1992-05-18 Regular Meeting
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MINUTES OF REGULAR MEETING, MAY 18, 1992
PAGE 918
ASSEMBLY
The New Hanover County Board of Commissioners met in Regular
Session on Monday, May 18, 1992, at 9:00 A.M. in the Assembly Room
of the New. Hanover County Courthouse, 24 North Third Street,
wilmington, North Carolina.
Members present were: Commissioners Jonathan Barfield, Sr.;
Fred Retchin; william H. sutton; Vice-Chairman Robert G. Greer;
Chairman E. L. Mathews, Jr.; County Manager, Allen O'Neal; County
Attorney, Wanda M. Copley; and Clerk to the Board, Lucie F.
Harrell.
INVOCATION AND PLEDGE OF ALLEGIANCE
Finance Director, Andrew J. Atkinson, gave the invocation.
Chairman Mathews led the audience in the Pledge of Allegiance
to the Flag.
NON-AGENDA ITEMS
Postponement of Items 9 and 10 on the Regular Agenda
Chairman Mathews requested a motion for postponement of Items
9 and 10 on the Regular Agenda until the evening meeting of June 1,
1992.
Motion: Commissioner Retchin MOVED, SECONDED by Vice-Chairman
Greer to postpone Items 9 and 10 until the meeting of June 1, 1992.
Upon vote, the MOTION CARRIED UNANIMOUSLY.
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 item was presented:
Recognition of Commissioner Fred Retchin for Service as a County
commissioner and Chairmanship
Mayor Don Betz presented a picture of the riverfront to
Commissioner Fred Retchin in recognition of his service as a County
commissioner and Chairman of the Board for three years.
Appreciation was expressed for the cooperative manner in which
commissioner Retchin has always worked, and continues to work, with
the Mayor and Wilmington City Council in addressing items of mutual
concern.
r Commissioner Retchin expressed appreciation for this special
recognition.
APPROVAL OF CONSENT AGENDA
Chairman Mathews stated a request has been made to remove
Consent Agenda Item 3.
commissioner Sutton requested removal of Consent Agenda Item
13 for discussion at the end of the meeting.
Motion: Commissioner Retchin MOVED, SECONDED by Commissioner
Sutton to remove Items 3 and 13 as requested and approve the
remaining items on the Consent Agenda. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
CONSENT AGENDA
Approval of Minutes
The Commissioners approved the minutes of the Regular Meeting
of April 21, 1992, and May 4, 1992, as presented by the Clerk to
the Board.
Adoption of Resolution Awarding the Sale of Surplus Ambulances to
Professional Vehicles, Inc.
The Commissioners adopted a resolution awarding the sale of
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MINUTES OF REGULAR MEETING, MAY 18, 1992
PAGE 919
four surplus ambulances to Professional Vehicles, Inc. in the
amount of $10,500.
A copy of the resolution is hereby incorporated as a part of
the minutes and is contained in Exhibit Book XIX, Page 37.
Approval of Budget Amendment #92-0175 - Emergency Medical Services
The Commissioners approved the following Budget Amendment:
Debit
Credit
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92-0175 Emergency Medical Services
Emerqency Medical Services
Installment Loan Proceeds
$131,958
Motor Vehicle Purchases
$131,958
Purpose: To record purchase of two ambulances through installment
purchase financing with First union National Bank. (For Accounting
purposes only.)
Approval of Budget Amendment #92-0182 - Non-Departmental - Airport
Improvement project 03
The Commissioners approved the following Budget Amendment:
92-0182 County Commissioners/Non-Departmental - Transfer to
Other Funds
Debit
Credit
County Commissioners' Office
Appropriated Fund Balance
$3,400,000
Non-Departmental - Transfer to Other Funds
Transfer to Other Fund (Fund 660 - Airport
Improvement Project 03)
$3,400,000
Approval of Budget Amendment #92-0187 - Health Department
The Commissioners approved the following Budget Amendment:
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92-0187 Health Department/Administration/Reduction Injury
Prevention
Debit
Credit
Health Department/Administration
Federal & State Health Grants
$2,039
Departmental Supplies
Capital Outlay - Equipment
$ 400
$1,639
Health Department/Risk Reduction Iniury Prevention
Risk/Accident Prevention Grant $2,095
Departmental Supplies
Capital Outlay - Equipment
$1,195
$ 900
Purpose: To budget additional State funds for additional expenses
in the Health Department. No County funds are required.
Release of Value - Tax Department
The Commissioners granted a Senior citizen/Disability
Exclusion to the following taxpayer. A letter explaining the
reason for the late application is on file in the Tax Office.
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Wilson, Catherine Smith
$12,000
Acceptance of Tax Collection Reports Through April 30, 1992
The Commissioners accepted the following Tax Collection
Reports through April 30, 1992, as submitted by the Collector of
Revenue:
New Hanover Tax Collections
New Hanover County Fire District Tax Collections
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MINUTES OF REGULAR MEETING, 'MAY'18i1992
PAGE 920
Copies of the reports are hereby incorporated as a part of the
minutes and are contained in Exhibit Book XIX, Page 37.
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Approval of Application for Release of Funds from state Public
School Building capital Fund for Fire Safety Renovations to New
Hanover county Schools
The Commissioners authorized the Chairman to execute an
application for release of $1,383,750 from the state Public School
Building Capital Fund to perform fire safety renovations to New
Hanover County Schools.
