06132017wsmHARNETT COUNTY BOARD OF COMMISSIONERS
Minutes of Work Session
June 13, 2017
The Harnett County Board of Commissioners convened in work session on Tuesday, June 13,
2017, in the County Manager's Conference Room, County Administration Building, 102 East
Front Street, Lillington, North Carolina.
Members present:
Staff present:
Gordon Springle, Chairman
Joe Miller, Vice Chairman
Barbara McKoy, Commissioner
Howard Penny, Commissioner
Abe Elmore, Commissioner
Joseph Jeffries, County Manager
Paula Stewart, Deputy County Manager
Dwight Snow, County Attorney
Kimberly Honeycutt, Finance Officer
Margaret Regina Wheeler, Clerk
The following agenda was before commissioners:
> Audit Proposal for BCBS Medical Claims
➢ Performance Pay Plan Discussion
➢ County Manager's Report:
- June 19, 2017 Regular Meeting Agenda Review
- NCACC 2017 Annual Conference, August 10 —12 Durham County
> Closed session
➢ Adjourn
Chairman Springle called the meeting to order at 9:00 am. Commissioner McKoy led the Pledge
of Allegiance and invocation.
Harnett County Human Resources Benefits Coordinator Margie House requested that an audit be
performed on our BCBS medical and prescription claims by MedReview at a cost of $30,000.
John Gasiorowski, the County's health insurance broker, elaborated on the request noting once in
a while you need to audit your third party administrator. He said our claims have been extremely
high over the past two years and often times there are errors in the processes. Mr. Gasiorowski
said in his experience companies typically recover the cost of the audit several times over. The
process will takes approximately six months to complete. Commissioners will consider approval
of the request during their upcoming regular meeting. Mr. Jeffries noted staff budgeted for the
$30,000 audit in the proposed FY17-18 budget.
June 13, 2017 Work Session Minutes
Harnett County Board of Commissioners
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Mr. Gasiorowski responded that given the County is self-funded they have the opportunity to opt
in or opt out of offering transgender benefits. The County will have to sign a waiver to hold
BCBS hold -harmless if they did opt out of offering those benefits. Discussions continued. It
was the consensus of the Board to opt out of offering elective transgender benefits.
Brian Haney, Director of Community and Government Relations, presented proposed changes to
the 3/5 Plan which currently allows employees to go to 10% above minimum after 3 years and
go to 20% above minimum after 5 years. He said the plan is not tied to performance reviews and
offers little possibility for increase after 5 years. Mr. Haney listed concerns with the 3/5 Plan
including it starts over with promotion, it is difficult to keep track of and cost issues.
Mr. Haney noted the Board adopted a Performance Pay Plan in October 2016 to pick up where
the 3/5 Plan leaves off to allow employees to earn increases throughout their careers. The new
Performance Pay Plan allows:
1) Increases given every three years after the 5 -year mark,
2) Based on performance reviews from each of three years,
3) Recommended 4% increase (1.33% per year), and
4) Additional increase for employees with 26 or more years with County (1.5% annually).
Mr. Haney noted concerns with the current Performance Pay Plan includes identifying where
employees fall in 3 -year cycle and requiring the Board to set percentages for three years.
On behalf of the Pay Plan Committee, Mr. Haney presented the following proposal for
discussion:
1) Eliminate the 3/5 Plan effective July 1, 2017 however the Plan would remain in place for
current employees below "job rate".
2) Move to Annual Performance-based Play Plan:
a. Based on performance reviews,
b. Annual increases set by County Manager during Budget
i. Recommending 1.33% first year
c. Initial benefit of extra .17% for 26+ year employees for first three years
i. 21+ years for sworn Law Enforcement Officers
d. Potential for future move to tiered merit system
Mr. Hany said the Annual Performance-based Play Plan would move employees through their
grade where a Cost of Living Adjustments (COLA) moves the grade table to keep up with
inflation. Mr. Jeffries said it is important to mention that with this annual increase we will be
keeping up with inflation. Commissioners questioned how they will make sure that department
heads and supervisors doing the performance reviews are implementing this and doing them
accurately; stating it is key that we have a system in place for this to happen. Commissioners
stressed the importance of supervisors communicating with their employees. Staff responded
that Human Resources would be conducting training for the new process and will stress the need
for employees to understand what is expected of them. Mr. Jeffries said accountability will be
very important and talked about the review process for department heads. Staff also noted
June 13, 2017 Work Session Minutes
Harnett County Board of Commissioners
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Human Resources will perform audits on performance reviews. Mr. Jeffries assured
commissioners that goals will be established; expectations will be communicate to employees as
well as deficiencies. He said going forward we are going to do a better job training our
supervisors. Discussions continued.
