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HomeMy WebLinkAbout011717a Agenda PackageHARNETT COUNTY BOARD OF COMMISSIONERS County Administration Building 102 East Front Street Lillington, North Carolina Regular Meeting *Tuesday* January 17, 2017 1. Call to order -Chairman Gordon Springle 7:00 pm 2. Pledge of Allegiance and Invocation -Commissioner Howard Penny 3. Consider additions and deletions to the published agenda 4. Consent Agenda A. Minutes B. Budget Amendments C. Tax rebates, refunds and releases D. Proclamation Congratulating Coble Ski School on Its Continued Success and Accomplishments in Harnett County E. Emergency Services, on behalf of Angier & Black River Fire Department, requests approval to reallocate $40,000 in capital outlay in their current budget for hydrant installation to purchase new vehicle extrication equipment to replace outdated equipment. F. Emergency Services, on behalf of Spout Springs Emergency Services, requests approval to use $27,000 out of their savings to purchase a new 2017 Ford F-250 4x4 for $42,500 to replace a 1999 Chevrolet Tahoe. G. Resolution of the Harnett County Board of Commissioners to Accept a Gift of Real Property from Gleneagles Owners Association, Inc. and Wellons Realty, Inc. H. 2017 Boards and Committees on Which Commissioners Serve I. General Services, Harnett Area Rural Transit System (HARTS), requests adoption of the NCDOT/PTD Designee Certification Resolution which authorizes the County of Harnett to apply for 5311 federal grant funding for FY2018-2022. J. General Services, HARTS, requests approval of the NCDOT/PTD Certification and Restrictions on Lobbying which is additional documentation distributed by NCDOT/PTD to certify federal/state funds will be distributed appropriately. K . General Services, HARTS, requests approval of the NCDOT/PTD Special Section 5333(B) Warranty which describes the Non-urbanized general application for FY18 grant funding and terms and conditions associated with FY 2018 grant. L. Administration requests approval of the Records Retention and Disposition Schedule -County Management -April 15, 2013, including amendments; issued by the N .C. Department of Cultural Resources, Division of Archives and Records, State Archives ofNC. Page 1 011717a HC BOC Page 1 5. Special Presentation 6. Period of up to 30 minutes for informal comments allowing 3 minutes for each presentation 7. Appointments 8. Presentation of County Audit for the Fiscal Year Ending 2016, Matt Braswell, CPA, Martin, Starnes & Associates 9. Public Hearing: Proposed Text Amendment: Wall signs; Hamett County Unified Development Ordinance, Article VII (Development Design Guidelines), Section 10.9 (Signs that Require a Permit), Mark Locklear, Development Services Director 10. Public Hearing: Proposed Zoning Change: Case# RZ-16-481, Applicant: William "Bud" M. Bethune I Jonathan Bethune, .68 +/-acres (out of a 1.16-acre parcel); Pin #0566-46-9354; From RA-20M to Commercial; Hwy 401 South; Stewart's Creek Township, Mark Locklear, Development Services Director 11. Public Hearing on Proposals to Purchase Hamett County Home Health, Health Director John Rouse 12. County Manager's Report -Joseph Jeffries, County Manager Veteran Services Activities Report -December 2016 Public Health Activities Summary-December 2016 Interdepartmental Budget Amendments 13. New Business 14. Closed Session 15. Adjourn Page 2 011717a HC BOC Page 2 Agenda Item __ 4-=---=-A=---- HARNETT COUNTY BOARD OF COMMISSIONERS Minutes of Regular Meeting January 3, 2017 The Hamett County Board of Commissioners met in regular session on Tuesday, January 3, 2017, in the Commissioners Meeting Room, County Administration Building, 102 East Front Street, Lillington, North Carolina. Members present: Staff present: Gordon Springle, Chairman Joe Miller, Vice Chairman Abe Elmore, Commissioner Barbara McKoy, Commissioner Howard Penny, Commissioner Joseph Jeffries, County Manager Paula Stewart, Deputy County Manager Dwight Snow, County Attorney Kimberly Honeycutt, Finance Officer Margaret Regina Wheeler, Clerk Chairman Springle called the meeting to order at 9:00 am. Commissioner McKoy led the Pledge of Allegiance and invocation. Chairman Springle called for additions and deletions to the published agenda. Mr. Jeffries requested that Hamett County Public Utilities request for approval to enter into a leachate agreement with Charah, Inc. of Chatham County be removed from the consent agenda for discussion purposes. Commissioner Miller moved to approve the agenda as amended. Commissioner McKoy seconded the motion which passed unanimously. Commissioners thanked the Hamett County Board of Elections and staff for the great work they did during the election process. Chairman Springle said commissioners know it was a tremendous task and they are so proud of their accomplishment. Commissioner McKoy said she was proud of the fact that the Board of Elections had a well diverse group of volunteers this year. Board of Election members present were Jim Currin, Tony Spears and Joey Powell. Staff also in attendance were Claire Jones, Claudette Williams, Kay Capps and Jenny Harris. Commissioner Elmore moved to approve the following items listed on the consent agenda. Commissioner McKoy seconded the motion which passed unanimously. 1. Budget Amendments: 194 Harnett County WIOA Dislocated Program Fund Code 234-7411-465.58-01 Training & Meetings 234-7411-465.11-00 Salaries & Wages 1,600 decrease 1,600 increase January 3, 2017 Regular Meeting Minutes Harnett County Board of Commissioners Page 1 of 5 011717a HC BOC Page 3 195 Harnett County WIOA Adult Program Fund Code 234-7410-465.58-01 Training & Meetings 234-7410-465 .11-00 Salaries & Wages 197 Emergency Services Department Code 110-5300-420.60-33 Materials & Supplies 110-0000-351.53-02 Fire Marshal Fire Restitution 110-0000-322.53-01 Non Compliance violations 110-0000-322.53-05 Foster Care Homes 204 Health Department Code 110-7552-441.33-45 Contracts 110-0000-353.75-52 Elderly Nutrition Donations 206 Cooperative Extension Parenting Program Code 110-7319-465 .11-00 Salaries & Wages 110-7319-465.22-00 FICA 110-7319-465.23-00 Regular Retirement I 10-7319-465 .5 8-14 Travel 1 I 0-7319-465.60-33 Materials & Supplies 110-7319-465.60-47 Food & Provisions 209 Sheriffs Department Code 110-5120-420.74-74 Capital Outlay 190-0000-353.51-01 Contributions and Donations Sheriff 211 Health Department Code 110-7600-441.60-45 Drugs 110-0000-331.76-12 Family Planning 212 Health Department Code 110-7600-441.32-26 Incentives 110-0000-353.76-05 Donations 216 JCPC Program Code 110-5899-420.32-82 Return of unspent Grant Funds 110-0000-399.00-00 Fund Balance appropriated 219 Veterans Court Fund Code 253-4404-441.58-01 Trainings & Meetings 253-0000-331.88-04 Veterans Court Grant 224 Health Department Code 110-7600-441 .60-33 Materials & Supplies 110-0000-331.76-32 BT#613 1,600 decrease 1,600 increase 549 increase 49 increase 250 increase 250 increase 1,600 increase 1,600 increase 967 increase 11 9 increase 114 increase 15 2 decrease 661 decrease 3 8 7 decrease 54,988 increase 54,988 increase 873 increase 873 increase 15 increase 15 increase 73 increase 73 increase 820 increase 820 increase 4,660 increase 4,660 increase January 3, 2017 Regular Meeting Minutes Harnett County Board of Commissioners Page 2 of 5 011717a HC BOC Page 4 227 Sheriff Department Code l 10-5100-420.11-00 Salaries & Wages 110-5100-420.21-00 Group Insurance Expense 110-5100-420.21-05 Employee Clinic 110-5100-420.21-07 Dental 110-5100-420.22-00 FICA Tax Expense 110-5100-420.23-02 LEO Retirement 110-5100-420.23-05 LEO Supplemental Retirement 110-0000-399-00-00 Fund Balance Appropriated 2. Tax rebates, refunds and releases (Attachment 1) 78,390 increase 15 ,725 increase 360 increase 720 increase 5,997 increase 6,271 increase 3,920 increase 111,383 increase 3. Cape Fear L TC Pharmacy requested a waiver of fees related to the use of the Commons Room Area where they will conduct training classes for staff of assisted living facilities located in Harnett County. 4 . Harnett County General Services, Community Development, requested approval of the Procurement/Disbursement Policy for the 2016 Essential Single Family Rehabilitation Loan Pool project that utilizes North Carolina Housing Finance monies to fund the home rehabilitation of at least five (5) homes within Harnett County. The Procurement Policy defines the requirements contractors must meet to be able to bid on projects and the process by which the County selects competent contractors for the project. The Disbursement Policy defines the processes required to disburse funds for project work completed. 5. Harnett County General Services, Community Development, requested approval of the Assistance Policy for the 2016 Essential Single Family Rehabilitation Loan Pool (ESDFRLP16) project that utilizes North Carolina Housing Finance monies to fund the home rehabilitation of at least five (5) homes within Harnett County. The Assistance Policy defines who is eligible for assistance, application ranking, terms of assistance, and finally defines the management of the rehabilitation project process . The Assistance Policy has been designed to be fair, open and consistent with its approved application for funding and ESDFRLP program guidelines. 6 . Harnett County Board of Health requested approval to increase fees for services for the following: FLU Price Increase 90662 Flu vac prsv free inc antig. $67.00 Immunization Price Increase 90744 Hep B (0-18) 13301 Kenalog 40mg $20.00 $20.00 Chairman Springle opened the floor for informal comments by the public, allowing up to 3 minutes for each presentation up to 30 minutes. Cris Nystrom of 391 Center Lane in Bunnlevel addressed the group. Jerry Rivas of 364 Twin Ponds Road in Sanford addressed the group. January 3, 2017 Regular Meeting Minutes Harnett County Board of Commissioners Page 3 of 5 011717a HC BOC Page 5 Commissioner Miller moved to approve the appointments listed below. Commissioner Elmore seconded the motion which passed unanimously. Harnett County Council for Women Sheley Eldridge and Staci Parker were appointed to serve on this committee for terms of three years ending February 1, 2020. Harnett County Board of Health Dr. Laura Smith was appointed to serve on this board for a term of three years ending January 31, 2020. Judy Herrin and Patricia Chalmers were reappointed to serve on this board for terms of three years ending December 31, 2019. Harnett County Nonprofit Funding Committee Paul McKoy was appointed to serve on this committee as a District 1 representative for a term of three years expiring January 1, 2020. Commissioner McKoy noted she and Mr. McKoy are not related. Town of Angier -ETJ Member -Planning Board and Board of Adjustment Lee Marshal of 8051 NC 210 N in Angier was reappointed as an ETJ member for a two-year term ending December 31, 2018. Harnett County Public Utilities Director Steve Ward requested approval of a Services Agreement for Leachate Disposal for Charah, Inc. of Chatham County. Mr. Ward noted the leachate would be treated and disposed of at the South Harnett Waste Water Treatment Plant. Mr. Ward had previously discussed going through a Headworks analysis at the South Harnett plant and issuing an industrial user permit which the state was reviewing at that time. He said this has since taken place; the state has reviewed the draft permit and is okay with it and he would like to go forward with the agreement. Mr. Ward said this is coal ash leachate from Charah's facility in Brickhaven which is in Chatham County. He said they will treat the coal ash leachate at the waste water treatment plant and then dispose of the biosolids like they do everything else. Mr. Ward said the permit is an annual permit and they will review after every year what affects take place on the biosolids. He said he doesn't see any issues with this but they will constantly be reviewing what happens from the treatments ofthis leachate. Mr. Ward noted the agreement allows them the ability to stop if they deem it to be detrimental to the biosolids. Mr. Ward responded that the he doesn't foresee any environmental issues but that is why they have the protocols in place in the agreement. He said the biosolids are taken and disposed of at the landfill in Sampson County so they will be working with the landfill as well. Mr. Ward also noted Sanford is also doing this. Commissioner Elmore moved to approve the services agreement as presented. Vice Chairman Miller seconded the motion which passed unanimously. January 3, 2017 Regular Meeting Minutes Harnett County Board of Commissioners Page 4 of 5 011717a HC BOC Page 6 Mr. Jeffries presented the following reports: Hamett County Financial Summary Report -November 2016 Hamett County Sales Tax Analysis by Article-September 2016 Hamett County Public Health Activities Summary -November 2016 Hamett County Veteran Services Activities Report -November 2016 Mr. Jeffries also reminded the board of the upcoming ribbon cutting for the Regional Water Treatment Plant upgrade. Chairman Springle called for any new business. He polled fellow commissioners regarding new name badges and upcoming NCACC meetings. Chairman Burgin recognized Marty Clayton with Duke Energy. He also offered condolences to past commissioner Jim Burgin whose father passed away on Christmas day. Commissioner McKoy moved that the Board go into closed session for the following purposes: ( 1) To instruct the County staff concerning the position to be taken by the County in negotiating a contract for the acquisition of real property; and , (2) Consultation with the County's legal staff in order to preserve the attorney-client privilege concerning the handling of certain claims and litigation including the following case: "Livingston, et.al. vs. Kehagias, et al " U.S. District Court File No. I 6CV-00906- B0. This motion is made pursuant to N.C General Statute Section 143-318. l l(a)(5)&(3). Commissioner Elmore seconded the motion which 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 9:59 am. Vice Chairman Miller seconded the motion which passed unanimously. Gordon Springle, Chairman Margaret Regina Wheeler, Clerk January 3, 2017 Regular Meeting Minutes Hamett County Board of Commissioners Page 5 of 5 011717a HC BOC Page 7 Agenda Item __ 4..;..-..;;Bc--- BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett. North Carolina. that the follow ing a mendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017 Section 1. To amend the Medlcal Insurance Retiree Fund , the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 908-9802-4 l 0-21-06 Pavment of Claims $200.000 908-9802-4 l 0.21-08 Medicare Sunnlement $120,000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 908-0000-353. 98-10 Group Insurance Retirees $320,000 EXPLANATION : To increase budget to pay Retirees Medical Insurance for the remainder of the fiscal year. APPROVALS : De~ Section 2. Copies of this budget amendment sha Adopted ___________________ _ Margaret Regina Wheeler. Clerk to the Board Gordon Springle. Chairman Harnett County Board of Commissioners 011717a HC BOC Page 8 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017; Section 1. To amend the General Fund, Health Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-7600-441.60-46 Medical Supplies $ 428.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-331 . 76-14 Maternal Health $ 428.00 EXPLANATION: To budget additional State funds received. -r.17 Section 2. Copies of this budget amendment shall be furn is hed to the Clerk of the Board, and to the Budget Officer and the Finance Officer for their direction . Adopted this Margaret Regina Wheeler, Clerk to the Board day of ,2016 Gordon Springle Harnett County Board of Commissioners 130b 011717a HC BOC Page 9 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the General Fund, Sheriff's Department, the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-5100-420-30-04 Professional Services 30,000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-399-00-00 Fund Balance Appropriated 30,000 EXPLANATION : To transfer funds to cover the Nexsen Pruet, LLC Attorney that were hired to assist with the Sheriff's Office Internal matters. APPROVALS: ~:N\ '/3L,7 1-11.-11 Department Head (date) / '(.I r Section 2 . Copies of this budget amendment shall be furnish d to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this day of , 2016. Margaret Regina Wheeler, Interim Clerk to the Board Gordon Springle, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 10 BUDGE T ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30 , 2017 Section 1 . To amend the General Fun d, Sheriff's Department, the appropri ations a re to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-5100-4 20. 11-00 Salaries & Wa qes $94,567 110-8701-490 .90-68 lnterfund Trans fer -Special Revenue $94,567 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION : To budget the transfer of funds to the Asset Forfeiture Fund . Th is transfer will reimburse the Asset Forfeiture Fund for a transfer that was made to t he Sheriff's Capital Fund for the purchase of four vehicles for four new deputy positions. Reference Budget Amendment# 155b. approved on November 7, 2016. APPROVA LS: fu-) ~ /-1/11 Dept Head (date) ficer (date) 1~ /),O I/ ~nagerfda te) Section 2. Copies of this budget amendment shall be furnish d o the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted __________________ _ Margaret Regina Wheeler. Clerk to the Board Gordon Spri n gle, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 11 BUDGET ORDI NANCE AMENDMENT BE IT ORDA INED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to th e annual budget ordinance for the fiscal year endi ng June 30, 2017 Section 1. To amend the Eme rgency Services Department, the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-5 400-420.11-00 Salaries & Waqes $2 20,160 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-399.00-00 Fund Balance Aooropriated $220,160 EXPLANATION : To increase Fund Balance Appropriated to budget funds to cover six months of salaries for three Senior Paramedic positions approved October 3. 2016 and six EMT Paramedic and six EMT Basic positions approved November 21, 20 16. These posit ions were approved to meeting staffing needs and alleviate high call volume. APPROVALS : DeptH~ F, anceOttc rf?~~~'t;; ~erf~te) /-/N1 Section 2. Copies of this budget amendment shall be furnished to ~~l~rk to the Board, and to th e Budget Officer and the Finance Officer for their direction. Adopted __________________ _ Margaret Regina Wheeler. Clerk to the Board Gordon Spring le, Cha irman Harnett County Board o f Commissioners 011717a HC BOC Page 12 BUDGE T ORDINANCE AME NDMENT BE IT ORDAINED by the Gov erning Boord of t he County of Harnett, North Carolina, that the following a m endment be mod e to the annual budget ordinance for the fiscal year endi ng June 30, 20 17 Section 1. To amend the IT department, the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 11 0-4 900 -4 1 0 -4 4-21 Buil dina and Ea ui p m n et Rent $8,550 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000 -32 2-49-02 Town o f Erwin $4 ,275 110-0000-322-49-03 Town o f Dunn $4 ,275 EXPLANATION: Implementation of towns w ireless APPROVALS : ~h-,1 . ~ @.--, /-ll-1? Dept Head (date) Fi a ·e Office date) \ / / i ? ~ ~nager (date) Section 2. Copies of this bud get a mendment sha ll be furnis h ed to e C le rk to the Board, and to th e Budget Officer Adopted __________________ _ Margaret Regi n a Wheeler, Cle rk to the Board Jim Bu rgi n , Chairman Harn ett County Board of Commissio ne rs 011717a HC BOC Page 13 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017 : Section 1. To amend the General Fund, Emergency Medical Serv ices Department, the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 192-5400-420.74-74 Capital Outlay/ Equipment -EMS $29,380 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 192-0000-356.30-00 Reimbursements/ ESVCS Insurance Claims $29,380 EXPLANATION : To budget the transfer of funds from Insurance Claims to Capital Outlay/Equipment-EMS and for the reimbursement from the County's VFIS in surance company for EMS Unit 3052 (vin# 52288) that was involved in an accident on November 7, 2016 . APPROVALS : Department Head (date) ~ /-/N1 ountyManager (date) Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adoptedthis ___ dayof ____ , 2017 . Margaret Regina Wheeler Clerk to the Board Gordon Springle, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 14 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017 : Section l. To amend the General Fund, Emergency Medical Services Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-5400-420.43-16 Maintenance & Repair -Equipment $7,940 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-356.30-00 Reimbursements/ General Fund Insurance Claims $7,940 EXPLANATION: To budget the transfer of funds from Insurance Claims to Maintenance & Repair-Equipment for the reimbursement from the County's VFIS insurance company for EMS Unit 3052 (vin# 52288) that was involved in an accident on November 7, 2016. APPROVALS : Department Head (date) C)!~ /Jll -/1 County Manager (date) Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this ___ day of ____ , 2017 . Margaret Regina Wheeler Clerk to the Board Gordon Springle , Chairman Harnett County Board of Commissioners 011717a HC BOC Page 15 Agenda Item 4-C Board Report Date: 01/17/2017 To: Harnett County Board of Commissioners Re: Consideration of Refund for Taxes, Interest and Penalities for all Muncipalities Adjustment Reason Removal of SW Fee Situs error Over Assessment Assessed In Err Adjustment Adjustment Adjustment Adjustment Adjustment Veteran's Exclusion Veteran's Exclusion Removal of SW Fee Removal of SW Fee Military Military Military Adjustment S. Keith Faulkner Tax Administrator Bill Number 0000030382-2015-2015-0000-00 0001765418-2016-2016-0000-01 0002254464-2016-2016-0000-00 0001296092-2006-2005-0000-00 0000006378-2011-2011-0000-00 0000006378-2012-2012-0000-00 0000006378-2013-2013-0000-00 0000006378-2014-2014-0000-00 0000006378-2015-2015-0000-00 0000046843-2016-2016-0000-01 0001928494-2016-2016-0000-01 0001701415-2014-2014-0000-00 0001701415-2015-2015-0000-00 0002252728-2016-2016-0000-00 0001984187-2013-2013-0000-00 0001984187-2012-2012-0000-00 0001098746-2016-2016-0000-00 Type Received Amount REI $130.90 BUS $4,446.55 IND $21.58 RMV $100.00 REI $1,158.01 REI $1,224.66 REI $1,238.14 REI $1,271.82 REI $1,266.78 REI $1,701.66 REI $2,300.59 REI $195.54 REI $369.26 IND $105.68 RMV $33.11 RMV $34.57 IND $90.96 Approved ___________ _ Refund Amount Name $70.00 !ASA TER, NANCY J $428.58 BYRD, JAMES MICHAEL $12.79 DILLON, JEFFREY CARL $100.00 ZIEGLER, WENDELL LENTON $306.95 BROADWELL, COY L $326.95 BROADWELL, COY L $330.15 BROADWELL, COY L $338.13 BROADWELL, COY L $338.13 BROADWELL, COY L $382.50 SCHADE, JAMES F $387.00 SINCIAIR, TANYA A $70.00 BROWN, JOANNE $70.00 BROWN, JOANNE $105.68 FIFER, MICHAEL STEVENS $33.11 JOSPEH, lANAIR HUSHEIN $34.57 JOSEPH, lANAIR HUSHEIN $17.00 THOMAS, DONALD MILTON > ~ ~ = Q. ~ -.... ~ a ~ I (;) 011717a HC BOC Page 16 Date run: 1/6/2017 11 :21 :46 AM Data as of: 1/5/2017 6:51:49 PM TR-304 Bill Release Report Report Parameters: Release Date Start: 12/1/2016 Release Date End: 12/31/2016 Tax District: ALL Default Sort-By: Grouping: Bill #,Taxpayer Name,Release Date,Billing Date,Operator ID, Release Amount No Grouping,Tax District,Release Reason Bill# Taxpayer Name Operator ID {Name) TAX DISTRICT: ANDERSON CREEK FIRE RELEASE REASON: Elderly Exclusion 0000005818-2016-2016-0000-01-REG BRADFORD, GERALDINE SHERRON 0000020807-2016-2016-0000-00-REG GREENMAN, EARL J Subtotal 8/6/2016 AMY BAIN 8/6/2016 MARGARET WRIGHT TAX DISTRICT: ANDERSON CREEK FIRE RELEASE REASON: Ownership change 0000054708-2016-2016-0000-00-REG ANDERSON CREEK MHP LLC 8/6/2016 MARGARET WRIGHT 0000055456-2016-2016-0000-00-REG ANDERSON CREEK MHP LLC 8/6/2016 MARGARET WRIGHT 0000058029-2013-2013-0000-00-REG SOUTH CENTRAL WATER AND 8/7/2013 AMY BAIN SEWER DIST OF HARNETT CO 0000058029-2014-2014-0000-00-REG SOUTH CENTRAL WATER AND 8/9/2014 AMY BAIN SEWER DIST OF HARNETT CO 0000058029-2015-2015-0000-00-REG SOUTH CENTRAL WATER AND 8/8/2015 AMY BAIN SEWER DIST OF HARNETT CO 0000058029-2016-2016-0000-00-REG SOUTH CENTRAL WATER AND 8/6/2016 AMY BAIN SEWER DIST OF HARNETT CO Subtotal PAGE 1 of 28 NCPTS V4 -. 12/9/2016 12/14/2016 12/21/2016 12/21/2016 12/14/2016 12/14/2016 12/14/2016 12/14/2016 244.17 166.56 6.60 13.20 16.50 16.50 16.50 16.50 Release Amount($) 244.17 166.56 410.73 -. 0.00 0.00 6.60 0.00 13.20 0.00 16.50 0.00 16.50 0.00 16.50 0.00 16.50 0.00 85.80 011717a HC BOC Page 17 Bill# Taxpayer Name Operator ID (Name) TAX DISTRICT: ANDERSON CREEK FIRE RELEASE REASON: SMALL UNDERPAYMENT 0000042131-2016-2016-0000-00-REG ACG SPRING LAKE LLC 8/6/2016 YVONNE Subtotal MCARTHUR TAX DISTRICT: ANDERSON CREEK FIRE RELEASE REASON: Vehicle Sold 0001576107-2008-2008-0000-00-REG HOLT, JEAN CAROLINE 9/2/2008 YVONNE Subtotal MCARTHUR TAX DISTRICT: ANGIER RELEASE REASON: Ownership change 0000045228-2016-2016-0000-00-REG RIGSBEE, SANDRA S 8/6/2016 AMY BAIN -. 12/6/2016 12.32 12/1/2016 3.55 12/14/2016 900.63 Release Amount($) 0.13 0.13 1.48 1.48 900.63 Subtotal 900.63 TAX DISTRICT: ANGIER RELEASE REASON: Situs error 0002254450-2016-2016-0000-00-REG DEESE, WILLIAM STANLEY JR 8/6/2016 AMY BAIN 12/30/2016 14.84 14.84 Subtotal 14.84 TAX DISTRICT: ANGIER/BLACK RIVER RELEASE REASON: Address change 0000047479-2016-2016-0000-00-REG VLS REAL ESTATE LLC 8/6/2016 STEPHANIE 12/15/2016 10.37 10.37 WILSON 0000047479-2016-2016-0070-00-DLD VLS REAL ESTATE LLC 8/6/2016 STEPHANIE 12/15/2016 0.00 62.81 WILSON Subtotal 73.18 TAX DISTRICT: ANGIER/BLACK RIVER RELEASE REASON: Adjustment Release 0000019533-2016-2016-0000-01-PRV GILES, CHERYL DENISE 2/5/2016 AMY BAIN 12/14/2016 31.47 31.47 Subtotal 31.47 TAX DISTRICT: ANGIER/BLACK RIVER RELEASE REASON: Deferred Bill 0000047479-2016-2016-0070-01-DLD VLS REAL ESTATE LLC Subtotal PAGE 2 of28 8/6/2016 STEPHANIE WILSON 12/15/2016 62.81 62.81 62.81 -12.19 2.07 0.00 0.00 0.00 -62.81 0.00 0.00 011717a HC BOC Page 18 Bill# Taxpayer Name TAX DISTRICT: ANGIER/BLACK RIVER RELEASE REASON: Duplication 0002245007-2015-2015-0000-00-REG KING, TERESA MARCELLA Operator ID (Name} 8/8/2015 AMY BAIN 12/12/2016 -. 7.45 Release Amount{$} 7.45 -. 0.00 Subtotal 7.45 TAX DISTRICT: ANGIER/BLACK RIVER RELEASE REASON: Ownership change 0000019533-2016-2016-0000-00-PRV GILES, CHERYL DENISE 0000019533-2016-2016-0000-00-REG GILES, CHERYL DENISE 0000045228-2016-2016-0000-00-REG RIGSBEE, SANDRA S 2/5/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 12/14/2016 12/14/2016 12/14/2016 0.00 31.47 118.95 31.47 31.47 118.95 -31.47 0.00 0.00 Subtotal 181.89 TAX DISTRICT: ANGIER/BLACK RIVER RELEASE REASON: Removal of SW Fee 0000060989-2016-2016-0000-00-REG WOODALL, E MARSHALL 8/6/2016 AMY BAIN 12/22/2016 51.29 0.00 51.29 Subtotal 0.00 TAX DISTRICT: ANGIER/BLACK RIVER RELEASE REASON: Situs error 0002254450-2016-2016-0000-00-REG DEESE, WILLIAM STANLEY JR Subtotal 8/6/2016 AMY BAIN TAX DISTRICT: ANGIER/BLACK RIVER RELEASE REASON: SMALL UNDERPAYMENT 0000042809-2016-2016-0000-00-REG PLEASANT, VIRGINIA G 8/6/2016 PEGGY BAREFOOT 0000061966-2016-2016-0000-00-REG HARTER, IDELLA M 8/6/2016 PEGGY BAREFOOT Subtotal TAX DISTRICT: AVES SCH RELEASE REASON: Adjustment 0002249162-2016-2016-0000-00-REG MCLAMB, CARLIE C 8/6/2016 CRYSTAL THOMAS Subtotal TAX DISTRICT: AVES SCH RELEASE REASON: Deferred Bill 0000048462-2016-2016-0070-01-DLD SMITH, ALENE TAYLOR 12/22/2016 AMY BAIN PAGE 3 of 28 12/30/2016 1.96 12/12/2016 77.69 12/13/2016 113.73 12/7/2016 0.19 12/22/2016 37.35 1.96 1.96 0.00 0.07 77.62 0.02 113.71 0.09 0.19 0.00 0.19 37.35 0.00 011717a HC BOC Page 19 Bill# Taxpayer Name 0000057353-2016-2016-0070-00-DLD WEBB, MINNIE F Operator ID (Name) 12/21/2016 AMY BAIN 12/21/2016 -. 59.18 Release Amount($) 59.18 Subtotal 96.53 TAX DISTRICT: AVES SCH RELEASE REASON: Elderly Exclusion 0000006177-2016-2016-0000-00-REG BREWINGTON, MARY LOIS 0000057877-2016-2016-0000-00-REG HAYES, LINDA G 8/6/2016 AMY BAIN 8/6/2016 MARGARET WRIGHT 12/9/2016 12/9/2016 10.54 31.31 10.54 31.31 Subtotal 41.85 TAX DISTRICT: AVES SCH RELEASE REASON: Less than min amt 0002252670-2016-2016-0000-00-REG LOPEZ, ALLEN SCOTT 12/8/2016 AMY BAIN 12/8/2016 0.02 0.02 Subtotal 0.02 TAX DISTRICT: AVES SCH RELEASE REASON: Over Assessment 0000026798-2016-2016-0000-00-REG JERNIGAN, ROBERT N 8/6/2016 CRYSTAL 12/20/2016 0.37 0.17 THOMAS 0000026798-2016-2016-0000-00-REG JERNIGAN, ROBERT N 8/6/2016 CRYSTAL 12/20/2016 0.20 0.08 THOMAS Subtotal 0.25 TAX DISTRICT: AVES SCH RELEASE REASON: Ownership change 0000010499-2016-2016-0000-00-REG CHANCE, JOHN L 0000013966-2016-2016-0000-00-REG DAVIS, LINDA MOORE 0000027115-2016-2016-0000-00-REG MCGEE INVESTMENTS INC, . 0000040863-2016-2016-0000-00-REG PARKER, DEAN CLIFTON 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 12/14/2016 12/14/2016 12/21/2016 12/14/2016 10.93 8.57 5.60 6.16 10.93 8.57 5.60 6.16 Subtotal 31.26 TAX DISTRICT: AVES SCH RELEASE REASON: Property Granted PUV 0000057353-2016-2016-0000-00-REG WEBB, MINNIE F Subtotal PAGE 4 of 28 8/6/2016 AMY BAIN 12/21/2016 249.13 249.13 249.13 -0.00 0.00 0.00 0.00 0.20 0.12 0.00 0.00 0.00 0.00 0.00 011717a HC BOC Page 20 Bill# Taxpayer Name TAX DISTRICT: AVES SCH RELEASE REASON: Removal of SW Fee 0000051496-2016-2016-0000-00-REG TART, EULAS DILLON Subtotal TAX DISTRICT: AVES SCH RELEASE REASON: SMALL UNDERPAYMENT 0000052928-2016-2016-0000-00-REG TART, WILLIAM C Subtotal TAX DISTRICT: BENHAVEN FIRE RELEASE REASON: Adjustment 0000018573-2016-2016-0000-00-REG FRIZZELLE, ROSCOE 0000018573-2016-2016-0070-00-DLD FRIZZELLE, ROSCOE 0000023483-2016-2016-0000-00-REG HAYMORE, JOSEPH BAXTER II Subtotal TAX DISTRICT: BENHAVEN FIRE RELEASE REASON: Assessed In Err 0002254087-2016-2016-0000-00-REG BEGLEY, JEFFREY LEE Subtotal TAX DISTRICT: BENHAVEN FIRE RELEASE REASON: Deferred Bill 0000018573-2016-2016-0070-02-DLD FRIZZELLE, ROSCOE 0001264 702-2016-2016-0070-00-DLD CAMPBELL, RUBY S Subtotal Operator ID (Name) 8/6/2016 AMY BAIN 8/6/2016 WANDA SPIVEY 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 12/22/2016 AMY BAIN 12/1/2016 AMY BAIN TAX DISTRICT: BENHAVEN FIRE RELEASE REASON: Property Granted PUV 0001264702-2016-2016-0000-00-REG CAMPBELL, RUBY S 8/6/2016 AMY BAIN Subtotal TAX DISTRICT: BENHAVEN FIRE RELEASE REASON: Removal of SW Fee 0001711541-2015-2015-0000-00-REG WICKER, BILLIE E 8/8/2015 AMY BAIN 0001711541-2016-2016-0000-00-REG WICKER, BILLIE E 8/6/2016 AMY BAIN Subtotal PAGE 5 of 28 -. 12/22/2016 18.14 12/22/2016 9.89 12/9/2016 113.25 12/9/2016 0.00 12/9/2016 2.25 12/14/2016 2.25 12/22/2016 152.31 12/1/2016 1.94 12/1/2016 6.45 12/21/2016 11.36 12/21/2016 11.36 Release Amount($) 0.00 0.00 0.01 0.01 113.25 152.31 2.25 267.81 2.25 2.25 152.31 1.94 154.25 6.45 6.45 0.45 0.45 0.90 -. . 18.14 9.88 0.00 -152.31 0.00 0.00 0.00 0.00 0.00 10.91 10.91 011717a HC BOC Page 21 Bill# Taxpayer Name I Operator ID {Name) TAX DISTRICT: BENHAVEN FIRE RELEASE REASON: SMALL UNDERPAYMENT 0000048837-2016-2016-0000-00-REG SMITH, HENRY LEWIS 8/6/2016 PEGGY BAREFOOT 12/22/2016 -. 10.80 Release Amount{$) 0.09 -10.71 Subtotal 0.09 TAX DISTRICT: BOONE TRAIL EMER RELEASE REASON: Adjustment 0001753569-2016-2015-0000-00-REG GILBERT, KEYONA 0001753569-2016-2016-0000-00-REG GILBERT, KEYONA Subtotal TAX DISTRICT: BOONE TRAIL EMER RELEASE REASON: Assessed In Err 0000046483-2014-2014-0000-00-REG SALMON, CURTIS 0000046483-2016-2016-0000-00-REG SALMON, CURTIS Subtotal TAX DISTRICT: BOONE TRAIL EMER RELEASE REASON: Deferred Bill 0000030654-2016-2012-0070-00-DLD LEAIRD, LAURA LEE 0000030654-2016-2013-0070-00-DLD LEAIRD, LAURA LEE 0000030654-2016-2014-0070-00-DLD LEAIRD, LAURA LEE 0000030654-2016-2015-0070-00-DLD LEAIRD, LAURA LEE 0000030654-2016-2016-0070-01-DLD LEAIRD, LAURA LEE 0000030655-2016-2012-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2013-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2014-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2015-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2016-0070-01-DLD LEAIRD, LAURA LEE 0000030662-2016-2011-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2012-0070-00-DLD LEAIRD, LAURA LEE PAGE 6 of28 5/27/2016 CRYSTAL THOMAS 8/6/2016 CRYSTAL THOMAS 8/9/2014 AMY BAIN 8/6/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 8/6/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 8/6/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/19/2016 12/19/2016 12/21/2016 12/21/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 9.67 8.13 204.55 204.55 81.50 81.50 81.50 81.50 81.50 41.67 41.67 41.67 41.67 41.67 2.21 2.21 9.67 8.13 17.80 0.00 0.00 90.16 114.39 90.16 114.39 180.32 81.50 0.00 81.50 0.00 81.50 0.00 81.50 0.00 81.50 0.00 41.67 0.00 41.67 0.00 41.67 0.00 41.67 0.00 41.67 0.00 2.21 0.00 2.21 0.00 011717a HC BOC Page 22 Bill# Taxpayer Name 0000030662-2016-2013-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2014-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2015-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2016-0070-00-DLD LEAIRD, LAURA LEE Subtotal TAX DISTRICT: BOONE TRAIL EMER RELEASE REASON: Duplication 0000046483-2015-2015-0000-00-REG SALMON, CURTIS Subtotal I Operator ID (Name) 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/2/2016 AMY BAIN 8/8/2015 AMY BAIN TAX DISTRICT: BOONE TRAIL EMER RELEASE REASON: Less than min amt 0002249821-2016-2016-0000-00-REG CHEZEM, MARVIN JEROME 12/9/2016 AMY BAIN Subtotal TAX DISTRICT: BOONE TRAIL EMER RELEASE REASON: Penalty In Err 0001885386-2016-2016-0000-00-REG HIDDEN POND FARMS 8/6/2016 SHERRY LOCKAMY Subtotal TAX DISTRICT: BOONE TRAIL EMER RELEASE REASON: Property Granted PUV 0000030654-2012-2012-0000-00-REG LEAIRD, LAURA LEE 7/26/2012 AMY BAIN 0000030654-2012-2012-0070-00-DLD LEAIRD, LAURA LEE 11/19/2015 AMY BAIN 0000030654-2013-2013-0000-00-REG LEAIRD, LAURA LEE 8/7/2013 AMY BAIN 0000030654-2013-2013-0070-00-DLD LEAIRD, LAURA LEE 11/19/2015 AMY BAIN 0000030654-2014-2014-0000-00-REG LEAIRD, LAURA LEE 8/9/2014 AMY BAIN 0000030654-2014-2014-0070-00-DLD LEAIRD, LAURA LEE 11/19/2015 AMY BAIN 0000030654-2015-2015-0000-00-REG LEAIRD, LAURA LEE 8/8/2015 AMY BAIN 0000030654-2015-2015-0070-00-DLD LEAIRD, LAURA LEE 11/19/2015 AMY BAIN 0000030654-2016-2012-0000-00-REG LEAIRD, LAURA LEE 12/5/2016 AMY BAIN 0000030654-2016-2013-0000-00-REG LEAIRD, LAURA LEE 12/5/2016 AMY BAIN 0000030654-2016-2014-0000-00-REG LEAIRD, LAURA LEE 12/5/2016 AMY BAIN PAGE 7 of 28 12/5/2016 12/5/2016 12/5/2016 12/2/2016 12/21/2016 12/9/2016 12/21/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 -. 2.21 2.21 2.21 2.21 204.55 0.01 160.86 77.18 0.00 77.18 0.00 77.18 0.00 77.18 0.00 21.24 21.24 21.24 Release Amount($) 2.21 2.21 2.21 2.21 629.11 90.16 90.16 0.01 0.01 14.62 14.62 77.18 25.42 77.18 25.42 77.18 25.42 77.18 25.42 0.14 0.14 0.14 -. 0.00 0.00 0.00 0.00 114.39 0.00 146.24 0.00 -25.42 0.00 -25.42 0.00 -25.42 0.00 -25.42 21.10 21.10 21.10 011717a HC BOC Page 23 Bill# Taxpayer Name 0000030654-2016-2015-0000-00-REG LEAIRD. LAURA LEE 0000030654-2016-2016-0000-00-REG LEAIRD, LAURA LEE 0000030654-2016-2016-0000-01-REG LEAIRD, LAURA LEE 0000030654-2016-2016-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2012-2012-0000-00-REG LEAIRD, LAURA LEE 0000030655-2012-2012-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2016-0000-00-REG LEAIRD, LAURA LEE 0000030655-2016-2016-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2016-0000-00-REG LEAIRD, LAURA LEE Subtotal Operator ID {Name) 12/5/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 7/26/2012 AMY BAIN 11/19/2015 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN TAX DISTRICT: BOONE TRAIL EMER RELEASE REASON: Removal of SW Fee 0000030652-2013-2013-0000-00-REG LEAIRD. LAURA LEE 0000030652-2014-2014-0000-00-REG LEAIRD, LAURA LEE 0000030652-2015-2015-0000-00-REG LEAIRD, LAURA LEE 0000030652-2016-2016-0000-00-REG LEAIRD, LAURA LEE 8/7/2013 AMY BAIN 8/9/2014 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/12/2016 12/12/2016 12/5/2016 12/5/2016 12/2/2016 12/2/2016 12/2/2016 12/2/2016 12/2/2016 -. 21.24 77.18 21.24 0.00 48.35 0.00 48.35 0.00 2.80 90.32 90.32 90.32 90.32 Release Amount{$) 0.14 77.18 0.14 25.42 48.35 0.87 48.35 0.87 2.80 614.94 0.00 0.00 0.00 0.00 Subtotal 0.00 TAX DISTRICT: BOONE TRAIL EMER RELEASE REASON: Sold/Traded 0000061390-2016-2016-0000-00-REG YARBOROUGH, CARL 8/6/2016 AMY BAIN 12/28/2016 20.98 2.19 Subtotal 2.19 TAX DISTRICT: BUIES CREEK FIRE RELEASE REASON: Elderly Exclusion 0000035907-2016-2016-0000-00-REG MCLEAN, LYMAN 8/6/2016 AMY BAIN 12/9/2016 70.46 70.46 Subtotal 70.46 TAX DISTRICT: BUIES CREEK FIRE RELEASE REASON: Full rebate 0002254779-2016-2016-0000-00-REG NORRIS, BOBBY JOE Subtotal PAGE 8 of 28 11/23/2016 SHERRY LOCKAMY 12/2/2016 7.39 7.39 7.39 -. 21.10 0.00 21.10 -25.42 0.00 -0.87 0.00 -0.87 0.00 90.32 90.32 90.32 90.32 18.79 0.00 0.00 011717a HC BOC Page 24 Bill# Taxpayer Name TAX DISTRICT: COATS RELEASE REASON: Address change 0000013360-2016-2016-0000-00-REG CURRIN, NELSON T Subtotal TAX DISTRICT: COATS RELEASE REASON: Elderly Exclusion 0000058379-2016-2016-0000-00-REG WEST, LOISANN E Subtotal TAX DISTRICT: COATS/GROVE FIRE RELEASE REASON: Address change 0000013360-2016-2016-0000-00-REG CURRIN, NELSON T Subtotal TAX DISTRICT: COATS/GROVE FIRE RELEASE REASON: Adjustment 0000006378-2011-2011-0000-00-REG BROADWELL, COY L 0000006378-2012-2012-0000-00-REG BROADWELL, COY L 0000006378-2013-2013-0000-00-REG BROADWELL, COY L 0000006378-2014-2014-0000-00-REG BROADWELL, COY L 0000006378-2015-2015-0000-00-REG BROADWELL, COY L 0000006378-2016-2016-0000-00-REG BROADWELL, COY L Subtotal I Operator ID (Name) 8/6/2016 CRYSTAL THOMAS 8/6/2016 AMY BAIN 8/6/2016 CRYSTAL THOMAS 8/5/2011 AMY BAIN 7/26/2012 AMY BAIN 8/7/2013 AMY BAIN 8/9/2014 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN TAX DISTRICT: COATS/GROVE FIRE RELEASE REASON: Elderly Exclusion 0000022232-2016-2016-0000-00-REG HARDEE, MARY CAROL 0000050992-2016-2016-0000-00-REG STEWART, JEAN B 0000058379-2016-2016-0000-00-REG WEST, LOISANN E Subtotal 8/6/2016 AMY BAIN 8/6/2016 MARGARET WRIGHT 8/6/2016 AMY BAIN TAX DISTRICT: COATS/GROVE FIRE RELEASE REASON: SMALL UNDERPAYMENT 0000003394-2016-2016-0000-00-REG BARNES, JAMES GARLEY PAGE 9 of 28 8/6/2016 KIMBERLY BAKER 12/12/2016 12/19/2016 12/12/2016 12/22/2016 12/22/2016 12/22/2016 12/22/2016 12/22/2016 12/22/2016 12/12/2016 12/9/2016 12/19/2016 12/9/2016 -. 482.80 632.54 73.65 105.14 107.79 121.27 121.27 120.73 120.73 83.92 87.80 96.49 19.85 Release Amount{$) 482.80 482.80 632.54 632.54 73.65 73.65 25.53 25.53 28.73 28.73 28.73 28.10 165.35 83.92 87.80 96.49 268.21 0.01 -0.00 0.00 0.00 79.61 82.26 92.54 92.54 92.00 92.63 0.00 0.00 0.00 19.84 011717a HC BOC Page 25 Bill# Taxpayer Name 0000026808-2016-2016-0000-00-REG JERNIGAN, TERESA JANE Subtotal Operator ID (Name) 8/6/2016 PEGGY BAREFOOT TAX DISTRICT: CYPRESS POINTE FIRE RELEASE REASON: Removal of SW Fee 0000054019-2015-2015-0000-00-REG DAVIS, WILLARD ERLYST JR 0000054019-2016-2016-0000-00-REG DAVIS, WILLARD ERLYST JR Subtotal TAX DISTRICT: DUKE FIRE RELEASE REASON: Assessed In Err 0002254787-2016-2016-0000-00-REG TYNDALL, KENNETH LANE Subtotal TAX DISTRICT: DUKE FIRE RELEASE REASON: Over Assessment 0001659745-2016-2016-0000-00-REG WADE, WILLIAM ALAN Subtotal TAX DISTRICT: DUKE FIRE RELEASE REASON: Ownership change 0000013945-2016-2016-0000-00-REG DAVIS, JULIUS E Subtotal 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 11/23/2016 AMY BAIN 8/6/2016 CRYSTAL THOMAS 8/6/2016 AMY BAIN TAX DISTRICT: DUKE FIRE RELEASE REASON: SMALL UNDERPAYMENT 0000016374-2016-2016-0000-00-REG ELLIOTT, ANNIE B 8/6/2016 KIMBERLY BAKER 0000061122-2016-2016-0000-00-REG WOOTTON, SARAH J 8/6/2016 PEGGY BAREFOOT 0001735218-2016-2016-0000-00-REG FOWLER, JAMES C 8/6/2016 YVONNE MCARTHUR Subtotal TAX DISTRICT: DUNN RELEASE REASON: Elderly Exclusion 0000057877-2016-2016-0000-00-REG HAYES, LINDA G 8/6/2016 MARGARET WRIGHT Subtotal PAGE 10 of 28 12/19/2016 12/12/2016 12/12/2016 12/2/2016 12/28/2016 12/12/2016 12/22/2016 12/5/2016 12/1/2016 12/9/2016 -' 2.07 18.70 18.70 23.65 0.92 48.69 56.71 17.60 91.74 782.80 Release Amount($) 0.05 0.06 0.00 0.00 0.00 23.65 23.65 0.16 0.16 48.69 48.69 0.01 0.04 0.02 0.07 782.80 782.80 -' 2.02 18.70 18.70 0.00 0.76 0.00 56.70 17.56 91.72 0.00 011717a HC BOC Page 26 Bill# Taxpayer Name TAX DISTRICT: DUNN RELEASE REASON: Ownership change 0000010499-2016-2016-0000-00-REG CHANCE, JOHN L 0000013966-2016-2016-0000-00-REG DAVIS, LINDA MOORE 0000040863-2016-2016-0000-00-REG PARKER, DEAN CLIFTON Operator ID (Name) 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 12/14/2016 12/14/2016 12/14/2016 -. 