A copy of the application is hereby incorporated as a part of
the minutes and is contained in Exhibit Book XIX, Page 37.
Adoption of Resolution Authorizing the Sale of Surplus Property
Jointly Owned by the City of wilmington and New Hanover county
The Commissioners adopted a resolution authorizing the sale of
surplus property jointly owned by the City of Wilmington and New
Hanover county identified as follows:
Parcel Number
Address
Amount of Offer
R0054-13-023-001-000
1101 S. 7th Street
$7,000
The offer is from William L. Streets and will be duly
advertised for upset bid.
A copy of the resolution is hereby incorporated as a part of
the minutes and is contained in Exhibit Book XIX, Page 37.
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Adoption of Resolution Awarding Bid #92-0381 (Contract.#92-0381) to
American Uniform Sales, Inc. - Sheriff's Department .
The Commissioners adopted a resolution awarding the lowest
responsible bid to American Uniform Sales, Inc. to purchase
uniforms for the Sheriff's Department. 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 37.
Approval of Budget Amendment #92-0173 Budgeting Increase in FY
1991-92 CBA State Funding
The Commissioners approved the following Budget Amendment to
budget an increase in the FY 1991-92 CBA State funding for the Non-
Secure Detention Program, and authorized the County Manager to
execute the Program Agreement revision for FY 1991-92 and the
Program Agreement for FY 1992-93:
92-0173 Community Based Alternatives Agencies
Debit
Credit
Community Based Alternatives Aqencies
CBA Grants
$8,525
Non-Secure Detention Program
$8,525
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Adoption of Resolution Requesting Addition of Roads to the State
Highway System
The Commissioners adopted a resolution requesting addition of
roads in sections 1, 2, and 3 of Huntington Forest to the State
Highway System.
A copy of the resolution is hereby incorporated as a part of
the minutes and is contained in Exhibit .Book,XIX, Pag~ 37.
RECOGNITION OF NEW COUNTY EMPLOYEES
County Manager O'Neal welcomed and introduced the following
new employees:
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PAGE 92~
Donald Huhnle
Mollie Ellis
Millie smith
MIS
Dept. of Social Services
Dept. of Social Services
Chairman Mathews welcomed the new employees and wished them
well in their new positions.
PRESENTATION OF "DISTINGUISHED BUDGET PRESENTATION AWARD" FROM THE
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Chairman Mathews, on behalf of the Board, congratulated Budget
Director, Cam McAbee, and staff for receiving the "Distinguished
Budget Presentation Award" from the Government Finance Officers
Association. Appreciation was expressed to staff for this being
the first time New Hanover County has received this recognition.
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commissioner Retchin complimented the Budget Department for
the excellent manner in which budgets are prepared and stated this
award is well deserved.
ADOPTION OF PROCLAMATION DECLARING JUNE 1, 1992, AS "NAVY LEAGUE
DAY" IN NEW HANOVER COUNTY
Chairman Mathews read and requested adoption of a proclamation
declaring June 1, 1992, as "Navy League Day" in New Hanover County.
Motion: Commissioner Mathews MOVED, SECONDED by Vice-Chairman
Greer to adopt the proclamation as read. 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 37.
AUTHORIZATION FOR WITHDRAWAL OF BID AND AWARD OF BID TO THE NEXT
LOWEST BIDDER - WRIGHTSBORO CDBG PROJECT
Staff Planner, Wanda Coston, requested authorization for ABBA
Enterprises to withdraw a bid of $6,044.17 awarded on May 4, 1992,
due to a substantial error in the bid, and award the bid to the
next lowest responsible bidder, Insight Builders in the amount of
$7,740.00.
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Motion: Commissioner Retchin MOVED, SECONDED by Commissioner
Sutton to authorize ABBA Enterprises to withdraw the bid of
$6,044.17 and award the bid to the next lowest responsible bidder,
Insight Builders, in the amount of $7,740.00. Upon vote, the
MOTION CARRIED UNANIMOUSLY.
A copy of the bid tabulation is hereby incorporated as a part
of the minutes and is contained in Exhibit Book XIX, Page 37.
AWARD OF MYRTLE GROVE BRANCH LIBRARY BID TO CLANCY & THEYS
CONSTRUCTION COMPANY
County Manager O'Neal presented background information on the
bid process and stated after a thorough review of bids received,
staff recommends award of the bid to Clancy & Theys, the lowest
responsible bidder, in the amount of $549,600.
Motion: Commissioner Retchin MOVED, SECONDED by Commissioner
Sutton to award the bid to the lowest responsible bidder, Clancy &
Theys, in the amount of $549,600 for construction of the Myrtle
Grove Branch Library. Upon vote, the MOTION CARRIED UNANIMOUSLY.
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REPORT OF RESOLUTION ADOPTED AND OTHER ACTION TAKEN AFTER THE
MEETING OF THE 1992 BOARD OF EQUALIZATION & REVIEW
Chairman Mathews reported for entry into the record the
following action was taken on May 15, 1992, after the meeting of
the 1992 Board of Equalization & Review:
-Adoption of Resolution in Support of Locating the Air Cargo
Global Transpark in Lenoir County.
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MINUTES OF REGULAR MEETING, MAy 18, 1992
PAGE 922
A copy of the resolution is hereby incorporated as a part of
the minutes and is contained in Exhibit Book XIX, Page 37.