Administration is requesting approval, at the upcoming regular meeting, of amendments to the
Harnett County Personnel Ordinance Article III, Section 5, titled "The Pay Plan," and Article III,
Section 9, titled "Promotions, Demotions, Transfers, Reclassifications, & Revisions." The
proposed changes eliminate the current 3/5 Plan as of July 1, 2017, for new full-time employees,
promotions, and current employees who earn at or above "job rate," and replaces it with a
performance-based pay plan with annual increases dependent on employee performance reviews.
Article III, Section 6.2, titled "The Performance Pay Plan," which provides employees with
opportunities for performance-based increases every three years, is also eliminated and replaced
with the new performance-based plan. The proposed changes will become effective July 1,
2017.
Mr. Jeffries reminded the group of the upcoming Note Burning Ceremony on the steps of the
courthouse at 5:30 pm on Monday, June 19, 2017.
Mr. Jeffries provided an update on Headstart at Shawtown. He noted the Town of Lillington,
Harnett County Public Utilities and Harnett County Solid Waste have all participated. He said
Headstart is going through the permitting process and needs a letter from the County giving them
permission to locate two modular units on the former Shawtown School property. Mr. Jeffries
noted Headstart previously leased our facility for $60,000 per year. He stated all cost associated
with operating the facility will fall back on Headstart now. Mr. Jeffries sought direction from the
Board regarding compensation for a proposed land lease. He proposed $1 a year for the term of
the agreement stating this will be a temporary arrangement. Commissioners asked staff to
reevaluate this proposal given Headstart will be located on the property, using the parking area,
using the parks facility while county staff maintains the grounds. It was the consensus of the
Board to allow Mr. Jeffries to sign a preliminary letter giving Headstart permission to locate two
modular units on the former Shawtown School property.
Mr. Jeffries reviewed the proposed June 19, 2017 regular meeting agenda. He provided
additional review and responded to questions regarding the proposed zoning change Case #RZ-
17-251, Landowner/Applicant: Joseph Robinson & Haley White; 9.16 +/- acres (consisting of
two parcels); Pin #'s 1515-33-5798.000 & 1515-33-7467.000; From Commercial to Industrial
Zoning District; Intersection of SR # 1838 (Copan Road) & SR # 1002 (Long Branch Road);
Averasboro Township.
Commissioners removed Campbell University's request for waiver from the upcoming agenda
for discussion purposes. Commissioner Penny inquired about the status of the land exchange.
Mr. Jeffries noted we still need an agreement signed by Campbell for a driveway easement.
Chairman Springle suggested that they discuss NCACC recommendations regarding opioid
abuse at a future work session to get the community involved. Discussions continued.
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Harnett County Board of Commissioners
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Mr. Jeffries noted good news coming out about the veteran's exemption; he said staff didn't
budget the $689,000 because they believe this will be held off for a year. He also reported that
$200,000 for Early College is included in the NC House budget. Commissioner Penny asked
about building designed for an expansion off DSS towards Hwy 421. Commissioner Springle
and Mr. Jeffries said they don't believe it is feasible to expand yet they think it would be cheaper
to build a new building. Staff noted the Health Department building is designed for expansion
upward.
Chairman Springle polled the group to see who would be attend the upcoming NCACC Annual
Conference in Durham County.
Vice Chairman Miller moved that the Board go into closed session for the following purposes:
1) To consult with the County's legal staff and retained counsel in order to preserve the
attorney-client privilege concerning the handling of certain claims and litigation
including the following matters: The U.S. Department of Justice claim against the
Harnett County Sheriff's Department; and
2) To discuss certain economic development matters; and
3) To instruct the county staff concerning the position to be taken by the county in
negotiating a contract for acquisition of real property.
This motion is made pursuant to N.C. General Statute Section 143-318.11(a)(6)(4)(5).
Commissioner Penny seconded the motion that passed unanimously
Commissioner Elmore moved that the Board come out of closed session. Vice Chairman Miller
seconded the motion, which passed unanimously.
Commissioner Elmore moved to adjourn the meeting at 12:08 pm. Vice Chairman Miller
seconded the motion, which passed un
Mark B. Jo
Approve
Chairman
to -19 - 20
t Regin. £ eeler, C erk
June 13, 2017 Work Session Minutes
Harnett County Board of Commissioners
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