273.20 214.30 154.00 Release Amount($) 273.20 214.30 154.00 Subtotal 641.50 TAX DISTRICT: DUNN RELEASE REASON: Removal of SW Fee 0000051496-2016-2016-0000-00-REG TART, EULAS DILLON 8/6/2016 AMY BAIN 12/22/2016 453.50 0.00 Subtotal 0.00 TAX DISTRICT: DUNN RELEASE REASON: SMALL UNDERPAYMENT 0000020308-2016-2016-0000-00-REG AMMONS, DUSTIN ALLEN 0000020817-2016-2016-0000-00-REG GREER, MARGARET A 0000040756-2016-2016-0000-00-REG GIBBS, ELLA MAE 0000044149-2016-2016-0000-00-REG RALEIGH DISTRIBUTION CENTER 0001142331-2006-2006-0000-00-REG MERCHISON, LENWOOD DURCELL 0001300457-2006-2006-0000-00-REG BAYLES, CHRISTY DIANE Subtotal TAX DISTRICT: DUNN/AVES FIRE RELEASE REASON: Adjustment 0002249162-2016-2016-0000-00-REG MCLAMB, CARLIE C 8/6/2016 WANDA SPIVEY 8/6/2016 KIMBERLY BAKER 8/6/2016 PEGGY BAREFOOT 8/6/2016 PEGGY BAREFOOT 6/1/2006 YVONNE MCARTHUR 10/2/2006 YVONNE MCARTHUR 8/6/2016 CRYSTAL THOMAS 12/14/2016 439.85 0.01 12/8/2016 1,092.90 0.01 12/15/2016 197.00 0.01 12/22/2016 12.11 0.04 12/29/2016 9.14 0.04 12/28/2016 11.71 0.07 0.18 12/7/2016 0.87 0.87 Subtotal 0.87 TAX DISTRICT: DUNN/AVES FIRE RELEASE REASON: Deferred Bill 0000048462-2016-2016-0070-01-DLD SMITH, ALENE TAYLOR 0000057353-2016-2016-0070-00-DLD WEBB, MINNIE F Subtotal 12/22/2016 AMY BAIN 12/21/2016 AMY BAIN PAGE 11 of28 12/22/2016 12/21/2016 168.08 266.31 168.08 266.31 434.39 -. 0.00 0.00 0.00 453.50 439.84 1,092.89 196.99 12.07 9.10 11.64 0.00 0.00 0.00 011717a HC BOC Page 27 Bill# Taxpayer Name TAX DISTRICT: DUNN/AVES FIRE RELEASE REASON: Elderly Exclusion 0000006177-2016-2016-0000-00-REG BREWINGTON, MARY LOIS 0000057877-2016-2016-0000-00-REG HAYES, LINDA G Operator ID {Name) 8/6/2016 AMY BAIN 8/6/2016 MARGARET WRIGHT 12/9/2016 12/9/2016 -. 47.42 140.90 Release Amount($) 47.42 140.90 -0.00 0.00 Subtotal 188.32 TAX DISTRICT: DUNN/AVES FIRE RELEASE REASON: Less than min amt 0002252670-2016-2016-0000-00-REG LOPEZ. ALLEN scon 12/8/2016 AMY BAIN 12/8/2016 0.09 0.09 0.00 Subtotal 0.09 TAX DISTRICT: DUNN/AVES FIRE RELEASE REASON: Over Assessment 0000026798-2016-2016-0000-00-REG JERNIGAN, ROBERT N 8/6/2016 CRYSTAL 12/20/2016 1.69 0.79 0.90 THOMAS 0000026798-2016-2016-0000-00-REG JERNIGAN, ROBERT N 8/6/2016 CRYSTAL 12/20/2016 0.90 0.36 0.54 THOMAS Subtotal 1.15 TAX DISTRICT: DUNN/AVES FIRE RELEASE REASON: Ownership change 0000010499-2016-2016-0000-00-REG CHANCE, JOHN L 8/6/2016 AMY BAIN 12/14/2016 49.18 49.18 0.00 0000013966-2016-2016-0000-00-REG DAVIS, LINDA MOORE 8/6/2016 AMY BAIN 12/14/2016 38.57 38.57 0.00 0000027115-2016-2016-0000-00-REG MCGEE INVESTMENTS INC,. 8/6/2016 AMY BAIN 12/21/2016 25.20 25.20 0.00 0000040863-2016-2016-0000-00-REG PARKER, DEAN CLIFTON 8/6/2016 AMY BAIN 12/14/2016 27.72 27.72 0.00 Subtotal 140.67 TAX DISTRICT: DUNN/AVES FIRE RELEASE REASON: Property Granted PUV 0000057353-2016-2016-0000-00-REG WEBB, MINNIE F 8/6/2016 AMY BAIN 12/21/2016 1,121.09 1,121.09 0.00 Subtotal 1,121.09 TAX DISTRICT: DUNN/AVES FIRE RELEASE REASON: Removal of SW Fee 0000051496-2016-2016-0000-00-REG TART, EULAS DILLON 8/6/2016 AMY BAIN 12/22/2016 81.63 0.00 81.63 Subtotal 0.00 TAX DISTRICT: DUNN/AVES FIRE RELEASE REASON: SMALL UNDERPAYMENT 0000003258-2016-2016-0000-00-REG GODWIN, JAMES A 8/6/2016 YVONNE 12/19/2016 7.20 0.02 7.18 MCARTHUR PAGE 12 of 28 011717a HC BOC Page 28 Bill# Taxpayer Name 0000044149-2016-2016-0000-00-REG RALEIGH DISTRIBUTION CENTER 0000052928-2016-2016-0000-00-REG TART, WILLIAM C Operator ID (Name) 8/6/2016 PEGGY BAREFOOT 12/22/2016 8/6/2016 WANDA SPIVEY 12/22/2016 -. 2.18 44.52 Release Amount($) 0.01 0.05 Subtotal 0.08 TAX DISTRICT: ERWIN RELEASE REASON: Assessed In Err 0002250174-2016-2016-0000-00-REG SEALS, ALFRED DEAN 8/6/2016 CRYSTAL THOMAS 12/29/2016 50.02 50.02 Subtotal 50.02 TAX DISTRICT: ERWIN RELEASE REASON: Removal of SW Fee 0001588137-2016-2016-0000-00-REG FAMILY FRIENDLY VENTURES LLC 8/6/2016 AMY BAIN 12/12/2016 133.77 0.00 Subtotal 0.00 TAX DISTRICT: ERWIN RELEASE REASON: SMALL UNDERPAYMENT 0000019997-2016-2016-0000-00-REG WEAVER, BARBARA L 8/6/2016 PEGGY BAREFOOT 12/14/2016 799.48 0.22 Subtotal 0.22 TAX DISTRICT: ERWIN FIRE(TOWN) RELEASE REASON: Assessed In Err 0002250174-2016-2016-0000-00-REG SEALS, ALFRED DEAN 8/6/2016 CRYSTAL THOMAS 12/29/2016 7.84 7.84 Subtotal 7.84 TAX DISTRICT: ERWIN FIRE(TOWN) RELEASE REASON: Removal of SW Fee 0001588137-2016-2016-0000-00-REG FAMILY FRIENDLY VENTURES LLC 8/6/2016 AMY BAIN 12/12/2016 20.98 0.00 Subtotal 0.00 TAX DISTRICT: ERWIN FIRE(TOWN) RELEASE REASON: SMALL UNDERPAYMENT -2.17 44.47 0.00 133.77 799.26 0.00 20.98 0000019997-2016-2016-0000-00-REG WEAVER, BARBARA L 8/6/2016 PEGGY 12/14/2016 125.41 0.04 125.37 BAREFOOT Subtotal 0.04 TAX DISTRICT: FLATBRANCH FIRE RELEASE REASON: Address change 0000047460-2016-2016-0000-00-REG SENTER FAMILY REAL ESTATE LLC 8/6/2016 STEPHANIE 12/15/2016 101.14 101.14 0.00 WILSON PAGE13of28 011717a HC BOC Page 29 Bill# Taxpayer Name 0000047460-2016-2016-0070-00-DLD SENTER FAMILY REAL ESTATE LLC Operator ID (Name) 8/6/2016 STEPHANIE WILSON 12/15/2016 -. 0.00 Release Amount($) 505.16 --505.16 Subtotal 606.30 TAX DISTRICT: FLATBRANCH FIRE RELEASE REASON: Adjustment 0002245630-2016-2016-0000-00-REG MELLOTT, ROBERT ERIC 11/3/2016 MARGARET WRIGHT 12/15/2016 28.74 7.61 21.13 Subtotal 7.61 TAX DISTRICT: FLATBRANCH FIRE RELEASE REASON: Deferred Bill 0000047460-2016-2016-0070-01-DLD SENTER FAMILY REAL ESTATE LLC 8/6/2016 STEPHANIE 12/15/2016 505.16 505.16 0.00 WILSON Subtotal 505.16 TAX DISTRICT: FLATBRANCH FIRE RELEASE REASON: Exempt Property 0002247213-2016-2016-0000-00-REG SOUTH RIVER EMC,. 8/6/2016 AMY BAIN 12/22/2016 7.39 7.39 0.00 Subtotal 7.39 TAX DISTRICT: FLATBRANCH FIRE RELEASE REASON: Insurance Lapse 0001662500-2008-2008-0000-00-REG HOLT, JEAN CAROLINE 5/1/2009 YVONNE 12/1/2016 2.65 1.77 0.88 Subtotal MCARTHUR 1.77 TAX DISTRICT: FLATBRANCH FIRE RELEASE REASON: Vehicle Sold 0001657368-2008-2008-0000-00-REG HOLT, ANTHONY TUYON SR 4/1/2009 YVONNE 12/1/2016 2.82 2.35 0.47 MCARTHUR Subtotal 2.35 TAX DISTRICT: FLATWOODS FIRE RELEASE REASON: SMALL UNDERPAYMENT 0000034542-2016-2016-0000-00-REG MCDONALD, GEORGES 8/6/2016 WANDA SPIVEY 12/29/2016 42.10 0.03 42.07 Subtotal 0.03 TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Address change 0000013360-2016-2016-0000-00-REG CURRIN, NELSON T 8/6/2016 CRYSTAL 12/12/2016 753.73 753.73 0.00 THOMAS 0000015811-2016-2016-0000-00-REG DUNN CITY OF, . 8/6/2016 MARGARET 12/13/2016 70.00 70.00 0.00 WRIGHT PAGE 14 of 28 011717a HC BOC Page 30 Bill# Taxpayer Name 0000022515-2016-2016-0000-00-REG HARNETT CO CEMETERY ASSOC,. 0000025292-2016-2016-0000-00-REG HORTON PLANTATION 0000025292-2016-2016-0070-00-DLD HORTON PLANTATION 0000047423-2016-2016-0000-00-REG SENTER FARMS INC 0000047423-2016-2016-0070-00-DLD SENTER FARMS INC 0000047460-2016-2016-0000-00-REG SENTER FAMILY REAL ESTATE LLC 0000047460-2016-2016-0070-00-DLD SENTER FAMILY REAL ESTATE LLC 0000047479-2016-2016-0000-00-REG VLS REAL ESTATE LLC 0000047479-2016-2016-0070-00-DLD VLS REAL ESTATE LLC Operator ID (Name} 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 12/12/2016 12/1/2016 12/1/2016 12/16/2016 12/16/2016 12/15/2016 12/15/2016 12/15/2016 12/15/2016 -. 1,046.78 17.48 0.00 75.68 0.00 632.10 0.00 111.08 0.00 Release Amount{$} 1,046.78 17.48 195.08 75.68 138.90 632.10 3,157.28 111.08 672.98 Subtotal 6,871.09 TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Adjustment 0000006378-2011-2011-0000-00-REG BROADWELL, COY L 0000006378-2012-2012-0000-00-REG BROADWELL, COY L 0000006378-2013-2013-0000-00-REG BROADWELL, COY L 0000006378-2014-2014-0000-00-REG BROADWELL, COY L 0000006378-2015-2015-0000-00-REG BROADWELL, COY L 0000006378-2016-2016-0000-00-REG BROADWELL, COY L 0000018573-2016-2016-0000-00-REG FRIZZELLE, ROSCOE 0000018573-2016-2016-0070-00-DLD FRIZZELLE, ROSCOE 0000023483-2016-2016-0000-00-REG HAYMORE, JOSEPH BAXTER II 0000025291-2016-2016-0000-00-REG HORTON PLANTATION 0000025291-2016-2016-0070-00-DLD HORTON PLANTATION PAGE 15 of 28 8/5/2011 AMY BAIN 12/22/2016 7/26/2012 AMY BAIN 12/22/2016 8/7/2013 AMY BAIN 12/22/2016 8/9/2014 AMY BAIN 12/22/2016 8/8/2015 AMY BAIN 12/22/2016 8/6/2016 AMY BAIN 12/22/2016 8/6/2016 AMY BAIN 12/9/2016 8/6/2016 AMY BAIN 12/9/2016 8/6/2016 AMY BAIN 12/9/2016 8/6/2016 STEPHANIE 12/1/2016 WILSON 8/6/2016 STEPHANIE 12/1/2016 WILSON 1,052.87 281.42 1,116.87 301.42 1,116.87 301.42 1,150.55 309.40 1,146.05 309.40 1,146.05 304.15 943.73 943.73 0.00 1,269.23 18.75 18.75 995.90 995.90 0.00 4,295.10 -. 0.00 0.00 -195.08 0.00 -138.90 0.00 -3, 157.28 0.00 -672.98 771.45 815.45 815.45 841.15 836.65 841.90 0.00 -1,269.23 0.00 0.00 -4,295.10 011717a HC BOC Page 31 Bill# Taxpayer Name 0001753569-2016-2015-0000-00-REG GILBERT, KEYONA 0001753569-2016-2016-0000-00-REG GILBERT, KEYONA 0002245630-2016-2016-0000-00-REG MELLOTT, ROBERT ERIC 0002249162-2016-2016-0000-00-REG MCLAMB, CARLIE C Operator ID (Name) 5/27/2016 CRYSTAL THOMAS 8/6/2016 CRYSTAL THOMAS 11/3/2016 MARGARET WRIGHT 8/6/2016 CRYSTAL THOMAS 12/19/2016 12/19/2016 12/15/2016 1217/2016 -. 103.68 87.12 179.64 7.24 Release Amount($) 103.68 87.12 47.60 7.24 -. 0.00 0.00 132.04 0.00 Subtotal 9,575.56 TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Adjustment Release 0000019533-2016-2016-0000-01-PRV GILES, CHERYL DENISE 2/5/2016 AMY BAIN Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Assessed In Err 0000046483-2014-2014-0000-00-REG SALMON, CURTIS 8/9/2014 AMY BAIN 0000046483-2016-2016-0000-00-REG SALMON, CURTIS 8/6/2016 AMY BAIN 0002250174-2016-2016-0000-00-REG SEALS, ALFRED DEAN 8/6/2016 CRYSTAL THOMAS 0002254087-2016-2016-0000-00-REG BEGLEY, JEFFREY LEE 8/6/2016 AMY BAIN 0002254787-2016-2016-0000-00-REG TYNDALL, KENNETH LANE 11/23/2016 AMY BAIN Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Deferred Bill 0000018573-2016-2016-0070-02-DLD FRIZZELLE, ROSCOE 12/22/2016 AMY BAIN 0000025291-2016-2016-0070-01-DLD HORTON PLANTATION 8/6/2016 STEPHANIE WILSON 0000025292-2016-2016-0070-01-DLD HORTON PLANTATION 8/6/2016 STEPHANIE WILSON 0000030654-2016-2012-0070-00-DLD LEAIRD, LAURA LEE 12/5/2016 AMY BAIN 0000030654-2016-2013-0070-00-DLD LEAIRD, LAURA LEE 12/5/2016 AMY BAIN 0000030654-2016-2014-0070-00-D LO LEAIRD, LAURA LEE 12/5/2016 AMY BAIN 0000030654-2016-2015-0070-00-DLD LEAIRD, LAURA LEE 12/5/2016 AMY BAIN 0000030654-2016-2016-0070-01-DLD LEAIRD, LAURA LEE 8/6/2016 AMY BAIN PAGE 16 of 28 12/14/2016 337.20 12/21/2016 2,261.58 12/21/2016 2,261.58 12/29/2016 73.55 12/14/2016 18.75 12/2/2016 221.76 12/22/2016 1,269.23 12/1/2016 4,295.10 12/1/2016 195.08 12/5/2016 844.12 12/5/2016 844.12 12/5/2016 873.23 12/5/2016 873.23 12/5/2016 873.23 337.20 0.00 337.20 965.93 965.93 73.55 18.75 221.76 2,245.92 1,295.65 1,295.65 0.00 0.00 0.00 1,269.23 0.00 4,295.10 0.00 195.08 0.00 844.12 0.00 844.12 0.00 873.23 0.00 873.23 0.00 873.23 0.00 011717a HC BOC Page 32 Bill# Taxpayer Name 0000030655-2016-2012-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2013-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2014-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2015-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2016-0070-01-DLD LEAIRD, LAURA LEE 0000030662-2016-2011-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2012-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2013-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2014-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2015-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2016-0070-00-DLD LEAIRD, LAURA LEE 0000047423-2016-2016-0070-01-DLD SENTER FARMS INC 0000047 460-2016-2016-0070-01-DLD SENTER FAMILY REAL ESTATE LLC 0000047 4 79-2016-2016-0070-01-DLD VLS REAL ESTATE LLC 0000048462-2016-2016-0070-01-DLD SMITH, ALENE TAYLOR 0000048720-2016-2016-0070-00-DLD ELI EVERETTE SMITH TRUST, . 0000048721-2016-2016-0070-00-DLD ELI EVERETTE SMITH TRUST, . 0000048722-2016-2016-0070-00-DLD ELI EVERETTE SMITH TRUST, . 0000048723-2016-2016-0070-00-DLD ELI EVERETTE SMITH TRUST, . 0000048724-2016-2016-0070-00-DLD ELI EVERETTE SMITH TRUST, . 0000057353-2016-2016-0070-00-DLD WEBB, MINNIE F 0001264702-2016-2016-0070-00-DLD CAMPBELL, RUBY S Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Duplication 0000046483-2015-2015-0000-00-REG SALMON, CURTIS Operator ID {Name) 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 8/6/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/2/2016 AMY BAIN 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 8/6/2016 STEPHANIE WILSON 12/22/2016 AMY BAIN 12/21/2016 AMY BAIN 12/21/2016 AMY BAIN 12/21/2016 AMY BAIN 12/21/2016 AMY BAIN 12/21/2016 AMY BAIN 12/21/2016 AMY BAIN 12/1/2016 AMY BAIN 8/8/2015 AMY BAIN PAGE 17 of28 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/2/2016 12/16/2016 12/15/2016 12/15/2016 12/22/2016 12/21/2016 12/21/2016 12/21/2016 12/21/2016 12/21/2016 12/21/2016 12/1/2016 12/21/2016 -. 431.59 431.59 446.48 446.48 446.48 22.91 22.91 22.91 23.70 23.70 23.70 138.90 3,157.28 672.98 1,400.70 55.80 222.00 64.88 523.20 129.83 2,219.25 16.20 2,261.58 Release Amount{$) 431.59 431.59 446.48 446.48 446.48 22.91 22.91 22.91 23.70 23.70 23.70 138.90 3,157.28 672.98 1,400.70 55.80 222.00 64.88 523.20 129.83 2,219.25 16.20 21,010.81 965.93 -. 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,295.65 011717a HC BOC Page 33 Bill# Taxpayer Name 0002176531-2016-2016-0000-00-REG JOHNSON, WILLIAM BRANDON 0002245007-2015-2015-0000-00-REG KING, TERESA MARCELLA 0002246943-2016-2016-0000-00-REG KOENER, KRISTEN ASHLEY 0002249278-2016-2016-0000-00-REG FICK, JOHN HERMAN Subtotal Operator ID (Name) 8/6/2016 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Elderly Exclusion 0000005131-2016-2016-0000-00-REG BEASLEY, LESLEY DAWN JERNIGAN 0000005818-2016-2016-0000-01-REG BRADFORD, GERALDINE SHERRON 0000006177-2016-2016-0000-00-REG BREWINGTON, MARY LOIS 0000020807-2016-2016-0000-00-REG GREENMAN, EARL J 0000022232-2016-2016-0000-00-REG HARDEE, MARY CAROL 0000035907-2016-2016-0000-00-REG MCLEAN, LYMAN 0000050992-2016-2016-0000-00-REG STEWART, JEAN B 0000057877-2016-2016-0000-00-REG HAYES, LINDA G 0000058379-2016-2016-0000-00-REG WEST, LOISANN E Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Exempt Property 0002247213-2016-2016-0000-00-REG SOUTH RIVER E M C, . Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Full rebate 0002254779-2016-2016-0000-00-REG NORRIS, BOBBY JOE Subtotal PAGE 18 of 28 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 MARGARET WRIGHT 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 MARGARET WRIGHT 8/6/2016 MARGARET WRIGHT 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 11/23/2016 SHERRY LOCKAMY 12/20/2016 12/12/2016 12/14/2016 12/29/2016 12/9/2016 12/9/2016 12/9/2016 12/14/2016 12/12/2016 12/9/2016 12/9/2016 12/9/2016 12/19/2016 12/22/2016 12/2/2016 -. 23.02 79.80 14.97 11.18 526.15 1,734.78 465.18 1,205.65 839.30 598.45 801.63 1,244.20 874.08 46.20 55.44 Release Amount($) 8.27 79.80 14.97 11.18 1,080.15 -14.75 0.00 0.00 0.00 526.15 0.00 1,734.78 0.00 465.18 0.00 1,205.65 0.00 839.30 0.00 598.45 0.00 801.63 0.00 1,244.20 0.00 874.08 0.00 8,289.42 46.20 46.20 55.44 55.44 0.00 0.00 011717a HC BOC Page 34 Bill# Taxpayer Name TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Insurance Lapse 0001662500-2008-2008-0000-00-REG HOLT, JEAN CAROLINE I Operator ID {Name} 5/1/2009 YVONNE MCARTHUR 12/1/2016 -. 16.24 Release Amount($} 10.83 -5.41 Subtotal 10.83 TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Less than min amt 0002249821-2016-2016-0000-00-REG CHEZEM, MARVIN JEROME 0002252670-2016-2016-0000-00-REG LOPEZ, ALLEN SCOTT 0002254817-2016-2016-0000-00-REG NEWTON, JAMES MONROE 12/9/2016 AMY BAIN 12/8/2016 AMY BAIN 12/8/2016 AMY BAIN 12/9/2016 12/8/2016 12/8/2016 0.09 0.75 0.83 0.09 0.75 0.83 0.00 0.00 0.00 Subtotal 1.67 TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Listed In Error 0002250398-2016-2016-0000-00-REG ELLIS, ZACHARY JASON Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Over Assessment 0000026798-2016-2016-0000-00-REG JERNIGAN, ROBERT N 0000026798-2016-2016-0000-00-REG JERNIGAN, ROBERT N 0001659745-2016-2016-0000-00-REG WADE, WILLIAM ALAN Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Ownership change 0000008711-2016-2016-0000-00-REG CALDWELL, SHERBYTEEN M 0000010499-2016-2016-0000-00-REG CHANCE, JOHN L 0000013945-2016-2016-0000-00-REG DAVIS, JULIUS E 0000013966-2016-2016-0000-00-REG DAVIS, LINDA MOORE 0000019533-2016-2016-0000-00-PRV GILES, CHERYL DENISE 0000019533-2016-2016-0000-00-REG GILES, CHERYL DENISE PAGE 19 of 28 8/6/2016 AMY BAIN 8/6/2016 CRYSTAL THOMAS 8/6/2016 CRYSTAL THOMAS 8/6/2016 CRYSTAL THOMAS 8/6/2016 MARGARET WRIGHT 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 2/5/2016 AMY BAIN 8/6/2016 AMY BAIN 12/5/2016 340.07 12/20/2016 14.05 12/20/2016 7.51 12/28/2016 8.63 12/14/2016 208.13 12/14/2016 479.80 12/12/2016 526.45 12/14/2016 391.45 12/14/2016 0.00 12/14/2016 337.20 322.56 322.56 17.51 6.54 7.51 3.00 4.51 1.50 7.13 11.04 208.13 479.80 526.45 391.45 337.20 337.20 0.00 0.00 0.00 0.00 -337.20 0.00 011717a HC BOC Page 35 Bill# Taxpayer Name 0000027115-2016-2016-0000-00-REG MCGEE INVESTMENTS INC, . 0000033626-2016-2016-0000-00-REG MATTHEWS, EUNICE 0000040863-2016-2016-0000-00-REG PARKER, DEAN CLIFTON 0000045228-2016-2016-0000-00-REG RIGSBEE, SANDRA S 0000054708-2016-2016-0000-00-REG ANDERSON CREEK MHP LLC 0000055456-2016-2016-0000-00-REG ANDERSON CREEK MHP LLC 0000058029-2013-2013-0000-00-REG SOUTH CENTRAL WATER AND SEWER DIST OF HARNETT CO 0000058029-2014-2014-0000-00-REG SOUTH CENTRAL WATER AND SEWER DIST OF HARNETT CO 0000058029-2015-2015-0000-00-REG SOUTH CENTRAL WATER AND SEWER DIST OF HARNETT CO 0000058029-2016-2016-0000-00-REG SOUTH CENTRAL WATER AND SEWER DIST OF HARNETT CO 0000061431-2016-2016-0000-00-REG YATES WILLIE VANN AND JT TENANTS,. 0001318049-2016-2016-0000-00-REG GWYN, OWEN JR 0002113672-2015-2015-0000-00-REG CAVINESS AND CATES BUILDING DE 0002113672-2016-2016-0000-00-REG CAVINESS AND CATES BUILDING DEV CO,. Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Penalty In Err 0000005904-2016-2016-0000-00-REG BRADSHER R L CONTRACTING INC 0001885386-2016-2016-0000-00-REG HIDDEN POND FARMS Operator ID {Name) 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 MARGARET WRIGHT 8/6/2016 MARGARET WRIGHT 8/7/2013 AMY BAIN 8/9/2014 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 SHERRY LOCKAMY 12/21/2016 12/15/2016 12/14/2016 12/14/2016 12/21/2016 12/21/2016 12/14/2016 12/14/2016 12/14/2016 12/14/2016 12/14/2016 12/9/2016 12/16/2016 12/16/2016 12/20/2016 12/21/2016 -. 210.00 369.29 231.00 1,344.48 45.00 90.00 108.75 112.50 112.50 112.50 22.50 1,939.23 1,330.75 1,330.75 2,765.29 1,723.55 Release Amount{$) 210.00 369.29 231.00 1,344.48 45.00 90.00 108.75 112.50 112.50 112.50 22.50 1,939.23 1,330.75 1,330.75 9,639.48 251.39 156.69 Subtotal 408.08 TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Property Granted PUV 0000030654-2012-2012-0000-00-REG LEAIRD, LAURA LEE 0000030654-2012-2012-0070-00-DLD LEAIRD, LAURA LEE 0000030654-2013-2013-0000-00-REG LEAIRD, LAURA LEE PAGE 20 of28 7/26/2012 AMY BAIN 11/19/2015 AMY BAIN 8/7/2013 AMY BAIN 12/5/2016 12/5/2016 12/5/2016 799.39 0.00 799.39 799.39 263.25 799.39 -0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,513.90 1,566.86 0.00 -263.25 0.00 011717a HC BOC Page 36 Bill# Taxpayer Name 0000030654-2013-2013-0070-00-DLD LEAIRD, LAURA LEE 0000030654-2014-2014-0000-00-REG LEAIRD, LAURA LEE 0000030654-2014-2014-0070-00-DLD LEAIRD, LAURA LEE 0000030654-2015-2015-0000-00-REG LEAIRD, LAURA LEE 0000030654-2015-2015-0070-00-DLD LEAIRD, LAURA LEE 0000030654-2016-2012-0000-00-REG LEAIRD, LAURA LEE 0000030654-2016-2013-0000-00-REG LEAIRD, LAURA LEE 0000030654-2016-2014-0000-00-REG LEAIRD, LAURA LEE 0000030654-2016-2015-0000-00-REG LEAIRD, LAURA LEE 0000030654-2016-2016-0000-00-REG LEAIRD, LAURA LEE 0000030654-2016-2016-0000-01-REG LEAIRD, LAURA LEE 0000030654-2016-2016-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2012-2012-0000-00-REG LEAIRD, LAURA LEE 0000030655-2012-2012-0070-00-DLD LEAIRD, LAURA LEE 0000030655-2016-2016-0000-00-REG LEAIRD, LAURA LEE 0000030655-2016-2016-0070-00-DLD LEAIRD, LAURA LEE 0000030662-2016-2016-0000-00-REG LEAIRD, LAURA LEE 0000048720-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST, . 0000048721-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST, . 0000048722-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST, . 0000048723-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST,. 0000048724-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST,. 0000057353-2016-2016-0000-00-REG WEBB, MINNIE F 0001264702-2016-2016-0000-00-REG CAMPBELL, RUBY S Subtotal Operator ID (Name) 11/19/2015 AMY BAIN 8/9/2014 AMY BAIN 11/19/2015 AMY BAIN 8/8/2015 AMY BAIN 11/19/2015 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 12/5/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 7/26/2012 AMY BAIN 11/19/2015 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN PAGE 21 of 28 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/5/2016 12/12/2016 12/12/2016 12/5/2016 12/5/2016 12/2/2016 12/21/2016 12/21/2016 12/21/2016 12/21/2016 12/21/2016 12/21/2016 12/1/2016 -. 0.00 826.95 0.00 826.95 0.00 219.97 219.97 227.55 227.55 826.95 227.55 0.00 500.76 0.00 518.03 0.00 30.00 141.00 269.33 812.75 634.73 475.00 11,022.38 53.78 Release Amount($) 263.25 826.95 272.33 826.95 272.33 1.45 1.45 1.50 1.50 826.95 1.50 272.33 500.76 8.99 518.03 9.30 30.00 141.00 269.33 812.75 634.73 475.00 11,022.38 53.78 19,906.57 --263.25 0.00 -272.33 0.00 -272.33 218.52 218.52 226.05 226.05 0.00 226.05 -272.33 0.00 -8.99 0.00 -9.30 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 011717a HC BOC Page 37 Bill# Taxpayer Name Operator ID (Name) TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Removal of SW Fee 0000030652-2013-2013-0000-00-REG LEAIRD, LAURA LEE 0000030652-2014-2014-0000-00-REG LEAIRD, LAURA LEE 0000030652-2015-2015-0000-00-REG LEAIRD, LAURA LEE 0000030652-2016-2016-0000-00-REG LEAIRD, LAURA LEE 0000048721-2015-2015-0000-00-REG ELI EVERETTE SMITH TRUST 0000048721-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST, . 0000048724-2015-2015-0000-00-REG ELI EVERETTE SMITH TRUST 0000049685-2016-2016-0000-00-REG THAMES, NANCY IRENE 0000051496-2016-2016-0000-00-REG TART, EULAS DILLON 0000054019-2015-2015-0000-00-REG DAVIS, WILLARD ERLYST JR 0000054019-2016-2016-0000-00-REG DAVIS, WILLARD ERLYST JR 0000060989-2016-2016-0000-00-REG WOODALL, E MARSHALL 0001588137-2016-2016-0000-00-REG FAMILY FRIENDLY VENTURES LLC 0001711541-2015-2015-0000-00-REG WICKER, BILLIE E 0001711541-2016-2016-0000-00-REG WICKER, BILLIE E 8/7/2013 AMY BAIN 8/9/2014 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/8/2015 AMY BAIN 8/6/2016 AMY BAIN 12/2/2016 12/2/2016 12/2/2016 12/2/2016 12/12/2016 12/12/2016 12/12/2016 12/30/2016 12/22/2016 12/12/2016 12/12/2016 12/22/2016 12/12/2016 12/21/2016 12/21/2016 -. 1,005.47 1,037.73 1,037.73 1,037.73 339.33 339.33 1,105.00 573.43 1,100.25 235.00 235.00 619.53 266.73 164.65 164.65 Release Amount($) 70.00 70.00 70.00 70.00 70.00 70.00 630.00 70.00 420.00 70.00 70.00 70.00 70.00 73.75 73.75 Subtotal 1,967.50 TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Situs error 0000046696-2016-2012-0000-00-REG SARGENT, HOWARD T 0002254450-2016-2016-0000-00-REG DEESE, WILLIAM STANLEY JR 12/2/2016 MARGARET WRIGHT 8/6/2016 AMY BAIN 12/2/2016 12/30/2016 28.28 21.00 28.28 21.00 Subtotal 49.28 TAX DISTRICT: HARNETT COUNTY RELEASE REASON: SMALL UNDERPAYMENT 0000003258-2016-2016-0000-00-REG GODWIN, JAMES A 0000003394-2016-2016-0000-00-REG BARNES, JAMES GARLEY 0000006946-2016-2016-0000-00-REG BROWN, TR PAGE 22 of 28 8/6/2016 YVONNE MCARTHUR 8/6/2016 KIMBERLY BAKER 12/19/2016 12/9/2016 8/6/2016 WANDA SPIVEY 12/19/2016 60.00 165.38 1,151.13 0.19 0.09 0.01 -. . 935.47 967.73 967.73 967.73 269.33 269.33 475.00 503.43 680.25 165.00 165.00 549.53 196.73 90.90 90.90 0.00 0.00 59.81 165.29 1,151.12 011717a HC BOC Page 38 Bill# Taxpayer Name 0000012219-2016-2016-0000-00-REG COOPER, JACKIE B 0000016374-2016-2016-0000-00-REG ELLIOTI, ANNIE B 0000019997-2016-2016-0000-00-REG WEAVER, BARBARA L 0000020308-2016-2016-0000-00-REG AMMONS, DUSTIN ALLEN 0000020516-2016-2016-0000-00-REG GRANTHAM, CAM NHUNG 0000020817-2016-2016-0000-00-REG GREER, MARGARET A 0000021450-2016-2016-0000-00-REG GUZMAN, ANDRES PRIVADO 0000025694-2016-2016-0000-00-REG HUFF, MOLLY REE DOUGLAS 0000026808-2016-2016-0000-00-REG JERNIGAN, TERESA JANE 0000034542-2016-2016-0000-00-REG MCDONALD, GEORGES 0000037898-2016-2016-0000-00-REG CONNELLY, CALVIN R SR 0000040756-2016-2016-0000-00-REG GIBBS, ELLA MAE 0000042131-2016-2016-0000-00-REG ACG SPRING LAKE LLC 0000042809-2016-2016-0000-00-REG PLEASANT, VIRGINIA G 0000044149-2016-2016-0000-00-REG RALEIGH DISTRIBUTION CENTER 0000047422-2016-2016-0000-00-REG SENTER FARMS INC 0000048480-2016-2016-0000-00-REG JACKSON, H DALE 0000048837-2016-2016-0000-00-REG SMITH, HENRY LEWIS 0000049820-2016-2016-0000-00-REG SPENCE, PHILIP ODELL 0000050480-2016-2016-0000-00-REG STEPHENS, ELBERT 0000052928-2016-2016-0000-00-REG TART, WILLIAM C PAGE 23 of28 Operator ID (Name) 8/6/2016 PEGGY BAREFOOT 8/6/2016 KIMBERLY BAKER 8/6/2016 PEGGY BAREFOOT 12/15/2016 12/22/2016 12/14/2016 8/6/2016 WANDA SPIVEY 12/14/2016 8/6/2016 TRACI FERRELL 8/6/2016 KIMBERLY BAKER 8/6/2016 TRACI FERRELL 12/30/2016 12/8/2016 12/30/2016 8/6/2016 WANDA SPIVEY 12/30/2016 8/6/2016 PEGGY BAREFOOT 12/19/2016 8/6/2016 WANDA SPIVEY 12/29/2016 8/6/2016 KIMBERLY BAKER 8/6/2016 PEGGY BAREFOOT 8/6/2016 YVONNE MCARTHUR 8/6/2016 PEGGY BAREFOOT 8/6/2016 PEGGY BAREFOOT 8/6/2016 PEGGY BAREFOOT 8/6/2016 YVONNE MCARTHUR 8/6/2016 PEGGY BAREFOOT 8/6/2016 KIMBERLY BAKER 12/5/2016 12/15/2016 12/6/2016 12/12/2016 12/22/2016 12/15/2016 12/1/2016 12/22/2016 12/13/2016 8/6/2016 WANDA SPIVEY 12/22/2016 8/6/2016 WANDA SPIVEY 12/22/2016 -. 1,430.80 741.68 1,245.70 729.78 682.75 1,709.35 1,312.40 176.93 17.25 263.10 461.88 365.50 84.00 972.35 18.17 254.33 933.70 90.00 750.80 617.43 441.03 Release Amount($) 0.09 0.05 0.33 0.02 0.01 0.02 0.02 0.03 0.44 0.17 0.18 0.01 0.87 0.74 0.07 0.01 0.35 0.71 0.02 0.58 0.38 -1,430.71 741.63 1,245.37 729.76 682.74 1,709.33 1,312.38 176.90 16.81 262.93 461.70 365.49 83.13 971.61 18.10 254.32 933.35 89.29 750.78 616.85 440.65 011717a HC BOC Page 39 Bill# Taxpayer Name 0000054997-2016-2016-0000-00-REG TURLINGTON, EDWARD 0000061122-2016-2016-0000-00-REG WOOTION, SARAH J 0000061966-2016-2016-0000-00-REG HARTER, IDELLA M 0001142331-2006-2006-0000-00-REG MERCHISON, LENWOOD DURCELL 0001300457-2006-2006-0000-00-REG BAYLES, CHRISTY DIANE 0001588135-2016-2016-0070-00-REG WEST, MARIE MCDONALD 0001590657-2016-2016-0070-00-REG WEST, MARIE MCDONALD 0001735218-2016-2016-0000-00-REG FOWLER, JAMES C 0002084527-2012-2012-0000-00-REG BOAHN, TRACIE MICHELLE 0002108938-2013-2013-0000-00-REG GOOCH, TONYA DAWN Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Sold/Traded 0000061390-2016-2016-0000-00-REG YARBOROUGH, CARL Subtotal TAX DISTRICT: HARNETT COUNTY RELEASE REASON: Vehicle Sold 0001576107-2008-2008-0000-00-REG HOLT, JEAN CAROLINE 0001657368-2008-2008-0000-00-REG HOLT, ANTHONY TUYON SR Subtotal TAX DISTRICT: LILLINGTON RELEASE REASON: Address change 0000022515-2016-2016-0000-00-REG HARNETT CO CEMETERY ASSOC,. Subtotal Operator ID (Name) 8/6/2016 WANDA SPIVEY 8/6/2016 PEGGY BAREFOOT 8/6/2016 PEGGY BAREFOOT 6/1/2006 YVONNE MCARTHUR 10/2/2006 YVONNE MCARTHUR 12/13/2016 KIMBERLY BAKER 12/13/2016 KIMBERLY BAKER 8/6/2016 YVONNE MCARTHUR 5/1/2013 HARNETT BANKRUPTCY 11/1/2013 YVONNE MCARTHUR 8/6/2016 AMY BAIN 9/2/2008 YVONNE MCARTHUR 4/1/2009 YVONNE MCARTHUR 8/6/2016 STEPHANIE WILSON PAGE 24 of28 12/22/2016 12/5/2016 12/13/2016 12/29/2016 12/28/2016 12/13/2016 12/13/2016 12/1/2016 12/5/2016 12/6/2016 12/28/2016 12/1/2016 12/1/2016 12/12/2016 -. 168.30 165.00 1,288.53 6.62 9.48 110.78 111.6!: 930.03 50.24 13.99 224.82 23.74 17.27 725.76 I I Release Amount($) 0.01 0.36 0.18 0.08 0.10 0.01 0.01 0.18 0.01 0.10 6.43 23.52 23.52 9.89 14.39 24.28 725.76 725.76 -168.29 164.64 1,288.35 6.54 9.38 110.77 111.67 929.85 50.23 13.89 201.30 13.85 2.88 0.00 011717a HC BOC Page 40 Bill# Taxpayer Name TAX DISTRICT: LILLINGTON RELEASE REASON: Duplication 0002249278-2016-2016-0000-00-REG FICK, JOHN HERMAN Subtotal TAX DISTRICT: LILLINGTON RELEASE REASON: Ownership change 0000033626-2016-2016-0000-00-REG MATIHEWS, EUNICE Subtotal TAX DISTRICT: LILLINGTON RELEASE REASON: SMALL UNDERPAYMENT 0000037898-2016-2016-0000-00-REG CONNELLY, CALVIN R SR 0000050480-2016-2016-0000-00-REG STEPHENS, ELBERT Subtotal Operator ID (Name) 8/6/2016 AMY BAIN 8/6/2016 AMY BAIN 8/6/2016 KIMBERLY BAKER 12/29/2016 12/15/2016 12/5/2016 8/6/2016 WANDA SPIVEY 12/22/2016 TAX DISTRICT: NORTHWEST HARNETT RELEASE REASON: Address change 0000025292-2016-2016-0000-00-REG HORTON PLANTATION 8/6/2016 STEPHANIE 12/1/2016 WILSON 0000025292-2016-2016-0070-00-DLD HORTON PLANTATION 8/6/2016 STEPHANIE 12/1/2016 WILSON Subtotal TAX DISTRICT: NORTHWEST HARNETT RELEASE REASON: Adjustment 0000025291-2016-2016-0000-00-REG HORTON PLANTATION 8/6/2016 STEPHANIE 12/1/2016 WILSON 0000025291-2016-2016-0070-00-DLD HORTON PLANTATION 8/6/2016 STEPHANIE 12/1/2016 WILSON Subtotal TAX DISTRICT: NORTHWEST HARNETT RELEASE REASON: Deferred Bill 0000025291-2016-2016-0070-01-DLD HORTON PLANTATION 8/6/2016 STEPHANIE 12/1/2016 WILSON 0000025292-2016-2016-0070-01-DLD HORTON PLANTATION 8/6/2016 STEPHANIE 12/1/2016 WILSON Subtotal PAGE 25 of 28 -. 7.75 207.51 271.70 379.55 1.86 0.00 91.30 0.00 458.14 20.81 Release Amount($) 7.75 7.75 207.51 207.51 0.12 0.40 0.52 1.86 20.81 22.67 91.30 458.14 549.44 458.14 20.81 478.95 -0.00 0.00 271.58 379.15 0.00 -20.81 0.00 -458.14 0.00 0.00 011717a HC BOC Page 41 Bill# Taxpayer Name TAX DISTRICT: NORTHWEST HARNETT RELEASE REASON: Duplication 0002176531-2016-2016-0000-00-REG JOHNSON, WILLIAM BRANDON Subtotal Operator ID (Name} 8/6/2016 AMY BAIN TAX DISTRICT: NORTHWEST HARNETT RELEASE REASON: Less than min amt 0002254817-2016-2016-0000-00-REG NEWTON, JAMES MONROE 12/8/2016 AMY BAIN Subtotal TAX DISTRICT: NORTHWEST HARNETT RELEASE REASON: Listed In Error 0002250398-2016-2016-0000-00-REG ELLIS, ZACHARY JASON 8/6/2016 AMY BAIN Subtotal TAX DISTRICT: NORTHWEST HARNETT RELEASE REASON: Ownership change 0000061431-2016-2016-0000-00-REG YATES WILLIE VANN AND JT 8/6/2016 AMY BAIN TENANTS,. 0001318049-2016-2016-0000-00-REG GWYN, OWEN JR 8/6/2016 AMY BAIN Subtotal TAX DISTRICT: NORTHWEST HARNETT RELEASE REASON: Penalty In Err 0000005904-2016-2016-0000-00-REG BRADSHER R L CONTRACTING INC 8/6/2016 AMY BAIN Subtotal TAX DISTRICT: SPOUT SPRINGS FIRE RELEASE REASON: Deferred Bill 0000048720-2016-2016-0070-00-DLD ELI EVERETIE SMITH TRUST, . 12/21/2016 AMY BAIN 0000048721-2016-2016-0070-00-DLD ELI EVERETIE SMITH TRUST, . 12/21/2016 AMY BAIN 0000048722-2016-2016-0070-00-DLD ELI EVERETTE SMITH TRUST, . 12/21/2016 AMY BAIN 0000048723-2016-2016-0070-00-DLD ELI EVERETIE SMITH TRUST, . 12/21/2016 AMY BAIN 0000048724-2016-2016-0070-00-DLD ELI EVERETIE SMITH TRUST, . 12/21/2016 AMY BAIN Subtotal PAGE 26 of28 -' . 12/20/2016 2.46 12/8/2016 0.09 12/5/2016 36.27 12/14/2016 2.40 12/9/2016 199.38 12/20/2016 294.96 12/21/2016 7.44 12/21/2016 29.60 12/21/2016 8.65 12/21/2016 69.76 12/21/2016 17.31 Release Amount($} 0.89 0.89 0.09 0.09 34.40 34.40 2.40 199.38 201.78 26.81 26.81 7.44 29.60 8.65 69.76 17.31 132.76 -. 1.57 0.00 1.87 0.00 0.00 268.15 0.00 0.00 0.00 0.00 0.00 011717a HC BOC Page 42 Bill# Taxpayer Name Operator ID (Name) TAX DISTRICT: SPOUT SPRINGS FIRE RELEASE REASON: Ownership change 0000008711-2016-2016-0000-00-REG CALDWELL, SHERBYTEEN M 8/6/2016 MARGARET WRIGHT 0002113672-2015-2015-0000-00-REG CAVINESS AND CATES BUILDING DE 8/8/2015 AMY BAIN 0002113672-2016-2016-0000-00-REG CAVINESS AND CATES BUILDING 8/6/2016 AMY BAIN DEV CO,. Subtotal TAX DISTRICT: SPOUT SPRINGS FIRE RELEASE REASON: Property Granted PUV 0000048720-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST, . 8/6/2016 AMY BAIN 0000048721-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST,. 8/6/2016 AMY BAIN 0000048722-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST, . 8/6/2016 AMY BAIN 0000048723-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST,. 8/6/2016 AMY BAIN 0000048724-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST, . 8/6/2016 AMY BAIN Subtotal TAX DISTRICT: SPOUT SPRINGS FIRE RELEASE REASON: Removal of SW Fee 0000048721-2015-2015-0000-00-REG ELI EVERETTE SMITH TRUST 8/8/2015 AMY BAIN 0000048721-2016-2016-0000-00-REG ELI EVERETTE SMITH TRUST, . 8/6/2016 AMY BAIN 0000048724-2015-2015-0000-00-REG ELI EVERETTE SMITH TRUST 8/8/2015 AMY BAIN 0000049685-2016-2016-0000-00-REG THAMES, NANCY !RENE 8/6/2016 AMY BAIN Subtotal TAX DISTRICT: SPOUT SPRINGS FIRE RELEASE REASON: SMALL UNDERPAYMENT 0000012219-2016-2016-0000-00-REG COOPER, JACKIE B 8/6/2016 PEGGY BAREFOOT 0000048480-2016-2016-0000-00-REG JACKSON, H DALE 8/6/2016 YVONNE MCARTHUR Subtotal TAX DISTRICT: SUMMERVILLE BUNNLEVE RELEASE REASON: Address change 0000047423-2016-2016-0000-00-REG SENTER FARMS INC 8/6/2016 STEPHANIE WILSON PAGE 27 of 28 -. 12/14/2016 27.75 12/16/2016 168.10 12/16/2016 168.10 12/21/2016 18.80 12/21/2016 35.91 12/21/2016 89.70 12/21/2016 84.63 12/21/2016 54.00 12/12/2016 35.91 12/12/2016 35.91 12/12/2016 54.00 12/30/2016 57.79 12/15/2016 181.44 12/1/2016 115.16 12/16/2016 8.07 Release Amount($) 27.75 168.10 168.10 363.95 18.80 35.91 89.70 84.63 54.00 283.04 0.00 0.00 0.00 0.00 0.00 0.01 0.05 0.06 8.07 -. 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 35.91 35.91 54.00 57.79 181.43 115.11 0.00 011717a HC BOC Page 43 Bill# Taxpayer Name 0000047423-2016-2016-0070-00-DLD SENTER FARMS INC Operator ID (Name) 8/6/2016 STEPHANIE WILSON -. 12/16/2016 0.00 Release Amount($) 14.82 Subtotal 22.89 TAX DISTRICT: SUMMERVILLE BUNNLEVE RELEASE REASON: Deferred Bill 0000047423-2016-2016-0070-01-DLD SENTER FARMS INC 8/6/2016 STEPHANIE 12/16/2016 14.82 14.82 WILSON Subtotal 14.82 TAX DISTRICT: SUMMERVILLE BUNNLEVE RELEASE REASON: Duplication 0002246943-2016-2016-0000-00-REG KOENER, KRISTEN ASHLEY 8/6/2016 AMY BAIN 12/14/2016 1.60 1.60 Subtotal 1.60 TAX DISTRICT: SUMMERVILLE BUNNLEVE RELEASE REASON: Elderly Exclusion 0000005131-2016-2016-0000-00-REG BEASLEY, LESLEY DAWN JERNIGAN 8/6/2016 AMY BAIN 12/9/2016 48.66 48.66 Subtotal 48.66 TAX DISTRICT: WEST AREA FIRE RELEASE REASON: SMALL UNDERPAYMENT 0002108938-2013-2013-0000-00-REG GOOCH, TONYA DAWN Subtotal Total PAGE 28 of 28 11/1/2013 YVONNE MCARTHUR 12/6/2016 1.93 0.01 0.01 95,452.89 --14.82 0.00 0.00 0.00 1.92 011717a HC BOC Page 44 Agenda Item --"4'""'-Daa.--- A PROCLAMATION CONG RA TULA TING COBLE SKI SCHOOL ON ITS CONTINUED SUCCESS AND ACCOMPLISHMENTS IN HARNETT COUNTY THAT WHEREAS, more than 20 years ago, Gary and Shirley Coble created Coble Ski School on 256 acres of land near Lillington in Harnett County that had previously been a sand and rock quarry; and WHEREAS, over the last two decades, Coble Ski School has grown to comprise ten private lakes spread across 500 acres and today is known as the world's largest water ski and wakeboard camp; and WHEREAS, throughout its existence, Coble Ski School has produced world champion water skiers, including members of the Coble family who have won countless events and have received numerous awards and honors over the years; and WHEREAS, current owner and head coach April Coble Eller has won 30 National Titles, the US Masters and the World Championships, and has been recognized as a two-time USA Water Ski Athlete of the Year and as National Coach of the Year; and her husband, Chris Eller, is a National three- event overall champion who is best known as one of the world's best boat drivers; and WHEREAS, in 2014, Gary and Shirley Coble were inducted into the North Carolina Water Ski Hall of Fame; and WHEREAS, most recently, members of the Coble family competed in the International Waterski & Wakeboard Federation World Championships in Sesena, Spain, in September 2016, during which April Coble Eller earned first place in the Over 35 Ladies Slalom, Chris Eller placed fifth in the Over 35 Men's Jump, and Shirley Coble, at age 72, placed fourth in the Over 65 Ladies Slalom; and WHERAS, the Coble family has brought prestige and recognition to Hamett County through their achievements and through the operation of Coble Ski School and the hosting of summer camps within the county; and NOW, THEREFORE, we, the Hamett County Board of Commissioners, do hereby congratulate the Coble family and Coble Ski School on their accomplishments and express our appreciation to them for proudly carrying the banner of Harnett County as they compete around the world and bring honor to our wonderful county; and we wish them continued success and prosperity in their business and future endeavors. Adopted this 17th day of January 2017. HARNETT COUNTY BOARD OF COMMISSIONERS C. Gordon Springle, Chainnan Joe Miller, Vice Chairman Abe Elmore Barbara McKay Howard Penny Jr. 011717a HC BOC Page 45 Board Meeting Agenda Item Agenda Item __ 4-=---=E=--- MEETING DATE: January 17, 2017 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Angier & Black River Fire Department request permission to purchase new vehicle extrication equipment. REQUESTED BY: Emergency Services, on behalf of Angier & Black River Fire Department REQUEST: Angier & Black River Fire Department is requesting permission to purchase new vehicle extrication eq•;pment to replace outdated extrication equipment. Their current 2016-2017 Budget has a line item in the "Capital Outlay" for "Hydrant Installation" for the amount of $40,000. They would like to amend their current budget and reallocate those funds for the purchase of new vehicle extrication equipment. Their current Service Truck has outdated extrication equipment. This apparatus is responsible for responding to vehicle accidents and other rescue incidents to provide rescue/extrication equipment. The current extrication equipment from their research is over 30 years old. These pieces of equipment are not efficient or suitable for modem vehicle extrication. They have also reached the end of their operational life cycle and are becoming a safety concern. They have reviewed their hydrant coverage and have found that they have adequate water supply for the time being. They are also moving in a direction with apparatus that accomplishes their water supply needs along with their current hydrant coverage. See attached request letter and documentation from Angier & Black River Fire Department. C:\Users\gwheeler\App Data \Local\Mi crosoft\ Windows\l NetCache\Co ntent.Outlook\TPTEQCL V\agendafo nn20 17 - A BRF D new ve hi c le extricatio n equipment.doc Page t of2 011717a HC BOC Page 46 TO: FROM: TOPIC: DATE: All, Angier & Black River Fire Deparbnen~ Inc. 309 N. Broad Sl East P.O.Box389 Angier, NC 27501 Phone (919) 639-6234 Fax (919) 639-5915 Hamett County Board of Commissioners Jimmy Riddle, Hamett County Emergency Services Director Bill Lamm, Harnett County Fire Marshall Zach Lindsey, Fire Chief Angier & Black River Fire Dept. Reallocation of Budgeted Funds 12/15/16 Summary of Request: Our current 2016-2017 Budget has a line item in the "Capital Outlay" for "Hydrant Installation" for the amount of $40,000 ( see attachment 1 ). We would like to amend our current budget and reallocate those funds for the purchase of new vehicle extrication equipment. Reasoning: Our current Service Truck has outdated extrication equipment. This apparatus is responsible for responding to vehicle accidents and other rescue incidents to provide rescue/extrication equipment. The current extrication equipment from our research is over 30 years old. These pieces of equipment are not efficient or suitable for modern vehicle extrication. They have also reached the end of their operational life cycle and are becoming a safety concern. We have reviewed our hydrant coverage and have found that we have adequate water supply for the time being. We are also moving in a direction with apparatus that accomplishes our water supply needs along with our current hydrant coverage. 