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071009wmHarnett County Board of Commissioners Minutes of Work Session July 10, 2009 The Harnett County Board of Commissioners met in special session on Friday, July 10, 2009, in the Commissioners Meeting Room, County Administrative Building, 102 East Front Street, Lillington, North Carolina. Members present: Timothy B. McNeill, Chairman Beatrice B. Hill, Vice- Chaiiuian Dan B. Andrews, Commissioner Jim Burgin, Commissioner Member absent: Gary House, Commissioner Staff present: Scott Sauer, County Manager Wm. A. (Tony) Wilder, Assistant County Manager Dwight W. Snow, County Attorney Sylvia Blinson, Finance Officer Jennifer Slusser, Staff Attorney Gina Daniel, Acting Clerk Chairman McNeill called the meeting to order at 10:00 am. The following agenda was before commissioners: 1. Town of Lillington — Fire Station 2 /Rescue Services co- location 2. Public Utilities a) Hein's Property b) Flower's Property c) Cypress Creek sub - contract 3. Economic Development — grant notice 4. General Service: 5. Planning: 6. Human Resources a) NC DOT — approved funds — state facility b) NC DENR — landfill penalty a) Request to rezone Conservation to RA -20M b) AMPI Policy and Procedures c) Electrical transformer platform — Hwy 401 d) Overhills Property — building removal a) Early retirement b) Part -time employees c) 401K match d) Work Place Violence Policy Harnett County Board of Commissioners June 10, 2009 Work Session Minutes Page 1 of 5 7. County Manager a) Board Inquiries: overtime report for last 6 months number of county employees - number of county vehicles - local contractors on cap. projects - review bidding/contract process - meetings with surrounding counties (pooling /sharing resources) special meetings pay — income taxes Misc. 1099 boards and committees on web b) Fiscal controls (and purchasing limits) c) Sheriff Rollins — jail food service update d) Brighwater campus incident e) Workforce Development Board update 1) Proposed 2009 Meeting Schedule g) Approval of June 1, 2009 minutes h) Voting Credentials - 2009 NACo Conference Tommy Burns, Lillington Town Manager, addressed the Board regarding the Town of Lillington's Fire Station 2 /Rescue Services co- location north of the river. It was the consensus of the Board to move forward with this project. Mr. Burns also reported that the Town of Lillington has requested to take over McKinney Parkway. Glenn McFadden, Public Utilities Deputy Director, and Jennifer Slusser, Staff Attorney, updated the Board regarding issues with the Hein's property and the Flower's property. They also discussed the proposed Cypress Creek sub - contract where the developer wants guaranteed capacity. It was the consensus of the Board for staff to move forward drafting the agreement with the assurance it would not have a negative impact on the WHIP Industrial Park. Mrs. Slusser updated the Board regarding the county's property on Ponderosa Road and Mr. Patterson's requested for the County to consider giving him an easement to the property as they did for Mr. Haines in 2002. Commissioner Burgin moved to direct legal staff to hire a surveyor to survey and divide the land in to three tracks as agreed upon by Mrs. Gallis, Mr. Haines and Mr. Patterson. The County will upfront the cost for the survey and recoup the cost in the sale of the property. Commissioner Andrews seconded the motion which passed 4 — 0. LeeAnne Nance, Director of Economic Development, gave a quarterly report including a summary of grants awarded for Brightwater. Harnett County Board of Commissioners June 10, 2009 Work Session Minutes Page 2 of 5 Ralph Thuttnan, Transportation Supervisor, announced they had received official approval to enter in to paperwork and begin construction of the 2000 sq ft Transportation Building with parking for vans. NC DOT approved funds in the amount of $549,000 for a State Facility grant. Vice Chailuian Hill moved to accept the grant award, approve the Transportation Project and authorize the Chairman to sign the documents. The motion was seconded by Commissioner Burgin and passed 4 — 0. A budget amendment is needed. Mr. Thuinian noted there is some interest in moving the site of the building and requested direction from the Board. The Board will consider building placement and award formal contracts at their meeting on July 20, 2009. Harnett County received a Compliance Order with Administrative Penalty in the amount of $9,464.44 by NC DENR's Division of Waste Management for a leachate leak at the Dunn Erwin C &D Landfill. Mr. C.T. Clayton of C.T. Clayton, Sr., P.E., Inc., discussed the issue with commissioners and explained the leachate process. Mr. Clayton said this is not an unusual event as older models /landfills were constructed without a leachate collection system. Mr. Clayton shared a preliminary engineering report of Dunn -Erwin Landfill Leachate Corrective Action Management which offered four alternatives for a solution. Mr. Clayton also noted they were in the process of getting permitted for a new cell within two years. He briefly discussed long term plans for the landfill and the need to investigate purchasing land surrounding it. It was the consensus of board to move forward with investigating a land purchase. Commissioner Burgin moved to proceed with the least cost interim solution for the leachate and development of a long term plan. Vice Chairman Hill seconded the motion which passed unanimously. Mrs. Slusser discussed a complaint by Mr. Earl Stephenson's regarding the placement of a Progress Energy voltage regulator transfoiuier bank on his property. Marty Clayton with