-Authorization for the Chairman to write a letter of support
for a grant application being submitted by New Hanover
Community Health Center, Inc.
APPROVAL OF ROOM OCCUPANCY TAX RESERVE TO RETIRE CAROLINA BEACH
RENOURISHMENT BOND DEBT
Carolina Beach Town Manager, George Rose, submitted a request
from the Town of Carolina Beach for usage of the Room Occupancy Tax
reserve to retire a renourishment bond debt in the amount of
$242,550. In 1982, the Town of Carolina Beach borrowed $275,000
from the Farmers Home Administration with a total payback of
$545,000. The note, now held, by the General Electric Capital
Corporation, has an outstanding balance of $507,800 with a 31-year
payback period.
After review, staff feels this is an eligible request and
approval should be granted due to the amount of money that will be
saved for the Town of Carolina Beach.
Motion: commissioner Sutton MOVED, SECONDED by Vice-Chairman Greer
to approve usage of the Room Occupancy Tax reserve to retire a
Carolina Beach renourishment bond debt in the amount of $242,550.
Upon vote, the MOTION CARRIED UNANIMOUSLY.
AUTHORIZATION FOR THE CHAIRMAN TO WRITE A LETTER OF SUPPORT FOR THE
FORT FISHER REVETMENT PROJECT
County Manager O'Neal stated Paul Laird, Project Director of
the Save Fort Fisher Committee, has requested a letter of support
for the Fort Fisher Revetment project to be forwarded to Secretary
William W. Cobey, Jr. of the N. C. Department of Environment,
Health, & Natural Resources, and to the local legislative
delegation. On May 28-29, 1992, the North Carolina Coastal
Resources Commission will render a decision on whether or not to
grant a variance for construction of the seawall that will protect
the Fort Fisher State Historic site from ocean erosion.
Motion: After discussion of supporting this project in the past,
Commissioner Retchin MOVED, SECONDED by Vice-Chairman Greer to
authorize the Chairman to write a letter of support for the Fort
Fisher Revetment project. Upon vote, the MOTION CARRIED
UNANIMOUSLY.
APPROVAL OF PROPOSED LEGISLATION
withdrawal of Proposed Amendment to G.S. 130A-131.5, Part 4, Lead
Poisoning in Children
Vice-Chairman Greer expressed concern for the proposed
amendment as written, which he feels was not the intent of the
Board of Health when adopted by that Board; therefore, this item
should be postponed until further review by the Health Board.
Consensus: After discussion of the importance of preventing lead
poisoning and the intent of the amendment as proposed by the Board
of Health, it was the consensus of the Board to postpone action on
this amendment until it has been further studied by that Board.
Approval of Amendment to NCGS Chapter 132.1 and Chapter 132.6
Regarding Public Access to Public Records
County Manager O'Neal submitted a request by MIS Director Bill
Clontz to ask the legislative delegation to introduce the following
amendments to State Statutes regarding public access to public
records:
-Chapter 132.1 "Public Records": defined. Add the following
as the second sentence after " . . . government or it
subdivisions". .. .No aqencv of North Carolina qovernment or its
subdivisions shall be required to provide any data to anyone
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MINUTES OF REGULAR MEETING, MAY 18, 1992
PAGE 923
in a format other than that required to conduct the business
of the qovernment.
-Chapter 132.6 "Inspection and Examination of Records": Add
the following as the second sentence after "prescribed by
law". Anv person requestinq information from North Carolina
government or its subdivision shall reimburse that aqencv the
fully allocated costs associated with preparation of the
request COpy. This cost can include an amount necessary to
acquire and operate the data center and its associated costs,
staff costs and supplY costs.
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Motion: Commissioner Retchin MOVED, SECONDED by Vice-Chairman
Greer to approve the proposed amendments as requested. Upon vote,
the MOTION CARRIED UNANIMOUSLY.
APPROVAL OF AMENDMENTS TO THE NEW HANOVER COUNTY PERSONNEL POLICY
Director of Human Resource~, Andre' Mallette, presented and
requested approval of amendments 'to the Personnel Policy due to the
changes in the Pay and Classifi.cation system; changes to the
payroll and personnel systems; receipt of designation by the State
for operating a substantial equivalent personnel system;
conformance with the Americans with Disabilities Act (ADA); and the
need to streamline and clarify time consuming and ambiguous
policies.
commissioner Barfield commented on
Classification Plan and expressed concern
employees not receiving salary increases
management level increases.
the new Pay and
for lower income
equivalent to the
Director Mallette stated the plan was based on actual job
responsibilities; therefore, no focus was placed on levels of pay.
Many new hires have received sizable increases in order to reach
the first step of the new job ra~ing.
Vice-Chairman Greer inquired "as to how much the payroll will
increase within the next year?
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Director Mallette, stated salaries will not increase during FY
1992-93 since no cost-of-living or merit increases were
incorporated into the budget. In the future, market adjustments
will be made instead of cost-of-living increases.
Commissioner Retchin inquired as to whether bonus pay has been
considered instead of merit increments?
Director Mallette stated the Excel Program included in the new
pay plan allows employees at the end of a pay range to be eligible
to receive a one-time bonus, if merit increments are budgeted for
that year.