011717a HC BOC Page 47 New Equipment List: If approved we will move forward with the purchase of Hurst EDraulic rescue tools . We will also being purchasing a Hurst Strongarm. This piece of equipment will be used for RJT, firefighting, and rescue operations. Below is the list of equipment to be purchased as well as the total cost. 1-SP 555E2 Spreader 1-S 700E2 Cutter 2-R 421E2 Ram 1-StrongArm Total : $36,581.09 ConcJusion : Our motto at the Angier & Black River Fire Department is "Better Everyday!" We are always seeking ways to improve our service to the citizens of Harnett County. Purchasing these tools will improve our response and are critical during lifesaving operations. Thank you for your consideration. Zach Lindsey Fire Chief Angier & Black River Fire Department "Better Everyday" 011717a HC BOC Page 48 Attachment 1 DEPARTMENT:_Angier & Black River Fire Department_ Capital Outlay Request -Fire Fiscal Year 2016-2017 Priority How will this equipment address your New or Amount of Financing No. lterrvequlpment Qty. departmenrs needs? replace Request I (No. of years) 1 Hvdrant Installation 5 Advance toward 85% hvdrant cowraae New $40000.00 0 2 Turnout Gear 5 OSHA reauired reolacernent I 10 vears) New $14 000.00 0 3 Thermal l=ina Camera 1 Utilizino new technnlnnv in fire attack/01.erhaul New $7 570.00 0 4 Mobile Radio's 2 Additional Radio's for new truck New $8 000.00 Total S69 670.00 All motorized 1.ehicles crust be reauested bv S"""ific narre model number and detailed descriotion. 011717a HC BOC Page 49 Attachment 2 PO Box 13 -2724 Swepsomi lle-Saxapahaw Rd. Swepsonville, NC 27359 Toll Free: 8~72-5918 Fax: (336) 578-1982 BILL TO: Angier-Black River Fire Dept PO Box 389 Angier NC 27501 Quote Date: December 13, 2016 Customer PO No: Purchased/Requested By: Zach Lindsey Salesperson: Benny Brooks County: Harnett Payment Terms: FOB: SHIP TD: Angier-Black River Fire Dept 309 Broad St East Angier NC 27501 919-796-3613 afdchief@centurylink.net Quantity Units Item No. Item Description Unit Price Extd. Price ____ 1 ______ 272085000 _ S 700E2 Cutter(indudescharger and 2 EXL batteries) _ $ _ 7,688 .00 $ _ 7,688 .00 . 2 274085000 R 421E2 Tele Ram(indudes charger and 2 EXL bateries ) $ 6,005 .00 $ 12,010.00 271555000 SP 555E2 Spreader(indudes charger and 2 EXL batleries) $ 8,584.00 $ 8,584 .00 272085412 110V Power Supply $ 472 .00 $ 472 .00 273100000 S1rongarm Ki~indudes 2 batteries and charger $ 5,514.00 $ 5,514 .00 1-set combination tips 1-set door opener tips) Sales Total : $ 34,268 .00 Carrier: Freight 6.75% __ S:..ca...:.les.:....T...:.ax_:_$;___....:.2,..:....31..:.3 . ..:.09::.... Total: $ 36,581.09 011717a HC BOC Page 50 Board Meeting Agenda Item Agenda Item __ 4:....-.:...F __ MEE TING DATE: January 17, 2017 TO: HARNETT COUNTY BOARD OF COMMISSIONE RS SUBJECT: Spout Springs Emergency Services request permission to purchase a new vehicle. REQUE STED BY: Emergency Services, on behalf of Spout Springs Emergency Services REQUEST: Spout Springs Emergency Services is requesting permi ssion to purchase a new 2017 Ford F -250 4x4 to replace a 1999 Chevrolet Tahoe. $15 ,500 was already approved with their 2016-2017 Capital Outlay for 3 years. T heir Board of Directors has decided and voted to pay the additional $27,000.00 otiroftheir s av ings in this budg et year to purchase this vehicle in full. See a ttached request letter from Spout Springs Emergency Services . FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C:\User s\gwheele r\AppData\Local\M icrosoft\ Wi ndows\lNetCache\Content.O utlook\TPTEQCL V\agendaform20 17 -SSES new vehicle.doc Page I of2 011717a HC BOC Page 51 Spout Springs En1~rgency Services, Inc~. 4400 Buffalo Lake Rd • Cameron . North Carolina 28326 • Phone (919) 499-9786 • Fax (919) 498-1206 December 20, 2016 Harnett County Emergency Services Director Jimmy Riddle Please add this to the County Commissioners consent agenda . Spout Springs Emergency Services respectfully request to purchase a 2017 Ford F-250 4x4 to replace a 1999 Chevy Tahoe . A $15,500.00 was already approved with our 2016/2017 Capital Outlay for 3 years . Our Board of Directors has decided and voted to pay the additional $27,000.00 out of our savings in this budget year purchase this vehicle in full. Spout Springs Emergency Services 011717a HC BOC Page 52 Agenda Item _ _..;4;...;-H::.:.... __ RESOLUTION OF THE HARNETT COUNTY BOARD OF COMMISSIONERS TO ACCEPT A GIFT OF REAL PROPERTY FROM GLENEAGLES OWNERS ASSOCIATION, INC. AND WELLONS REALTY, INC. WHEREAS, the County of Harnett, North Carolina (the "County") is a valid existing political subdivision of the State of North Carolina, existing as such under and by virtue of the Constitution, statutes and laws of the State of North Carolina; and WHEREAS, under the General Statutes and the common law, counties may acquire real property by gift or donation; and WHEREAS, Gleneagles Owners Association, Inc . and Wellons Realty, Inc. are the owners of a real property tract composed of approximately 1.94 acres which is located in A verasboro Township in Harnett County contiguous to the North Carolina Rail Trail as it extends from the City of Dunn to the Town of Erwin; that these contributors desire to donate this real property tract to the County as a charitable gift, and the County has determined that the acceptance of this gift would be advantageous to the County and a great benefit to the citizens of Harnett County. NOW, THEREFORE, BE IT RESOLVED BY THE HARNETT COUNTY BOARD OF COMMISSIONERS AS FOLLOWS: 1. That the Board of Commissioners does hereby approve the acceptance of that General Warranty Deed charitable gift from the Gleneagles Owners Association, Inc. and Wellons Realty, Inc. as shown on the attached Exhibit "A." 2. That the Board of Commissioners on behalf of all the citizens of Hamett County hereby extends its heartfelt thanks to the Gleneagles Owners Association, Inc. and Wellons Realty, Inc. for this generous and benevolent real property gift. 3. The Harnett County Attorney and County staff are hereby authorized and directed to prepare and record the necessary documents to effectuate the County's acceptance of this real property gift conveyance. Duly adopted this the 17th day of January, 2017. Gordon Springle, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 53 STATE OF NORTH CAROLINA COUNTY OF HARNETT I, MARGARET REGINA WHEELER, Clerk to the Board of Commissioners of the County of Harnett, North Carolina, DO HEREBY CERTIFY that the foregoing is a true and exact copy of a resolution entitled "RESOLUTION OF THE HARNETT COUNTY BOARD OF COMMISSIONERS TO ACCEPT A GIFT OF REAL PROPERTY FROM GLENEAGLES OWNERS ASSOCIATION, INC. AND WELLONS REALTY, INC ." adopted by the Board of Commissioners of the County of Harnett, North Carolina at a meeting held on the 17th day of January, 2017 . WITNESS my hand and the corporate seal of the County of Harnett, North Carolina, this the 17th day of January, 2017. MARGARET REGINA WHEELER Clerk to the Board County of Harnett, North Carolina 011717a HC BOC Page 54 EXHIBIT "A" Prepared by and mail to: Attorney Dwight W . Snow, P .O. Box 397 , Dunn, NC 28335 EXCISE TAX: $-0-GIFT PIN Nos.: Portion of 1517-03 -1924 .000 and 1507-94-7323.00 NORTH CAROLINA GENERAL WARRANTY DEED THIS DEED, made this day of January, 2017, by and between GLENEAGLES OWNERS ASSOCIATION, INC. and WELLONS REALTY, INC., of P .O. Box 730, Dunn, N.C. 28335, hereinafter called GRANTOR, to COUNTY OF HARNETT, a political subdivision of the State of North Carolina, of 102 Front St., Lillington, N .C. 27546, hereinafter called GRANTEE. The designation Grantor and Grantee as used herein shall include said parties, their heirs, s uccessors, and assigns, and shall include singular, plural, masculine or feminine as required by context. W IT N E S S ET H : That the Grantor, for a valuable consideration paid by the Grantee, the receipt of which is hereby acknowledged, has and by these presents does hereby gift, grant, bargain, and convey unto th e Grantee in fee simple, all that certain lot or parcel of land situated in A verasboro Township, Hamett County, North Carolina and more particularly described as follows : SEE AITACHED EXHIBIT "A " FOR REAL PROPERTY LEGAL DESCRIPTION 011717a HC BOC Page 55 All or a portion of the property herein conveyed does not include the primary residence of a Gran tor. (N.C. Gen. Stat. §105-317 .2). The property hereinabove described was acquired by Grantors by instruments recorded in Book 2703, Page 991 and Book 2458, Page 178, Hamett County Registry. TO HA VE AND TO HOLD the aforesaid lot or parcel of land and all privileges and appurtenances thereto belonging to the Grantee in fee simple. And the Grantors covenant with the Grantee, that Granters are seized of the premises in fee simple, have the right to convey the same in fee simple, that title is marketable and free and clear of all encumbrances, and that Grantor will warrant and defend the title against the lawful claims of all persons whomsoever except for the exceptions hereinafter stated. Title to the property hereinabove described is subject to the following exceptions: SEE ATTACHED EXHIBIT "B "FOR TITLE EXCEPTIONS IN WITNESS WHEREOF, the Grantors have caused this instrument to be signed in their corporate names by their duly authorized officers by authority of their Boards of Directors the day and year first above written . GLENEAGLES OWNERS ASSOCIATION, INC. By: Robert P. Wellons, President WELLONS REALTY, INC. By: Robert P. Wellons, President 2 011717a HC BOC Page 56 NORTH CAROLINA HARNETT COUNTY I, a Notary Public, certify that Robert P. Wellons, personally came before me this day and acknowledged that he is President of Gleneagles Owners Association, Inc., a corporation, and that he, as President being authorized to do so, executed the foregoing on behalf of the corporation. Witness my hand and official seal, this the ___ day of January, 2017. NORTH CAROLINA HARNETT COUNTY Notary Public My commission Expires: I, a Notary Public, certify that Robert P . Wellons, personally came before me this day and acknowledged that he is President of Wellons Realty, Inc., a corporation, and that he, as President being authorized to do so, executed the foregoing on behalf of the corporation. Witness my hand and official seal, this the ___ day of January, 2017. Notary Public My Commission Expires: 3 011717a HC BOC Page 57 EXHIBIT "A " REAL PROPERTY LEGAL DESCRIPTION BEING all of that recombined 1.94 acre tract as shown on that map dated June 4, 2016 by Ronnie E. Jordan, PLS which is recorded in Map Book 2016, Pages 358-359, Harnett County Registry. 011717a HC BOC Page 58 EXHIBIT "B " TITLE EXCEPTIONS 1) Utility easements of record including but not limited to that Communication Systems Right of Way and Easement recorded in Book 1642, Page 414, Harnett County Registry. 2) Roadways and rights of way of record and those visible by an inspection of the property including but not limited to N. Powell Avenue, Ashe Avenue and the North Carolina Rail Trail. 3) Such facts that an environmental study on the subject property by an environmental engineer would reveal. 4) Such facts that are disclosed by that survey map recorded in Map Book 2016, Pages 358- 359, Harnett County Registry. 5) Any government regulations concerning any portion of the subject property located in the FEMA Flood Area Zone AE. 6) Local government zoning/planning regulations. 7) 2017 ad valorem taxes, if any, which will be the responsibility of the Grantee to pay when due. 011717a HC BOC Page 59 Agenda Item _ __;:4~-G.:a:._ __ 2017 Boards and Committees on which Commissioners Serve Commissioner C. Gordon Springle Architectural Committee (Schools) Capital Area Metropolitan Planning Organization (CAMPO) Employee Benefits Committee Home & Community Care Block Grant Committee Mid-Carolina Council of Governments Board of Directors Social Services Board Southeastern Economic Development Commission Transportation Advisory Board Commissioner Abe Elmore Airport Committee Averasboro Township Tourism Development Authority Central Carolina Works Advisory Committee (3/2/15) Commissioner Barbara McKoy Board of Health Johnston-Lee-Harnett Community Action Board of Directors Juvenile Crime Prevention Council Library Board Mid-Carolina Aging Advisory Committee Nonprofit Committee Commissioner Joe Miller Architectural Committee (Schools) Cape Fear River Assembly Board CCCC Harnett County Campus Advisory Comm. EMS System Plan -Peer Review Quality Management Committee (9/19/2016) Good Hope Board Nonprofit Committee Sandhills Center for Mental Health DDSHS Commissioner Howard Penny Extension Advisory Leadership Council Mid-Carolina Aging Advisory Committee Rural Planning Organization for Transportation (TAC) Transportation Advisory Committee (F AMPO) CCCC Board of Trustees (Past Commissioner Jim Burgin has expressed interest in continuing to serve on this Board through June 30, 2017) Industrial Facilities/Pollution Control Financing Authority -inactive, no appointee at this time 011717a HC BOC Page 60 Board Meeting Agenda Item Agenda Item 4-1 __ .:_.:, __ MEETING DATE: January 17, 2017 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: North Carolina Department of Transportation/Public Transportation Division (NCDOT/PTD) 5311 Designee Certification Resolution for FY2018 -FY2022. REQUESTED BY: Barry A. Blevins REQUEST: General Services Director / Harnett Area Rural Transit System (HARTS) requests the Board of Commissioners consider and adopt the NCDOT/PTD Designee Certification Resolution . This resolution authorizes the County of Harnett and HARTS to apply for 5311 federal grant funding for FY2018 -FY2022. The Designee Certification is a new documentation requirement initiated by the NCDOT/PTD to apply and receive federal grant funding for a period of 5 years and must be completed before receiving funding for the FY2018 5311 funding cycle. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C: \Users\] smith \App Data \L ocal\M icrosoft\ Windows\ Temporary Internet Files\Content.Outlook\090FCVIH\agendafonn2017 -Resolution 5311.doc I of2 Page 011717a HC BOC Page 61 5311 DESIGNEE CERTIFICATION FORM Resolution No. -------- Resolution authorizing the filing of applications with the North Carolina Department of Transportation- Public Transportation Division for grant years FY2018 -FY2022 , for federal transportation assistance authorized by 49 U.S.C. 5311 , United States Code, other federal statutes administered by the Federal Transit Administration or state statutes administered by the State of North Carolina. WHEREAS, the State of North Carolina has been delegated authority to award federal financial assistance for a transportation project; WHEREAS, the grant or cooperative agreement for federal financial assistance will impose certain obligations upon the applicant, and may require the applicant to provide the local share of the project cost; WHEREAS, the applicant has or will provide all annual certifications and assurances to the State of North Carolina required for the project; NOW, THEREFORE, BE IT RESOLVED BY Harnett County Board of Commissioners I . That Chairman of the Board is authorized to execute and file an application for federal assistance on behalf of County of Harnett with the State of North Carolina for federal assistance authorized by 49 U .S.C. Chapter 5311 United States Code, other federal statutes or state statutes authorizing a project administered by the Federal Transit Administration. 2. That Chairman of the Board is authorized to execute and file with its applications the annual certifications and assurances and other documents the State of North Carolina requires before awarding a federal assistance grant or cooperative agreement. 3. That Chairman of the Board is authorized to execute grant and cooperative agreements with the State of North Carolina on behalf of County of Harnett. 011717a HC BOC Page 62 5311 DESIGNEE CERTIFICATION FORM The undersigned duly qualified Clerk to the Board of Commissioners, acting on behalf of the County of Harnett, certifies that the foregoing is a true and correct copy of a resolution adopted at a legally convened meeting of the Harnett County Board of Commissioners held on ___ . ___ . ___ _ [If the Applicant has an official seal, impress here.] (Signature of Recording Officer) {Title of Recoding Officer) (Date) d C ,_ lJ 011717a HC BOC Page 63 Board Meeting Agenda Item Agenda Item 4-J --....::...!:=---- MEETING DA TE: January 17, 2017 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: North Carolina Department of Transportation/Public Transportation Division (NCDOT/PTD) "Certification and Restriction on Lobbying" 5311 FY2018 REQUESTED BY: Barry A. Blevins REQUEST: General Services Director / Harnett Area Rural Transit System (HARTS) requests the Board of Commissioners consider and approve the NCDOT/PTD Certification and Restrictions on Lobbying. This certification is additional documentation distributed by NCDOT/PTD to certify Federal/State funds will be distributed appropriately. This is a requirement to process, approve, and disburse 5311 funding for FY2018. The Board of Commissioners approved application for grant funding on October 17, 2016 in the amount of $515,428 with a local match of$65,439. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C :\Users\lsmith \App Data \Local\M icrosoft\ Windows\ Temporary Internet Files\Content.Outlook\090FCVIH\agendafonn2017 -lobbying 5311.doc I of2 Page 011717a HC BOC Page 64 (Required of all Applicants) CERTIFICATION AND RESTRICTIONS ON LOBBYING I, @,,.gr,st&;£J..,~££i dj jp_ , on behalf of County of Harnett Legal Name of Applicant Hereby certifies that: No Federal/State appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal/State agency, a Member of Congress or State Legislature, an employee of a member of Congress or State Legislature, or an officer or employee of Congress or State Legislature in connection with the awarding of any Federal/State contract, the making of any Federal/State grant, the making of any Federal/State loan, the entering into of any cooperative agreement, and the extension, continuation, renewal , amendment, or modification of any Federal/State contract, grant, loan, or cooperative agreement. If any funds other than Federal/State appropriated funds have been paid or will be paid to any person influencing or attempting to influence an officer or employee of any Federal/State agency, a Member of Congress or State Legislature, an employee of a member of Congress or State Legislature, or an officer or employee of Congress or State Legislature in connection with the Federal/State contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including sub-contracts, sub-grants and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly. This cert {fication is a material represen tat io n o.ffact upon which relia nce was placed when this transact ion was made or ente red into. Submission o.f this certifica tio n is a prerequisite.for making or en tering into this transaction imposed by 3 1 USC§ 1352 (as amended by the lobbying Disclosure Act of 1995). Any person who.fails t o file the required cert (fica t ion s h a ll be subject to a civil pen a l ty o.f not less th an $10,000 and not more than $100.000 for each s uch.failure. The undersigned certifies or affirms t he trutl?fu/ness and accuracy of the contents of the s tatements submitted'..-,-- or wi t h th is cert{/ica tion and underst ands th at th e provisions of 31 U.S. C. Sectio n 3801, et seq., are applicab S th ereto. f Si gnature of Authorized Official Sea/ Subscribed and sworn to me (date ) ------- Notary Public Printed Name and Address My commission expires (da te) ---------- I Affix Notary Seal Here , · I : ...... :• . . . . . . ~ . .... •••I • a • a : ................................................................................................ : J :a C 011717a HC BOC Page 65 Agenda Item __ 4-=---=K-=---- Board Meeting Agenda Item MEETING DATE: January 17, 2017 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: North Carolina Department of Transportation/Public Transportation Division (NCDOT/PTD)" Community Transportation Program Special Section 5333(B) Warranty" 5311 FY2018 REQUESTED BY: Barry A. Blevins REQUEST: General Services Director / Harnett Area Rural Transit System (HARTS) requests the Board of Commissioners consider and approve the NCDOT/PTD Special section 5333 (B) Warranty. This Warranty describes the Nonurbanized general application for FY18 grant funding, and terms and conditions associated with FY2018 grant . This Warranty is a requirement to recieve 5311 funding for FY2018 . The Board of Commissioners approved application for grant funding on October 17, 2016 in the amount of $515,428 with a local match of $65 ,439 . C :\U ser s\lsmith \AppData\Loca l\M icrosoft \ Wi ndows\ T emporary Internet F il es\Conten t.Outlook\090FCV IH\agendafonn2017 -lobby ing 53 1 I .doc I of2 Page 011717a HC BOC Page 66 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty Special Section 5333(b) Warranty For Application to the Nonurbanized Area Formula Program The following language shall be made part of the contract of assistance with the State or other public body charged with allocation and administration of funds provided under the Community Transportation Program (CTP): A. General Application The Public Body (The North Carolina Department of Transportation) agrees that the terms and conditions of this warranty, as set forth below, shall apply for the protection of the transportation related employees of any employer providing transportation services assisted by the project, County of Harnett and the transportation related employees of any other surface public transportation providers in the transportation service area of the project. The Public Body shall provide to the U. S . Department of Labor and maintain at all times during the Project an accurate, up-to-date listing of all existing transportation providers which are eligible Recipients of transportation assistance funded by the Project, in the transportation service area of the Project , and any labor organiz ations representing the employees of such providers. Certification by the Public Body to the U. S. Department of Labor that the designated Recipients have indicated in writing acceptance of the terms and conditions of the warranty arrangement will be sufficient to permit the flow of CTP funding in the absence of a finding of noncompliance by the Department of Labor. B. Standard Terms and Conditions (1) The Project shall be carried out in such a manner and upon such terms and conditions as will not adversely affect employees of the Recipient and of any other surface public transportation provider in the transportation service area of the Project. It shall be an obligation of the Recipient to assure that any and all transportation services assisted by the Project are contracted for and operated in such a manner that they do not impair the rights and interests of affected employees. The term "Project," as used herein, shall not be limited to the particular facility, service, or operation assisted by Federal funds , but shall include any changes, whether organizational, operational, technological, or otherwise, which are a result of the assistance provided. The phrase "as a result of the Project," shall, when used in this arrangement, include events related to the Project occurring in anticipation of, during, and subsequent to the Project and any program of efficiencies or economies related thereto; provided, however, that volume rises and falls of business, or changes in volume and character of employment brought about solely by causes other than the Project (including any NCDOT-PTD SFY 2018 011717a HC BOC Page 67 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty economies or efficiencies unrelated to the Project) are not within the purview of this arrangement. An employee covered by this arrangement, who is not dismissed, displaced or otherwise worsened in his/her position with regard to employment as a result of the Project, but who is dismissed, displaced or otherwise worsened solely because of the total or partial termination of the Project or exhaustion of Project funding shall not be deemed eligible for a dismissal or displacement allowance within the meaning of paragraphs (6) and (7) of this arrangement. (2) Where employees of a Recipient are represented for collective bargaining purposes, all Project services provided by that Recipient shall be provided under and in accordance with any collective bargaining agreement applicable to such employees which is then in effect. This Arrangement does not create any collective bargaining relationship where one does not already exist or between any Recipient and the employees of another employer. Where the Recipient has no collective bargaining relationship with the Unions representing employees in the service area , the Recipient will not take any action which impairs or interferes with the rights, privileges, and benefits and/or the preservation or continuation of the collective bargaining rights of such employees. (3) All rights, privileges , and benefits (including pension rights and benefits) of employees covered by this arrangement (including employees having already retired) under existing collective bargaining agreements or otherwise, or under any revision or renewal thereof, shall be preserved and continued; provided , however, that such rights, privileges and benefits which are not foreclosed from further bargaining under applicable law or contract may be modified by collective bargaining and agreement by the Recipient and the Union involved to substitute other rights, privileges and benefits. Unless otherwise provided , nothing in this arrangement shall be deemed to restrict any rights the Recipient may otherwise have to direct the working forces and manage it s business as it deemed best, in accordance with the applicable collective bargaining agreement. (4) The collective bargaining rights of employees covered by this arrangement, including the right to arbitrate labor disputes and to maintain union security and checkoff arrangements, as provided by applicable laws, policies and/or existing collective bargaining agreements, shall be preserved and continued. Provided, however, that thi s provision shall not be interpreted so as to require the Recipient to retain any such rights which exist by virtue of a collective bargaining agreement after such agreement is no longer in effect. The Recipient agrees that it will bargain collectively with the Union or otherwise arrange for the continuation of collective bargaining, and that it will enter into agreements with the Union or arrange for such agreements to be entered into, relative to all subjects which are or may be proper subjects of collective bargaining. If, at any time, applicable law or contracts permit or grant to employees covered by this arrangement the right to utilize any economic measures, nothing in this arrangement shall b e deemed to foreclose the ex ercise of such right. (S)(a) The Recipient shall provide to all affected employees sixty (60) days' notice of intended actions which may result in displacements or dismissals or rearrangements of the working 2 NCDOT -P TD SFY 201 8 011717a HC BOC Page 68 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty forces as a result of the Project. In the case of employees represented by a Union , such notice shall be provided by certified mail through their representatives. The notice shall contain a full and adequate statement of the proposed changes, and an estimate of the number of employees affected by the intended changes, and the number and classifications of any jobs within the jurisdiction and control of the Recipient, including those in the employment of any entity bound by this arrangement pursuant to paragraph (21 ), available to be filled by such affected employees. (5)(b) The procedures of this subparagraph shall apply to cases where notices involve employees represented by a Union for collective bargaining purposes. At the request of either the Recipient or the representatives of such employees, negotiations for the purposes of reaching agreement with respect to the application of the terms and conditions of this arrangement shall commence immediately. These negotiations shall include determining the selection of forces from among the mass transportation employees who may be affected as a result of the Project, to establish which such employees shall be offered employment for which they are qualified or can be trained. If no agreement is reached within twenty (20) days from the commencement of negotiations, any party to the dispute may submit the matter to dispute settlement procedures in accordance with paragraph ( 15) of this arrangement. Unless the parties otherwise mutually agree in writing, no change in operations, services, facilities or equipment within the purview of this paragraph (5) shall occur until after either: 1) an agreement with respect to the application of the terms and conditions of this arrangement to the intended change(s) is reached; 2) the decision of the arbitrator has been rendered pursuant to this subparagraph (b); or 3) an arbitrator selected pursuant to Paragraph (15) of this arrangement determines that the intended change(s) may be instituted prior to the finalization of implementing arrangements. (5)(c) In the event of a dispute as to whether an intended change within the purview of this paragra ph (5) may be instituted at the end of the 60-day notice period and before an implementing agreement is reached or a final arbitration decision is rendered pursuant to subparagraph (b ), any involved party may immediately submit that issue to arbitration under paragraph (15) of this arrangement. In any such arbitration , the arbitrator shall rely upon the standards and criteria utilized by the Surface Transportation Board (and its predecessor agenc y, the Interstate Commerce Commission) to address the "preconsummation" issue in cases involving employee protections pursuant to 49 U.S .C. Section 11326 (or its predecessor, Section 5(2)(f) of the Interstate Commerce Act, as amended). If the Recipient demonstrates, as a threshold matter in any such arbitration, that the intended action is a trackage rights, lease proceeding or similar transaction, and not a merger, acquisition, consolidation, or other similar transaction, the burden shall then shift to the involved labor organization(s) to prove that under the standards and criteria referenced abo ve , the intended action should not be permitted to be instituted prior to the effective date of a negotiated or arbitrated implementing agreement. If the Recipient fails to demonstrate that the intended action is a trackage rights , lease proceeding, or similar transaction , it shall be the burden of the Recipient to prove that under the standards and criteria referenced above, the intended action should be permitted to be instituted prior to the effective date of a negotiated or arbitrated implementing agreement. For purposes of any such arbitration, the time period within which the parties are to respond to the list of potential arbitrators submitted by the American Arbitration Association Service 3 NC DOT-PTD SFY 2 01 8 011717a HC BOC Page 69 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty shall be five (5) days, the notice of hearing may be given orally or by facsimile, the hearing will be held promptly, the award of the arbitrator shall be rendered promptly and, unless otherwise agreed to by the parties, no later than fourteen (14) days from the date of closing the hearings , with five (5) additional days for mailing if posthearing briefs are requested by either party. The intended change shall not be instituted during the pendency of any arbitration proceedings under this subparagraph ( c ). (5)(d) If an intended change within the purview of this paragraph (5) is instituted before an implementing agreement is reached or a final arbitration decision is rendered pursuant to subparagraph (b ), all employees affected shall be kept financially whole, as if the noticed and implemented action has not taken place, from the time they are affected until the effective date of an implementing agreement or final arbitration decision. This protection shall be in addition to the protective period defined in paragraph (14) of this arrangement, which period shall begin on the effective date of the implementing agreement or final arbitration decision rendered pursuant to subparagraph (b ). An employee selecting, bidding on, or hired to fill any position established as a result of a noticed and implemented action prior to the consummation of an implementing agreement or final arbitration decision shall accumulate no benefits under this arrangement as a result thereof during that period prior to the consummation of an implementing agreement or final arbitration decision pursuant to subparagraph (b ). (6)(a) Whenever an employee, retained in service, recalled to service, or employed by the Recipient pursuant to paragraphs (5), (7)( e), or (18) hereof is placed in a worse position with respect to compensation as a result of the Project, the employee shall be considered a "displaced employee", and shall be paid a monthly "displacement allowance" to be determined in accordance with this paragraph. Said displacement allowance shall be paid each displaced employee during the protective period so long as the employee is unable, in the exercise of his/her seniority rights, to obtain a position producing compensation equal to or exceeding the compensation the employee received in the position from which the employee was displaced, adjusted to reflect subsequent general wage adjustments, including cost of living adjustments where provided for. (6)(b) The displacement allowance shall be a monthly allowance determined by computing the total compensation received by the employee, including vacation allowances and monthly compensation guarantees, and his/her total time paid for during the last twelve (12) months in which the employee performed compensated service more than fifty per centum of each such months, based upon the employee 's normal work schedule, immediately preceding the date of his/her displacement as a result of the Project, and by dividing separately the total compensation and the total time paid for by twelve, thereby producing the average monthly compensation and the average monthly time paid for. Such allowance shall be adjusted to reflect subsequent general wage adjustments, including cost of living adjustments where provided for. If the displaced employee's compensation in his/her current position is less in any month during his/her protective period than the aforesaid average compensation (adjusted to reflect subsequent general wage adjustments, including cost of living adjustments where provided for), the employee shall be paid the difference, less compensation for any time lost 4 NC DOT-PTD SFY 201 8 011717a HC BOC Page 70 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty on account of voluntary absences to the extent that the employee is not available for service equivalent to his/her average monthly time, but the employee shall be compensated in addition thereto at the rate of the current position for any time worked in excess of the average monthly time paid for. If a displaced employee fails to exercise his/her seniority rights to secure another position to which the employee is entitled under the then existing collective bargaining agreement, and which carries a wage rate and compensation exceeding that of the position which the employee elects to retain, the employee shall thereafter be treated, for the purposes of this paragraph, as occupying the position the employee elects to decline. (6)(c) The displacement allowance shall cease prior to the expiration of the protective period in the event of the displaced employee's resignation , death, retirement, or dismissal for cause in accordance with any labor agreement applicable to his/her employment. (7)(a) Whenever any employee is laid off or otherwise deprived of employment as a result of the Project, in accordance with any collective bargaining agreement applicable to his/her employment, the employee shall be considered a "dismissed employee" and shall be paid a monthly dismissal allowance to be determined in accordance with this paragraph. Said dismissal allowance shall first be paid each dismissed employee on the thirtieth (30th) day following the day on which the employee is "dismissed" and shall continue during the protective period, as follow: Employee's length of Service prior to adverse effect Period of protection 1 day to 6 years equivalent period 6 years or more 6 years The monthly dismissal allowance shall be equivalent to one-twelfth (1 112th) of the total compensation received by the employee in the last twelve (12) months of his/her employment in which the employee performed compensation service more than fifty per centum of each such month based on the employee 's normal work schedule to the date on which the employee was first deprived of employment as a result of the Project. Such allowance shall be adjusted to reflect subsequent general wage adjustments, including cost of living adjustments where provided for. (7)(b) An employee shall be regarded as deprived of employment and entitled to a dismissal allowance when the position the employee holds is abolished a s a result of the Project, or when the position the employee holds is not abolished but the employee loses that position as a result of the exercise of seniority rights by an employee whose position is abolished as a result of the Project or as a result of the exercise of seniority rights by other employees brought about as a result of the Project, and the employee is unable to obtain another position, either by the exercise of the employee's seniority rights , or through the Recipient, in accordance with subparagraph (e). In the absence of proper notice followed by an agreement or decision pursuant to paragraph (5) hereof, no employee who has been deprived of 5 N CDOT-PTD SFY 201 8 011717a HC BOC Page 71 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty employment as a result of the Project shall be required to exercise his/her seniority rights to secure another position in order to qualify for a dismissal allowance hereunder. (7)( c) Each employee receiving a dismissal allowance shall keep the Recipient informed as to his/her current address and the current name and address of any other person by whom the employee may be regularly employed , or if the employee is self-employed. (7)(d) The dismissal allowance shall be paid to the regularly assigned incumbent of the position abolished. If the position of an employee is abolished when the employee is absent from service, the employee will be entitled to the dismissal allowance when the employee is available for service. The employee temporarily filling said position at the time it was abolished will be given a dismissal allowance on the basis of that position, until the regular employee is available for service, and thereafter shall revert to the employee 's previous status and will be given the protections of the agreement in said position, if any are due him/her. (7)(e) An employee receiving a dismissal allowance shall be subject to call to return to service by the employee 's former employer; notification shall be in accordance with the terms of the then-existing collective bargaining agreement if the employee is represented by a union. Prior to such call to return to work by his/her employer, the employee may be required by the Recipient to accept reasonably comparable employment for which the employee is physically and mentally qualified , or for which the employee can become qualified after a reasonable training or retraining period , provided it does not require a change in residence or infringe upon the employment right s of other employees under then-existing collective bargaining agreements . (7)(f) When an employee who is rece1vmg a dismissal allowance again commences employment in accordance with subparagraph (e) above, said allowance shall cease while the employee is so reemployed, and the period of time during which the employee is so reemployed shall be deducted from the total period for which the employee is entitled to receive a dismis sal allowance. During the time of such reemployment, the employee shall be entitled to the protections of this arrangement to the extent they are applicable. (7)(g) The dismissal allowance o f any employee who is otherwise employed shall be reduced to the extent that the employee's combined monthly earnings from such other employment or self-employment , any benefits received from any unemployment insurance law, and his/her dismissal allowance exceed the amount upon which the employee 's dismissal allowance is based . Such employee, or his/her union representative, and the Recipient shall agree upon a procedure by which the Recipient shall be kept currently informed of the earnings of such employee in employment other than with the employee 's former employer , including self- employment, and the benefits received. (7)(h) The dismissal allowance shall cease prior to the expiration of the protective period in the event of the failure of the employee without good cause to return to service in accordance with the applicable labor agreement , or to accept employment as provided under subparagraph (e) above, or in the event of the employee 's resignation, death, retirement, or dismissal for cause in accordance with any labor agreement applicable to his/her employment. 