Progress Energy said he was aware of the project but needed more information. Mr. Clayton will follow -up with the County Manager. Mark Locklear, Planning Manager, briefed the Board on a requested rezone from Conservation to RA -20M. The applicant would like to build a house within the conservation district which is a buffer for environmentally sensitive areas. Mr. Locklear noted the subject property is currently undeveloped and includes a creek, ponds, wetlands, hydric soils and flood zone. Mr. Locklear reported that NC DENR and the Corp reviewed the request and do not think Harnett County should change their conservation. Mr. Locklear also reported the Planning Board's decision to deny the request 4 to 2. Mr. Locklear pointed out that the applicant has room on his property to construct outside of the conservation area but wants a better view. This rezoning request will come before the Commissioners at their next regular meeting. Harnett County Board of Commissioners June 10, 2009 Work Session Minutes Page 3 of 5 Regarding the Hairfield Farm Tract (Overhills property), Mr. Locklear informed the Board that the county would be responsible for the closing costs of transferring the property to the county. G.S. states the property must be used for education purposes. Mr. Locklear said the Anny has offer the buildings on the property to the County but cannot help or pay to move the buildings. Chairmen McNeill said if staff finds grant money for the closing cost then we could proceed but using tax money for this is out of the question. Joseph Jeffries, Planning Director, presented Policy and Procedures for Project AMPI — Abandoned Manufactured Home Planning Initiative. Staff determined a public hearing regarding the policy was not necessary. Commissioner Burgin moved to adopt the policy as presented. Vice Chairman Hill seconded the motion which passed unanimously. Commissioner Burgin asked if there was anything that could be done about abandoned tobacco barns. Trinity Faucett, Human Resources Director, discussed the proposed Early Retirement Incentive Program which was proposed as a cost saving measure. Mrs. Faucett previously shared three different options for the program. She noted ten employees are interest in the early retirement program which could save the County approximately $100,000. It was the consensus of the Board to focus on Option 3 — Percent of Salary Bonus and retiree health insurance based on length of service. Staff will bring the policy back to the Board for consideration. Mrs. Faucett presented for consideration a recommendation to reclassify county employees. Commissioner Burgin moved to adopt the definitions for employee and employment categories as part of the Harnett County Personnel Ordinance. The motion was seconded by Commissioner Andrews and passed unanimously. Mrs. Faucett distributed an amended Employee Benefit section of the Harnett County Personnel Ordinance and reviewed the amendments. Vice Chairman Hill moved to adopt the changes as presented. Commissioner Burgin seconded the motion which passed unanimously. Mrs. Faucett distributed a work place violence policy for review. The policy will be considered by the Board at the July 20, 2009, meeting. Mr. Sauer discussed and distributed information responding to Board inquiries regarding overtime report for last 6 months, number of county employees, number of county vehicles, special meetings pay — income taxes Misc. 1099, and boards and committees on web site. Human Resources was asked to look at ways to reduce overtime. Harnett County Board of Commissioners June 10, 2009 Work Session Minutes Page 4 of 5 Mr. Sauer also shared a letter giving notice of a public hearing by the North Carolina Capital Facilities Finance Agency regarding the financing and refinancing of capital facilities with the proceeds of tax - exempt bonds for Campbell University, Incorporated — Not to exceed $72 Million in Educational Revenue Bonds. Mrs. Blinson proposed changes to the Purchasing Policy of the Harnett County Finance Office Departmental Guidelines. She also distributed a list of employees who currently have county purchasing cards. The Board will consider approving the changes to the policy at their upcoming meeting. Mr. Sauer announced that the Sheriff Office was taking bids for contracting out for food services which could lower the cost per meal to around $1.70 from $3.00 and over. Mr. Sauer said this change would impact four to five cooks who would be given notice and encouraged to apply with the contract company. Mr. Sauer told the Board that survey work on the Brightwater campus revealed buckets of marijuana with an irrigation system. The incident was handled by the Sheriffs Office. Mr. Sauer gave an update on the Workforce Development Board and announced the transition plan had been approved. Commissioners discussed proposed upcoming meetings and scheduled budget work sessions. Commissioner Burgin requested preparation of a budget sheet comparing proposed verses actual budgets for the previous year. Commissioner Andrews moved to approve the minutes of the June 1, 2009 regular meeting of the Harnett County Board of Commissioners. Vice Chairman Hill seconded the motion which passed unanimously. Chairman McNeill nominated Commissioner Andrews as the voting delegate for the upcoming 2009 NACo Conference. Vice Chairman Hill seconded the motion which passed unanimously. Vice Chairman Hill moved to adjourn the meeting at 2:15 pm. Commissioner Burgin seconded the motion which passed unanimously. XIV cNeill, Chairman Harnett County Board of Commissioners June 10, 2009 Work Session Minutes Page 5 of 5