1992-05-13 Work Session
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MINUTES OF WORK SESSION, MAY-13, 1992
PAGE 913
ASSEMBLY
The New Hanover County Board of Commissioners held a joint
Work Session with the Wilmington City Council on Wednesday, May 13,
1992, in the Council Chambers of the city Hall, 102 North Third
Street, Wilmington, North Carolina.
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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.
City Council Members present were: Councilman J. D. Causey;
councilman Hamilton E. Hicks, Jr.; Councilman Luther H. Jordan;
Councilman Katherine B. Moore; Councilman Richard C. Snyder; Mayor
Don, Betz; city Manager, William Farris; City Attorney, Tom Pollard;
and City Clerk, Claire Hughes.
Mayor Betz and Chairman Mathews called the respective boards
to order and welcomed all persons present.
Mayor Betz stated at the request of Councilman Hicks, the
j oint meeting has been scheduled to discuss items of mutual
concern, particularly the possible merger of the City and County
Planning Departments and Parks and Recreation Departments.
DISCUSSION ON MERGER OF CITY AND COUNTY PLANNING DEPARTMENTS
County Manager O'Neal stated the County and City staff have
been exploring the possibility of consolidating the Planning
Departments with preparation of a draft interlocal agreement that
could serve as the vehicle to merge the two departments. The
following topics were discussed:
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-Formation of a Joint Planninq commission: The existing city
Planning Commission and the County Planning commission would
be eliminated with one joint Planning Commission formed. This
Commission would have seven members, three appointed by the
county Commissioners and three members appointed by the City
with the appointment of a seventh member rotating between the
County and City. Terms would be for three years with a limit
of no more than two consecutive terms. There would be no
residency requirements. The joint commission would perform
the same basic functions as currently performed by the City
and County Planning commissions.
-Administration: A joint County/City Planning Department
would be formed by transferring most of the present City
Planning staff to the County. All of the Planning staff would
report to a Planning Director, and the joint department would
operate under County administrative requirements. Although
actual decisions concerning hiring, evaluations, and
terminations would be the responsibility of the County
Manager, all such decisions would be made in close
consultation with the city Manager.
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-The joint Department would function under a Work Program and
Budget approved by both the County and City. The Planning
Director, with input from the joint Planning commission and in
consultation with the County and City Managers, would develop
a Work -Program for the coming year. After approval of the
Work Program by the city and County Managers, the Planning
Director would submit the Work Program to the City Council and
the Board of County Commissioners for approval. The
preparation of the budget will be coordinated with the review
and approval of the Work Program by the City and County
Managers with final approval by the Board of County
Commissioners and the City Council.
-The expenses of the approved budget would be apportioned
between the city and County based on an agreed upon formula.
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MINUTES OF WORK SESSION, MAY 13, 1992
PAGE 914
This formula, which is still being developed, will result in
a sharing of the cost savings between the city and County
based on criteria of the property tax base and population.
County Manager O'Neal stated there are still several questions
to be resolved in drafting the interlocal agreement. These include
whether or not the city's transportation planning function should
be transferred to the joint Planning Department, and where the
consolidated department is to be physically housed. It is also
important to note that the development of the first year's Work
Program will take considerable effort with development of common
ordinances and fees. It is felt by both the County and City staff
that consolidation of the Planning Departments should be pursued in
order to provide a more efficient management of the departments as
well as better service to the general public. The implementation
date is proposed for January 1, 1993.
Commissioner Sutton stressed the importance of responding to
the general public, and asked if the number of seven members should
be increased to nine?
Councilman Hicks stated, as a member of the past joint
City/County Planning Commission, the number of seven was adequate
at that time. Due to the wide variety of requests, both staff and
members of the Commission had to become more focused on the issues
and learn to work together as a team.
Discussion was held on developing common ordinances.
Commissioner Barfield expressed concern for combining the
departments without these ordinances in place.
Assistant County Manager, Dave Weaver, stated initially, the
joint Planning Commission would address zoning text amendments with
code enforcement performed separately by the City and County until
common ordinances have been developed.
Emphasis was placed on developing a Work Program for the joint
department and Planning commission that will adequately address the
needs of the City and County. Councilman Hicks stated in the past,
items were not clearly identified in the work structure with many
city and county residents feeling they were not receiving a fair
share of time for their planning needs.