6 NCDOT -PTD SFY 201 8 011717a HC BOC Page 72 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty (7)(i) A dismissed employee receiving a dismissal allowance shall actively seek and not refuse other reasonably comparable employment offered him/her for which the employee is physically and mentally qualified and does not require a change in the employee's place of residence. Failure of the dismissed employee to comply with this obligation shall be grounds for discontinuance of the employee 's allowance; provided that said dismissal allowance shall not be discontinued until final determination is made either by agreement between the Recipient and the employee or his/her representative, or by final arbitration decision rendered in accordance with paragraph (15) of this arrangement that such employee did not comply with this obligation. (8) In determining length of service of a displaced or dismissed employee for purposes of this arrangement, such employee shall be given full service credits in accordance with the records and labor agreements applicable to him/her and the employee shall be given additional service credits for each month in which the employee receives a dismissal or displacement allowance as if the employee were continuing to perform services in his/her former position. (9) No employee shall be entitled to either a displacement or dismissal allowance under paragraphs (6) or (7) hereof because of the abolishment of a position to which, at some future time, the employee could have bid, been transferred, or promoted . (I 0) No employee receiving a dismissal or displacement allowance shall be deprived, during the employee 's protected period, of an y rights , pri vileges, or benefits attaching to his/her employment, including, without limitation, group life insurance , hospitalization and medical care, free transportation for the employee and the employee 's family , sick leave, continued status and participation under any disability or retirement program , and such other employee benefits as Railroad Retirement , Social Security, Workmen's Compensation, and unemployment compensation, as well as any other benefits to which the employee may be entitled under the same conditions and so long as such benefits continue to be accorded to other employees of the bargaining unit, in active service or furloughed as the case may be. (I !)(a) Any employee covered by this arrangement who is retained in the service of his/her employer, or who is later restored to service after being entitled to receive a dismissal allowance, and who is required to change the point of his/her employment in order to retain or secure active employment with the Recipient in accordance with this arrangement , and who is required to move his/her place of residence , shall be reimbursed for all expenses of moving his/her household and other personal effects , for the traveling expenses for the employee and members of the employee 's immediate family , including living expenses for the employee and the employee 's immediate family , and for his/her own actual wage loss during the time necessary for such transfer and for a reasonable time thereafter, not to exceed five (5) working days. The exact extent of the responsibility of the Recipient under this paragraph, and the ways and means of transportation , shall be agreed upon in advance between the Recipient and the affected employee or the employee 's representative s. (l l)(b) If any such employee is laid off within three (3) years after changing his/her point of employment in accordance with paragraph (a) hereof, and elects to move his/her place of 7 NC DOT-PTD SFY 20 18 011717a HC BOC Page 73 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty residence back to the original point of employment, the Recipient shall assume the expenses, losses and costs of moving to the same extent provided in subparagraph (a) of this paragraph (11) and paragraph (12)(a) hereof. (1 l)(c) No claim for reimbursement shall be paid under the provisions of this paragraph unless such claim is presented to the Recipient in writing within ninety (90) days after the date on which the expenses were incurred. {ll)(d) Except as otherwise provided in subparagraph (b), changes in place of residence, subsequent to the initial changes as a result of the Project, which are not a result of the Project but grow out of the normal exercise of seniority rights , shall not be considered within the purview of this paragraph. (12)(a) The following conditions shall apply to the extent they are applicable in each instance to any employee who is retained in the service of the employer ( or who is later restored to service after being entitled to receive a dismissal allowance), who is required to change the point of his/her employment as a result of the Project, and is thereby required to move his/her place of residence. If the employee owns his/her own home in the locality from which the employee is required to move, the employee shall, at the employee's option, be reimbursed by the Recipient for any loss suffered in the sale of the employee 's home for less than its fair market value, plus conventional fees and closing costs, such loss to be paid within thirty (30) days of settlement or closing on the sale of the home. In each case , the fair market value of the home in question shall be determined, as of a date sufficiently prior to the date of the Project, so as to be unaffected thereby. The Recipient shall, in each instance, be afforded an opportunity to purchase the home at such fair market value before it is sold by the employee to any other person and to reimburse the seller for his/her conventional fees and closing costs. If the employee is under a contract to purchase his/her home , the Recipient shall protect the employee against loss under such contract, and in addition, shall relieve the employee from any further obligation thereunder. If the employee holds an unexpired lease of a dwelling occupied as the employee's home, the Recipient shall protect the employee from all loss and cost in securing the cancellation of said lease. (12)(b) No claim for loss shall be paid under the provisions of this paragraph unless such claim is presented to the Recipient in writing within one year after the effective date of the change in residence. (12)(c) Should a controversy arise in respect to the value of the home, the los s sustained in its sale, the loss under a contract for purchase, loss and cost in securing termination of a lease, or any other question in connection with these matters, it shall be decided through a joint conference between the employee, or his/her union, and the Recipient. In the event they are unable to agree, the dispute or controversy may be referred by the Recipient or the union to a 8 NCDOT-PTD SF Y 201 8 011717a HC BOC Page 74 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty board of competent real estate appraisers selected in the following manner: one ( 1) to be selected by the representatives of the employee, and one (1) by the Recipient, and these two, if unable to agree within thirty (30) days upon the valuation, shall endeavor by agreement with ten (10) days thereafter to select a third appraiser or to agree to a method by which a third appraiser shall be selected, and failing such agreement, either party may request the State and local Board of Real Estate Commissioners to designate within ten (I 0) days a third appraiser, whose designation will be binding upon the parties and whose jurisdiction shall be limited to determination of the issues raised in this paragraph only. A decision of a majority of the appraisers shall be required and said decision shall be final , binding, and conclusive. The compensation and expenses of the neutral appraiser including expenses of the appraisal board, shall be borne equally by the parties to the proceedings. All other expenses shall be paid by the party incurring them, including the compensation of the appraiser selected by such party. (12)( d) Except as otherwise provided in paragraph (11 )(b) hereof, changes in place of residence, subsequent to the initial changes as a result of the Project, which are not a result of the Project but grow out of the normal exercise of seniority rights , shall not be considered within the purview of this paragraph. (12)(e) "Change in residence" means transfer to a work location which is either (A) outside a radius of twenty (20) miles of the employee's former work location and farther from the employee's residence than was his/her former work location , or (B) is more than thirty (30) normal highwa y route miles from the employee 's residence and also farther from his/her residence than was the employee's former work location. (13)(a) A dismissed employee entitled to protection under this arrangement may, at the employee 's option within twenty-one (21) days of his/her dismissal , resign and (in lieu of all other benefits and protections provided in this arrangement) accept a lump sum payment computed in accordance with section (9) of the Washington Job Protection Agreement of May 1936: Len h of Service 1 year and less than 2 years 2 years and less than 3 years 3 years and less than 5 years 5 years and 1 ess than 10 years 10 years and less than 15 years 15 years and over Se aration Allowance 3 months' pay 6 months' pay 9 months' pay 12 months' pay 12 months' pay 12 months' pay In the case of an employee with less than one year's service, five days' pay, computed by multiplying by 5 the normal daily earnings (including regularly scheduled overtime, but excluding other overtime payments) received by the employee in the position last occupied, for each month in which the employee performed service, will be paid as the lump sum. Length of service shall be computed as provided in Section 7(b) of the Washington Job Protection Agreement, as follows: 9 N C DOT-PTD SFY 201 8 011717a HC BOC Page 75 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty For the purposes of this arrangement, the length of service of the employee shall be determined from the date the employee last acquired an employment status with the employing carrier and the employee shall be given credit for one month's service for each month in which the employee performed any service (in any capacity whatsoever) and twelve (12) such months shall be credited as one year's service. The employment status of an employee shall not be interrupted by furlough in instances where the employee has a right to and does return to service when called. In determining length of service of an employee acting as an officer or other official representative of an employee organization, the employee will be given credit for performing service while so engaged on leave of absence from the service of a carrier. (13)(b) One month's pay shall be computed by multiplying by 30 the normal daily earnings (including regularly scheduled overtime, but excluding other overtime payments) received by the employee in the position last occupied prior to time of the employee's dismissal as a result of the Project. (14) Whenever used herein, unless the context requires otherwise, the term "protective period" means that period of time during which a displaced or dismissed employee is to be provided protection hereunder and extends from the date on which an employee is displaced or dismissed to the expiration of six (6) years therefrom, provided , however, that the protective period for any particular employee during which the employee is entitled to ·receive the benefits of these provisions shall not continue for a longer period following the date the employee was displaced or dismissed than the employee's length of service, as shown by the records and labor agreements applicable to his/her employment prior to the date of the employee's displacement or dismissal. (l 5)(a) In the event that employee(s) are represented by a Union, any dispute, claim, or grievance arising from or relating to the interpretation, application or enforcement of the provisions of this arrangement, not otherwise governed by paragraph 12( c ), the Labor- Management Relations Act, as amended, the Railway Labor Act, as amended, or by impasse resolution provisions in a collective bargaining or protective arrangement involving the Recipient and the Union, which cannot be settled by the parties thereto within thirty (30) days after the dispute or controversy arises, may be referred by any such party to any final and binding disputes settlement procedure acceptable to the parties. In the event they cannot agree upon such procedure, the dispute, claim, or grievance may be submitted at the written request of the Recipient or the Union to final and binding arbitration. Should the parties be unable to agree upon the selection of a neutral arbitrator within ten (10) days , any party may request the American Arbitration Association to furnish , from among arbitrators who are then available to serve, five (5) arbitrators from which a neutral arbitrator shall be selected. The parties shall, within five (5) days after the receipt of such list, determine by lot the order of elimination and thereafter each shall, in that order, alternately eliminate one name until only one name remains . The remaining person on the list shall be the neutral arbitrator. Unless otherwise provided, in the case of arbitration proceedings, under paragraph (5) of this arrangement, the arbitration shall commence within fifteen ( 15) days after selection or appointment of the neutral arbitrator, and the decision shall be rendered within forty-five (45) days after the hearing of the dispute has been concluded and the record closed. The decision shall be final 10 NCDOT-PTD SFY 2018 011717a HC BOC Page 76 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty and binding. All the conditions of the arrangement shall continue to be effective during the arbitration proceedings. (l 5)(b) The compensation and expenses of the neutral arbitrator, and any other jointly incurred expenses, shall be borne equally by the Union(s) and Recipient , and all other expenses shall be paid by the party incurring them. (15)(c) In the event that employee(s) are not represented by a Union, any dispute, claim, or grievance arising from or relating to the interpretation, application or enforcement of the provisions of this arrangement which cannot be settled by the Recipient and the employee(s) within thirty (30) days after the dispute or controversy arises, may be referred by any such party to any final and binding dispute settlement procedure acceptable to the parties, or in the event the parties cannot agree upon such a procedure , the dispute or controversy may be referred to the Secretary of Labor for a final and binding determination. ( 15)( d) In the event of any dispute as to whether or not a particular employee was affected by the Project, it shall be the obligation of the employee or the representative of the employee to identify the Project and specify the pertinent facts of the Project relied upon. It shall then be the burden of the Recipient to prove that factors other than the Project affected the employee. The claiming employee shall prevail if it is established that the Project had an effect upon the employee even if other factors may also have affected the employee. (See Hodgson's Affidavit in Civil Action No. 825-71 ). ( 16) The Recipient will be financially responsible for the application of these conditions and will make the necessary arrangements so that any employee covered by this arrangement may file a written claim of its violation, through the Union, or directly if the employee is outside the bargaining unit, with the Recipient within sixty (60) days of the date the employee is terminated or laid off as a result of the Project , or within eighteen (18) months of the date the employee 's position with respect to his/her employment is otherwise worsened as a result of the Project. In the latter case, if the events giving rise to the claim have occurred over an extended period , the 18-month limitation shall be measured from the last such event. No benefits shall be payable for any period prior to six ( 6) months from the date of the filing of any claim . Unless such claims are filed with the Recipient within said time limitations, the Recipient shall thereafter be relieved of all liabilities and obligations related to the claim. The Recipient will fully honor the claim, making appropriate payments , or will give notice to the claimant or his/her representative of the basis for denying or modifying such claim, giving reasons therefore. If the Recipient fails to honor such claim, the Union or non-bargaining unit employee may invoke the following procedures for further joint investigation of the claim by giving notice in writing. Within ten (I 0) days from the receipt of such notice, the parties shall exchange such factual material as may be requested of them relevant to the disposition of the claim and shall jointly take such steps as may be necessary or desirable to obtain from any third party such additional factual materials as may be relevant. In the event the Recipient rejects the claim, the claim may be processed to arbitration as hereinabove provided by paragraph (15). 11 NCDOT -P TD SFY 201 8 011717a HC BOC Page 77 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty (17) Nothing in this arrangement shall be construed as depriving any employee of any rights or benefits which such employee may have under existing employment or collective bargaining agreements or otherwise; provided that there shall be no duplication of benefits to any employee, and , provided further, that any benefit under this arrangement shall be construed to include the conditions, responsibilities, and obligations accompanying such benefit. This arrangement shall not be deemed a waiver of any rights of any Union or of any represented employee derived from any other agreement or provision of federal , state or local law. (18) During the employee's protective period, a dismissed employee shall, if the employee so requests, in writing, be granted priority of employment or reemployment to fill any vacant position within the jurisdiction and control of the Recipient reasonably comparable to that which the employee held when dismissed, including those in the employment of any entity bound by this arrangement pursuant to paragraph (21) herein, for which the employee is, or by training or retraining can become, qualified; not , however, in contravention of collective bargaining agreements related thereto. In the event such employee requests such training or re-training to fill such vacant position, the Recipient shall provide for such training or re- training at no cost to the employee. The employee shall be paid the salary or hourly rate provided for in the applicable collective bargaining agreement or otherwise established in personnel policies or practices for such position, plus any displacement allowance to which the employee may be otherwise entitled. If such dismissed employee who has made such request fa ils, without good cause, within ten (10) days to accept an offer of a position comparable to that which the employee held when dismissed for which the employee is qualified , or for which the employee has satisfactorily completed such training, the employee shall, effective at the expiration of such ten-day period , forfeit all rights and benefits under thi s arrangement. As between employees who request employment pursuant to thi s paragraph, the following order wh ere applicable shall prevail in hiring such employee s: (a) Employees in the craft or class of the vacancy shall be given priority over employees without seniority in such craft or class; (b) As between employees having seniority in the craft or class of the vacancy, the senior employees, based upon their service in that craft or class , as shown on the appropriate seniority roster, shall prevail over junior employees; (c) As between employees not having seniority in the craft or class of the vacancy, the senior employees , based upon their service in the crafts or classes in which they do have seniority as shown on the appropriate seniority rosters , shall prevail over junior employees. (19) The Recipient will post, in a prominent and accessible place , a notice stating that the Recipient has recei ved federal assistance under the Federal Transit statute and has agreed to comply with the provisions of 49 U.S.C., Section 5333(b). This notice shall also specify the terms and conditions set forth herein for the protection of employees. The Recipient shall maintain and keep on file all relevant books and records in sufficient detail as to provide the 12 N CDOT-PTD SF Y 201 8 011717a HC BOC Page 78 SFY 2018 Community'Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty basic information necessary to the proper application, administration, and enforcement of this arrangement and to the proper determination of any claims arising thereunder. (20) In the event the Project is approved for assistance under the statute, the foregoing terms and conditions shall be made part of the contract of assistance between the federal government and the applicant for federal funds and between the applicant and any recipient of federal funds; provided, however, that this arrangement shall not merge into the contract of assistance, but shall be independently binding and enforceable by and upon the parties thereto, and by any covered employee or his/her representative, in accordance with its terms, nor shall any other employee protective agreement merge into this arrangement, but each shall be independently binding and enforceable by and upon the parties thereto , in accordance with its terms. (21) This arrangement shall be binding upon the successors and assigns of the parties hereto, and no provisions, terms, or obligations herein contained sha11 be affected, modified, altered, or changed in any respect whatsoever by reason of the arrangements made by or for the Recipient to manage and operate the system. Any person , enterprise, body, or agency, whether publicly -or privately-owned, which shall undertake the management, provision and /or operation of the Project services or the Recipient's transit system, or any part or portion thereof, under contractual arrangements of any form with the Recipient, its successors or assigns, shall agree to be bound by the terms of this arrangement and accept the responsibility with the Recipient for full performance of these conditions. As a condition precedent to any such contractual arrangements, the Recipient shall require such person , enterprise, body or agency to so agree. (22) In the event of the acquisition, assisted with Federal funds, of any transportation system or services, or any part or portion thereof, the employees of the acquired entity shall be assured employment, in comparable positions, within the jurisdiction and control of the acquiring entity, including positions in the employment of any entity bound by this arrangement pursuant to paragraph (21 ). All persons employed under the provisions of this paragraph shall be appointed to such comparable positions without examination, other than that required by applicable federal , state or federal law or collective bargaining agreement, and shall be credited with their years of service for purposes of seniority, vacations, and pensions in accordance with the records of their former employer and /or any applicable collective bargaining agreements. (23) The employees covered by this arrangement shall continue to receive any applicable coverage under Social Security, Railroad Retirement, Workmen's Compensation, unemployment compensation, and the like. In no event shall these benefits be worsened as a result of the Project. (24) In the event any provision of this arrangement is held to be invalid , or otherwise unenforceable under the federal, state, or local law, in the context of a particular Project, the remaining provisions of this arrangement shall not be affected and the invalid or unenforceable provision shall be renegotiated by the Recipient and the interested Union 13 NCDOT-PTD SFY 20 18 011717a HC BOC Page 79 SFY 2018 Community Transportation Program (CTP) Grant Application -Special Section 5333 (b) Warranty representatives, if any, of the employees involved for purpose of adequate replacement under Section 5333(b ). If such negotiation shall not result in mutually satisfactory agreement any party may invoke the jurisdiction of the Secretary of Labor to determine substitute fair and equitable employee protective arrangements for application only to the particular Project, which shall be incorporated in this arrangement only as applied to that Project, and any other appropriate action, remedy, or relief. (25) If any employer of the employees covered by this arrangement shall have rearranged or adjusted its forces in anticipation of the Project, with the effect of depriving an employee of benefits to which the employee should be entitled under this arrangement, the provisions of this arrangement shall apply to such employee as of the date when the employee was so affected. C. Acceptance of Special Section 5333(b) Warranty I, (Name and Title) bDrc/t;o 5 pc i CJ~e.. CJ::\ IA Ir /),(.(}/l (Name and Title) 1 do hereby certify that County of Harnett (Legal Name of Applicant/Recipient) has agreed to the terms and conditions of this Warranty; will accept this agreement as part of the contract of assistance with the North Carolina Department of Transportation; and will post, in a prominent and accessible place, the terms and conditions of the Warranty with a notice stating that the Recipient has received federal assistance under the Federal Transit statute and has agreed to comply with these terms. Signature of Authorized Official 14 Date NCDOT-PTD SFY 2018 011717a HC BOC Page 80 Board Meeting Agenda Item Agenda Item 4-L --"--=-- MEETING DATE: January 17, 2017 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: County Management Records Retention and Disposition Schedule (4/15/13) and following amendments REQUE STED BY : Administration REQUEST: Administration requests approval of the Records Retention and Disposition Schedule - County Management -April 15, 2013, including the following amendments issued by the N .C. Dept. of Cultural Resources, Div. of Archives and Records, State Archives of NC. -STANDARD 6. EMERGENCY SERVICES RECORDS Amending Item 1,911 Recordings as shown on substitute page 43 and Item 13, Emergency Notifications as shown on substitute pages 45 and 45a. -STANDARD 11. PERSONNELRECORDS Amending item 19 Employee Eligibility Records as shown on substitute page 76 -ST AND ARD 4 . BUDGET , FISCAL AND PAYROLL RECORDS Amending item 32 E scheat and Unclaimed Property F ile as shown on substitute page 25 Amending item 19 Employee Eligibility Records SUSPENDED 11/7 /14 Harnett County hasn't adopted a county management retention and disposition schedule since 2006 and needs to adopt the more recent (2013) schedule. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: P:\BOC\agend aform20 17.doc Page I of I 011717a HC BOC Page 81 RECORDS RETENTION AND DISPOSITION SCHEDULE COUNTY MANAGEMENT Issued By: N ORTH CARO LINA DE P ARTMENT Of" CULTURAL ' RESOURCES \'V\'\V,' NC CU LTURE-.• CO,...,. North Carolina Department of Cultural Resou rce s Division of Archives and Records State Archives of North Carolina Government Records Section April 15, 2013 011717a HC BOC Page 82 CONTENTS APPROVAL .............................................................................................................................................. i EXECUTIVE SUMMARY .......................................................................................................................... ii MANAGING PUBLIC RECORDS IN NORTH CAROLINA ........................................................................ iii AUDITS, LITIGATION AND OTHER OFFICIAL ACTION ......................................................................... vi DESTRUCTION OF PUBLIC RECORDS .................................................................................................. vii ELECTRONIC RECORDS AND DIGITAL IMAGING ............................................................................... viii MICROFILM .......................................................................................................................................... xi DISASTER ASSISTANCE ........................................................................................................................ xii STAFF TRAIN ING .................................................................................................................................. xii STANDARD-!. ADMINISTRATION AND MANAGEMENT RECORDS ................................................... 1 STANDARD-2. AIRPORT AUTHORITY RECORDS ................................................................................ 16 STANDARD-3 . ANIMAL CONTROL AND SHELTER RECORDS ............................................................ 18 STANDARD-4. BUDGET, FISCAL, AND PAYROLL RECORDS .............................................................. 21 STANDARD-5 . CODE ENFORCEMENT AND INSPECTION RECORDS ................................................. 31 STANDARD-6 . EMERGENCY SERVICES RECORDS ............................................................................. 43 STANDARD-7 . GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS ............................................ 50 STANDARD-8. INFORMATION TECHNOLOGY (IT) RECORDS ........................................................... 58 STANDARD -9. LEGAL RECORDS ......................................................................................................... 63 STANDARD -10. PARKS AND RECREATION RECORDS ....................................................................... 68 STANDARD-11. PERSONNEL RECORDS ............................................................................................. 71 STANDARD -12. PLANNING AND ZONING RECORDS ........................................................................ 87 STANDARD-13 . PUBLIC RELATIONS RECORDS ................................................................................. 97 STANDARD -14. PUBLIC TRANSPORTATION SYSTEMS ..................................................................... 99 STANDARD-15. PUBLIC UTILITIES AND WASTE MANAGEMENT RECORDS .................................. 106 STANDARD-16 . RISK MANAGEMENT RECORDS ............................................................................. 112 REQUEST FORMS .............................................................................................................................. 116 INDEX ................................................................................................................................................. 118 011717a HC BOC Page 83 County Management Records Retention and Disposition Schedule The records retention and disposition schedule and retention periods governing the records series listed herein are hereby approved . In accordance with the provision of Chapters 121 and 132 of the General Statutes of North Carolina, It is agreed that the records do not and will not have further use or value for official business, research, or reference purposes after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of by the agency or official having custody of them without further reference to or approval of either party to this agreement. The local government agency agrees to comply with 07 NCAC 04M .0510 when deciding on a method of destruction. Confidential records will be destroyed in such a manner that the records cannot be practicably read or reconstructed . However, records subject to audit or those legally required for ongoing official proceedings must be retained untll released from such audits or official proceedings, notwithstanding the Instructions of this schedule. Pub/le records, Including electronic records, not listed In this schedule are not authorized to be destroyed. This local government agency and the Department of Cultural Resources agree that certain records series possess only brief administrative, fiscal, legal, research , and reference value. These records seri es have been designated by retention periods which allow these records to be destroyed when "administrative value ends." The local government agency hereby agrees that It wlll establish and enforce Internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." If a county does not establish Internal policies and retention periods, the county is not complying with the provisions of this retention schedule and Is not authorized by the Department of Cultural Resources to destroy the records with the disposition instruction "destroy when administrative value ends." The local government agency and the Department of Cultural Resources concur that the long-term and/or permanent preservation of electronic records require additional commitment and active management by the agency. The agency agrees to comply with all policies, standards, and best practices published by the Department of Cultural Resources regarding the creation and management of electronic records . It is further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient reason they may be retained for longer periods. This schedule is to remain In effect from the date or approval until It is reviewed and updated. . • . . . . 