Motion: After further discussion, Commissioner Retchin MOVED,
SECONDED by Chairman Mathews to approve the amendments to the
Personnel Policy as presented by the Human Resources Director.
Upon vote, the MOTION CARRIED UNANIMOUSLY.
Copies of the amendments are hereby incorporated as a part of
the minutes and are contained in Exhibit Book XIX, Page 38.
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commissioner Sutton commented on the agenda format for the
proposed personnel amendments and requested that future agenda
backup include a copy of the old policy with crossed-out lines and
the replacement language in order to better follow and understand
the changes recommended.
APPROVAL OF BLUE CROSS BLUE SHIELD RATES FOR FY 1992-93
Director of Human Resources, Andre' Mallette, presented the
proposed Blue Cross Blue Shield contract for FY 1992-93 and listed
the following changes:
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PAGE 92<&
-Effective January 15, 1993, the deductible will change from
$100 for three (3) family members to $200 for two (2) family
members.
-Effective July 15, 1992, specific stop loss increases from
$75,000 to $100,000.
-Effective January 15, 1993, all coverage will be reimbursed
at 80% of the participant's eligible expenses. Each
participant pays his or her remaining 20% until $500 is paid
out-of-pocket. Then the program pays 100% of the covered
expenses for the remainder of the calendar year. Previously,
the following cost containment special provisions were paid at
100%:
Ambulatory (out-patient) Surgery
Pre-Admission Testing
Second Opinion
Accidental Injury (for treatment received within three
(3) days of the accident - Out-patient treatment only
-All new hires are currently insured, regardless of pre-
existing conditions, if they elect coverage when they are
first eligible. Under the proposed policy to become effective
July 15, 1992, the waiver on pre-existing conditions (1 year)
for new hires would be removed if the new employee was not
covered by a Blue Cross Blue Shield plan prior to working for
the County.
Motion: After discussion, Commissioner Retchin MOVED, SECONDED by
Vice-Chairman Greer to adopt the proposed Blue Cross Blue Shield
Plan for FY 1992-93 as recommended by staff. Upon vote, the
MOTION CARRIED UNANIMOUSLY.
APPROVAL OF CONTRACT WITH DELTA DENTAL PLAN OF NORTH CAROLINA FOR
THE NEW HANOVER COUNTY DENTAL PLAN
Human Resources Director, Andre' Mallette, stated proposals
for the administration of the County's dental program were received
from seven companies: Prudential, the current carrier; Cigna;
Protective; Ameritus; Jefferson Pilot; Delta; and Standard. After
review, staff recommends that the County self insure for dental
coverage under a contract with Delta Dental. Under this type of
arrangement, the current benefit structure would remain the same as
well as the rates, and the carrier would be paid an administrative
fee for processing and paying claims submitted.
Motion: After discussion, Commissioner Retchin MOVED, SECONDED by
Commissioner Sutton to award the contract to Delta Dental Plan of
North Carolina for administration of the New Hanover County Dental
Plan as recommended by staff. Upon vote, the MOTION CARRIED
UNANIMOUSLY.
APPROVAL OF CONTRACT WITH WILMINGTON HEALTH ASSOCIATES TO PROVIDE
WELLNESS RELATED SERVICES
Human Resources Director, Andre' Mallette, commented on
restructuring of the Corporate Health Program operated through New
Hanover Regional Medical Center and the dissolution of the.County's
HOP program and stated in an effort to provide wellness related
services, two proposals were received. After review of the
proposals, staff recommends contracting with Wilmington Health
Associates to" provide drug screens, physicals, Worker's
Compensation claims, and other wellness related services to County
employees.
Motion: After discussion of the services rendered and the rates
charged, Commissioner Sutton MOVED, SECONDED by Vice-Chairman Greer
to approve contracting with Wilmington Health Associates to provide
wellness related services. The Chairman was authorized to execute
the contract documents. Upon vote, the, MOTION CARRIED UNANIMOUSLY.
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PAGE 925
BREAK
Chairman Mathews called a break from 9:55 A.M. until 10:14
A.M.
MEETING CONVENED FROM REGULAR SESSION TO HOLD A MEETING OF THE NEW
HANOVER COUNTY WATER & SEWER DISTRICT
Motion: Chairman Mathews MOVED, SECONDED by Commissioner Retchin
to convene from Regular Session to hold a meeting of the New
Hanover County Water & Sewer District. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
Chairman Mathews convened from Regular Session at 10:15 A.M.
Motion: Commissioner Barfield MOVED, SECONDED by Vice-Chairman
Greer to reconvene to Regular Session. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
Chairman Mathews reconvened to Regular Session at 10:20 A.M.
REJECTION OF TELEPHONE BIDS FOR HEALTH DEPARTMENT TELEPHONE SYSTEM,
CONSENT AGENDA ITEM 3
County Manager O'Neal commented on the bidding process and
stated after a great deal of review, staff recommends award of the
bid to Carolina Telephone & Telegraph Company, the lowest
responsible bidder, in the amount of $127,636. Bids ranged from
$56,000 to $147,801.
Chairman Mathews asked if anyone present would like to
comment. The following remarks were received:
Mr. James Pridmore, Vice-President/General Manager of
Southcom, Inc., a local communications company, expressed concern
for not receiving the bid award since the firm submitted the lowest
bid at $56,000. Concern was also expressed for staff's
interpretation of the bid specifications with the firm's attorney
feeling that an honest mistake was made in the bid specifications,
which did not include voice mail. Therefore, in order to correct
the error, the bid should be awarded to Southcom, Inc., the lowest
responsible bidder, with voice mail being negotiated at a lower
price. It was also noted that three other bidders did not meet the
bid specifications due to misinterpretation.