Further discussion was held on eventually developing one
location where citizens can obtain information and applications for
planning, water & sewer, building permits, etc. County Manager
O'Neal stated this development should occur in increments.
Discussion was held on developing a formula based on criteria
of the property tax base and population that will equitably share
the cost of a joint Planning commission between the City and
County. Assistant County Manager, Dave Weaver, stated the formula
will be based upon a readily measurable criteria population
property tax base; for example, when the City annexes a part of the
County, their share of the property tax and population will
increase proportionately to the County's share; therefore, the
City's budget will increase.
Discussion was held on hiring, evaluations, and terminations.
Commissioner Barfield inquired as to whether the County Manager
would be able to make these decisions? County Manager O'Neal
stated all decisions of this type would be made by the County
Manager in close consultation with the City Manager. Emphasis was
placed on the importance of a good working relationship between the
City and County Managers.
Councilman Hicks inquired as to whether City employees being
transferred to the County will maintain the same level of benefits?
City Manager Farris stated the City and County benefit programs are
very similar; therefore, this should not be a problem.
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MINUTES OF WORK SESSION, MAY 13, 1992
PAGE 915
Councilman Causey asked if the Historic District Commission
will be part of the consolidated Planning Commission? City Manager
Farris stated this function will be consolidated since it is a part
of the City's Zoning Ordinance. There should be no mechanical
problems experienced; however, some policy questions may have to be
addressed.
Discussion was held on the amount of money saved by
consolidation of the Planning Departments. It was generally agreed
that funds would not be immediately saved; however, the
consolidation would become cost-effective in the future. County
Manager O'Neal emphasized the importance of common ordinances and
regulations that allow New Hanover County to grow and at the same
time preserve its quality of life.
commissioner Snyder commented on development of a common
qrdinance and stated when this occurs, the planning function should
become the total responsibility of the County, which will
eventually save money.
After further discussion, Commissioner Retchin recommended
that the City and County Planning Commissions meet to review the
proposed interlocal agreement with recommendations and comments
being presented to the governing bodies.
Consensus: After further discussion, it was the consensus of the
New Hanover County Board of Commissioners and the Wilmington City
Council to pursue consolidating the City and County Planning
Departments, and request the City and County Planning Commissions
to meet for review of the draft inter local agreement with comments
and recommendations being presented to the governing bodies.
DISCUSSION ON CONSOLIDATION OF PARKS AND RECREATION DEPARTMENTS
Deputy County Manager, Mary Gornto, stated Dr. Sue Combs,
Director of the Health, Physical Education and Recreational
~epartment of UNC-W, along with other faculty members, is
performing a study of merging the Parks and Recreation Departments.
Prior to the study, City and County staff developed a primary
objective for the consolidation of facilities, services, and
organizational structures that will result in efficiency, equitable
cost sharing, and better services within "existing resources".
Emphasis was placed on the preparation of a study that would not
require additional expenditures and personnel.
The following activities have been performed:
-Comprehensive inventory of public and private recreational
facilities and programs in the community.
-Survey on use of current facilities.
-Analysis of inventory and survey by UNC-W staff.
Initial findings by UNC-W should be prepared by May 26, 1992,
with a final report completed by the first of June. The report
will include recommendations for the entity to be established;
services to be provided for programs, facilities, park lands,
maintenance; and other unique aspects of both City and County Parks
& Recreation Departments. Also, the study will present
recommendations on administration, personnel, budget & funding,
fees & charges, .legal structure, property ownership, and the
advantages and disadvantages of consolidating the departments.
Mayor Betz inquired as to whether January 1, 1994, would be a
more appropriate target date than January 1, 1993.
Assistant County Manager Gornto stated if the report is
acceptable to both governing bodies, the program could possibly be
implemented by January 1, 1993.
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MINUTES OF WORK SESSION, MAY 13, 1992
PAGE 916
commissioner Barfield inquired as to whether staff will be
reduced with the proposed consolidation, and, if so, he strongly
feels that employees should be notified.
City Manager Farris stated city employees are aware of
discussions being held on the possible merger and the changes that
could occur; however, at this time, it is impossible to predict
these changes.
councilman Snyder stated consolidation of the Parks &
Recreation Departments does not always mean a reduction in staff.