0 t • t O I • Chief Administrative Officer/ County Manager APPROVAL RECOMMENDED APPROVED Sarah E. Koonts, Director Division of Archives and Records ........... :c en m- 21 c:, mz :r: tA m- :D f:) Chairman, Bd. County Commissioners Susan W. Kluttz, Secretary • . . . Department of Cultural Resourc~s : : · : · . · •. : : : mz County: H(l.V'ne+± April 15, 2013 011717a HC BOC Page 84 EXECUTIVE SUMMARY ./ According to G.S. §121-5 and G.S. §132-3, you may only destroy public records with the consent of the Department of Cultural Resources (DCR). The State Archives of North Carolina is the division of DCR charged with administering a records management program . This schedule is the primary way the State Archives of North Carolina gives its consent. Without approving this schedule, your county is obligated to obtain the State Archives of North Carolina 's permission to destroy any record, no matter how insignificant . ./ Each records series listed on this schedule has specific disposition instructions which will indicate how long that series must be kept in your offices. In some cases, the disposition instructions are simply "Reta in in office permanently," which means that those records must be kept in your offices forever. In other cases, the retention period may be "destroy in office when administrative value ends." Administrative value is defined as, "the usefulness of records to support ancillary operations and the routine management of an organization ." Your agency must establish and enforce internal policies by setting minimum retention periods for the records that the State Archives of North Carolina has scheduled with the disposition instructions, "destroy when administrative value ends." ./ Email is a record as defined by G.S. §121-5 and G.S. §132. It is the content of the email that is critical when determining the retention period of a particular email, including attachments, not the media in which the records were created. Email should be retained in the same manner as its paper counterpart. It is important for all agency employees and officials to determine the appropriate records series for specific emails and retain them according to the disposition instructions . ./ The State Archives of North Carolina recommends that all county employees and officials take our online tutorials in order to familiarize themselves with records management principles and practices. The State Archives of North Carolina's onl ine tutorials include topics such as records management, utilizing the retention schedule, email management, and scanning guidelines . ./ The State Archives of North Carolina provides microfilming of the minutes of major decision-making boards and commissions in a county. Once those records are filmed, we will store the silver negative (original) in our security vault. There is a nominal fee for filming and duplicating film. Contact the Records Management Analyst in charge of microfilm coordination for the most current i nformation. i i 011717a HC BOC Page 85 MANAGING PUBLIC RECORDS IN NORTH CAROLINA Q. What is this "records retention and disposition schedule"? A. This document is a tool for the employees of county governments across the state to use when managing the records in their offices. It lists records commonly found in county offices, and gives an assessment of their value by indicating when (and if) those records should be destroyed. This schedule is also an agreement between your county and the State Archives of North Carolina. This schedule serves as the inventory and schedule that the State Archives of North Carolina is directed by G.S. §121-5 (c) and G.S. §132-8 to provide. It supersedes all previous editions, including all amendments. Q. How do I get it approved? A. This schedule must be approved by the County Board of Commissioners for use in your county. That approval should be made in a regular meeting and recorded as an action in the minutes. It may be done as part of the consent agenda, by resolution, or other action. Q. Do I have to have all of the records listed on this schedule? A. No. This is not a list of records you must have in your office. Q. What is the definition of "administrative value"? A. Administrative value is defined as, "the usefulness of records to support ancillary operations and the routine management of an organization." Records having administrative value are generally considered useful or relevant to the activities that caused the record to be created and/or during an audit of those activities. Traditionally, records managers have seen "administrative value" as transitory. (From Richard Pearce-Moses, A Glossary of Archival and Records Terminology) Q. What do I do with routing s/ips1 fax cover sheets1 reference copies1 memory aids1 reservations and confirmations1 etc.? A. According to North Carolina General Statutes §121 and §132, every document, paper, letter, map, book, photograph, film, sound recording, magnetic or other tape, electronic data processing record, artifact, or other documentary material, regardless of physical form or characteristic, made or received in connection with the transaction of public business by any state, county, municipal agency, or other political subdivision of government is considered a public record and may not be disposed of, erased, or destroyed without specific guidance from the State Archives of North Carolina . The State Archives of North Carolina recognizes that many records exist that may have very short-term value to the creating agency. These records may be destroyed or otherwise disposed of when their reference value ends. However, all public employees should be familiar with specific records retention and disposition schedules and applicable guidelines for their office and the Public Records law (G.S. §132). When in doubt about whether a record has short-term value, or whether it has special significance or importance, retain the record in question. Q. Do the standards correspond to the organizational structure of my county? A. Standards are grouped together to make it easier for users to find records. You may find that the records groupings reflect the organizational structure of your county, or you may find that records are located in various standards depending on the content of the record. The intent of the schedule's organization is to provide an easy reference guide for the records created in your county. Q. I can 1 t find some of my records on this schedule. A. Sometimes the records are listed in a different standard than how you organize them in your office. Be sure to check the Index and utilize the "search box" function on the PDF version of the schedule. If you still cannot locate your records on the schedule, then contact the Record s Management Analyst assigned llI 011717a HC BOC Page 86 to your county. We will work with you to amend this records schedule so that you may destroy records appropriately. Q. What are public records? A. The General Statutes of North Carolina, Chapter §132, provides this definition of public records: "Public record" or "public records" shall mean all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, made or received pursuant to law or ordinance in connection with the transaction of public business by any agency of North Carolina government or its subdivisions. Agency of North Carolina government or its subdivisions shall mean and include every public office, public officer or official (State or local, elected or appointed), institution, board, commission, bureau, council, department, authority or other unit of government of the State or of any county, unit, special district or other political subdivision of government. Q. Can anyone see my records? A. Yes, except as restricted by specific provisions in state or federal law. G.S. §132-6 instructs: "Every custodian of public records shall permit any record in the custodian's custody to be inspected and examined at reasonable times and under reasonable supervision by any person, and shall, as promptly as possible, furnish copies thereof upon payment of any fees as may be prescribed by law . ... No person requesting to inspect and examine public records, or to obtain copies thereof, shall be required to disclose the purpose or motive for the request." Q. What about my confidential records? A. Not all government records are open to public inspection. Exceptions to the access requirements in G.S. §132-6 and the definition of public records in G.S. §132-1 are found throughout the General Statutes. You must be able to cite a specific provision in the General Statutes or federal law when you restrict or deny access to a particular record. Q. Do I have to make copies of drafts available to the public that haven't been approved? A. Yes, even if a report, permit, or other record has not been finalized . Any record that is not confidential by law must be copied when a request is received, whether it is "finished" or not. Q. What do I do with permanent records? A. Permanent records should be maintained in the office that created the records, forever. They must also have a preservation duplicate, which is either a paper or microfilm copy. Q. What is historical value? A. Historical records document significant events, actions, decisions, conditions, relationships, and similar developments. These records have administrative, legal, fiscal, or evidential importance for the government or its citizens. Call the Records Management Analyst assigned to your county for further assistance. Q. I don't have any records . A. Nearly every position in government generates, receives, or uses records. Computer files of any kind, including drafts and email, are public records. Even if your records aren't the official or final version, your records are public records. Not all records have high historical, legal, or fiscal value, but they all must be destroyed in accordance with the provisions of the appropriate record s schedule . I V 011717a HC BOC Page 87 Q. May I store our unused records in the basement (attic1 outdoor shed}? A. Public records are public property. While we encourage offices to find places to store records that do not take up too much valuable office space, the selected space should be dry, secured, and free from pests and mold. Your office must ensure that records stored away from your main office area are well protected from natural and man-made problems, while remaining readily available to your staff and the public. Q. Our old records are stored in the attic1 basement or off-site building1 etc. Do we have to let anyone who asks see them? A . Yes, as long as the records are not confidential by law. You should also be aware that confidentiality can expire. Q. Aren 1t all of our old records at the State Archives of North Carolina? A. Probably not. The State Archives of North Carolina collects only very specific types of records from county offices. Contact the Records Management Analyst assigned to your county for more information about which records are held or can be transferred to the State Archives of North Carolina for permanent preservation. Q. I have found some really old records. What should I do with them? A. Call the Records Management Analyst assigned to your county. We will help you examine the records and assess their historical value. Q. Can I give my old records to the historical society or public library? A. Before you offer any record to a historical society, public library, or any other entity, you must contact the Records Management Analyst assigned to your county. Permanent records mu st be kept either in your offices or at the State Archives of North Carolina . Q. Who can I call with questions? A. If you are located west of about Statesville, call our Western Office in Asheville at (828) 296-7230 extension 224 . If you are east of Statesville, all the way to the coast, call our Raleigh office at (919) 807 - 7350 . V 011717a HC BOC Page 88 AUDITS, LITIGATION AND OTHER OFFICIAL ACTION No record involved in a pending audit, legal or other official action may be destroyed before that audit or action is resolved. We have used an asterisk(*) in the disposition instructions to mark records series that are commonly audited, litigated or maybe subject to other official actions; however, any record has this potential. Records custodians are responsible for being aware of potential actions, and for preventing the destruction of any record that is, or may be reasonably expected to become, involved in an audit, legal or other official action . Records used during routine audits may be destroyed when the governing body accepts the audit, if the records have completed the retention period listed in this schedule. If time remains in the retention period, the records must be maintained for the remainder of the period. The auditor's working papers must be kept according to the schedule. (See AUDITS: PERFORMANCE Item 7, page 2 and AUDITS: FINANCIAL Item 6, page 22.) Should a dispute arise over an audit, the records that were audited should be retained until that dispute is resolved . The attorney representing the county should inform records custodians when legal matters are concluded and records will no longer be needed. Following the conclusion of any legal action, the records may be destroyed if they have met the retention period in the schedule. Otherwise, they should be kept for the remaining time period . Pe r 26 CFR 1.148 -S(d)(6)(iii)(E), retain all documents related to a financing, including those related to construction or purchase of the financed asset, for the life of the debt plus 3 years . V I 011717a HC BOC Page 89 DESTRUCTION OF PUBLIC RECORDS Q. When can I destroy records? A. Each records series listed on this schedule has specific disposition instructions that indicate how long that series must be kept in your offices. In some cases , the disposition instructions are "Retain in office permanently," which means that those records must be kept in your offices forever. (See also the question above, "What should I do with permanent records?") Q. How do I destroy records? A. After your county has approved this records retention and disposition schedule, records should be destroyed in one of the following ways : a) burned, unless prohibited by local ordinance; b) shredded, or torn up so as to destroy the record content of the documents or material concerned; c) placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the documents or materials concerned; d) buried under such conditions that the record nature of the documents or materials will be terminated; e) sold as waste paper, provided that the purchaser agrees in writing that the documents or materials concerned will not be resold as documents or records. -N.C. Administrative Code, Title 7, Chapter 4, Subchapter M, Section .0510 Confidential records should be destroyed in a secure manner so that the information contained in them cannot be used . We do not recommend the disposal in a landfill of records containing confidential information. Q. How can I destroy records if they are not listed on this schedule? A. Contact the Records Management Analyst assigned to your county . Your analyst will discuss the nature of the record s with you to determine if the records have historical value . If the record s do have historical value, we will discuss the pos sibility of transferring the records to the State Archives of North Carolina to be preserved permanently. If the records do not have historical value, we will ask you to complete a Request for Dis posal of Unscheduled Records (located at the end of this schedule) if the records are not currently created. If the records are an active records series, your analyst will help you develop an amendment to this schedule so that you can continue to destroy the records appropriately . Q . Do I have to tell anyone about the destruction? A. We recommend that you report on your records retention activities to your Board of Com missioners on an annual ba sis . Thi s report does not need to be detailed, but it is important that significant destructions be entered into the minutes of the Board . VII 011717a HC BOC Page 90 ELECTRONIC RECORDS: EMAIL, BORN DIGITAL RECORDS, AND DIGITAL IMAGING Q. When can I delete my email? A. Email is a public record as defined by G.S. §121 -5 and G.S. §132 . Electronic mail is just as much a record as any traditional paper record, and must be treated in the same ways. It is the content of each message that is important. If a particular message would have been filed as a paper memo, it should still be filed (either in your email program or in your regular directory structure), and it should be retained the same length of time as its paper counterparts. It is inappropriate to destroy email simply because storage limits have been reached. Some examples of email messages that are public records and therefore covered by this policy include: • Policies or directives; • Final drafts of reports and recommendations; • Correspondence and memoranda related to official business; • Work schedules and assignments; • Meeting agendas or minutes • Any document or message that initiates, facilitates, authorizes, or completes a business transaction; and • Messages that create a precedent, such as issuing instructions and advice. From the Department of Cultural Resources E-Mail Policy (Revised July 2009), available at the State Archives of North Carolina website Other publications will be particularly helpful in managing your email (available online at the State Archives of North Carolina website): • E-Mail as a Public Record in North Carolina: A Policy for Its Retention and Disposition • Online E-mail Tutorial: Managing Your lnbox: E-mail as o Public Record • Online Tutorial: Managing Public Records for Local Government Agencies • Guidelines for E-mail as a Public Rec ord in North Carolina : Tips and Tricks for Using Microsoft Exchange Software to Manage E-mail Q. May I print my email to file it? A. We do not recommend printing email for preservation purposes. Important metadata is lost when email is printed. Q. I use my personal email account for work. No one can see my personal email. A . The best practice is to avoid using personal resources, including private email accounts, for public business. G.S. §132-1 states that records "made or received pursuant to law or ordinance in connection with the transaction of public business by any agency of North Carolina government or its subdivis ions" are public records (emphasis added). The fact that public records re side in a personal email account is irrelevant. Q. We have an imaging system. Do we have to keep the paper? A. You may scan any record, including permanent records. You will need to receive approval from the Government Records Section in order to destroy paper originals that have been digitized. Your office should follow our guidelines, available on the State Archives of North Caro lina website. Contact the Records Management Analyst assig n ed to your county for further instructions on how to develop a compliant Electronic Records Policy. Vlll 011717a HC BOC Page 91 Permanent records must have a security preservation copy as defined by State Archives of North Carolina's Human-Readable Preservation Duplicate Policy (G.S. §132-8 .2): Preservation duplicates shall be durable, accurate, complete and clear, and such duplicates made by a photographic, photo static, microfilm, micro card, miniature photographic, or other process which accurately reproduces and forms a durable medium for so reproducing the original shall have the same force and effect for all purposes as the original record whether the original record is in existence or not. ... Such preservation duplicates shall be preserved in the place and manner of safekeeping prescribed by the Department of Cultural Resources. The preservation duplicate of permanent records must be either on paper or microfilm. Non-permanent records may be retained in any format. You will have to take precautions with records that you must keep more than about 5 years. Computer systems do not have long life cycles. Each time you change computer systems, you will have to convert all records to the new system so that you can assure their preservation and provide access. Q. Computer storage is cheap. I'll just keep my computer records. A. The best practice is to destroy all records that have met their retention requirements at the same time, regardless of format. Q. What are the guidelines regarding the creation and handling of electronic public records? A. The following documents are available on the State Archives of North Carolina website: • Best Practices for Cloud Computing: Records Management Considerations • Best Practices for Electronic Communication Usage in North Carolina: Text and Instant Message • Best Practices for Electronic Communication Usage in North Carolina : Guidelines for Implementing a Strategy for Text and Instant Messages • Best Practices for File Naming • Best Practices for Social Media Usage in North Carolina • Guidelines for Digital Imaging Systems • Metadata as a Public Record in North Carolina: Best Practices Guidelines for Its Retention and Disposition • Security Backup Files as Public Records in North Carolina: Guidelines for Recycling, Destruction, Erasure, and Re-Use of Security Backup Files GEOSPATIAL RECORDS Q. Why should GJS datasets be retained and preserved? A. Geospatial records are public records and need to be retained and preserved based on their legal, fiscal, evidential and/or historical value according to an established retention schedule. Local agencies involved in GIS operations should work with the State Archives of North Carolina in order to appraise, inventory, and preserve their geospatial records according to established best practices and standards to insure both their short-and long-term accessibility. ix 011717a HC BOC Page 92 Due to the complexity and transitory nature of these records, geospatial records retention and long-term preservation is a community-wide challenge. GIS files have become essential to the function of many local agencies, and will continue to frequently be utilized in agency decision-making processes in the near and farfuture. Accessibility of GIS records over time has legal, fiscal , practical, and historical implications. The availability of GIS records can help safeguard the local government's legal and fiscal accountability and aid agencies in conducting retrospective and prospective studies. These studies are only possible when essential data from the past are still available. Q. What GIS datasets should be preserved by local governments? A. The following types of geospatial records have been designated as having archival value: • Parcel data • Street centerline data • Corporate limits data • Extraterritorial jurisdiction data • Zoning data, address points • Orthophotography (imagery) • Utilities • Emergency/E -911 themes . Consult STANDARD-7: GEOGRAPHIC INFORMATION SYSTEMS (GISI RECORDS for additional records series. Q. How often should we capture the datasets retained for their /ego I, fiscal, evidential or historical value? A. Consult the retention schedule for frequency of capture. The frequency of capture is based on the significance of the record as well as its alterability. Q. What data formats, compression formats, and media should be used to preserve the data? A. Archiving practices should be consistent with North Carolina Geographic Information Coordinating Council (GICC) approved standards and recommendations. (Examples : Content Standards for Metadata; Data Sharing Recommendations). Consult the GICC website at http://www.ncgicc.c om/ You should also comply with guidelines and standards iss ued by the State Archives of North Carolina and available on its website. Q. Who should be responsible for creation and long-term storage of archived data? A. The creating agency, NCOneMap, and the State Archives of North Carolina may all have responsibility for archiving data. If you choose to upload your data to NCOneMap, consult with your county's GIS department to determine whether data will be uploaded by your agency or by the whole county. If you choose not to upload your data to NCOneMap, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. X 011717a HC BOC Page 93 MICROFILM Q. Why do you still use microfilm? A. Microfilm is a legally acceptable replacement for original records, as outlined in G.S. §8-45.1 and §153A- 436. Microfilm can be read with nothing more sophisticated than a magnifying glass. There is no software to keep current. Usually, deterioration in the film itself can be detected by visual inspection. The State Archives of North Carolina provides a publication, Micrographics: Technical and Legal Procedures, on our website. It explains the four groups of national standards for the production of archival quality microfilm: • manufacture of raw film • filming methods • processing (developing) film • storage methods That publication also provides sample forms, targets, and procedures that you or your vendor can use in producing film of your records. Q. What film services do you provide? A. The Department of Cultural Resources provides microfilming of minutes of major decision-making boards and commissions in a county. We will also film records of adoptions for your Social Services agency. Once those records are filmed, we will store the silver original in our security vault. There is a nominal fee for filming and duplicate film . Contact the Records Management Analyst assigned to your county for the most current information . Q. How do I get my minutes filmed? A. We have two processes to film minutes. First, you can send photocopies of your approved minutes to us in the mail. Simply include a copy of the Certification of the Preparation of Minutes for Microfilming form (available online at the State Archives of North Carolina website) with each shipment. For more detailed instructions, contact the analyst assigned to your county. Alternatively, you can bring us your original books. We will film them and return them to you. This process is most useful when you have more minutes to film than you are willing to photocopy. It is important to remember that a representative of your office or ours must transport the original books in person so that the custody of the records is maintained. You should not mail or ship your original minutes. Call the analyst assigned to your county to make arrangements for an appointment for your books to be filmed. We will make every effort to expedite the filming so that your books will be returned to you as quickly as possible. Q. What if I need my books while they're being filmed? A. Call the Raleigh Office at (919) 807-7350, and ask for the Records Management Analyst in charge of minutes microfilming. Q. Can I send you my minutes electronically? A. We are working on standards and procedures for an electronic transfer system for minutes. Please contact the Records Management Analyst in charge of minutes microfilming for more information. Q. I have some old minutes that aren't signed. Can they still be filmed? A. If the only copy you have available is unsigned, and you use it as the official copy, we will film it. xi 011717a HC BOC Page 94 Q. What if my books are destroyed after they have been filmed? A. Call the Records Management Analyst assigned to your county, who will help you make arrangements to purchase copies of the microfilm from our office. You can then send those reels to a vendor, who can either make new printed books, or scan the film to create a digital copy. DISASTER ASSISTANCE Q. What should I do in case of fire or flood? A. Secure the area, and keep everyone out until fire or other safety professionals allow entry . Then, call our Raleigh office at (919) 807-7353 for the Head of the Government Records Section or (919) 807-7339 for the State Archivist. If you're in the western part of the state, call our Asheville Office at (828) 296-7230 extension 224 . On nights and weekends, call your local emergency management office. DO NOT A 1TEMPT TO MOVE OR CLEAN ANY RECORDS. Damaged records are extremely fragile and require careful handling. Our staff is trained in preliminary recovery techniques, documenting damage to your records, and authorizing destruction of damaged records. Professional vendors can handle your larger disasters. Q. What help do you give in case of an emergency? A. We will do everything we can to make a visit to you at the earliest opportunity to provide hands-on assistance. We can assist you in appraising the records that have been damaged so that precious resources (and especially time) are not spent on records with lesser value. We can provide lists of profess ional recovery vendors that you can contact to preserve your essential and permanent records. Q. What can I do to prepare for an emergency? A. We provide training to interested governments on disaster preparation. We discuss the roles of proper inventories, staff training, and advance contracts with recovery vendors. If you would like to have this workshop presented, just call the Record s Management Analyst assigned to your county . STAFF TRAINING Q. What types of workshops or training do you offer? A. We have a group of prepared workshops that we can offer at any time at various locations throughout the state. Contact your Records Management Analyst if you are interested in having one of the workshops presented to your agency. We will work with you directly to develop training suited to your specific needs. Our basic workshops are: • Managing Public Records in North carolina -our basic introduction to the Public Records law and records managemen t ; • Scanning Public Records: Laying the Groundwork -considerations and procedures to establish an imaging sys t em; • Email as a Public Record -considerations, tips and tricks on managing, filing, and public access to your email; • Disaster Preparedness and Recovery -how to be prepared for disasters, and what will have to be done after a disaster happens. Xll 011717a HC BOC Page 95 Q. Will you design a workshop especially for our office? A. Yes, we will. Let the Records Management Analyst assigned to your county know what type of training you need . Q . Do we have to come to Raleigh for workshops? A. No, we will come to your offices to present the workshops you need. We have no minimum audience requirement . We will also do presentations for professional associations, regional consortiums, and the public. Q. Is there a fee for workshops? A. Not at this time. Q. Are the workshops available in an on line format? A. Not at this time. However, there are several online tutorials available on the State Archives of North Carolina website, including: • Managing Public Records for Local Agencies: Our basic introduction to the Public Records law and records management. • Managing Your lnbox: Email as a Public Record: Public employees increasingly rely on electronic mail (email) as a quick and useful communication tool for carrying out government business. However, email presents many challenges. This tutorial will help you learn how to properly manage, retain and dispose of your email. • Managing Electronic Public Records : Recognizing Perils and Avoiding Pitfalls : More and more government employees use computers as they conduct their daily bus iness. While computers are invaluable tools that store large amounts of data that can be easily searc hed, depending so lely upon electronic record s can be dangerous. In this tutorial you will learn some of the problems ass ociated with electronic records and you will receive advice on how to protect those records. xi ii 011717a HC BOC Page 96 STANDARD-1. ADMINISTRATION AND MANAGEMENT RECORDS Official records pertaining to the authority, operating philosophy, methods, primary functions, and routine office administration of county offices. STANDARD-1: ADMINISTRATION AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ADMINISTRATIVE DIRECTIVES, POLIO ES, Retain in office official copy permanently. PROCEDURES, REGULATIONS, RULES 2. AGENDA AND MEETING PACKETS FILE a) Retain records with historical value permanently. Includes agendas and copies of supporting documentation submitted and discussed during b) Destroy in office other records when administrative value meetings of public bodies. ends.t See also MINUTES OF PUBLIC BODIES item 34, page 8. Agency Policy: Destroy in office after 3. APPLICATIONS FOR APPOINTMENT a) Destroy in office records concerning individuals appointed Applications and related records received from 1 year after expiration of term. individuals applying for appointments to serve on public boards, commissions, councils, and committees. b) Destroy in office remaining records after 1 year. 4. APPOINTMENTS REPORTING RECORDS Destroy in office after 2 years. G.S. § 143-157.1 Includes public boards, commissions, councils, and committees annual appointment reports filed with the NC Department of the Secretary of State and related records. 5. ASSOCIATIONS AND ORGANIZATIONS FILE a) Retain records with historical value permanently. Records concerning associations, organizations, groups, etc., that have some form of association or b) Destroy in office remaining records when superseded or relationship with the agency. obsolete. *See AUDITS. LITIGAT10N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 1 011717a HC BOC Page 97 STANDARD-1: ADMINISTRATJON AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 6. AUDIO AND VIDEO RECORDING OF MEETINGS Destroy in office after approval of official written minutes. 7. AUDITS: PERFORMANCE a) Retain reports permanently. Records concerning internal and external audits conducted to assess the function of government b) Destroy in office working papers and remaining records 3 programs. Includes reports, working papers, and years after the date of the report. related records. See also AUDITS: FINANCIAL item 6, page 22. 8. BUSINESS DEVELOPMENT SUBJECT FILES Destroy in office after 3 years or when superseded. 9. BULLETINS Destroy in office when administrative value ends. t Agency Policy: Destroy in office after 10. CALENDARS OF EVENTS AND APPOINTMENTS Destroy in office when superseded or obsolete. 11. CENSUS PROJECT FILE Destroy in office when administrative value ends.t Records created to assist the U.S. Census Bureau and Agency Policy: Destroy in office after county agencies with the decennial census. 12. CHARTER RECORDS Retain in office permanently. Charter and charter proceedings related to adoption, amendment and/or repeal. *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 2 011717a HC BOC Page 98 STANDARD-1: ADMINISTRAnON AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITAnON 13. CITIZEN COMPLAINTS, PETITIONS, AND SERVICE Destroy in office 1 year after resolution.* REQUESTS Records concerning objections, dissatisfaction, or disagreements with actions or positions taken or not taken by the agency. May include petitions signed by citizens requesting action or routine requests for service or information. 14. CITIZEN REBATE PROGRAM RECORDS a) Destroy in office financial records 3 years after approval.* Applications, receipts, and related records concerning rebate programs sponsored by the county. These b) Destroy in office applications 1 year after approval. records document programs that citizens may opt into and incentivize actions such as, but not limited to, c) Destroy in office denied applications when administrative installing water efficient toilets. value ends.t Agency Policy: Destroy in office after 15. CITIZEN SURVEYS Destroy in office when administrative value ends. t Surveys and related records addressing county Agency Policy: Destroy in office after services, policies, and other concerns. 16. COMPREHENSIVE PLAN a) Retain official copy in office permanently. Long-range plan outlining policies, guidelines and plans for future development of the county. Includes b) Destroy in office background surveys, studies, reports, and but is not limited to official copy of comprehensive drafts 3 years after adoption of plan. plan and all background surveys, studies, reports, and draft versions of plans. *See AUDITS, LITIGAnON, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 3 011717a HC BOC Page 99 -STANDARD-1.: ADMINISTRATION AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 17. CONFERENCES AND WORKSHOPS FILE a) Retain records with historical value permanently. Records concerning conferences and workshops conducted or attended by county employees. b) Destroy in office remaining records when administrative See also EMPLOYEE TRAINING AND EDUCATIONAL value ends.t Agency Policy: Destroy in office after RECORDS item 28, page 78. 18. CORRESPONDENCE ANO MEMORANDA a) Transfer after 3 years correspondence, including email, Administrative and management with historical value to the HISTORIES FILE item 29, page 7. correspondence/memoranda, including email, written or received by the office concerning agency authority, b) Destroy routine administrative correspondence and operating philosophy, purpose, methods, and any memoranda when administrative value ends. t other function. Agency Policy: Destroy in office after For information on handling email, see Electronic c) Destroy in office remaining records after 3 years. Records and Digital Imaging page viii. Retention Note: The correspondence, including email, of the county manager and department heads have historical value and should be retained. 19. CUSTOMER CALL CENTER RECORDINGS Destroy in office when administrative value ends. t Recordings made of calls to customer service centers Agency Policy: Destroy in office after for quality assurance and training purposes. *See AUDITS, LIT/GA 710N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 4 011717a HC BOC Page 100 STANDARD-%; ADMINISTRATION AND MANAGEMENT RECORDS ITEM# -RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 20. EQUIPMENT AND VEHICLE MAINTENANCE, REPAIR, a) Destroy in office records documenting routine inspections, AND INSPECTION RECORDS janitorial cleaning, and routine maintenance of equipment Records concerning the maintenance, repair, routine and vehicles after 1 year. testing, and inspection of county owned equipment and vehicles. b) Destroy in office billing records after 3 years.* See also GRANTS item 28, page 6. c) Retain for life of equipment and vehicles records documenting all other maintenance and repairs. 21. EQUIPMENT AND VEHICLE REFERENCE FILE Destroy in office when superseded or obsolete. Includes operation, specification, and technical manuals, brochures, bulletins, and related documentation. 22. EQUIPMENT, FACILITY, AND VEHICLE USAGE a) Destroy in office after 3 years if records are used for RECORDS allocating costs or determining payment under rental or Records concerning the assignment, request, and lease agreements.* usage of county assets. May include mileage and checkout logs, fuel consumption reports, facility b) Destroy in office remaining records after 1 year. reservation requests, authorizations and similar records relating to the assignment and use of county owned property. 23. FACILITY ACCESSIBILITY FILE Destroy in office after 5 years.* 29 CFR 1602 Records concerning compliance with the Americans with Disabilities Act (ADA). May include survey of county buildings to determine accessibility to the physically handicapped, federal regulations, proposals for implementing the act, correspondence (including email), resolutions, and solutions to access problems. *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 5 011717a HC BOC Page 101 ,, STANDARD-1: ADMINISTRAnON AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 24. FUND DRIVE AND EVENT RECORDS a) Retain records with historical value permanently. Records concerning the promotion and organization of fund drives and other special events in which the b) Destroy in office remaining records after 1 year. county participated. 25. GOALS AND OBJECTIVES a) Retain records with historical value permanently. b) Destroy in office remaining records when superseded or obsolete. 26. GRANT CONTRACT APPEALS CASES Destroy in office 10 years after final action or decision.* 27. GRANT PROPOSALS a) Transfer records concerning approved grants to GRANTS Proposals submitted for grants. May include item 28, page 6 if approved. applications, correspondence (including email), and other related records. b) Destroy in office rejected or withdrawn grant proposals when administrative value ends.t Agency Policy: Destroy in office after 28. GRANTS a) Destroy in office records relating to specific non-continuing 09 NCAC 03M.0703 Records concerning approved federal, state, and grants 5 years after termination or when released from private grants. May include applications, reports, audit.* records of equipment purchased with grant funds, and all relevant programmatic records. b) Destroy in office records relating to specific continuing See also GRANTS: FINANCIAL item 36, page 26. grants 5 years after annual financial report is filed. c) Destroy in office records not relating to a specific grant or to grants not funded after 1 year. *See AUDITS, LITIGAT10N1 AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 6 011717a HC BOC Page 102 . STANDARD-l: ADMINISTRATION AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 29. HISTORIES FILE (AGENCY AND EMPLOYEES) Records concerning the history of the county and its a) Retain records with historical value permanently. employees. May include published and unpublished b) Destroy in office remaining records when superseded or histories, biographical data, photographs, newspaper obsolete. clippings, and other related records. 30. INDEX FILE Destroy in office when superseded or obsolete. Listing of where specific information can be found. 31. LEGISLATION AND REGULATORY RECORDS Destroy in office when administrative value ends.t Notices and copies of proposed or adopted state or Agency Policy: Destroy in office after federal legislation or regulations affecting the agency. 