Discussion was held on the complexity of the bid. County
Manager O'Neal stated all requirements were fully explained at the
pre-bid conference and requested Pam Stevenson, Office Systems
specialist, to explain the equipment bid.
Ms. Stevenson stated due to the complexity of the telephone
system, many additional questions were asked with requested
responses as a part of the bid package to be sure that the vendor
understood the type of equipment needed. Both Telco and Southcom,
Inc. submitted substantially incomplete bids. Not only was voice
mail not included in the bid, but answers were not received to five
questions, and on responses submitted, copies of manuals were
received as answers to those questions. It was impossible to
determine what features would be used by Southcom if the bid was
awarded to this firm.
Mr. Pridmore commented on meeting with the Deputy County
Manager, County Attorney, the County's Office Systems Specialist,
the County Purchasing Agent and the attorney representing SouthCom
to address the points of concern. The disagreement is with the
interpretation of a detailed description in response to the
questions asked. Southcom's attorney has concluded that the pages
copied from the manual are quite adequate in explaining the
features of the system; however, County staff does not feel the
questions were adequately answered.
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MINUTES OF REGULAR MEETING, MAY 18, 1992
PAGE 926
Deputy County Manager Gornto presented a copy of the bid
packet and explained section G, which listed seven features of the
telephone system. On the bid proposal form, instructions clearly
stated that each bidder was to fill out the form and list the seven
features. The bid submitted by SouthCom, Inc. did not complete
this section, therefore, the bid did not meet the required bid
specifications.
commissioner Barfield commented on the possibility of bidders
misinterpreting the instructions and stated a telephone call would
have resolved this misunderstanding.
A lengthy discussion was held. on the possible
misinterpretation of the bid specifications. Mr. Pridmore stated
SouthCom concurs that the bid specifications do state "de~ired and
required" features, and that the telephone bid submitted by
Southcom met those features; however, the bid did not clearly
request these features be stated in the price. The bid document
read as follows: "price by equipped configuration", not by desired
or required configuration. The Commissioners were requested to
reject all bids and re-bid the contract.
Motion: After discussion of confusion about the bid document,
Commissioner Retchin MOVED to reject all bids received and re-bid
the contract. The floor was opened for discussion.
Further discussion was held on the bid package. Commissioner
Barfield inquired as to the items omitted by Southcom, Inc.
Ms. Stevenson stated the certified financial statement was
omitted; no response was received to question C-4 regarding the
marketing organization; question F-3 describing the most technical
portion of the bid with reference to support of the 4-digit plan
between County locations was not received in a detailed description
explaining the use of features and if the proposed .system would
work; sections G1-G5 were missing which contained features to be
used for direct inward and outward dialing; the console was
missing; and G-7, the battery backup which is imperative to the
Health Department, was omitted. Staff concluded that with the
missing portions of the bid specifications, it would be impossible
to ascertain whether the telephone system bid would perform and
meet the needs of the Health Department.
commissioner Sutton commented on trying to allow local vendors
full access to County purchases and stated staff has performed
well; however, due to so much confusion and in the interest of
total fairness to the bidders involved, he would SECOND
Commissioner Retchin's MOTION to reject all bids received.
Ms. Nancy Cooper, representing Carolina Telephone & Telegraph
Company, stated the company has a local office in Wilmington with
ten employees and that the bid submitted did meet all bid
specifications. The Board was urged to award the bid to the lowest
responsible bidder, Carolina Telephone & Telegraph Company, as
recommended by staff.
commissioner Barfield expressed concern for the difference in
the cost of bids received and stated re-bidding the project could
save the County money. He also requested that the word "desire" be
removed from the bid specifications. Chairman Retchin concurred
and stated the bid document should state, "that all these features
are absolutely essential for the bid to be considered complete".
Deputy County Manager Gornto stated on the third page of the
bid specifications, the following statement is listed: "Bidders
shall submit detailed. specifications for the goods the bidder
proposes to furnish; bidder's specifications shall be in strict
< accordance with the County's specifications; any bid which is not
in strict accordance with the County's specifications must list
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MINUTES OF REGULAR MEETING, MAY 18, 1992
PAGE 927
each exception separately in a letter submitted as an attachment to
the bid proposal".
Vice-Chairman Greer commented on the importance of being fair
to the lowest responsible bidder who submitted a bid document that
met all bid specifications and stated he could not support re-
bidding the contract because other bidders did not follow
instructions.
commissioner Barfield inquired as to why the financial
statement was not presented by Southcom, Inc.? Mr. Pridmore stated
very few small businesses have a certified financial statement due
to the cost of this statement.
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Chairman Mathews called for a vote on the MOTION to reject all
bids received and re-bid the contract. Upon vote, the MOTION
CARRIED AS FOLLOWS:
Voting Aye: Commissioner Barfield
Commissioner Retchin
commissioner Sutton
Voting Nay: Vice-Chairman Greer
Chairman Mathews
commissioner Barfield commented on the importance of meeting
specifications as required in the bid, and stated for the record,
he would like for Mr. Pridmore to understand that when re-
advertising this bid, if there is a question, he should contact
staff in order to submit a bid that will meet all bid requirements.