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commissioner Barfield inquired as to why both governing bodies
are considering merging of this department or any other department
if money is not going to be saved?
councilman Youngblood agreed with Commissioner Barfield and
stated he would like to see some cost effectiveness in terms of
staff, equipment, and maintenance.
Mayor Betz emphasized the importance of receiving the report
from UNC-W which could reflect a duplication of services as well as
reflect how a consolidated department can provide better services
in a more cost-effective manner. He also commented on the
possibility of utilizing the private sector for operation of some
of the facilities.
commissioner Retchin emphasized the importance of moving
forward with the merger of the both the Planning and Parks &
Recreation Departments and stated these mergers will provide better
services to our citizens as well as save money for the taxpayers in
the future.
In summary, it was generally agreed that consolidation of
these departments should be pursued.
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REVIEW OF LEGISLATIVE PRIORITIES SUBMITTED BY THE NORTH CAROLINA
ASSOCIATION OF COUNTY COMMISSIONERS
county Manager O'Neal discussed and presented the following
legislative priorities of the North Carolina Association of County
Commissioners:
-Reimbursements for repealed local revenues and state-shared
revenues.
-Increased county responsibility for safekeeper prisoner
upkeep.
-A proposed state surcharge on county solid waste facilities.
-Recommendations from the N. c. Sentencing commission which
would revise the felony and misdemeanant sentencing structure.
-Restructuring of the state's system for enforcing child
support enforcement so that one agency would oversee this
function.
commissioner Retchin stated the N. C. Department of
Corrections has initiated legislation that would charge counties
medical costs for prisoners held by the state retroactive for a
period of five years. counties feel the proposed legislation is
most unfair and will appreciate any support given in opposition to
the proposed legislation. He also encouraged the City to support
passage of HB 916, a bill lito provide that distributions and
reimbursements to local governments shall be provided by earmarking
rather than by appropriation, and to remove the cap on these
distributions and reimbursements that was adopted in 1991". The
bill was introduced by Representative Ann Barnes of Orange County.
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MINUTES OF WORK SESSION, MAY 13, 1992
PAGE 917
REVIEW OF LEGISLATIVE GOALS SUBMITTED BY THE NORTH CAROLINA LEAGUE
OF MUNICIPALITIES
City Manager Farris presented the following goals submitted by
the League of Municipalities:
-Emphasis on restoring repealed local revenues and state-
shared revenues.
-Land Use Planning. Efforts are being made to erode local
authority over zoning and outdoor advertising.
-Support for continuation of the housing Trust Fund.
-continuation of Clean Water Loan and Grant Fund.
-State assistance with the creation of market for recyclable
materials.
DISCUSSION OF LOBBYING COMMITTEE
Councilman Youngblood recommended establishing a lobbying
group composed of County Commissioners and city Councilmen to visit
Raleigh on a regular basis when the General Assembly is in session.
Emphasis was placed on the lobbying success of the Piedmont and the
importance of forming a group to represent our area.
DISCUSSION OF CITY APPOINTMENT TO THE NEW HANOVER COUNTY ALCOHOL
AND DRUG ABU~E TASK FORCE
Commissioner Barfield inquired as to whether the City has
appointed a representative to serve on the New Hanover County
Alcohol and Drug Task Force?
Mayor Betz stated the City has taken this matter under
advisement, but no appointment has been made.
DISCUSSION ON MAINTENANCE OF SCHOOL YARDS
Vice-Chairman Greer stated when considering consolidation of
the Parks & Recreation Departments, staff may wish to consider
utilizing this group for maintenance of schools grounds.
REMARKS FROM SENATOR ELECT LUTHER JORDAN
Senator Elect Jordan expressed appreciation for support in the
election, and stated he will endeavor to work very closely with
local governments while serving in the North Carolina Senate.
DISCUSSION ON THE POSSIBLE MERGER OF DATA PROCESSING DEPARTMENTS
Councilman Hicks requested both governing bodies to consider
the possibility of merging the City and County Data Processing
Departments, particularly with the similarity of functions and the
cost of equipment.
ADJOURNMENT
Chairman Mathews commented on the success of the meeting and
expressed appreciation to the City Council for hosting the Work
Session.
Chairman Mathews adjourned the meeting at 9:20 A.M.
<!es~ ctfully submitted,
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Lu . _F. Harrell
Clerk to the Board
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