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1992-05-18 Regular Meeting . . . ~ 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 ~ ( 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 () 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: () 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. () 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 ~ '~ ~t.Si...tA.t~~:,_-:~ ~ to .. 1"' i,~' - ~ .. ....1~ ~,.;,,~ 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. . 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. . 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 . 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: ~ / MINUTES OF REGULAR MEETING, MAY 18, 1992 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. () 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. o ~ 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. () 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. ~ . . . ~ ~t;'tJt., \> b t~.~':~J'~:t./..!'~. .: ~'. 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 ~ (~ I I I 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. () 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? () 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. () 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: ~ . . . ~ .~. f~tz::;!"'~' ;i'. '.':;';'i' MINUTES OF REGULAR MEETING, MAY 18, 1992 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. ~ (~ I MINUTES OF REGULAR MEETING, MAY 18, 1992 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. ~ o '0 o . . . ';":~~}~' ~~. ,.., ~f~g !~,'t} ;.. 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 ~ ( I f I 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. () 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. () 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. I~ 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 ~ '~..- ~,~;.ir -.., !~~;I !",:.' MINUTES OF REGULAR MEETING, MAY 18, 1992 PAGE 928 seriously affect services and reduce the efficiency of County operations. . -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. . -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. . -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. ~ ( [ ~ 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. () 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. () -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. () -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. :'l; .' "" "!~>; ~ g. .$1 ~ MINUTES OF REGULAR MEETING, MAY 18, 1992 PAGE 930 . 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. . 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. " 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 . 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. ~ ( ( I , l I ~ MINUTES OF REGULAR MEETING, MAY 18, 1992 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. () 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. () 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. o 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 ~ ~.~ ~ 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. . 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. . 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. . 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. ~ ~ /' ( i I .~ MINUTES OF REGULAR MEETING, MAY 18, 1992 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, ~d ;/~ Lucie F. Harrell Clerk to the Board o () ()