060920wsmHARNETT COUNTY BOARD OF COMMISSIONERS
Work Session Minutes
June 9, 2020
The Harnett County Board of Commissioners met in work session on Tuesday, June 9, 2020, in
the Commissioners Meeting Room, County Administration Building, 420 McKinney Parkway,
Lillington, North Carolina. Due to COVID-19 this meeting was not open to members of the
public to attend in person however citizens and staff were provided options to listen to the
meeting live. Only County staff necessary to conduct the meeting or to speak on scheduled
agenda items were in attendance and stationed in the meeting chambers to maintain the
recommended social distancing of 6 feet as the Board demonstrated compliance with State law.
Members present:
Staff present:
Howard Penny, Chairman
Joe Miller, Vice Chairman
Mark B. Johnson, Commissioner
Barbara McKoy, Commissioner
Gordon Springle, Commissioner
Paula Stewart, County Manager
Dwight Snow, County Attorney
Kimberly Honeycutt, Finance Officer
Margaret Regina Wheeler, Clerk
Chairman Penny called the meeting to order at 9:00 am and led the Pledge of Allegiance and
invocation.
The following agenda was before the Board:
> Call to order, Pledge of Allegiance and Invocation
> General Budget Discussion:
- Sheriff's Office positions
- Salary and Grade Table changes
> Discuss revised project ordinance and GMP for the Erwin Elementary School
Project
➢ Present proposed changes to the Personnel Ordinance
> Property & Liability Insurance Bid Discussion
➢ County Manager's Report:
- June 15, 2020 Regular Meeting Agenda Review and meeting logistics
Review applications to serve on Boards and Committees
Invitations and upcoming meetings
➢ Closed session
> Adjourn
June 9, 2020 Work Session Minutes
Harnett County Board of Commissioners
Page 1 of 4
During general budget discussions Mrs. Stewart asked commissioners to leave the budget as is
and revisit funding the vacant positions in the Sheriff's Office after July 1St. Mrs. Stewart said
the cost to fund these positions; which includes two deputy sheriffs, two detention officers and
one administrative position, totals $262,324. Sheriff Wayne Coats responded that he is using the
SRO positions to patrol neighborhoods until school starts back. He said that we've been blessed
here in Harnett County so far but with the civil unrest like we have today we need to do whatever
can be done as quickly as possible.
Commissioners assured Sheriff Coats that they were not saying no but that they will revisit the
request after July 1St. Sheriff Coats said he has enough people to fill the positions and asked that
the additional funding not be taken from his remaining budget. Staff will meet with the Sheriff
and make a recommendation about this to the Board during the June 30th work session.
Brian Haney, Assistant County Manager, made the Board aware that within the budget ordinance
seven Harnett Regional Water positions would be broken out into multiple grades consistent with
some positions in other departments. He said no additional funds were needed; the multiple
grades are to account for salary increases for certification levels.
Mrs. Stewart presented a revised project ordinance totaling $27,500,000 for the Erwin
Elementary School Project. The original project ordinance for $23,000,000 for the Erwin
Elementary School was approved in June 2019. Mrs. Stewart reported that the total probable
cost for the Erwin Elementary School for 690 students is $29,110,123; the GMP is $25,291,931.
She said the proposed revised project ordinance is only for $27,500,000 million as staff feel like
we will get a premium on the bonds and could use local monies for some of the other costs.
Discussions continued.
Mrs. Honeycutt noted the County is still on schedule to go to the bond market on June 30`h if the
resolution is approved by the Board on June 15th. She noted that our debt affordability analysis
and all of our percentages have been run on us borrowing $27,500,000 and paying that back.
Staff responded that if we do not get a premiums on the bonds the County will have to pay the
rest out of local monies. Staff acknowledged that we don't usually borrow money to buy
computers and furniture but said in the end we really won't be because we typically have money
left over.
Mr. Haney presented the following proposed changes to the Personnel Ordinance that he said
would addressed multiple issues in the ordinance regarding The Pay Plan:
■ ARTICLE III. THE PAY PLAN
Updating the Performance Pay Plan including adding eligible part-time employees into
the Performance Pay Plan, moving the effective date of earned performance increases to
the start of the pay period immediately following an employee's anniversary date,
updating eligibility requirements, and allowing the County Manager to address situations
where employees who were left in the 3/5 Pay Plan after July 1, 2017, would have
benefited more from inclusion in the Performance Pay Plan.
June 9, 2020 Work Session Minutes
Harnett County Board of Commissioners
Page 2 of 4
• ARTICLE IV. Section 8. Probationary Period of Employment
Updating to allow promoted employees to use leave during their probationary period.
• ARTICLE V. Section 12. Performance Evaluations
Updating to make clear guidelines and expectations for the timely completion of
evaluations and submittal of any resulting Personnel Actions.
• ARTICLE VI. Section 3. Vacation Leave
Updating to allow promoted employees to use leave during their probationary period.
Staff responded to questions and comments from commissioners; specifically why some
employees are considered in "work against" positions vs being on probation. Discussions
continued. Commissioners will consider approving these changes to the Personnel Ordinance
during their upcoming regular meeting.
Mrs. Stewart reviewed the process and timeline leading to staff's selection of NCACC Risk
Management Liability and Property Pool as the County's broker for property & liability
insurance. She noted that the County engaged McNeary Consulting Services to handle a
competitive bid process for the county's property & liability insurance given how large and
complicated it can be. Mrs. Stewart listed the benefits she believes the Association will provide
the County. She recommends an initial one-year contract with NCACC Risk Management
Liability and Property Pool. Senior Staff Attorney Christopher Appel said the main difference
between Surry and the NCACC was regarding flood insurance. Mrs. Stewart also reported that
the County would have to stay with Safety National for excess workers compensation and
employer's liability. She also said NCACC does not cover some equipment in the Sheriff s
Office. Mrs. Stewart noted that staff would be going out with an RFP for workers compensation
the following year.
Staff consulted with Commission Springle during this process. Commissioner Springle said very
few companies are going to cover everything so having multiple companies that do specific
things is extremely important. He shared his concerns about the liability coverage as he believes
the market out there can provide us a lot more coverage. Commissioner Springle suggests that
staff look at other companies that offer an umbrella policies that can work with NCACC to be
able to provide the most coverage. He said we do not need to put our citizens in the position
where we are taking tax monies to pay a claim that someone has filed against the County. Staff
will research this and come back to the Board.
Mrs. Stewart reviewed the draft June 15, 2020 regular meeting agenda. A draft Resolution to
Preserve and Defend the Right to Peacefully Assemble and Condemning Acts of Violence and
Looting was distributed for review. Staff sought direction from the Board regarding meeting
logistics for July. The Board reviewed applications to serve on boards and committees. Mrs.
Stewart reviewed invitations and upcoming meetings. She also noted that she would be out of
the office on vacation the week of June 29th.
June 9, 2020 Work Session Minutes
Harnett County Board of Commissioners
Page 3 of 4
Mrs. Stewart distributed FY18 Geographic Distribution of VA Expenditures Summary of
Expenditures by State and FY 19 Geographic Distribution of VA Expenditures Summary of
Expenditures by NC counties.
Mr. Haney provided a brief update on renovations at the old Benhaven School facility.
There was no need for closed session.
Vice Chairman Miller moved to adjourn the meeting at 10:20 am. Commissioner Johnson
seconded the motion that passed unanimously.
et Regina n, eeler, Clerk
June 9, 2020 Work Session Minutes
Harnett County Board of Commissioners
Page 4 of 4