations. Discussion was held on the number of members to appoint to the committee and the importance of applicants being informed of their ineligibility to bid for County projects. o Consensus: After further discussion, it was the consensus of the Board to appoint five members and direct the Clerk to inform persons appointed that they will not be able to bid on County capital projects. Motion: After further discussion, commissioner Retchin MOVED, SECONDED by Commissioner Barfield to appoint the following persons to serve on the Building Committee: RaYmond L. Ballard Jeffrey R. Bellows General Contractor Engineer "', .,..........'~ . . . <l!"$ ~ ;'t' 4# '.f;'< MINUTES OF REGULAR MINUTES, MARCH 16; 1992 PAGE 865 Architect General Contractor to be recruited by the Chairman. to be appointed for each capital project. Arthur F. Cutter, Jr. - Nello Filippini Banker - Applicant Project Advocate - Upon vote, the MOTION CARRIED UNANIMOUSLY. ADDITIONAL ITEMS - COUNTY ATTORNEY Comments from the county Attorney County Attorney Pope commented on this being his last meeting as the County Attorney and expressed appreciation to the Commissioners and former County Commissioners for allowing him to serve in this position for the past 10 years and 8 months. He expressed emotions of sadness and happiness with his retirement effective April 1, 1992. Chairman Mathews, on behalf of the Board, wished County Attorney Pope a happy retirement and stated he will be missed by all. OVERVIEW OF SERVICES RENDERED BY EMERGENCY MEDICAL SERVICES EMS Director, Larry Ray, presented the following overview of services being rendered by Emergency Medical Services: New Hanover County EMS operates six stations at the following locations: station 1: station 2: station 3: station 4: station 5: Medic-One: Military Cut-Off Road North 2nd Street Empie Park Carolina Beach Road Pleasure Island Castle Hayne From these locations the County operates six ambulances, one Advanced Life Support First Responder vehicle in the Castle Hayne areas, and one Crash/Rescue vehicle. with the exception of the Crash/Rescue vehicle, the service is provided 24 hours a day. The Crash/Rescue vehicle is operated by the County from 8:00 A.M. to 5:00 P.M. Monday through Friday. The County contracts with the Ogden/New Hanover Volunteer Rescue Squad to staff one ambulance and Crash/Rescue vehicle at night and on weekends. The City of Wilmington Fire Department provides Crash/Rescue coverage 24 hours for the incorporated areas of Wilmington. The County also contracts with Medical Transportation Specialists, Inc. for convalescent, non-emergency transport service. with some modifications, the present delivery system is basically the same as before the inception of the Department of Emergency Medical Services. Although the current configuration appears to be adequate, it was felt an analysis and/or study of the system should be performed. In the Spring of 1991, the EMS Department undertook the task of data collection. Staff devised a system, based on map grids, to determine call origins. In addition, the time of day was recorded to determine if there were occurrences of peak-load call periods. The objectives of the study were to obtain relevant information regarding vehicle activity, configuration of response districts, and ultimately should services be provided differently. After collecting the number of calls per grid for a six month period, it was confirmed that the highest areas of call volume are within the City Limits (Station 2 and station 3) followed by station 4 on Carolina Beach Road, station 1 on Military Cut-Off Road, and station 5 on Pleasure Island. -~ ( I l I I I I MINUTES OF REGULAR MINUTES, MARCH 16, 1992 , PAGE 866 Three questions became apparent: (1) Is it feasible to maintain an ambulance in the Pleasure Island area? (2) Could this vehicle be better utilized elsewhere? and (3) Could service be provided differently to the Pleasure Island area? - During the six-month period, there were 375 responses at the Pleasure Island Station, 48% of which did not result in transports of patients. The major function of this vehicle was providing standby coverage for the_neighboring station 4 district. This was due, in part, because station 4 vehicles were also providing standby coverage for other stations and answering calls in other districts; therefore, moving the ambulance from Pleasure Island and utilizing a one-person ALS first responder, the ambulance could be utilized more effectively in two capacities: (1) in the areas of high call volume and (2) making the ambulance a peak load vehicle. The first responder vehicle would be staffed from 8:00 a.m. to 8:00 p.m. which would eliminate the need for standby coverage for Pleasure Island since the first responder would never leave that area. Also, since approximately 48% of the calls from Pleasure Island are "no" transports, the first responder would be in a position to make rapid situation assessments and cancel the ambulance response if unwarranted; thereby, freeing the ambulance for additional calls. The Castle Hayne first responder has operated since April 1988 with positive results; and it is felt that a Pleasure Island first responder would be a satisfactory method of operation. () There are also indications of the need to re-configure the response districts. The present configuration is predominately dictated by the Wilmington City Limits of 1986. The following recommendations were recommended: -station 2 should be expanded to include F-4, a portion of F- 5, G-4, and a portion of G-5. The relatively small call volume for these areas would be impacted by a quicker response from a closer vehicle. () -station 3 should be expanded