Concern was expressed for this type of situation developing and the
importance of avoiding future problems of this nature.
WAIVER OF TIPPING FEE GRANTED TO MYRTLE GROVE VOLUNTEER FIRE
DEPARTMENT, CONSENT AGENDA ITEM #13
Commissioner Sutton expressed concern for waiving tipping fees
without a record of the exact cost and stated loss of revenue at
the WTE Facility cannot be replaced from the general fund.
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After further discussion of tonnage being recorded, County
Manager O'Neal stated in the future records will be maintained on
the amount of revenues and tonnages involved.
Motion: Commissioner Sutton MOVED, SECONDED by Vice-Chairman Greer
to waive the Landfill tipping fee as requested by the Myrtle Grove
Volunteer Fire Department for refuse from the new building project.
Upon vote, the MOTION CARRIED UNANIMOUSLY.
DISCUSSION OF THE BIDDING PROCESS AND AWARD OF CONTRACTS SCHEDULED
FOR WORK SESSION TO BE HELD ON JUNE 15, 1992
Discussion was held on the need for the Board to understand
the bidding process and contract awards.
County Manager O'Neal stated this topic will be discussed at
the Work Session scheduled for June 15, 1992.
PRESENTATION OF COUNTY MANAGER'S RECOMMENDED BUDGET FOR FY 1992-93
County Manger O'Neal commented on downsizing and complimented
staff and the department heads for being so cooperative during this
process.
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The following recommended FY ~992-93 Budget was presented:
-The existing tax rate of 59 cents is recommended.
-Over 50 positions have been eliminated through the downsizing
process. (This figure includes the 18 positions in the
Juvenile Services Department.) While there is no severe
impact on services for FY 1992-93, a continuation of
departmental budgets at these levels for future years will
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MINUTES OF REGULAR MEETING, MAY 18, 1992
PAGE 928
seriously affect services and reduce the efficiency of County
operations.
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-The recommended funding for New Hanover County Schools will
fund fire safety improvements and cuts made by the State in
funding for energy and personnel. An increase of $2,109,370
(or 12%) is recommended in the general fund contribution to
schools. This will fund their total request if a 3% cost of
living or less is funded by the State and if a small amount of
capital outlay is financed. The schools' request exceeds the
County's recommendation by $314,964. A 5% cost of living
increase was requested and a 3% was recommended, which is a
difference of $216,000 for county-funded teachers. If a cost
of living increase greater than 3% is funded by the State, the
schools will have to make adjustments within the recommended
amount to provide the increase. The remaining difference of
$98,964 is in capital outlay. The schools can either delay
some items or finance them.
-The new Senior Center and Museum expansions have opened
during the current year; therefore, realistic/conservative
estimates have been made on costs to operate and staff these
facilities for FY 1992-93. Staffing or operating expenses may
have to be increased during the next fiscal year.
-No new positions are recommended in the proposed FY 1992-93
Budget. In the Sheriff's Department, there are three
positions that were previously funded by a grant, which will
be funded by County dollars in FY 1992-93. The five positions
that were requested by the Sheriff for the 911 Center are not
recommended.
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-No funds are included for a merit program or cost of living
adjustment for County employees. The Pay and Classification
Plan implemented in the current year will be continued. This
will have virtually no impact on 60% of the employees'
compensation, but will provide additional growth. The most
recently-hired employees will see the largest impact in their
compensation.
-An amount of $300,000 is included as initial funding for a
Capital Improvement Program.
-An amount of $200,000 is included for the continued clean-up
of the burnpit.
-An amount of $300,000 is included for contingencies.
-Negotiations continue concerning the State providing adequate
funding or assuming the operation of the Juvenile Services
Center. Funds have been included in the recommended budget to
provide 3,500 client days at $65 per day, which is an estimate
of the State rate for next year. This is an increase of 20%
in the number of days from FY 1991-92.
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-The County funding recommendation for DSS is $8,350,876,
which is an increase of $1,076,754 or 15%. This is due
primarily to the increase in case loads in Medicaid, Special
Assistance to Adults, AFDC, and Food Stamps.
-The County contribution to the Health Department will be
$3,349,954, which is a decrease of approximately $11,000 from
FY 1991-92. An amount of $50,000 has been included in this
budget for the Norplant Program.
-An amount of $322,536 is recommended for installment debt for
,replacement of the County's computer system. The new system
will be financed for five years.
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MINUTES OF REGULAR MEETING, MAY 18, 1992 PAGE 929
-Funding for non-county agencies is 90% of the FY 1991-92
amount.
The estimated tax base will result in a 3.5% increase in ad
valorem taxes at the same tax and collection rate as in FY 1991-92.
Sales tax is estimated to be $878,544, or 10.6% over the current
budgeted amount. Receipts for the current year are expected to
exceed the amount budgeted by $656,937.
EMS fees are budgeted to increase $293,000 over the current
year due to the additional collection efforts. The FY 1991-92
budgeted amount was exceeded by the end of February 1992.
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The Human Services reimbursements will continue to be refined
during the next fiscal year as additional funding information is
provided by the State.
Interest earnings are estimated to be down $400,000 from the
current year as a result of the decline in interest rates.
The following items may have to be addressed in the future:
-A request for a new animal control facility.