32. MAIL: UNDELIVERABLE/RETURNED Destroy in office when administrative value ends.t Outgoing agency mail returned by the post office for Agency Policy: Destroy in office after any reason, including insufficient postage, incorrect address, forwarding order expired, etc. Also includes outgoing email returned for any reason. 33. MAILING AND DISTRIBUTION RECORDS a) Destroy in office Sunshine Lists when superseded or Comply with applicable Includes mailing and meeting notification lists, obsolete. provisions of G.S. §132-Sunshine Lists, and related documentation of 1.13 regarding transactions with the U.S. Postal Service or private b) Destroy in office all other records when administrative confidentiality of carriers. value ends.t electronic mailing lists Agency Policy: Destroy in office after and G.S. §132-1.12 regarding confidentiality of juvenile records. *See AUDITS. LITIGA110N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 7 011717a HC BOC Page 103 STANDARD-1.: ADMINISTRATION AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 34. MINUTES OF PUBLIC BODIES a) The official minutes of the governing board and its G.S. § 143-318.10 As defined by § 143-318.10 (b), includes official and subsidiary boards are permanent records. reference copies of the minutes of the governing board and all subsidiary and advisory boards. b) The official minutes of advisory boards may only be Subsidiary boards are defined as boards that exercise destroyed upon approval by the State Archives of North or are authorized to exercise legislative, policy-making, carolina. The State Archives reserves the right to quasi-judicial, or administrative functions. Also designate the minutes of any advisory board as includes minutes of subcommittees of the governing permanent. board and its subsidiary and advisory boards. c) Minutes of committees or subcommittees may be See the Microfilm section on page xi for instructions destroyed when administrative value ends, if the minutes on microfilming. or actions and decisions of the committee are entered as part of the minutes of the parent board. If minutes or actions and decisions of the committee or subcommittee in question are not entered as part of the minutes of the parent board, the State Archives reserves the right to designate the minutes as permanent.t Agency Policy: Destroy in office after 35. MINUTES (STAFF MEETINGS) a) Retain records with historical value permanently. G.S. § 143-318.lO(c) Minutes of meetings, including all referenced and attached documentation. b) Destroy in office remaining records when administrative value ends.t See also MINUTES OF PUBLIC BODIES item 34, page 8. Agency Policy: Destroy in office after 36. NOTICES OF PUBLIC MEETINGS Destroy in office when administrative value ends.t Includes notices and regular meeting schedules. Agency Policy: Destroy in office after See also AFFIDAVITS OF PUBLICATION item 1, page 63. *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 8 011717a HC BOC Page 104 -STANDARD-l: ADMIN1STRAT10N AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 37. OFFICE SECURITY RECORDS a) Destroy in office or reuse after 30 days recordings not Comply with applicable Records concerning the security of county offices, required to support known investigations or litigation. provisions of G.S. §132-facilities, vehicles, equipment, and personnel. May 1.7 regarding the include visitor register, security, employee or b) Destroy in office all remaining records after 1 year. confidentiality of contractor access to facilities or resources, and security records. surveillance system reports and recordings. 38. ORDINANCES a) Retain official copy permanently. Includes code of ordinances and ordinance development records. b) Destroy in office additional copies (including tabled or failed ordinances) when administrative value ends.t See the Microfilm section on page xi for instructions Agency Policy: Destroy in office after on microfilming. c) Destroy in office development records when ordinance is no longer in effect or when administrative value ends.t Agency Policy: Destroy in office after 39. ORGANIZATION RECORDS a) Retain records with historical value permanently. Includes organizational charts, reorganization studies, and similar records describing the arrangement and b) Destroy in office all other records when superseded or administrative structure of the agency. obsolete. 40. PARKING FILE Destroy in office when superseded or obsolete. Records concerning staff parking assignments. 41. PEST CONTROL RECORDS Destroy in office after 3 years* Records concerning county pest eradication programs. *See AUDITS. LIT/GA 110N. AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 9 011717a HC BOC Page 105 STANDARD-1: ADMINISTRATJON AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 42. PLANNING AND DEVELOPMENT FILE a) Retain records with historical value permanently. Records concerning the formulation. planning. and adoption of policies. procedures. and functions of the b) Destroy in office remaining records when administrative county and its departments. valve ends. t Agency Policy: Destroy in office after 43. PROCLAMATIONS AND ORDERS a) Retain records with historical value permanently. Proclamations and orders issued by the county board of commissioners. b) Destroy in office remaining records when administrative valve ends. t Agency Policy: Destroy in office after 44. PROJECTS FILE a) Retain records with historical value permanently. Includes project correspondence. including email. final reports. specifications and contract documents. b) Destroy in office remaining records 3 years after notices to proceed, cost estimates. change orders, completion of project. performance and payment bonds. and similar documentation. 45. PROPERTY INVENTORIES Destroy in office when superseded or obsolete. Inventories describing the type of property (including equipment and facilities). its location, issuance to employees. and related information. 46. PUBLIC HEARING RECORDS a) Retain minutes permanently. Includes agendas, minutes, speaker sign-up sheets. and similar documentation. b) Destroy in office remaining records when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LIT/GA 110N. AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 10 011717a HC BOC Page 106 STANDARD-1.: ADMINISTRATION AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 47. PUBLIC RECORDS DISCLOSURE FILE Destroy in office 2 years after resolution.* Formal requests submitted by persons seeking access to county records. 48. PUBLICATIONS RECEIVED Destroy in office when superseded or obsolete. Includes books, magazines, periodicals, pamphlets, brochures, journals, and newspapers, whether printed or electronic. 49. QUARTERLY UTILIZATION REPORTS Destroy in office 1 year after submission of report. Reports relating to county business and economic development programs. so. RATE AND FEE SCHEDULES Destroy in office when superseded or obsolete. Records relating to rates, fees, and regulations concerning county services. 51. RECORDS MANAGEMENT FILE a) Retain in office records concerning the final disposition of Includes correspondence, including email, with state · records permanently. and/or federal agencies with regards to records retention. Also includes records disposition b) Destroy in office remaining records when superseded or documentation and copies of records retention and obsolete. disposition schedules. 52. REFERENCE (READING) FILE Destroy in office when superseded or obsolete. Subject files containing informational copies of records organized by areas of interest. *See AUDITS, LITIGA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 11 011717a HC BOC Page 107 STANDARD·l: ADMINISTRATION AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 53. REPORTS AND STUDIES (INTERNAL a) Retain in office 1 copy of all biennial and annual reports ADMINISTRATION) permanently. Records concerning the performance of a department, program, or project, as well as those created for b) Retain in office reports and studies prepared by request planning purposes. May include all annual, sub-of a county's governing body or a court permanently. annual, or irregularly prepared research studies, reports, and studies generated by a county or c) Destroy in office reports prepared monthly, bimonthly, or prepared by consultants hired by the county. semi-annually after 3 years. d) Destroy in office activity reports concerning workload measurements, time studies, number of jobs completed, etc., prepared on a daily or other periodic basis, after 1 year. e) Destroy in office remaining reports and studies when administrative value ends.t Agency Policy: Destroy in office after Retention Note: Reports and studies listed elsewhere in this schedule should be retained the specified period of time. 54. REQUESTS FOR PROPOSALS Destroy in office when administrative value ends.t Proposals submitted by vendors in response to Agency Policy: Destroy in office after requests from departments. See also BIDS FOR PURCHASE item 9, page 22. 55. REQUISITIONS FILE Destroy in office after 1 year. Requests for payment of parts and inventory items. *See AUDITS. LIT/GA T/ON, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 12 011717a HC BOC Page 108 -STANOAR0-1: AOMIN1STRA710N ANO MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 56. RESOLUTIONS File consists of resolutions indicating date, issues or a) Retain one copy permanently. policy involved, and appropriate signatures. b) Destroy in office additional copies (including those tabled or failed) when administrative value ends.t See the Microfilm section on page xi for instructions Agency Policy: Destroy in office after on microfilming. c) Destroy in office development records when administrative value ends.t Agency Policy: Destroy in office after 57. SURPLUS PROPERTY FILE Destroy in office 3 years after disposition of property.* 58. TELEPHONE USAGE LOGS AND REPORTS a) Destroy in office records used for billing after 1 year.* b) Destroy in office remaining records when administrative value ends.t Agency Policy: Destroy in office after 59. TRAVEL REQUESTS Destroy in office after 1 year.* 60. VEHICLE REGISTRATION CARDS Retain in vehicle until superseded. North Carolina registration cards for vehicles in the county fleet. 61. VETERANS COMMISSION QUARTERLY REPORTS Destroy in office after S years. *See AUDITS, LITIGA T10N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 13 011717a HC BOC Page 109 STANOARD-1: ADMIN1STRAT10N AND MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 62. WORK ORDERS a) Destroy in office 1 year after work is completed.• Records include date and location of work, cost of materials used and labor, type of work performed, and b) If this is the only record documenting work was completed similar information for the repairs of equipment, follow disposition instructions for FACILITY facilities, and vehicles. MAINTENANCE. REPAIR. AND INSPECTION RECORDS item 13, page 33, or EQUIPMENT AND VEHICLE MAINTENANCE, REPAIR. AND INSPECTION RECORDS item 20, pages. 63. WORKFORCE DEVELOPMENT BOARD MEETINGS Follow disposition instructions for MINUTES OF PUBLIC BODIES 20 CFR652 Agendas, minutes, and related materials pertaining to item 34, page 8. G.S §1438 -438.13 meetings of the Workforce Development Board. 64. WORKFORCE INVESTMENT ACT: AUDIT/AUDIT Destroy in office after 3 years. 0MB Circular A-133 RESOLUTIONS G.S §143B -438.13 Records concerning reports from financial and 29 CFR97.26 compliance audit conducted on WIA programs in 20 CFR652 accordance with 0MB A-133. May include audit reports and correspondence concerning audits and audit resolutions for the local area. Also includes federal and state audits. 65. WORKFORCE INVESTMENT ACT: LOCAL AREA JOB Destroy in office when superseded or obsolete. 20 CFR652 TRAINING PLAN RECORDS G.S §1438 -438.13 Records concerning the local board's bid process for contracting workforce development programs. *See AUDITS, LIT/GA T/ON, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 14 011717a HC BOC Page 110 -STANDARl]..1.: ADMIN1STRA110N AND MANAGEMENT RECORDS ITEM# RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 66. WORKFORCE INVESTMENT ACT: PARTICIPANT Destroy in office 3 years after close of audit or final year 20 CFR652 RECORDS expenditure.* G.S §143B -438.13 Records concerning applicants, registrants, eligible applicants/registrants, participants, terminees, and employees who submit requests for services of the Dislocated Workers Program and Workforce Investment Act programs. May include applications, client history, Employability Development Plans, program referral, monitoring notes, pay authorizations, release forms, and WIA follow-up questionnaires. *See AUDITS. LITIGA710N. AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 15 011717a HC BOC Page 111 STANDARD-2. AIRPORT AUTHORITY RECORDS Official records and materials created and accumulated incidental to the operation of a county airport. STANDARD-2: AIRPORT AUTHORITY RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. AIR SPACE CONSTRUCTION FILES Destroy in office after 5 years. Applications to construct structures which may obstruct flight space. May include correspondence, including email, and related records. 2. AIRFIELD INSPECTION FILES Destroy in office after 1 year. 14 CFR 139.301 Records concerning airfield inspections on runway conditions, fire and rescue facilities, ground vehicle control, and other airport condition information. 3. AIRPORT CERTIFICATION MANUAL a) Retain records with historical value permanently. 14 CFR 139.201 Manual containing a description of operating procedures, facilities and equipment, responsibility b) Destroy in office remaining records when superseded or assignments, and any other information needed by obsolete. personnel concerned with operating the airport. 4. AIRPORT COMMISSION MINUTES Follow disposition instructions for MINUTES OF PUBLIC BODIES item 34, page 8. See the Microfilm section on page xi for instructions on microfilming minutes. s. AIRPORT MASTER RECORD FILES Destroy in office when superseded. Federal Aviation Administration (FAA) form 5010 documenting basic information concerning airports *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 16 011717a HC BOC Page 112 STANDARD-2: AIRPORT AUTHORITY RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 6. COMMUNICATIONS RECORDINGS Audio recordings of radio and telephone Destroy in office after 30 days if not made part of a case file. * communications and complaint calls. 7. LAND DEVELOPMENT AND PLANNING STUDIES AND Retain in office permanently. REPORTS Records documenting local government and airport authority land use and development planning. 8. RADIO LOGS Destroy in office after 1 year. Records of radio calls received and placed. *See AUDITS. LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 17 011717a HC BOC Page 113 STANDARD-3. ANIMAL CONTROL AND SHELTER RECORDS Records and materials created and accumulated during the conduct of county animal control and shelter programs. STANDARD-3: ANIMAL CONTROL AND SHELTER RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ACTIVITY REPORTS (ANIMAL CONTROL) Destroy in office after 1 year. Daily, weekly, and monthly reports to the County Health Department, Department of Health Services, etc., providing statistics regarding complaints answered, dogs and cats impounded, impounded animals disposed of, vaccinations, and animal bites reported. See also REPORTS AND STUDIES (INTERNAL ADMINISTRATION) item 53, page 12. 2. ANIMAL ADOPTION RECORDS Destroy in office after 2 years. Includes pre-adoption records and agreements. 3. ANIMAL ABUSE AND CRUELTY CASES Includes complaints, citations and/or compliance Destroy in office after S years.* G.S. §14-360 orders, and similar records. 4. ANIMAL BITE RECORDS Destroy in office after 3 years.* G.S. §130A-196, 197, Includes copies of bite reports filed with the local 198. Public Health Department. See also DANGEROUS ANIMAL RECORDS item 10, page 19. *See AUDITS. LIT/GA 110N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 18 011717a HC BOC Page 114 -STANOARD-3: ANIMAL CONTROL ANO SHELTER RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 5. ANIMAL COMPLAINT RECORDS Destroy in office after 3 years.* Includes complaints of animal abuse and nuisances. See also DANGEROUS ANIMAL RECORDS item 10, page 19. 6. ANIMAL CONTROL CITATIONS/COMPLIANCE ORDERS Includes citations and/or compliance orders issued to Destroy in office after 3 years.* animal owners of violations of county ordinances. See also DANGEROUS ANIMAL RECORDS item 10, page 19. 7. ANIMAL LICENSE RECORDS Records concerning the payment of license fees. Destroy in office after 3 years.* 8. CERTIFICATES OF ANIMAL RELEASE Destroy in office after 1 year. Certificates verifying health of animal examined and released by county animal control. 9. CONTROLLED SUBSTANCE EUTHANASIA LOG Destroy in office after 2 years. 21 CFR 1304.03 Includes amount of controlled substance used and animals destroyed. 10. DANGEROUS ANIMAL RECORDS Destroy in office records relating to dangerous animals until G.S. §67-4.1 Includes complaints, compliance orders, citations, bite known dead or after 10 years.* reports, and similar records relating to dangerous animals. *See AUDITS. LIT/GAT10N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 19 011717a HC BOC Page 115 STANDARD-3: ANIMAL CONTROL AND SHELTER RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 11. HISTORIES OF PET OWNERS Destroy in office after 3 years.* Records concerning information for each animal owner that violates the county ordinances. May include signed complaint forms, pictures, and paperwork issued by the animal control officer. 12. OWNER CONTACT NOTICE RECORDS Destroy in office 1 year from date of contact. 13. RABIES CONTROL REPORTS Destroy in office after 1 year. Monthly reports sent to the Division of Health Services. 14. SHELTER DISPOSITION SHEETS Destroy in office after 1 year. Sheets filed on each animal processed by the animal shelter, containing information on whether the animal is reclaimed by the owner, adopted, or euthanized. 15. VACCINATION RECORDS Destroy in office after 3 years. Includes rabies vaccination certificates sent to county animal control by area veterinarians. *See AUDITS. LITIGAnON, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 20 011717a HC BOC Page 116 STANDARD-4. BUDGET, FISCAL AND PAYROLL RECORDS Records created and accumulated incidental to the managerial control, budgeting, disbursement, collection and accounting of the county offices. Note: Per 26 CFR 1.148-5{d)(6)(iii)(E), all records necessary to support the tax-exempt status of a county debt issue must be retained for the life of the debt plus 3 years. STANDARD-4: BUDGET, FISCAL AND PA YROU RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ACCOUNTS PAYABLE Destroy in office after 3 years.* Records concerning the status of accounts in which the county owes money to firms or individuals. 2. ACCOUNTS RECEIVABLE Destroy in office after 3 years.* Records concerning receivables owed and collected. 3. ACCOUNTS UNCOLLECTABLE Destroy in office official/audit copies 3 years after account is Records of accounts deemed uncollectable, including paid, collected, or determined to be uncollectable. * supporting documentation and write-off authorization. 4. ANNUAL BUDGET Annual budget and budget message submitted to a) Retain records with historical value permanently. G.S. § 159-11 governing board for approval. b) Destroy in office remaining records after S years. 5. ARBITRAGE RECORDS Destroy in office 3 years after final redemption date of the 26 CFR Part 1 Section Records concerning arbitrage rebate calculations and bonds and after all related debts and obligations have been 1.148-3 funds rebated. satisfied.* *See AUDITS. LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 21 011717a HC BOC Page 117 STANDARD-4: BUDGET, FISCAL AND PAYROLL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 6. AUDITS: FINANCAL a) Retain reports permanently. G.S. § 159-34 Records concerning internal and external financial statements and financial-related audits. Includes b) Destroy in office working papers and remaining records 3 reports, working papers, and related records. years after the date of the report.* See also AUDITS: PERFORMANCE item 7, page 2. 7. AUTHORIZATION FORMS Destroy in office after 3 years.* Authorization to purchase materials. 8. BANK STATEMENTS, CANCELED CHECKS, DEPOSIT Destroy in office after 3 years.* SLIPS, RECEIPTS, RECONOLIATIONS, AND WARRANTS. May include cash, credit card, and purchasing card statements and receipts. 9. BIDS FOR PURCHASE a) Destroy in office successful (awarded) construction (capital G.S. § 143 Article 8 Records concerning quotes to supply products and improvements) bid records 6 years after completion or services. May include advertisements, requests for termination of project.• proposals, and tabulations, bid bonds, awards letters, records of bids, good faith effort documentation, and b) Destroy in office all other successful (awarded) bid records related records concerning accepted and rejected 3 years after purchase.• bids. c) Destroy in office unsuccessful bid records not awarded or opened after 1 year.* 10. BIDS FOR DISPOSAL OF PROPERTY Destroy in office all records after the disposition of property G.S. § 153A-176 Records concerning the disposal of surplus property. has been recorded in governing board's minutes.• May include various disposition procedures used, such as sealed bids and public auction. *See AUDITS, LITIGA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 22 011717a HC BOC Page 118 STANDARD-4: BUDGET, FISCAL AND PAYROLL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 11. Bl LUNG AND CLAIMS Destroy in office 3 years after settlement.* Records used as the basis for payment of bills and claims for damages made by and against the county. 12. BILLS OF SALE Destroy in office after 3 years.* Records of sale of county property and equipment. 13. BOND CLOSING RECORDS Destroy in office 3 years after entire issuance has been G.S. § 159 Article 7 Includes applications, agreements, tax records, satisfied.* contracts, official statements, legal opinions, ratings letters, public hearing bonds, title insurance, deeds of trust, and other related records. 14. BONDS, NOTES, AND COUPONS Destroy in office 1 year from date of payment. G.S. § 159-139 (instructions for cancelled bonds) 15. BOND REGISTER Retain in office permanently. G.S § 159-130 Records of all bonds, notes, and coupons issued detailing the purpose of issuance, the date of issue, serial numbers (if any), denomination, maturity date, and total principal amount. 16. BUDGET RESOLUTIONS AND ORDINANCES a) Retain permanently official copies in the minutes of the G.S § 159-8 Includes copies of budget, annual balanced budget, governing board. G.S. § 159-13 and project ordinances, resolutions, and amendments. G.S. § 159-13.2 b) Destroy in office remaining copies when administrative G.S § 159-15 value ends.t Agency Policy: Destroy in office after *See AUDITS, LITIGAT10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 23 011717a HC BOC Page 119 STANDARD-4: BUDGET, FISCAL AND PA YROU RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 17. BUDGET REQUESTS AND WORIQNG PAPERS Destroy in office after 3 years.• G.S. § 159-10 Includes budget requests, cost estimates, expenditures, program requests, salary and wage lists, correspondence, including email, and related records. 18. CHECK REGISTER, VARIOUS FUNDS Destroy in office after 3 years.• Register listing for all checks written for various funds. 19. CHECK STUBS a) Destroy official/audit copies after 3 years.• Stubs for checks written on agency accounts. b) Destroy remaining records after 1 year. 20. CONTRACT BUDGET AND EXPENDITURE REPORTS Destroy in office after 3 years.• Reports concerning agency budget transactions. 21. COST ALLOCATION PLANS Destroy in office after 3 years.• 22. CREDIT CARD AND DEBIT SLIPS Destroy in office after 3 years.* Records of payments received from customers in the transaction of county business. 23. CREDIT CARD USE FILE Destroy in office after 1 year.• Records of assignation of county credit cards and purchasing cards. 24. DAILY CASH REPORTS Destroy in office after 1 year.• Daily status of cash. Reports include receipts, disbursements, cash, and invested balances. 25. DAILY DETAIL REPORTS Destroy in office after 1 year.* *See AUDITS, LIT/GA TION, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 24 011717a HC BOC Page 120 STANDARD-4: BUDGET, FISCAL AND PA YROU RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 26. DEBT FINANCING RECORDS Destroy in office 3 years after entire issuance has been 26 CFR 1.148-Includes bank statements, reconciliation records, satisfied.* S(d)(G)(iii)(E) requisitions, and notices of principal and interest due. 27. DEPOSITS a) Destroy in office official/audit copies after 3 years.* G.S. § 159-32 b) Destroy in office remaining records after 1 year. 28. DETAIL REPORT FILE (FINANOAL RECORDS FOR a) Destroy in office annual reports after 3 years.* GENERAL FUND OR GENERAL LEDGER) b) Destroy in office all other reports after 1 year. 29. DIRECT DEPOSIT APPLICATIONS/AUTHORIZATIONS Destroy in office when superseded or obsolete. Comply with applicable Includes related records such as bank account confidentiality numbers and routing numbers. provisions of G.S. §132-1.lO(b)(S) regarding personal identifying information. 30. DISTRICT INVESTMENT RECORDS Destroy in office after 3 years.* 31. DONATIONS AND SOLICITATIONS Destroy in office after 1 year. 32. ESCHEAT AND UNCLAIMED PROPERTY FILE Destroy in office after 10 years.* Comply with applicable provisions of G.S. §1168-60 and §1168-73. 33. EXPENDITURE REPORTS Destroy in office after 3 years.* *See AUDITS, LITIGAT10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 25 011717a HC BOC Page 121 STANDARD-4: BUDGET, FISCAi. AND PA YROU RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 34. FACILITY SERVICE AND MAINTENANCE AGREEMENTS a) Destroy in office depreciation schedules 3 years after asset is fully depreciated or disposed. See also GRANTS: FINANOAL item 36, page 26. b) Destroy in office remaining records after 3 years.• 35. FINANCIAL JOURNALS AND LEDGERS a) Destroy in office year-end summaries of receipts and disbursements after 3 years.• b) Destroy in office daily, monthly, or quarterly transaction detail journals and ledgers after 1 year.• 36. GRANTS: FINANCIAL Destroy in office 5 years after submission of final report.• 09 NCAC 03M.0703 Records concerning approved federal, state, and private grants. May include all relevant accounting, purchasing, payroll, and financial records. See also GRANTS item 28, page 6. 37. INSURANCE FILE Destroy in office 3 years from date of termination, expiration, Certificates of insurance and related records provided or settlement of all claims.• by insurance providers as proof of coverage. See also BILLING AND CLAIMS item 11, page 23 and GRANTS: FINANCIAL item 36, page 26. 38. INVESTMENT RECORDS Destroy in office after 3 years.• G.S. § 159-30 Includes fund information, portfolio listings and reports, balance sheets, requests to invest and withdraw, notices, and other related account activity documentation. *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 26 011717a HC BOC Page 122 -STANDARD-4: BUDGET, FISCAL AND PA YROU RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 39. INVOICES Destroy in office after 3 years.* 40. LOAN RECORDS Destroy in office 3 years after loan is satisfied.* Records concerning loans made to the county. May include promissory notes. 41. LOCAL GOVERNMENT COMMISSION FINANCAL Destroy in office after 3 years.* G.S. §159-33 and §159-STATEMENTS 33.1. 42. LOCAL GOVERNMENT EMPLOYEES RETIREMENT Destroy in office after 3 years.* SYSTEM MONTHLY REPORTS 43. MONTHLY BUDGET REPORTS Destroy in office after 3 years.* 44. PAID CHECKS, BILLS, AND VOUCHERS Destroy in office after 3 years.* 45. PAYROLL AND EARNINGS RECORDS a) Transfer records documenting personnel actions to Comply with applicable Records containing information such as the name, PERSONNEL RECORDS (OFFICIAL COPY} item 45, page 83. provisions of G.S. social security number, number of hours worked, §162A-6.1 regarding compensation rate, deductions, and total wages paid b) Destroy in office 30 years from date of separation records confidentiality of each employee per payroll period. May include used for retirement or similar benefits verification. personnel records. individual and group employee earnings records and payroll registers showing earnings and deductions for c) Destroy all remaining records in office after 4 years.* FICA Reg. § 316001-1 each pay period. 29 CFR 516.2, 516.S 29 CFR 1627.3(a) *See AUDITS. LITIGAT10N. AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 27 011717a HC BOC Page 123 -· STANDARD-4: BUDGET, FISCAL AND PAYROU RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 46. PAYROLL DEDUCTION RECORDS a) Destroy in office deduction authorization forms and Comply with applicable Records used to start, modify, or stop all voluntary or records when superseded or obsolete.* provisions of G.S. required deductions from payroll. May include bank §162A-6.1 regarding payments, savings plans, insurance, association dues, b) Destroy in office remaining records after 4 years.* confidentiality of orders of garnishment, etc. Used as proof the personnel records. employee approved of the deduction(s). Does not include federal tax deduction records. See also WITHHOLDING TAX FILE item 57, page 30. 47. POPULAR ANNUAL FINANCE REPORT a) Retain records with historical value permanently. b) Destroy in office other records when administrative value ends.t Agency Policy: Destroy in office after 48. POWELL BILL RECORDS Destroy in office after 3 years if released from all audits.* Records include certified statements, expenditures reports, information sheets, financial statements submitted to the North Carolina Department of Transportation and all other related documentation. 49. PURCHASE ORDERS a) Destroy in office capital improvement purchase orders 6 Records, forms, packing slips, and attached documents years after completion or termination of project.* concerning purchased supplies, equipment, and services. b) Destroy in office all other purchase orders after 3 years.* See also GRANTS: FINANCIAL item 36, page 26. Retention note: Packing slips may be destroyed upon verification of items received if they are not the only record of the purchase of the item. *See AUDITS, LITIGAT10N1 AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 28 011717a HC BOC Page 124 STANDARD-4: BUDGET, FISCAi. AND PA YROU RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 50. PURCHASING REPORTS AND LOGS Destroy in office after 1 year.* Reports and logs containing quote information such as vendor name, item descriptions, price, award dates, and related information. 51. RECIPIENT CHECK AND CANCELLATION REGISTERS Destroy in office after 3 years.* 52. SURETY BOND INFORMATION Destroy in office after final inspection.* 53. TIME SHEETS, CARDS, AND ATTENDANCE RECORDS Destroy in office after 3 years.* 29 CFR 516.6 Records concerning the work hours and attendance of 29 CFR 825.500 employees. 54. TRAVEL REIMBURSEMENTS Destroy in office after 3 years.* Includes authorizations and requests for reimbursement for travel and related expenses. See also GRANTS: FINANOAL item 36, page 26. 55. VENDOR FILE Destroy in office when superseded or obsolete. Comply with applicable Records concerning specific vendors. May include confidentiality accounts payable activity, Federal Tax Identification provisions of G.S. Number, name and address, correspondence, §132-l.10(b)(5) including email, and related records. regarding personal identifying information 56. VOUCHERS AND REGISTERS FILE Destroy in office after 3 years.* *See AUDITS, LITIGAT10N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 29 011717a HC BOC Page 125 STANDAR0-4: BUDGET, FISCAL AND PAYROLL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 57. WITHHOLDING TAX FILE a) Destroy in office 30 years from date of separation records Comply with applicable Records concerning individual employee's income used for retirement or similar benefits verification. provisions of G.S. taxes. May include wage and income tax reports, IRS §162A-6.1 regarding forms W-2, W-3, W-4, 1099, and similar records of b) Destroy all remaining records in office after 4 years.* confidentiality of withheld federal and state income taxes. May also personnel records. include IRS form 941 and other records of county tax liabilities to the IRS and NC Department of Revenue. 29 CFR 1627.3 26 CFR 31.6001-1 26 CFR 31.6001-4 *See AUDITS, LIT/GA110N. AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 30 011717a HC BOC Page 126 STANDARD-5. CODE ENFORCEMENT AND INSPECTION RECORDS Official records and materials created and accumulated during the conduct of county inspection programs. In accordance with G.S. §1S3A-373, "The inspection department shall keep complete, and accurate records in convenient form of each application received, each permit issued, each inspection and reinspection made, and each defect found, each certificate of compliance granted, and all other work and activities of the department. These records shall be kept in the manner and for the periods prescribed by the North Carolina Department of Cultural Resources. The department shall submit periodic reports to the Board of Commissioners and to the Commissioner of Insurance as the Board or the Commissioner may require." (1969, s. 1: c.822, s.1; 1983, c.377, s.6.) STANDARD-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. AIR POLLUTION SOURCE INFORMATION Destroy in office after 2 years.* For facilities which are no longer operational. 2. BEER AND WINE LICENSES Destroy in office 3 years after expiration.* G.S. § 105-113.70 Issuance and payment records concerning local licenses corresponding with Alcohol Beverage Control (ABC) permits. 3. BLUEPRINTS AND SPECIFICATIONS a) Destroy in office residential blueprints and specifications Comply with applicable Blueprints and specifications of county owned when administrative value ends.t provisions of G.S. §132-buildings and facilities, or drawings submitted when Agency Policy: Destroy in office after 1.7 regarding applying for a building permit for new construction. confidentiality of May include as-built plans and related records b) Destroy in office commercial blueprints and specifications government building concerning approved changes or used in determining 1 year after permit is issued. detailed plans and code compliance and enforcement of building code. drawings. c) Retain agency blueprints and specifications for life of structure. *See AUDITS, LIT/GA TION, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 31 011717a HC BOC Page 127 ·-STANDARD-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 4. BUILDING AND ROAD PERMITIING AND INSPECTION a) Destroy in office permits, applications, and inspection RECORDS reports (or worksheets) 6 years after Certificate of Includes applications for permits from property Occupancy is issued or project is complete (inactive). owners to erect new structures or manufactured homes, or to make structural modifications, b) Destroy in office Certificate of Occupancy 6 years after demolition, fire permits, or the installation of permit is expired. plumbing, electrical, or mechanical systems. Records include permits, inspection reports, inspector's c) Destroy in office remaining records, including applications worksheets, inspection requests, denial reports, for which a permit was never issued, when administrative sketches, plans, and correspondence (including email). value ends.t May include contractor change forms. Agency Policy: Destroy in office after s. BUSINESS CERTIFICATION RECORDS a) Destroy in office 3 years after most recent recertification. Applications and supporting documentation submitted by businesses to be certified as a Small Business b) Destroy in office applications for which a certification was Enterprise {SBE) or other classification. never issued when administrative value ends.t Agency Policy: Destroy in office after 6. CONTROLLED SUBSTANCE LABS DECONTAMINATION Destroy in office 3 years after documented decontamination is RECORDS complete. Records concerning decontamination compliance. 7. DAM CONSTRUCTION, OPERATION, AND Retain for life of structure. MAINTENANCE FILES 8. DROUGHT CONTINGENCY PLANS Destroy in office when superseded or obsolete. Water conservation plans in the event of a drought. 9. EROSION AND SEDIMENT CONTROL AFFIDAVITS Destroy in office after 6 years. Forestry and agricultural affidavits clarifying land use exempt from land-disturbing activity standards. *See AUDITS, LIT/GA T10N1 AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 32 011717a HC BOC Page 128 --STANDARD-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 10. EROSION AND SEDIMENT CONTROL ENFORCEMENT Destroy in office 6 years after settlement.* CASES Includes settled legal matters and penalties. 11. EROSION AND SEDIMENT CONTROL PLANS a) Destroy in office approved plans 6 years after approval or Includes approved and disapproved plans. May include last revision and/or addendum. revisions and addenda. b) Destroy in office non-approved plans after 3 years. 12. EXEMPTION (VARIANCE) RECORDS a) Destroy in office 5 years after expiration.* 40 CFR 141.33 Exemption and variance records concerned with the installation of water, sewer, gas, or electric lines. b) Destroy in office records for which an exemption or lSA NCAC 18C .1526 variance was not issued after 3 years. 13. FACILITY MAINTENANCE, REPAIR, AND INSPECTION a) Destroy in office records documenting routine RECORDS inspections, janitorial cleaning, and routine maintenance Records concerning the maintenance, repair, and of facilities after 1 year. inspection of county owned facilities. b) Destroy in office records concerning all other facility See also GRANTS item 28, page 6. maintenance, repair, and inspection (including plumbing, electrical, fire, and other systems) after 3 years. 14. GOING-OUT-OF-BUSINESS LICENSES Destroy in office 1 year after expiration. G.S. §66-77 Licenses granted to business to hold going out of business, water and smoke damage, and distress sales. 15. GROUNDWATER MONITORING RECORDS Destroy in office after 5 years.* lSA NCAC 2C .0100 Includes all groundwater monitoring wells and associated groundwater surface elevations. *See AUDITS, LITIGA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 33 011717a HC BOC Page 129 -. STANDARD-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 16. HAZARDOUS WASTE DISPOSAL RECORDS Destroy in office after 3 years.• 40 CFR 262.40 Data concerning the disposal of hazardous materials, including asbestos. Includes copies of manifests, lists 15A NCAC 13A .0100 of companies doing the removal, location, how much to be disposed, when to be removed, route and method of disposal, and other related documentation. 17. ILLEGAL DUMPING FILE Destroy in office after 5 years.• Records concerning illegal dumping complaints received. 18. INSPECTIONS: ELECTRIC POWER AND NATURAL GAS Destroy in office after 5 years.• SYSTEM Includes non-compliance inspection and test records conducted by a facility. 19. INSPECTIONS: ENVIRONMENTAL HEALTH a) Destroy in office after 3 years from date records were SUMMARIES created while establishment is in operation. Summaries of inspections of establishments whose business impacts environmental health. b) Destroy in office 1 year after establishment ceases to operate. 