to include a portion of J-7 and K-7. -The first response areas for station 5 could be expanded to include portions of Q-5 and Q-6. -The Castle Hayne first response area would remain the same. If this plan is implemented, no changes will occur in the current level of staffing and each shift would be manned as follows: 1 Shift Coordinator 12 Ambulance Personnel ~ First Responder Personnel 15 Persons Per shift Also, the study indicates that station 4 on Carolina Beach Road at Saint Andrews Drive is not in a location to address the needs of its response area. This station would be more appropriately located south of Monkey Junction. () The potential savings by imple~entation of the proposed changes are as follows: -Reduce vehicular activity by approximately 1,200 standby annually. -Reduce time worked by approximately 200 hours per ambulance crew member. ~ ;} ',tr ~ 'I, MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 867 -Potential to reduce operating expenses at Pleasure Island station. If the plan is not implemented-, the need for a peak-load vehicle still exists at a cost of $357,545 annually. . Chairman Mathews stated while meeting with Ken McDade and Carolina Beach Town Council Member, Sheila Davis, the statement concerning the positive results of the Castle Hayne First Responder was discussed with the opinion that the areas could not be compared since Castle Hayne had not previously been provided any type of EMS service. EMS Director Ray stated this is true, and it would be natural for Pleasure Island to feel as if they were loosing a form of service. The EMS Department constantly moves vehicles in order to respond to calls. The standby area for the southern end of the County is pilot's Ridge; therefore, when the ambulance at Carolina Beach is committed for a call, another vehicle is moved to pilot's Ridge for standby. When the CaroLina Beach Road Station south of Echo Farms receives a call, the vehicle from Pleasure Island is moved to pilot's Ridge, Monkey Junction, or in some instances to Hugh MacRae Park to provide standby; therefore, 60% of the vehicle's activity is involved with sitting at pilot's Ridge and not on Pleasure Island. The first responder will be on Pleasure Island and the vehicle is equipped with same equipment as the ambulance. The basic difference is that the vehicle is manned by only one paramedic and does not transport the patient. . commissioner Retchin inquired as to whether Pleasure Island will be the only part of the response district. EMS Director Ray stated the response district currently extends north of Snow's Cut to south of Chimney Lane. If the proposed plan is implemented, this district would be extended up to Golden Road and south of Monterey Heights. Chairman Mathews commented on being unaware that the first responder would ever leave the island and stated the citizens are going to be most unhappy. EMS Director Ray stated he has no problem with initiating the first responder for the entire area below Snow's Cut, and stated the response area for station 4 and 5 is identical to area formerly covered by the Pleasure Island Rescue Squad; therefore, this should not be a problem. Vice-Chairman Greer commented on construction of the new Myrtle Grove Volunteer Fire Station and suggested that EMS may wish to add a garage to this facility and place standby vehicle station at this location. After discussion of this being an excellent location for EMS, Commissioner Barfield stated he would convey this message to the Board of Fire Commissioners. . Further discussion was held on the inaccurate understanding of how the proposed first responder system will work and the need to discuss this item with the Carolina Beach Town Council. Commissioner Sutton recommended scheduling the meeting at the Carolina Beach Town Hall since the Town Council strongly feels this matter deserves the full attention of the Board of County Commissioners. Consensus:- After a lengthy discussion on the need for complete understanding of the first responder system, it was the consensus of the Board to direct the County Manager to schedule a joint meeting with the Carolina Beach Town Council at the Carolina Beach Town Hall. Chairman Mathews, on behalf of the Board, expressed appreciation to EMS Director Ray for an excellent presentation. -~ I l MINUTES OF REGULAR MINUTES, MARCH 16, 1992 PAGE 868 commissioner Sutton requested EMS Director Ray to investigate first responder use in other areas in order for the County to compare the usage of this system. AWARD OF BID #92-0333 TO THE LOW BIDDER, SOUTH EAST CONSTRUCTION COMPANY FOR CONSTRUCTION OF A HOME AT 2712 OLD WRIGHTSBORO ROAD - WRIGHTSBORO CDGB REHABILITATION PROGRAM Staff Planner, Wanda Coston stated the following bids were received for construction of a single family, single story home at () 2712 Old Wrightsboro Road under the CDGB Wrightsboro Housing . Rehabilitation Program and requested award of the low bid to south East Construction. Construction is to begin on April 1, 1992: Bid Proposals South East Construction Tri-Con Contractor Almetal, Inc. $32,875 $33,480 $44,000 Motion: Commissioner Retchin MOVED, SECONDED by Vice-Chairman Greer to award the low bid to South East Construction Company in the amount of $32,875 for construction of a home at 2712 Old Wrightsboro Road under the CDGB wrightsboro Rehabilitation Program. The Chairman was authorized to execute the contract documents. Upon vote, the MOTION CARRIED UNANIMOUSLY. ADJOURNMENT Motion: Commissioner Retchin MOVED, SECONDED by Commissioner Barfield to adjourn. Upon vote, the MOTION CARRIED UNANIMOUSLY. Chairman Mathews adjourned the meeting at 3:29 P.M ~ectd X/~ ~. Harrell Clerk to the Board () ()