-A request for an additional branch library to replace the
College Square Branch Library.
-The County and City are reviewing several departments for
possible consolidation.
-The 911 Center is moving towards a computer-aided dispatch,
which will improve the emergency response to County citizens.
Training the 911 Center's dispatchers to more effectively
review and dispatch the EMS calls is being considered. There
may be additional staffing and certification requirements to
adequately operate these more sophisticated systems.
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-Two congregate nutrition centers have been closed due to low
participation. Every effort will be made to serve these
clients at the four remaining sites.
-There is a cut in County funding for the home-delivered meal
program, which will hopefully be made up by additional federal
and state funding, donations, or contributions. If these
revenues are not collected, additional County funding may be
required. No one will be terminated from the program, but no
new participants will be added as places become vacant due to
attrition.
-The billboard and sign ordinance will require a great deal
more staff time as non-conforming billboards and signs will be
required to be removed. No additional staff is budgeted and
this may cause public concern.
-The new Myrtle Grove Branch Library will be completed.
-The Sheriff has informed us that additional Jailers may be
required by the State after ~he expanded jail opens.
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-There are heating and cooling problems in the Courthouse that
will need to be addressed in the future.
Other Funds:
Fire service District: The recommended budget for the Fire
Service District was approved by the Board of Fire
Commissioners with the current tax rate of 2.5 cents. Only
actual fire investigation time for the Fire Marshal will be
charged to the District.
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MINUTES OF REGULAR MEETING, MAY 18, 1992
PAGE 930
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Environmental Management Fund: The current tipping fee will
be maintained; however a one-time transfer of $1,309,893 from
the 1/2 cent sales tax revenue is required to balance the
fund. This funding is required for construction of Cell #4 at
the Landfill. The 1/2 cent sales tax revenue that is being
transferred to the Environmental Management Fund has in the
past and at the direction of the County Commissioners been
reserved for the Water & Sewer District. This transfer will
not seriously impact the progress of the sewer system, but it
is not something that can be repeated.
There are eight additional positions recommended for the
Environmental Management Fund as follows: two positions .for
the Waste-to-Energy Facility; and six positions for a pilot
curbside recycling program.
The Waste-to-Energy Task Force continues to define the details
on how the Waste-to-Energy Facility will operate in FY 1992-
93.
In summary, the recommended budget has been prepared and
reduced as much as possible without severely impacting on services
rendered by the County. The Board is requested to schedule a
Public Hearing on June 1, 1992, at 6:30 P.M. in the Assembly Room
of the New Hanover County Courthouse, to hear public comments.
Charts were presented on the revenues and expenditures.
County Manager O'Neal commented on the significant percentage
increase in human services and education stating counties continue
to absorb additional costs for these programs due to state and
federal cutbacks.
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commissioner Retchin emphasized the importance of continuing
to monitor the hiring of new employees and requested staff to
perform some comparisons with other similar counties to review and
compare the numbers of employees and methods of services being
provided.
Discussion was held on the current shopping center being used
for the distribution of food stamps with the suggestion that the
auditorium of the DSS Building be utilized until a suitable
facility is found.
County Manager O'Neal stated the present facility is not
acceptable; however, a solution is being worked out between DSS and
the vendor.
Consensus: After discussion, it was the consensus of the Board to
schedule a Public Hearing on the recommended FY 1992-93 Budget on
Monday, June 1, 1992, at 6:30 P.M. Upon vote, the MOTION CARRIED
UNANIMOUSLY.
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CHANGE OF MEETING ROOM FOR BUDGET WORK SESSIONS
Commissioner Sutton recommended holding the
Sessions in the lst Floor Conference Room of
Administration Building.
Budget Work
the County
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Consensus: After discussion, it was the consensus of the Board to
hold Budget Work Sessions in the lst Floor Conference Room of the
County Administration Building.
COMMITTEE APPOINTMENTS
Appointment of Lucretia Bedard Pearson to Serve on the New Hanover
Commission for Women
Chairman Mathews stated three applications have been received
to fi~l the expired term of Margaret Weller on the New Hanover
Commission for Women. The Commission has recommended the
appointment of Lucretia Bedard Pearson.
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PAGE 931
Motion: Commissioner Retchin MOVED, SECONDED by Commissioner
Sutton to appoint Lucretia Bedard Pearson to fill the expired
term of Margaret Weller. The term is to expire June 1, 1994. Upon
vote, the MOTION CARRIED UNANIMOUSLY.
Appointment of wendy Alper and James C. Moore to Serve on the Human
Relations Commission
Chairman Mathews stated ten applications have been received to
fill the unexpired terms of Donna Shiro and Steve Woodard on the
Human Relations Commission. The floor was opened to receive
nominations.
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Commissioner Barfield commented on community relations and
nominated James C. Moore, a member of the Wilmington Police
Department.
Commissioner Retchin commented on the importance of youth
being involved with community relations and nominated Wendy H.
Alper to fill the unexpired term of Steve Woodard.
Vice-Chairman Greer, the County's representative on the Human
Relations Commission, expressed concern for appointing a 17 year-
old to serve on the Commission and stated he is in favor of youth
representation; however, since there is a representative from a
Youth Committee, he would question this appointment.
Motion: After further discussion, Commissioner Barfield MOVED,
SECONDED by Commissioner Retchin to appoint James C. Moore to fill
the unexpired term of Donna Shiro. The term is to expire December
31, 1994. Upon vote, the MOTION CARRIED UNANIMOUSLY.