20. INSPECTIONS: LANDFILL Destroy in office after 5 years.• Records and reports completed to prevent malfunctions and deterioration, operation errors, and discharges that may cause or lead to the release of wastes in the environment. 21. INSPECTIONS: PERIODIC REPORTS OF INDUSTRIAL Destroy in office after 5 years. FACILITIES •see AUDITS, LIT/GA 710N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 34 011717a HC BOC Page 130 STANDAR0-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 22. INSPECTIONS: SANITARY LANDFILL Destroy in office after 1 year. Includes state inspection form. 23. INSPECTIONS: SEWAGE DISPOSAL SYSTEM Destroy in office 2 years after inspection. Reports showing home structure and water line diagram. Reports are used to indicate sewage hookups and to comply with local government codes. 24. INSPECTIONS: SUB.STANDARD HOUSING Destroy in office after 6 years. 25. INSPECTIONS: WASTE LOADS Destroy in office after 3 years. Inspections conducted to prevent the disposal of illegal and/or restricted materials in a landfill. 26. INSPECTIONS: WATER AND WASTEWATER SYSTEM Destroy in office after 5 years.* Includes non-compliance inspections and test records conducted by a facility. 27. LABORATORY OPERATIONS RECORDS a) Destroy in office samples, raw data, analysis reports, and 15ANCAC02H Includes documentation of all analytical quality control related documentation after 5 years.* .0805(7)(G) and .1100. practices, reporting units, forms, test methods, and related procedures pertaining to certification. b) Destroy in office records concerning certification 2 years after expiration, cancellation, revocation, or denial.* 28. LEAD AND COPPER COMPLIANCE RECORDS Destroy in office after 12 years.* 40 CFR 141.91 Includes all monitoring records required by federal, state, and local regulations. 29. LIFT/PUMP STATION INFORMATION FILE Destroy in office after 3 years.* Technical information concerning lift station and maintenance, water, and sewer petition work. *See AUDITS. LITIGA 110N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 35 011717a HC BOC Page 131 STANDARD·S: CODE ENFORCEMENT ANO INSPECTION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 30. LANDFILL OPERATIONAL PLAN Retain in office permanently. Describes the intended schedule of construction, description of on-site waste handling procedures during active life of the facility, contingency plans, description of maintenance of installed equipment, and any other information pertaining to the operation, maintenance, monitoring, or inspections as may be required by federal and state law. 31. LANDFILL TONNAGE AND COST FILE Destroy in office after the 5 year reporting period is complete. 32. NORTH CAROLINA SEDIMENTATION AND POLLUTION Destroy in office after 3 years. CONTROL COMMISSION Contains documentation of sedimentation control measures to be used on individual projects. 33. PERMIT LOG Destroy in office after 6 years. Record showing permit number, date, name of owner, cost of construction (if applicable), permit date, and receipts. 34. PERMIT RECEIPT BOOKS Destroy in office after 3 years.• 35. PERMITS: BURNING a) Destroy in office after 3 years. Records concerning permits issued during site construction. b) Destroy in office applications for which a permit was never issued when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 36 011717a HC BOC Page 132 STANDARD-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 36. PERMITS: COMMUNITY WATER SYSTEM Destroy in office when superseded. G.S. §130A-328(a) Permit issued by the NC Department of Environment and Natural Resources. 37. PERMITS: ENCROACHMENTS OF RIGHT-OF-WAY a) Destroy in office 3 years after case is resolved.* b) Destroy in office applications for which a permit was never issued when administrative value ends.t Agency Policy: Destroy in office after 38. PERMITS: FAOLITIES USE a) Destroy in office after 3 years. b) Destroy in office applications for which a permit was never issued when administrative value ends.t Agency Policy: Destroy in office after 39. PERMITS: LANDFILL Destroy in office after the S year reporting period is complete. 40. PERMITS: MISCELLANEOUS (CONSTRUCTION} a) Destroy in office 3 years after completion of project. Applications and permits regarding sign installation, fencing, swimming pools, driveways, or similar activity b) Destroy in office applications for which a permit was required by local ordinance. never issued when administrative value ends. t Agency Policy: Destroy in office after See also PERMITS: MISCELLANEOUS (NON-CONSTRUCTION) item 41, page 38. *See AUDITS. LITIGAT10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 37 011717a HC BOC Page 133 STANDARD-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 41. PERMITS: MISCELLANEOUS (NON-CONSTRUCTION) a) Destroy in office 1 year after expiration of permit. Includes, but is not limited to, applications and permits regarding burning, special events, and b) Destroy in office applications for which a permit was landscape establishment. never issued when administrative value ends.t Agency Policy: Destroy in office after See also PERMITS: MISCELLANEOUS !CONSTRUCTION} item 40, page 37. 42. PERMITS: PUBLIC UTILITIES PROJECTS a) Destroy in office permits 6 years after expiration, lSA NCAC 18( .0300 and Permits, approval letters, and other related cancellation, revocation, or denial.• 2H .0115 documentation required by local, state, or federal ordinance, regulation, or statute. Includes records b) Retain approval letters and supporting documentation 40 CFR 122.28 (1993) regarding National Pollutant Discharge Elimination permanently. System (NPDES) permits. 43. RECREATIONAL VEHICLE REGISTRATION RECORDS Destroy in office 1 year after expiration.* Records concerning issuance of registrations/decals for recreational vehicles including, but not limited to, golf carts, canoes, and mopeds. May include proof of insurance and renewals. 44. REPORTS: DAILY WATER AND WASTEWATER FACILITY a) Destroy in office records concerning the operation of lSA NCAC 18C .1301 OPERATORS LOGS water treatment facilities after 3 years.* Includes water distribution and treatment. b) Destroy in office records concerning the operation of wastewater treatment facilities after 5 years.* *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 38 011717a HC BOC Page 134 STANDAR0-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 45. REPORTS: DISCHARGE MONITORING a) Destroy in office daily reports after 3 years. 40 CFR 122.41(3)0)(2) Includes discharge and non-discharge monitoring reports submitted to state and/or federal regulatory b) Destroy in office National Pollutant Discharge Elimination lSA NCAC 28 .0506 agencies. Also includes copies of monthly reports System (NPDES) reports 5 years from date of submission.• required by National Pollution Discharge Elimination System (NPDES) permits. c) Destroy in office annual reports 5 years from date of submission.* 46. REPORTS: ENVIRONMENTAL HEALTH Destroy in office after 3 years. Laboratory reports showing results of environmental health tests. 47. REPORTS: LANDFILL MONITORING a) Retain official reports permanently. Gas and groundwater monitoring records and reports. b) Destroy in office remaining records after 3 years. 48. REPORTS: MONTHLY BUILDING PERMITS AND Destroy in office after 3 years. CONSTRUCTION Customized reports used for statistical analysis of current development trends within the county. This information also is submitted to the U.S. Department of Commerce & Bureau of the Census and/or the NC Department of Environment and Natural Resources (DENR). 49. REPORTS: U.S. ENVIRONMENTAL PROTECTION Destroy in office after 2 years.• AGENCY (EPA) so. REPORTS: WASTEWATER MAINTENANCE OPERATION Destroy in office after 3 years. 51. STANDARD BUILDING CODES Destroy in office when superseded or obsolete. *See AUDITS. LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 39 011717a HC BOC Page 135 -STANDARD-5; CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 52. STREET INFORMATION Destroy in office when superseded or obsolete. May include master address logs. 53. TRADES CERTIFICATIONS Destroy in office when superseded or obsolete. Includes contractors licensing records. 54. TROUT BUFFER VARIANCES a) Destroy in office 6 years after approval of permit. Records may include denials and waivers. b) Destroy in office plans for which a permit was not issued after 3 years. 55. UNSAFE BUILDINGS FILE Destroy in office after 6 years provided all issues have been Notification to owner of unsafe conditions relative to a resolved.* particular structure. 56. VIOLATIONS Destroy in office 3 years after verification of correction. * Includes complaints, certified return receipts, summons, notices, appeals, and other information created or compiled during the course of investigation -and resolution of each alleged violation. Applies to violations of building and fire code, minimum housing, and erosion and sediment control. 57. VIOLATIONS: SOLID WASTE MANAGEMENT Destroy in office 7 years after resolution of case.* Includes complaints, notices of violations, citations, investigation records, court documents, and other related records produced by solid waste environmental enforcement programs. 58. VIOLATIONS: WATER CONSERVATION Destroy in office when administrative value ends. t Notices of water conservation violation. Agency Policy: Destroy in office after *See AUDITS. LITIGAT10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 40 011717a HC BOC Page 136 STANDARD-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 59. VALVE OPERATION FILE Destroy in office when administrative value ends.t Agency Policy: Destroy in office after 60. WASTE Oil, BATTERIES, AND ELECTRONICS Destroy in office after 5 years. COLLECTION FILE May include records of waste oil filter collections. 61. WASTEWATER POLLUTION CONTROL AND Destroy in office after 5 years.* 15A NCAC 2B .0500 ABATEMENT RECORDS 62. WASTEWATER QUALITY ANALYSIS RECORDS a) Destroy in office monitoring and calculation sheets after 1 15A NCAC 2B .0500 year.* b) Destroy in office analysis reports after 3 years.* 63. WATER ANALYSIS a) Destroy in office records of bacteriological and turbidity 15A NCAC 18C .1526 Includes bacteriological, chemical, radiological, and analysis after 5 years. physical analyses and climatological observations. Also 40 CFR 141.33 (a)(b) includes records of actions taken to correct violations. b) Destroy in office records of chemical and radiological analysis after 10 years. c) Destroy in office records of actions taken to correct violations 3 years after last corrective action taken. d) Destroy in office other records after 5 years. *See AUDITS. LITIGAT10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 41 011717a HC BOC Page 137 . STANDAR0-5: CODE ENFORCEMENT AND INSPECTION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 64. WATER, SEWER, AND WASTEWATER SYSTEM Destroy in office 6 years after project is completed. lSA NCAC 18C .0305 PROJECT RECORDS See also PERMITS: PUBLIC UTILITIES PROJECTS. item 42, page 38. 65. WATER SYSTEM OPERATIONS RECORDS Destroy in office after 10 years.• 40 CFR 141.33 Includes backflow prevention reports, flow reports, lSA NCAC 18C .1526 capacity studies, pump station reports, and similar records that summarize the operations of water supply, treatment, distribution, and collection. 66. WATER TANKS, SPECIFICATIONS, AND BOOSTER Destroy in office after 5 years.• STATIONS FILE *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 42 011717a HC BOC Page 138 STANDARD-6. EMERGENCY SERVICES RECORDS Official records explaining the authority, operating philosophy, purposed methods, and primary functions of emergency services programs. STANDAR~: EMERGENCY SERVICES RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. 911 CALL RECORDINGS Destroy in office after 30 days, if not made part of a case file.* G.S. §132-l.4(i) Comply with applicable provisions of G.S. §132-1.5 regarding the confidentiality of automatic identification information contained in 911 database. 2. 911 COMMUNICATION RECORDS Destroy in office after 3 years, if not made part of a case file.* Comply with applicable Transcripts of 911 calls received and computer-aided provisions of G.S. §132-dispatch (CAD) reports. Reports may list time and 1.4(c)(4) regarding the date of call, contents of call, location of call, name of confidentiality of the unit dispatched, and other related information. identity of complaining witnesses. 3. 911 FILE Destroy in office after S years. Information regarding the implementation, training, and operations of the 911 system. 4. ACTIVITY REPORTS Destroy in office after 3 years. Reports on an individual, shift, project, and other basis submitted on a daily, weekly, or other basis. *See AUDITS, l.lTIGA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 43 011717a HC BOC Page 139 STANDARD-6: EMERGENCY SERVICES RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 5. AMBULANCE CAll REPORTS (ACR)/PATIENT CARE a) Transfer copy of report to the admitting hospital for REPORTS (PCR) inclusion into patient's medical record. Records showing equipment used, patient location, nature of call, vital signs and other physical signs, care b) Destroy original after 11 years from last patient service.• rendered, medicine ordered, etc. 6. AMBULANCE DISPATCH RECORDS Destroy in office after 3 years.• Includes run number, date, time, address, phone number, reason for dispatch, age of patient, condition of patient, responders, and other related information. 7. AMBULANCE SERVICE RUN LOG Destroy in office after 3 years.• Includes response number, location of call, responding unit, arrival and departure times, and other related information. 8. ANNUAL SUBMISSION ON PERSONNEL AND Destroy in office after 3 years. ADMINISTRATION FUNDS FILE 9. COMPANY RUN REPORT (FIRE JOURNAL) Destroy in office after 5 years. Listings of fire calls, alarms, personnel involved, equipment used, and actions taken. 10. CONSOLIDATED MONTHLY REPORTS Destroy in office after 5 years. *See AUDITS, LITIGA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 44 011717a HC BOC Page 140 STANDARD-6: EMERGENCY SERVICES RECORDS ' ' ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 11. DISASTER AND EMERGENCY MANAGEMENT PLANS Retain plans until superseded; destroy in office background Comply with applicable Records concerning preparedness, evacuations, and surveys, studies, reports, and drafts 3 years after adoption of provisions of G.S. §132-operations in the event of a disaster (natural, plan or when superseded or obsolete, whichever comes first. 1.7 regarding the accidental, or malicious). Includes, but is not limited confidentiality of to, official copy of comprehensive plan and all security records. background surveys, studies, reports, and draft versions of plans. 12. DISPATCH RECORDINGS Destroy in office after 30 days, if not made part of a case file.* Recordings made of activities during an emergency services dispatch. 13. EMERGENCY NOTIFICATIONS Destroy in office when superseded or obsolete. 14. EVACUATION PLANS Destroy in office when superseded or obsolete. 15. FIRE ALARM AND AUTOMATIC EXTINGUISHER FILE Destroy in office when superseded or obsolete. Certificates, licenses, and insurance certificates of companies that perform installations of fire alarm and automatic extinguishing systems. 16. FIRE ALARM JOURNAL Destroy in office after 3 years. Journal or other listing of alarms answered by the fire department. 17. FIRE DISPATCH FILE Destroy in office when superseded or obsolete. Records relating to fire dispatch zones. May include maps of fire dispatch zones, census tract information, annexation research, street closings, and other related material. *See AUDITS, LITIGA110N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 45 011717a HC BOC Page 141 STANDARD-6: EMERGENCY SERVICES RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 18. FIRE INVESTIGATION CASE FILES a) Destroy in office after 5 years when cause of fire is Includes detailed information regarding circumstances determined to be accidental and no Joss of life occurs* of the incident including location, information on damage and injuries, and possible cause of incident. b) Destroy in office after 10 years when arson is involved.* May also include photographs and evidence log. c) Retain in office permanently when loss of life occurs or if a See also FIRE INVESTIGATION RECORDS item 19, page publicly-owned building is involved.• 46. 19. FIRE INVESTIGATION RECORDS Destroy in office when administrative value ends if not made Reports and correspondence, including email, of fires part of a case file.t investigated by department personnel. Agency Policy: Destroy in office after See also FIRE INVESTIGATION CASE FILES item 18, page 46. 20. FIRE LIMITS ORDINANCES Retain in office permanently. Ordinances passed by council establishing and defining fire limits which shall include principal business portions of the county. 21. FIRE SAFETY INSPECTIONS a) Destroy in office inspections with no defects after 3 years. Inspections and permits issued of buildings and systems for proper fire protection measures and b) Destroy in office inspections with noted defects 3 years procedures. after defects are corrected.• c) Destroy in office permits after 3 years. 22. FIXED NUCLEAR FACILITIES PLANS FILE Destroy in office after 3 years. Includes emergency plans for county fixed nuclear facilities. *See AUDITS, LIT/GA TJON, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 46 011717a HC BOC Page 142 STANDARD-6: EMERGENCY SERVICES RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 23. HOSE RECORDS Destroy in office after 2 years. Records concerning the age, repair, and routine testing of fire hoses. 24. HYDRANT RECORDS a) Destroy in office inspection and test records after 2 years. Records of fire hydrant locations, water main sizes, routine testing, and maintenance. b) Retain in office maintenance records for life of the hydrant. c) Destroy in office records showing location and size of water mains when superseded or obsolete. 25. LOCAL EMERGENCY PLANNING COMMITTEE Follow disposition instructions for MINUTES OF PUBLIC BODIES 42 USC §11003 MINUTES item 34, page 8. 26. LOCAL EMERGENCY PLANS Destroy in office when superseded or obsolete. 42 USC §11001 Comprehensive emergency response plans developed by emergency planning districts. 27. NATIONAL FLOOD INSURANCE PROGRAM RECORDS Retain in office permanently. 28. NORTH CAROLINA FIRE CASUAL TY REPORT Destroy in office after 5 years. Report filed with the N.C. State Fire Commission. 29. NORTH CAROLINA FIRE INQDENT REPORT Destroy in office after 5 years. G.S. §58-79-45 Report filed with the N.C. State Fire Commission, county fire marshal, town or city council, or county commissioners. 30. NORTH CAROLINA FIRE ASSOCIATION RECORDS Destroy in office when administrative value ends. t Agency Policy: Destroy in office after *See AUDITS, LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative yalue ends." Please use the space provided. 47 011717a HC BOC Page 143 STANDARD-6: EMERGENCY SERVICES RECORDS ITEM# RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 31. NORTH CAROLINA FIREMAN'S PENSION FUND Destroy in office when superseded or obsolete. PRINTOUT Documentation of annual leave, history report, position summary, etc., for the N.C. Fireman's Pension Fund. 32. NUCLEAR CIVIL PROTECTION PLAN Destroy in office when superseded or obsolete. 33. PHARMACEUTICAL RECORDS Destroy in office after 3 years.* 34. PLANS Destroy in office when superseded or obsolete. Plans of buildings and fire safety systems of commercial and industrial properties. 35. PUMP TEST RECORDS Destroy in office after 2 years. Results of tests conducted on pumping equipment. 36. RADIOLOGICAL DEFENSE (RADEF) DATA BANK Destroy in office after loan of radioactive materials ends. RADIOACTIVE MATERIAL INVENTORY 37. RADIOLOGICAL DATA STATION FILE Destroy in office when administrative value ends.t Agency Policy: Destroy in office after 38. RESOLUTIONS ON ESTABLISHMENT OF LOCAL Destroy in office when administrative value ends.t AGENCY Agency Policy: Destroy in office after 39. SAFETY COMMITTEE MEETINGS Follow disposition instructions for MINUTES OF PUBLIC BODIES Includes agendas, exhibits, and copies of supporting item 34, page 8. documentation submitted and discussed during meetings of public bodies. *See AUDITS. LIT/GA 110N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 48 011717a HC BOC Page 144 STANDARD-6: EMERGENCY SERVICES RECORDS ITEM# RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 40. SHELTER FACILITIES LISTING Destroy in office when superseded or obsolete. 41. STATE OF EMERGENCY ORDINANCES Retain in office permanently. 42. SUPERFUND AUTHORIZATION RECOVERY ACT Destroy in office when superseded or obsolete. INFORMATION FILE Information concerning the location of hazardous waste in the community. 43. VOLUNTEER FIRE/RESCUE DEPARTMENT LOGS Destroy in office after 3 years.* 44. VOLUNTEER FIREFIGHTERS MEDICAL RECORDS a) Destroy in office exposure records 40 years from date of 29 CFR 1910.1020 (d)(ii) Records concerning asbestos, toxic substances, and exposure or 30 years from date of separation.* blood-borne pathogen exposure, medical examinations required by state or federal law, and b) Destroy in office records pertaining to job-related illness records of injury or illness. (Does not include Worker's and injury after 5 years. Compensation or health insurance claim records.) c) Destroy in office results of routine medical examinations and similar records after 1 year. Retention Note: Records must be maintained separately from an employee's personnel jacket. 45. VOLUNTEER FIREFIGHTERS PERSONNEL RECORDS Destroy in office 30 years from date of separation.* Official copy of personnel file maintained on each volunteer firefighter. May include basic information and records and forms relating to the duties, service, suspension, and termination of the volunteer. See also VOLUNTEER FIREFIGHTERS MEDICAL RECORDS item 44, page 49. *See AUDITS. LIT/GA 110N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 49 011717a HC BOC Page 145 STANDARD-7. GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS. Records received and created by county geographic information system programs. STANDARD-1: GEOGRAPHIC INFORMATION SYSTEM (GISJ RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ADDRESS POINTS MAPS Paper: Retain in office permanently. See also GEOSPATIAL RECORDS. page X. GIS dataset: Create a snapshot of dataset annually. To maintain permanently, Either: Transfer snapshot to NCOneMap according to established procedures, complying with standards and procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office permanently, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. *See AUDITS, LITIGA TlON, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 50 011717a HC BOC Page 146 STANDARD-7: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 2. CORPORATE LIMITS Paper: Retain in office permanently. See also GEOSPATIAL RECORDS, page x. GIS dataset: Create a snapshot of dataset annually. To maintain permanently, Either: Transfer snapshot to NCOneMap according to established procedures, complying with standards and procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office permanently, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. 3. EXTRATERRITORIAL JURISDICTIONS Paper: Retain in office permanently. See also GEOSPATIAL RECORDS. page x. GIS dataset: Create a snapshot of dataset annually. To maintain permanently, Either: Transfer snapshot to NCOneMap according to established procedures, complying with standards and procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. *See AUDITS, LIT/GA noN, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 51 011717a HC BOC Page 147 . -STANDARD-7: GEOGRAPHIC INFORMATION SYSTEM (GIS} RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 4. ORTHOIMAGERY Retain permanently. Create a snapshot of dataset when created. To retain, See also GEOSPATIAL RECORDS, page X. Either: Transfer snapshot to NCOneMap according to established procedures, complying with standards and procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office permanently, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. s. GEOGRAPHIC INFORMATION SYSTEM (GIS) BACKUP Destroy in office system backup files when superseded or FILE obsolete. 6. GEOGRAPHIC INFORMATION SYSTEM (GIS) CORE Retain in office parcel, boundary, zoning, and orthoimagery DATA layers, with accompanying data sets, permanently. Geo-referenced data and metadata to facilitate the management, manipulation, analysis, modeling, Retention Note: Other datasets should be kept according to representation, and spatial analysis of complex standards and procedures set by the North Carolina Geographic problems regarding planning and management of Information Coordinating Council. See olso GEOSPATIAL resources. RECORDS, page X. *See AUDITS. LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 52 011717a HC BOC Page 148 -STANDARD-7: GEOGRAPHIC INFORMATION SYSTEM (GIS} RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 7. GEOGRAPHIC INFORMATION SYSTEM (GIS) DATA Destroy in office when the system is discontinued or when DOCUMENTATION (METADATA) system data has been transferred to a new operating Records created during development or modification environment (platform). of an automated system, which are necessary to access, retrieve, manipulate, and interpret data in that system; and records that explain the meaning, purpose, structure, local relationships, and origin of the data elements. May include data element dictionaries, file layout, codebooks and tables, and definition files. 8. GEOGRAPHIC INFORMATION SYSTEM (GIS) INTERNAL Retain in office permanently. STANDARDS AND PROCEDURES Includes requirements that are intended to make hardware, software, and data compatible and that cover data capture, accuracy, sources, base categories, output, and data element dictionaries. 9. GEOGRAPHIC INFORMATION SYSTEM (GIS) Destroy in office after 1 year. MONITORING RECORDS Includes system security, quality assurance, transaction tracking, and other related activity monitoring records. 10. GEOGRAPHIC INFORMATION SYSTEM (GIS) Destroy in office when the system is discontinued or when OPERATIONAL RECORDS system data has been transferred to a new operating Includes user guides, system flowcharts, job or environment (platform). workflow records, system specifications, and similar documentation. *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 53 011717a HC BOC Page 149 STANDARD-7: GEOGRA,,HIC INFORMATION SYSTEM (GIS) RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION . 11. GEOGRAPHIC INFORMATION SYSTEM (GIS) PROJECT a) Retain in office GIS datasets and accompanying RECORDS documentation (metadata) with historical and/or legal value permanently. b) Destroy in office remaining items when administrative value ends.t Agency Policy: Destroy in office after 12. MAPPING PROJECT RECORDS Paper: Retain in office permanently. Includes county contract maps and all deliverable products for aerial photography, orthophotography, GIS dataset: Create a snapshot of dataset annually. To retain cartographic, cadastral, and digital mapping projects. permanently, See also GEOSPATIAL RECORDS, page x. Either: Transfer snapshot to NCOneMap according to established procedures, complying with standards and procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office. your agency must comply with standards (for metadata, file naming, data sharing. and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. *See AUDITS. LITIGATION. AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 54 011717a HC BOC Page 150 .. . STANDARD-7: GEOGRAPHIC INFORMATION SYSTEM (GIS} RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 13. MAPS: CARTOGRAPHIC AND ORTHOPHOTOGRAPHY Paper: Retain in office permanently. Base maps created to assist in the accurate appraisal of property located in the county, induding aerial GIS dataset: Create a snapshot of dataset annually. To retain photographs. permanently, See also GEOSPATIAL RECORDS. page x. Either: Transfer snapshot to NCOneMap according to established procedures, complying with standards and procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. 14. MAPS: PARCEL Paper: Destroy in office upon State Archives approval Maps, including cadastral maps, and surveys of boundaries and measurements of each parcel, and GIS dataset: Records are permanent. Create a snapshot of information about encroachments, rights-of-ways and dataset quarterly. To maintain permanently, structures. Either: Transfer snapshot to NCOneMap according to See also GEOSPATIAL RECORDS, page X. established procedures, complying with standards and procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office permanently, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. *See AUDITS, LITIGAT10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. --55 011717a HC BOC Page 151 STANOARD-7: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 15. MAPS: ALL OTHER a) Retain in office maps, including GIS datasets and Includes field maps, soil, topographic, sales, accompanying documentation (metadata), with historical subdivision plats, right-of-way, sectional, highway, etc. and/or legal value permanently. b) Destroy in office remaining items when administrative value ends.t Agency Policy: Destroy in office after 16. PARK MAPS Paper: Retain in office permanently. May include park boundaries, facilities, landscaping, topography, and other pertinent information. Includes GIS dataset: Create a snapshot of dataset annually. To maintain maps and drawings stored and generated by permanently, Geographic Information System (GIS) and computer-aided design (CAD) systems Either: Transfer snapshot to NCOneMap according to established procedures, complying with standards and See also GEOSPATIAL RECORDS, page X. procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office permanently, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. *See AUDITS, LITIGAT10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 56 011717a HC BOC Page 152 STANDARD-7: GEOGRAPHIC INFORMATION SYSTEM (GIS} RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 17. STREET CENTERLINE Paper: Retain in office permanently. See also GEOSPATIAL RECORDS, page x. GIS dataset: Create a snapshot of dataset annually. To maintain permanently. Either: Transfer snapshot to NCOneMap according to established procedures, complying with standards and procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office permanently, your agency must comply with standards (for metadata, file naming, data sharing. and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. *See AUDITS, LITIGA110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 57 011717a HC BOC Page 153 STANDARD-8. INFORMATION TECHNOLOGY (IT) RECORDS Information technology encompasses all activities undertaken by county departments to design, develop, and operate electronic information systems. This section covers records for which Information Technology personnel are responsible, including administrative records and those used to process data and monitor and control operations. Note: Administration, use, and retention of records concerning computer and information security should comply with applicable provisions of G.S. 132-6.1 on the confidentiality of records regarding "hardware or software security, passwords, or security standards, procedures, processes, configurations, software, and codes". (G.S. 132-6.1 (c)) STANDARD-8: INFORMATION TECHNOLOGY RECORDS ITEM# RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 1. AUDIT TRAILS FILE Destroy in office after 3 years.• Records documenting user actions affecting the contents of monitored systems. 2. COMPUTER AND NETWORK USAGE RECORDS Destroy in office when administrative value ends. t Comply with applicable Records documenting usage of electronic devices and Agency Policy: Destroy in office after provisions of G.S. 132-networks. May include, but is not limited to, login files, 6.1 (c) on the system usage files, individual program usage files and confidentiality of records of use of the internet by employees. records regarding "hardware or software security, passwords, or security standards, procedures, processes, configurations, software, and codes." *See AUDITS, LITIGAT10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 58 011717a HC BOC Page 154 STANDARD-8: INFORMATION TECHNOLOGY RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 3. DIGITIZATION ANO SCANNING RECORDS Destroy in office after 3 years. Records concerning imaging operations. May include, but is not limited to, scanning and data entry quality control records and audit reports. 4. DISASTER PREPAREDNESS ANO RECOVERY PLANS a) Retain in office records documenting past disaster Comply with applicable Records concerning the protection and recovery permanently. provisions of G.S. 132-reestablishment of data processing services and 6.1 (c) on the equipment in case of a disaster. (Disaster b) Destroy in office all other records when superseded or confidentiality of preparedness and recovery plans should be stored in a obsolete. records regarding secure, off-site location.) "hardware or software security, passwords, or security standards, procedures, processes, configurations, software, and codes." 5. INFORMATION TECHNOLOGY ASSISTANCE RECORDS Destroy in office 1 year after work is completed. Records documenting troubleshooting and problem-solving assistance provided by agency information systems personnel to users of the systems. May include, but is not limited to, help desk assistance requests, resolution records, and related documentation. *See AUDITS, LITIGA110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 59 011717a HC BOC Page 155 STANDARD-8: INFORMATION TECHNOLOGY RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 6. NETWORK AND SYSTEM SECURITY RECORDS Destroy in office after 3 years.* Comply with applicable Records documenting the security of network and provisions of G.S. 132-system. May include, but is not limited to, records 6.1 (c) on the concerning firewalls, anti-virus programs, and intruder confidentiality of scanning logs. records regarding "hardware or software security, passwords, or security standards, procedures, processes, configurations, software, and codes." 7. NETWORK DIAGRAMS Destroy in office when superseded or obsolete. Comply with applicable Records documenting the logical and physical provisions of G.S. 132-relationships of network components for purposes of 6.1 (c) on the organization, deployment, troubleshooting, confidentiality of monitoring of access, and management of day-to-day records regarding operations. "hardware or software security, passwords, or security standards, procedures, processes, configurations, software, and codes." 8. PROJECT DOCUMENTATION FILES a) Retain records with historical value permanently. Records created to design, develop, control, or monitor a specific project or group of projects. May b) Destroy in office remaining records 3 years after include, but is not limited to, statements of work, completion of project. assessments, maintenance agreements, and testing records. *See AUDITS, LITIGA110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 60 011717a HC BOC Page 156 . -STANDARD-8: INFORMATION TECHNOLOGY RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 9. SOFTWARE LICENSE AND COPYRIGHT PROVISIONS Destroy in office 1 year after life of system. RECORDS Records documenting compliance with agency software license and copyright provisions. May include, but is not limited to, software licenses, correspondence, including email, and related documentation. 10. SYSTEM ACCESS RECORDS Destroy in office when administrative value ends.t Comply with applicable Records documenting user permissions and access to Agency Policy: Destroy in office after provisions of G.S. 132-information, programs, or applications within a 6.1 (c) on the system. confidentiality of records regarding "hardware or software security, passwords, or security standards, procedures, processes, configurations, software, and codes." 11. SYSTEM DOCUMENTATION RECORDS Destroy in office 3 years after superseded or obsolete. Comply with applicable Records documenting operating systems, application provisions of G.S. 132-programs, structure and form of datasets, system 6.1 (c) on the structure, and system-to-system communication. This confidentiality of series may include but is not limited to: system records regarding overviews, dataset inventories, server name, IP "hardware or software address, purpose of the system, vendor-supplied security, passwords, or documentation, installed software, and current source security standards, code. procedures, processes, configurations, software, and codes." *See AUDITS, l.lTIGA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 61 011717a HC BOC Page 157 STANDARD-8: INFORMATION TECHNOLOGY RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 12. SYSTEM MAINTENANCE RECORDS: HARDWARE a) Destroy in office records documenting routine inspections REPAIR OR SERVICE and maintenance of equipment after 1 year. Records documenting inspections, maintenance, and repairs of agency computer systems that are owned or b) Retain records documenting all other equipment leased. May include, but is not limited to, computer maintenance and repairs for life of equipment. equipment inventories and service records. 13. SYSTEM MAINTENANCE RECORDS: RECORDS Destroy in office in accordance with your office's established, BACKUPS regular backup plan and procedures.t Records documenting regular or essential system Agency Policy: Destroy in office after backups. May include, but is not limited to, backup tape inventories, relevant correspondence, including See Also: Security Backup Files as Public Records in North email, and related documentation. Carolina: Guidelines for the Recycling. Destruction, Erasure. and Re-use ofSecuritv Backup Files. available on the State Archives of North Carolina website. 14. WEB MANAGEMENT AND OPERATIONS RECORDS: Destroy in office when superseded or obsolete. STRUCTURE Site maps that show the directory structure into which content pages are organized, and commercial, off-the-shelf software configuration files used to operate the site and establish its look and feel. May include, but is not limited to. server environment configuration specifications. See also WEBSITE {ELECTRONIC) FILE item 7, page 98. *See AUDITS, LIT/GA 110N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 62 011717a HC BOC Page 158 STANDARD-9. LEGAL RECORDS Official law and legal documentation created or accumulated to substantiate the rights, obligations, or interests of county departments or their individual employees or clients. STANDARD-9: LEGAL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. AFFIDAVITS OF PUBLICATION a) Retain in office permanently if record provides only G.S. § 1-600 Proof of publication provided by newspapers evidence of publication. regarding publication of ordinances, public hearings, bid solicitations, payment of bills, public sales, etc. b) Destroy in office remaining records after 3 years.* See also NOTICES OF PUBLIC MEETINGS item 36, page 8. 2. COMPLAINTS (DISCRIMINATION) Destroy in office 2 years after final disposition of the charge.