Motion: Commissioner Retchin MOVED, SECONDED by Commissioner
Sutton to appoint Wendy H. Alper to fill the unexpired term of
Steve Woodard. The term is to expire December 31, 1993. Upon
vote, the MOTION CARRIED UNANIMOUSLY.
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Reappointment of George Chadwick to Serve on the wilmington/New
Hanover County Insurance Advisory Committee
Chairman Mathews stated the Insurance Advisory Committee has
requested reappointment of George Chadwick for a third term since
he is the only applicant that qualifies as a Participating Agent.
Motion: Commissioner Retchin MOVED, SECONDED by Commissioner
Sutton to reappoint George Chadwick to serve a third term on the
Wilmington/New Hanover County Insurance Advisory Committee. The
term will expire June 8, 1995. Upon vote, the MOTION CARRIED
UNANIMOUSLY.
Appointment of Dickson Baldridge to Serve on the strategic Planning
Team
Chairman Mathews stated due to the resignation of Paul D.
Boney, there is one vacancy on the strategic Planning Team. The
floor was opened to receive nominations.
Chairman Mathews nominated Wayne Polston.
commissioner Retchin nominated Dickson Baldridge.
Motion: Commissioner Retchin MOVED, SECONDED by Commissioner
Barfield to appoint Dickson Baldridge to serve on the strategic
Planning Team to fill the vacant position created by the
resignation of Paul D. Boney. Upon vote, the MOTION CARRIED
UNANIMOUSLY.
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ADDITIONAL ITEMS - COUNTY COMMISSIONERS
Concern for Voice Mail Used by the Inspections Department
commissioner Retchin commented on continually receiving
complaints about the voice mail system being utilized by the
Inspections Department and stated the general public is very
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MINUTES OF REGULAR MEETING, MAY 18, 1992
PAGE 932
dissatisfied with the present system. He recommended immediate
action to insure that incoming calls receive a proper and timely
response and stated the system be either improved or removed.
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Assistant County Manager Weaver commented on the number of
calls received per day and stated staff is in the process of
upgrading the present system to allow incoming callers to have a
50% better chance of receiving a County employee instead of a taped
message. Another alternative would be installation of a system, at
the cost of $40,000 to $50,000, that would answer incoming calls
with utilization of a response and hold system until a County
employee becomes available.
Commissioner Retchin, again, reiterated the importance of
addressing this problem due to resentment by the general public.
Further discussion was held on the utilization of clerks and
secretaries in all Inspections offices to answer incoming calls
until a new system is implemented.
Discussion was held on customer service. Commissioner sutton
stated, if necessary, a person should be hired to fulfill the role
of a customer service representative.
County Manager O'Neal stated he will check into this matter
and report to the Board.
Discussion of Amending the Bidding Procedure
Commissioner sutton commented on the cost of a financial
statement and requested staff to accept either a certified
financial statement or a bid bond in the bidding procedures.
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Deputy County Manager Gornto requested ample time to check the
legal aspects of requiring a bid bond and/or certified financial
statement.
County Manager O'Neal stated Staff will be glad to check into
this matter and discuss this item at the Budget Work Session
scheduled for May 21, 1992.
ADDITIONAL ITEMS - COUNTY MANAGER
support of HB 916 for Distribution of Local Revenues
County Manager O'Neal stated the North Carolina Association of
County Commissioners has requested support of HB 916, a bill
earmarking distributions and reimbursements to local governments
rather than by appropriation, and removal of the cap placed on
these reimbursements that was adopted in 1991. Staff recommends
authorization for the Chairman to write a letter of support to be
forwarded to the Association and local legislative delegation.
Motion: Commissioner Retchin MOVED, SECONDED by Commissioner
Barfield to authorize the Chairman to write a letter of support for
HB 916 to be forwarded to the N. C. Association of County
Commissioners and local legislative delegation. Upon vote, the
MOTION CARRIED UNANIMOUSLY.
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Adoption of Resolution Approving An Installment Purchase Contract
for the Law Enforcement Center Expansion
Finance Director, Atkinson J. Atkinson, presented and
requested adoption of a resolution prepared by bond counsel for
approval of an installment purchase contract with First Union
National Bank of North Carolina for the Law Enforcement Center
expansion.
Motion: Chairman Mathews MOVED, SECONDED by Commissioner Sutton to
adopt the resolution as presented. 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 39.
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PAGE 933
EXECUTIVE SESSION
County Manager O'Neal requested an Executive Session to
discuss property acquisition.
Motion: Commissioner Retchin MOVED, SECONDED by Commissioner
Sutton to convene to Executive Session to discuss property
acquisition. Upon vote, the MOTION CARRIED UNANIMOUSLY.
Chairman Mathews convened from Regular Session to Executive
Session at 12:10 P.M.
Motion: Commissioner Retchin MOVED, SECONDED by Vice-Chairman
Greer to reconvene to Regular Session. Upon vote, the MOTION
CARRIED UNANIMOUSLY.
Chairman Mathews reconvened to Regular Session at 12:35 P.M.
ADJOURNMENT
Chairman Mathews adjourned the meeting at 12:36 P.M.
Respectfully submitted,
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Lucie F. Harrell
Clerk to the Board
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