* Records concerning discrimination charges. May include charges made under the Age Discrimination in Employment Act, Americans with Disabilities Act, Housing and Urban Development Act, and the Civil Rights Act of 1964. 3. CONDEMNATION RECORDS Retain in office permanently. Settled and pending condemnation cases. See also ACCOUNTS PAYABLE item 1, page 21 for disposition of financial records. *See AUDITS, LITIGAT10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 63 011717a HC BOC Page 159 STANDARD-9: LEGAL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 4. CONFLICT OF INTEREST DISCLOSURE STATEMENTS Destroy in office when superseded or obsolete. Completed by the elected agency officials as well as designated staff members in order to disclose an official's status or ownership interests. 5. CONTRACTOR COMPLIANCE MONITORING FILES Destroy in office 5 years after contract expiration. 6. CONTRACTS AND AGREEMENTS a) Retain in office contracts and agreements with historical Contracts and agreements for construction, value permanently. equipment, supplies, services, special programs, and projects. May include franchise agreements, hold b) Destroy in office construction (capital improvements) harmless agreements, good faith effort contracts 6 years after completion or termination of documentation, and memoranda of understanding. project.* c) Destroy in office all other contracts and agreements 3 years after expiration, termination, or completion.• 7. CORRESPONDENCE (LEGAL) Destroy in office 5 years after resolution.* Comply with provisions Correspondence, including email, and related records of G.S. §132-1.l(a) concerning actions taken to recover debts, fines, and For information on handling email, see Electronic Records page regarding the penalties; and to assure violations are addressed. viii. confidentiality of written communications by legal counsel. 8. EASEMENTS AND RIGHT OF WAY AGREEMENTS Retain in office permanently. Granted to and by the agency. See also ACCOUNTS PAYABLE item 1, page 21 for disposition of financial records. *See AUDITS, LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources hos scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 64 011717a HC BOC Page 160 STANDARD-9: LEGAL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 9. ENCROACHMENTS FILE Retain in office permanently. Records concerning conflicts on land or water rights or obligations. 10. INSURANCE POLICIES a) Destroy in office when superseded or obsolete if no Records concerning purchased accident, sickness, outstanding litigation.* automobile, theft, fire, life, and all other insurance policies purchased by the county. b) Destroy in office other records 6 years after settlement. 11. LEASES FILE Destroy in office records 3 years after termination of lease.* Records concerning leases for property leased by and from other parties and agency property leased to the public. See also GRANTS item 28, page 6. 12. LEGAL OPINIONS Retain in office permanently. Formal legal opinions written by counsel in response to requests concerning the governance and administration of local government. 13. LEGAL REVIEW RECORDS a) Retain in office records with historical value permanently. Comply with applicable Includes legal reviews of by-laws and charges to provisions of G.S. §132-boards and commissions and other departmental b) Destroy in office remaining records when administrative 1.l(a) regarding the matters as requested. value ends or after expiration of relevant statute of confidentiality of limitations, whichever is longer.t written See also LEGAL OPINIONS item 12, page 65. Agency Policy: Destroy in office after communications by legal counsel. *See AUDITS, LITIGA110N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 65 011717a HC BOC Page 161 STANOAR0-9: LEGAL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 14. LITIGATION CASE RECORDS a) Retain in office cases having precedent or historical value Comply with applicable Civil suits to which the county is a party. May include permanently. provisions of G.S. §132-affidavits, agreements, appeals, bills, briefs, citations, 1.l(a) regarding the commitments, complaints, discharges, motions, b) Destroy in office adjudicated cases 5 years after final confidentiality of notices, pleas, releases, statements, testimony, disposition. written verdicts, waivers, warrants, and writs. communications by c) Destroy in office non-adjudicated cases (out-of-court legal counsel. claims) 5 years after final disposition or expiration of relevant statute of limitations. Retention Note: Records are retained by the Clerk of Superior Court's office in each county. 15. OATHS OF OFFICE FILE a) Transfer official copy to the Clerk to the Board. b) Destroy in office remaining records 3 years after official termination. Retention Note: The Oerk to the Board should present a copy of the oaths of elected officials to the Clerk of Superior Court for recording. The Oerk to the Board maintains the original oaths. 16. ORDINANCE AND RESOLUTION DEVELOPMENT Destroy in office when ordinance is no longer in effect. RECORDS Records concerning the analysis and development of ordinances and resolutions submitted before the governing board for approval. 17. OWNERSHIP RECORDS (DEEDS, TITLES) Destroy in office 1 year after county relinquishes ownership of land.• *See AUDITS, LITIGAnON. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 66 011717a HC BOC Page 162 STANDARD-9: LEGAL RECORDS ITEM# -RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 18. PRE-TRIAL RELEASE PROGRAM RECORDS Destroy in office S years from date of service termination. 19. VEHICLE TITLES Dispose of in accordance with Division of Motor Vehicles Titles of county owned vehicles. procedures for title transfer upon disposition of vehicle. 20. WARRANTIES Destroy in office 1 year after expiration of warranty. Warranties that accompany equipment or commodities purchased by the county. *See AUDITS, LIT/GA TION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 67 011717a HC BOC Page 163 STANDARD-10. PARKS AND RECREATION RECORDS Official records and materials created and accumulated during the conduct of county parks and recreation programs. Comply with applicable provisions of G.S. §132-1.12 regarding confidentiality of juvenile records. -STANDARD-10: PARKS AND RECREA110N RECORDS ' ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ACCIDENT/INODENT REPORTS (PARKS & Follow disposition instructions for ACCIDENT/INODENT RECREATION) REPORTS (CUSTOMER AND EMPLOYEE} item 1, page 112. See also WORKERS' COMPENSATION PROGRAM CLAIMS FILE item 60, page 86. 2. ADMISSION RECORDS Destroy in office after 3 years.• Records of admissions to county parks or recreation facilities. 3. ANNUAL ACTIVITY REPORT Destroy in office after incorporation into official minutes of Copies of financial and statistical reports sent to governing body. governing body. 4. BIRTH CERTIFICATES (REFERENCE COPIES) Destroy in office when administrative value ends.t Comply with applicable Copies of each participant's birth certificate to verify Agency Policy: Destroy in office after provisions of G.S. §132-age and register individual for participation. 1.12 regarding confidentiality of juvenile records. 5. CITATIONS RECORDS Destroy in office after 2 years. Citations issued by park personnel to persons who violate park rules and regulations. *See AUDITS, LITIGA110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 68 011717a HC BOC Page 164 STANDARD-10: PARKS AND RECREATJON RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 6. INTERNATIONAL FEDERATION OF PARKS AND Destroy in office when superseded or obsolete. RECREATION ADMINISTRATION FILE Records concerning general and technical material associated with the International Federation. 7. OFFIOALS FILE a) Destroy in office after 3 years. Records concerning individuals who officiate games. Includes payroll, schedule, and related b) If official is a county employee, transfer applicable records correspondence, including email. to PAYROLL AND EARNINGS RECORDS item 45, page 27. 8. PARKS AND RECREATION BOARD MEETINGS Follow disposition instructions for MINUTES OF PUBLIC BODIES Agendas, minutes, and related materials pertaining to item 34, page 8. meetings of the Parks and Recreation Board. 9. PARKS PLANNING FILE a) If an element of the Comprehensive Plan, destroy in office Includes master plans and working plans for each park when administrative value ends.t property and county recreational facility, which show Agency Policy: Destroy in office after layout, topography, and proposed developments and improvements. May include drainage and resource b) If not an element of the Comprehensive Plan, destroy in maps, aerial maps, site analysis drawings, construction office when superseded or obsolete. plans, and as-built drawings. c) Destroy in office background surveys, studies, reports, and See also COMPREHENSIVE PLAN item 16, page 3. drafts 3 years after adoption of plan or when superseded See also PARK MAPS, item 16, page 56. or obsolete, whichever comes first. 10. POOL RECORDS Destroy in office after 1 year. Monthly reports indicating operational data, chemicals used, chlorination levels, and other information relating to pool construction, maintenance, and health and safety. *See AUDITS, LIT/GA TION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 69 011717a HC BOC Page 165 STANDARD-10: PARKS AND RECREATION RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 11. RECREATION PROGRAMS Destroy in office after 1 year. Comply with applicable Records regarding athletic and recreation programs. provisions of G.S. §132-May include staff notes, lesson plans, course 1.12 regarding descriptions, instruction manuals, schedules, team confidentiality of rosters, registration information, and concession juvenile records. operators list. 12. RECREATIONAL EQUIPMENT RECORDS Destroy in office 1 year after equipment is returned. Records of equipment owned by county parks and recreation facilities and lent to users. 13. RELEASE FORMS Destroy in office after 2 years.* 14. RESERVATION RECORDS Destroy in office after 1 year. Reservation records for county parks and recreational facilities. 15. RULES AND REGULATIONS Destroy in office 5 years after rules are revoked or Rules and regulations relating to use of park facilities superseded.* and equipment issued by the Parks and Recreation Board. 16. SPECIAL EVENTS PROGRAM FILE Destroy in office after 1 year. Records concerning special events promoted by the county. May include printing, calendars, program data, community contacts, and addresses. 17. TICKET STUBS Destroy in office when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 70 011717a HC BOC Page 166 STANDARD-11. PERSONNEL RECORDS Official records and materials created and accumulated incidental to the employment, qualifications, training, and pay status of county employees. Comply with applicable provisions of G.S. §153A-98 regarding confidentiality of personnel records. STANDARD-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ABOLISHED POSITION FILE Destroy in office when administrative value ends.t Agency Policy: Destroy in office after 2. ADS AND NOTICES OF OVERTIME, PROMOTION, AND Destroy in office 1 year from date record was made. 29 CFR 1627.3(b) TRAINING OPPORTUNITIES 3. AFFIRMATIVE ACTION FILE a) Destroy in office all reports, analyses, and statistical data 29 CFR 30.8(b),(e) after 5 years. 29 CFR 1608.4 b) Destroy in office affirmative action plans S years from date superseded. 4. APPRENTICESHIP PROGRAM RECORDS Destroy in office 5 years from the date of enrollment. 29 CFR 30.8(d),(e) s. APTITUDE AND SKILLS TESTING RECORDS Destroy in office after 2 years. 29 CFR 1602.31 Records concerning aptitude and skills tests required 29 CFR 1602.40 of job applicants or of current employees to qualify for 29 CFR 1602.49 promotion or transfer. May indude civil service examinations. See also EMPLOYMENT SELECTION RECORDS item 32, page 80. *See AUDITS, LIT/GA TJON, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 71 011717a HC BOC Page 167 STANDAR0-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 6. BENEFITS REIMBURSEMENT PLAN a) Destroy in office records concerning approved requests Dental, vision, or other benefits-related claim forms after 3 years.• and receipts submitted by employees requesting reimbursement from the county. b) Destroy in office records concerning rejected requests 6 months after decision. 7. CAFETERIA PLAN (FLEXIBLE SPENDING) RECORDS a) Destroy in office annual enrollment records after 1 year. Records concerning incentive systems in which employees can select the fringe benefits they want b) Destroy in office remaining records and receipts 3 years from a menu of available alternatives. after completion of all audits.• 8. COBRA RECORDS (CONSOLIDATED OMNIBUS BUDGET Destroy in office 3 years from date eligibility ended. 29 USC 1161 RECONCILIATION ACT) 26 USC4980B Includes notifications, election and claim forms, 42 USC 300-bb-1 rejection letters, and similar information. 9. DEFERRED COMPENSATION FILE Destroy in office when administrative value ends.t Agency Policy: Destroy in office after 10. DISABILITY SALARY CONTINUATION CLAIMS a) Transfer original forms to Local Government Employees' Forms used by disabled employees to apply for salary Retirement System (LGERS) for action when received. continuation benefits. b) Destroy in office reference copies after 1 year. •see AUDITS, LIT/GA110N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 72 011717a HC BOC Page 168 STANDARD-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 11. DISCIPLINARY FILE a) Transfer records as applicable to PERSONNEL RECORDS 29 CFR 1602.14 Correspondence, including email, and other records (OFFICIAL COPY} item 45, page 83. 29 CFR 1602.31 concerning disciplinary action taken against 29 CFR 1602.40 employees by personnel or supervisory staff, including b) Destroy in office all remaining records 2 years after 29 CFR 1602.49 records documenting terminations. May include resolution of all actions. 29 CFR 1627.3 records created by civil service boards when considering, or reconsidering on appeal, an adverse action against an employee. *See AUDITS, LIT/GA110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it wifl establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 73 011717a HC BOC Page 169 STANDARD-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 12. DRUG AND ALCOHOL PROGRAMS FILE a) Destroy in office alcohol test results indicating a blood 49 CFR 382.401 Records concerning an agency's alcohol misuse and alcohol concentration of 0.02 or greater, records of verified 49 CFR 40.333 controlled substances use prevention programs. May positive drug or alcohol test results, documentation of 49 CFR 655.71 include test results, evaluations and referrals, annual refusals to take required alcohol and/or drug tests summary reports, education and training records, (including substituted or adulterated drug test results), chain of custody forms, and all other program related referrals to Substance Abuse Professionals (SAP), SAP documents. reports, all follow-up tests and schedules for follow-up tests, copies of annual Drug & Alcohol Management Information System (MIS) reports submitted to Federal Transit Administration (FTA), equipment calibrations, and records related to the administration of the testing program after 5 years. b) Destroy in office records obtained from previous employers concerning drug and alcohol test results after 3 years. c) Destroy in office records of the inspection, maintenance, and calibration of Evidential Breath Testing Devices (EBTs), records related to the collection process, and records concerning the training of program staff after 3 years. d) Destroy in office records of negative and cancelled drug or alcohol test results, including alcohol test results with a blood alcohol concentration of less than 0.02, after 1 year. Retention Note: Records should be maintained in a location with controlled access. *See AUDITS, LIT/GA TlON. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 74 011717a HC BOC Page 170 -STANDAR0-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 13. DUAL EMPLOYMENT FILE a) Destroy in office approved requests and related records 1 Records concerning employees' requests and year after employee terminates outside employment. authorizations to accept secondary employment. b) Destroy in office unapproved requests and related records after 6 months. 14. EDUCATIONAL LEAVE AND REIMBURSEMENT FILE a) Destroy in office records concerning approved requests Comply with applicable when released from all audits. provisions of 20 USC See also PERSONNEL RECORDS (OFFICIAL COPY} item 1232g regarding the 45, page 83. b) Destroy in office records concerning unapproved requests confidentiality of 6 months after unapproval. • student records. 15. EMPLOYEE BENEFITS REGISTER Destroy in office after 2 years. 16. EMPLOYEE CERTIFICATION AND QUALIFICATION a) Destroy in office certificates S years after date of RECORDS separation. Records concerning certification or qualification as required for employment, continued employment, or b) Destroy in office all remaining records 2 years after promotion. resolution of all actions. See also EMPLOYMENT APPLICATIONS AND RESUMES item 30, page 79. 17. EMPLOYEE DIRECTORIES, ROSTERS, OR INDEXES Destroy in office when superseded or obsolete. Includes records listing employees, their job titles, work locations, phone numbers, email addresses, and similar information. *See AUDITS, LIT/GA 110N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources hos scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 75 011717a HC BOC Page 171 STANDARD-ll: PERSONNEL RECORDS ITEM# RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 18. EMPLOYEE EDUCATIONAL ASSISTANCE PROGRAM Destroy in office 3 years after completion, denial, repayment, RECORDS or removal from program.• Includes records requesting tuition assistance, repayments, and other related records. See also PERSONNEL RECORDS (OFFICIAL COPY) item 45, page 83. 19. EMPLOYEE ELIGIBILITY RECORDS a) Destroy in office certificates, 1-9 forms, and statements, 3 8 USC 1324(b) Includes the United States Immigration and years after individual was hired or 1 year from date of Naturalization Services, Employment Eligibility separation. Verification (1-9) forms. b) Destroy in office registers after 2 years. 20. EMPLOYEE EXIT INTERVIEW RECORDS Destroy in office after 1 year. See also PERSONNEL RECORDS (OFFICIAL COPY) item 45, page 83. 21. EMPLOYEE HEALTH CERTIFICATES a) Transfer records as applicable to PERSONNEL RECORDS 29 CFR 1602.31 Includes health or physical examination reports, or (OFFICIAL COPY) item 45, page 83. certificates created in accordance with Title VII and the Americans with Disabilities Act (ADA). b) Destroy in office all other records 2 years after resolution of all actions. •see AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 76 011717a HC BOC Page 172 STANDARD-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 22. EMPLOYEE MEDICAL RECORDS a) Destroy in office exposure records 40 years from date of 29 CFR 1627.3 Records concerning asbestos, toxic substances, and exposure or 30 years from date of separation.* 29 CFR 1630.14 bloodborne pathogen exposure; medical examinations 29 CFR 1904.4 required by state or federal law; and records of injury b) Destroy in office records pertaining to job-related illness 29 CFR 1910 or illness. (Does not include Worker's Compensation and injury after 5 years. 29 CFR 1910.1020 (d)(ii) or health insurance claim records.) c) Destroy in office results of medical examinations required in connection with personnel actions and similar records after 1 year. Retention Note: Records must be maintained separately from an employee's personnel jacket. If part of a workers compensation claim, follow disposition for WORKERS' COMPENSATION PROGRAM CLAIMS FILE item 60, page 86. 23. EMPLOYEE PENSION AND BENEFITS PLANS Destroy in office 1 year after plan is terminated. 29 CFR 1627.3(2) Includes plans and related records outlining the terms of employee pension plans; life, health, and disability insurance, seniority and merit systems; and deferred compensation plans, including amendments. 24. EMPLOYEE PENSION AND BENEFIT PLAN a) Transfer pension and deferred compensation enrollment ENROLLMENT FORMS forms to PERSONNEL RECORDS (OFFICIAL COPY) item 45, Forms providing personal identifying data, beneficiary page 83. information, option selection, and similar information. b) Destroy in office life, health, and disability insurance enrollment forms 4 years after termination of coverage. *See AUDITS, LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records thot Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 77 011717a HC BOC Page 173 STANDARD-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 25. EMPLOYEE PERFORMANCE REVIEW FILE a) Destroy in office supervisor approved and signed work Information used to establish employees' goals and plans after 3 years. primary tasks. Records used to evaluate each employee's work performance. b) Destroy in office remaining records when administrative value ends.t See also PERSONNEL RECORDS (OFFICIAL COPY} item Agency Policy: Destroy in office after 45, page 83. 26. EMPLOYEE POLYGRAPH RECORDS Destroy in office 3 years from the date the test was given, or 29 CFR 801.30 Includes statements informing employee of the time, from the date the test was requested if no examination was place, and reasons for the test; copy of notice sent to given. examiner identifying employee to be tested; and copies of opinions, reports, or similar records generated by the examiner and provided to the agency. 27. EMPLOYEE SUGGESTIONS Destroy in office when administrative value ends.t Includes employee surveys and survey responses. Agency Policy: Destroy in office after 28. EMPLOYEE TRAINING AND EDUCATIONAL RECORDS a) Transfer employee-specific records as applicable to 29 CFR 1627.3{b)(l)(iv) Includes employee-specific records {certificates, PERSONNEL RECORDS (OFFICIAL COPY) item 45, page 83 if transcripts, test scores, etc.) and non-employee-such training and testing is required for the position held specific records (training manuals and aids, syllabi, or could affect career advancement. course outlines, attendance rosters, etc.) relating to the training, testing, or continuing education of b) Destroy in office non-employee-specific records 1 year employees. from date record was created. c) Destroy in office remaining records when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LITIGATJON, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 78 011717a HC BOC Page 174 STANDARD-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 29. EMPLOYEE WORK SCHEDULES AND ASSIGNMENT Destroy in office when administrative value ends.t RECORDS Agency Policy: Destroy in office after Records concerning work, duty, shift, crew, or case schedules, rosters, or assignments. 30. EMPLOYMENT APPLICATIONS AND RESUMES a) Transfer applications, resumes, transcripts, and similar 29 CFR 1602.31 Records submitted by job applicants for vacant records as applicable to PERSONNEL RECORDS (OFFICIAL 29 CFR 1602.40 positions or by current employees for promotion, COPY) item 45, page 83. 29 CFR 1602.49 transfer, or training opportunities. May indude applications, transcripts, resumes, letters of reference, b) Destroy in office all remaining records concerning and similar records. individuals hired 2 years from date record was created or received, or the personnel action involved. c) Destroy in office records concerning individuals not hired 2 years after date of receipt, if no charge of discrimination has been filed. If charge has been filed, destroy in office 1 year after resolution of charge.* d) Destroy in office unsolicited applications/resumes, and those received after posted closing dates, 2 years after receipt. 31. EMPLOYMENT LISTINGS, ADVERTISEMENTS, AND Destroy in office after 2 years. 29 CFR 1602 ANNOUNCEMENTS *See AUDITS, LITIGA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 79 011717a HC BOC Page 175 -STANDARD-1l: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 32. EMPLOYMENT SELECTION RECORDS a) Transfer records as applicable to PERSONNEL RECORDS 29 CFR 1602.31 Records concerning the selection of applicants for (OFFICIAL COPY) item 45, page 83. 29 CFR 1602.40 vacant positions or of current employees for 29 CFR 1602.49 promotion, transfer, or training opportunities. May b) Destroy in office all remaining records 2 years after 29 CFR 1627.3 include interview documentation, rosters, eligibility resolution of all actions. lists, test ranking sheets, justification statements, background and criminal history checks, health or physical examinations, and similar records. See also APTITUDE AND SKILLS TESTING RECORDS item 5, page 71. 33. EQUAL EMPLOYMENT OPPORTUNITY (EEO) CASE Destroy in office 2 years after resolution of case.• 29 CFR 1602.31 RECORDS Records concerning discrimination complaints and requests for reasonable accommodation received and resolved by the county. See also PERSONNEL RECORDS (OFFICIAL COPY) item 45, page 83. 34. EQUAL EMPLOYMENT OPPORTUNITY (EEO) RECORDS Destroy in office after 3 years. 29 CFR 1602.31 AND REPORTS Reports filed with the Equal Employment Opportunity Commission (EEOC) in accordance with the provisions of Title VII and the Americans with Disabilities Act (ADA). May include compiled documentation used to complete EEO reports. *See AUDITS, LITIGA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 80 011717a HC BOC Page 176 STANDARD-ll: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 35. EQUAL PAY RECORDS Destroy in office after 2 years. 29 CFR 1620.32 Includes reports, studies, aggregated or summarized data, and similar documentation compiled to comply with the Equal Pay Act. 36. FRINGE BENEFITS FILE Destroy in office when administrative value ends.t Agency Policy: Destroy in office after 37. GRIEVANCE FILE Destroy in office after 2 years.• Includes initial complaint, investigations, actions, summary, and disposition. May include disciplinary correspondence, including email. See also DISCIPLINARY FILE item 11, page 73 and PERSONNEL RECORDS (OFFICIAL COPY) item 45, page 83. 38. HEALTH INSURANCE FILE Destroy in office after 2 years.• Completed claim forms and other records concerning ~mployees covered by health plans. 39. INCREMENTS FILE Destroy in office when released from all audits. 40. INTERNSHIP PROGRAM FILE Destroy in office after 3 years. Records concerning interns and students. •see AUDITS, LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 81 011717a HC BOC Page 177 STANDARD-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 41. LEAVE FILE Destroy in office 3 years after return of employee or 29 CFR 825.110(b)(2)(i) Records concerning employee leave, including termination of employment.* requests for and approval of sick, vacation, overtime, 29 CFR 825.SOO(b) buy-back, shared, donated, military, etc. Includes premium payments, employer notice, medical examinations considered in connection with personnel action, disputes with employees over the Family Medical Leave Act (FMLA), and other related records. 42. LONGEVITY PAY REQUESTS Destroy in office when released from all audits. 43. MERIT AND SENIORITY SYSTEM RECORDS a) Destroy in office employee-specific records after 3 years.• 29 CFR 1627.3 b) Destroy in office system and plan records 1 year after no longer in effect. 44. PERSONNEL ACTION NOTICES a) Transfer records as applicable to PERSONNEL RECORDS Records used to create or change information in the (OFFICIAL COPY) item 45, page 83. personnel records of individual employees concerning such issues as hiring, termination, transfer, pay grade, b) Destroy in office all remaining records 2 years from date position or job title, name change, and leave. record was created or received, or the personnel action involved. *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enfarce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 82 011717a HC BOC Page 178 ---STANDARD-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 45. PERSONNEL RECORDS (OFFIOAL COPY} a) Destroy in office 30 years from date of separation G.S. § 153A-98 (County Official copy of personnel file maintained on each information needed to document: date and amount of Employees) agency employee. May include basic employee each increase or decrease in salary with that county; date information and records and forms relating to the and type of each promotion, demotion, transfer, selection or non-selection, promotion, transfer, leave, suspension, separation, or other change in position salary, suspension, and termination of employment. classification with that county; date and general description of the reasons for each promotion with that See also EMPLOYEE MEDICAL RECORDS item 22, page county; date and type of each dismissal, suspension, or 77. demotion for disciplinary reasons taken by the county; and, if the disciplinary action was a dismissal, a copy of the written notice of the final decision of the county setting forth the specific acts or omissions that are the basis of the dismissal. b) Destroy in office information used to verify benefits 30 years after date of separation. c) Destroy in office remaining records when individual retention periods are reached as noted in individual items in the Records Retention and Disposition Schedule. 46. PERSONNEL RECORDS (REFERENCE COPY) a) Transfer records as applicable to PERSONNEL RECORDS Duplicate copy of official personnel jacket that is often (OFFICIAL COPY) item 45, page 83. maintained below the department level by supervisors. b) Destroy in office remaining records when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS. LIT/GA noN. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 83 011717a HC BOC Page 179 .. STANOARD-11: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 47. POLICIES AND PROCEDURES (PERSONNEL) a) Retain in office official copy of internal agency personnel policies permanently. b) Destroy in office reference copies and external policy procedures when superseded or obsolete. 48. POSITION CLASSIFICATION/POSITION HISTORY FILE a) Retain in office records with historical value permanently. See also POSITION DESCRIPTION RECORDS item so, b) Destroy in office all other records when superseded or page 84. obsolete. 49. POSITION CONTROL CARDS Destroy in office when administrative value ends.t Records concerning personnel actions and position Agency Policy: Destroy in office after control, status of each established permanent, temporary full-time, or part-time position, and other related topics. so. POSITION DESCRIPTION RECORDS Destroy in office 2 years from date record is superseded. 29 CFR 1620.32 Includes information on job title, grade, duties, agency assigned, and responsibilities. 51. POSITION REQUISITION AND ANALYSIS RECORDS Destroy in office when administrative value ends. t Records used to fill vacant positions and request new Agency Policy: Destroy in office after positions. 52. SALARY SURVEY RECORDS Destroy in office when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. -84 011717a HC BOC Page 180 STANDARD-ll: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 53. SERVICE AWARDS AND COMMENDATIONS Destroy in office 2 years from date record was created or Includes award and selection committee reports, received, or the personnel action involved. nominations, selection criteria, and similar employee recognition or incentive programs administrative records. See also PERSONNEL RECORDS {OFFICIAL COPY} item 45, page 83. 54. TEMPORARY EMPLOYEE RECORDS a) If employee is a county employee, transfer applicable Records concerning temporary employees who are not records to PERSONNEL RECORDS (OFFICIAL COPY} item 45, provided with or eligible for benefits. Does not page 83. include personnel records created for specific federal programs. b) If the employee is a temporary service company employee, destroy in office 5 years from date of separation. 55. UNEMPLOYMENT COMPENSATION CLAIMS Destroy in office after 3 years.• Claim form and other related records concerning unemployment compensation cases. 56. UNEMPLOYMENT COMPENSATION REPORTS Destroy in office after 3 years.* Quarterly reports showing month-to-date wages, month-to-date compensation, year-to-date wages, and year-to-date compensation for each employee. May be filed with Employment Security Commission. 57. UNEMPLOYMENT INSURANCE FILE a) Transfer original records to the N.C. Department of Commerce, Unemployment Insurance Division, when received. b) Destroy in office remaining records after 2 years. *See AUDITS. LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 85 011717a HC BOC Page 181 STANDARD-ll: PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 58. VOLUNTEER RECORDS Destroy in office 3 years from date of last inquiry or entry. Records concerning individuals who volunteered to assist with various agency activities and/or serve on boards. 59. WORKERS' COMPENSATION PROGRAM a) Retain in office records with historical value permanently. (ADMINISTRATIVE) FILE Includes program policies, guidelines, and related b) Destroy in office all other records when administrative administrative documentation. value ends. t Agency Policy: Destroy in office after 60. WORKERS' COMPENSATION PROGRAM OAIMS FILE a) Retain in office permanently records concerning claims Comply with applicable Records concerning workers' compensation claims filed for injuries that occurred prior to July 5, 1994. provisions of G.S. §8-53 filed by employees' supervisors concerning accidental Transfer official copy of claim records to the Industrial regarding the injuries or illnesses suffered on the job. May include Commission in compliance with G.S. §97-92(a), and in confidentiality of Employer's Report of Injury to Employee (Form 19), accordance with county personnel policy. Retain in office physician-patient accident investigation reports, medical reports, permanently records concerning claims filed for injuries records. reference copies of medical invoices, and other that occurred on or after July 5, 1994, for which the related records. Also includes reference copies. Industrial Commission form "Employee's Claim for (Records concerning claims filed for injuries that Additional Medical Compensation Pursuant to N.C. Gen. occurred prior to July 5, 1994 are considered Stat. §97-25.1" (Form 18M) has been filed. Destroy in permanent records in compliance with Hyler v. GTE office remaining records 5 years after closing, in Prods. Co., 333 N. C. 258 S.E.2d 698 (1993).) accordance with G.S. §97-24(c), if no litigation, claim, audit, or other official action involving the records has been initiated.• b) If official action has been initiated, transfer to LITIGATION CASE RECORDS item 14, page 66. •see AUDITS, LITIGA 710N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 86 011717a HC BOC Page 182 STANDARD-12. PIANNING AND ZONING RECORDS Official records and materials created and accumulated during the conduct of county planning and zoning programs. STANDARD-12: Pl.ANNING AND ZONING RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. APPEARANCE COMMISSION MEETINGS Follow disposition instructions for MINUTES OF PUBLIC BODIES Agendas, minutes, and related materials pertaining to item 34, page 8. meetings of the Appearance Commission. 2. APPEARANCE COMMISSION PROJECT FILE Destroy in office when administrative value ends.t Agency Policy: Destroy in office after 3. ASSESSMENT RECORDS FILE Destroy in office when administrative value ends. t Copies of assessment records and supporting Agency Policy: Destroy in office after documentation. 4. BOARD OF ADJUSTMENT CASE FILE Destroy in office 6 years after resolution of case.* G.S. §§153A-340 Cases submitted to the board requesting variances G.S. § 1-50(5) from current zoning ordinances. 5. BOARD OF ADJUSTMENT CASE INDEX Retain in office permanently. Index to cases reviewed by the board. *See AUDITS, LITIGA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 87 011717a HC BOC Page 183 -STANDARD-U: PLANNING AND ZONING RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 6. BOARD OF ADJUSTMENT MEETINGS a) The official minutes of the governing board and its Agendas, minutes, and related materials pertaining to subsidiary boards are permanent records. meetings of the Board of Adjustment. b) The official minutes of advisory boards may be destroyed See the Microfilm section on page xi for instructions only upon approval by the State Archives of North on microfilming. Carolina. The State Archives reserves the right to designate the minutes of any advisory board as permanent. c) Minutes of committees or subcommittees may be destroyed when administrative value ends, if the minutes or actions and decisions of the committee are entered as part of the minutes of the parent board. If minutes or actions and decisions of the committee or subcommittee in question are not entered as part of the minutes of the parent board, the State Archives reserves the right to designate the minutes as permanent.t Agency Policy: Destroy in office after 7. COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) a) Retain in office records with historical value permanently. 24 CFR85.42 ADMINISTRATIVE RECORDS 24 CFR 570.502(a)(16) Records concerning the administration of projects b) Destroy in office all other records 5 years after completion 24 CFR 84.53(b) funded under the Community Development Block of project.• 24 CFR 570.502(b)(3) Grant program (CDBG). May include both direct grants and regrants, including the preliminary reports, audits, certificates, maps, and related correspondence, including email. *See AUDITS, LITIGA 110N. AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 88 011717a HC BOC Page 184 STANDARD-U: PLANNING AND ZONING RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 8. COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) Destroy in office 5 years after promissory note is released to 24 CFR85.42 APPLICATION RECORDS client or lender.* 24 CFR 570.502(a)(16) Records concerning the application and completion of 24 CFR 84.53(b) projects funded under CDBG funds. May include both 24 CFR 570.502(b)(3) direct grants and regrants, including the initial application, and all final reports. 9. COMPREHENSIVE LAND USE PLAN AND a) Retain in office permanently adopted plan and AMENDMENTS amendments. Includes, but is not limited to, official copy of comprehensive land use plan and all background b) Destroy in office background surveys, studies, reports, and surveys, studies, reports, and draft versions of plans. drafts 3 years after adoption of plan. 10. CONDITIONAL USE PERMIT RECORDS AND INDEX a) Destroy in office 3 years after discontinuance of use. Records concerning applications for conditional use permits. Permits allow for the construction of b) Destroy in office applications for which a permit was never buildings, on the condition that impacts on issued when administrative value ends.t neighborhoods are mitigated. May indude original Agency Policy: Destroy in office after application, blueprint drawings, investigative reports, planning commission recommendations, cash receipts, and related correspondence, including email. Includes sign permits and temporary use permits. Also includes reference copies of variances or exceptions from zoning regulations granted by the Board of Adjustment. *See AUDITS, LITIGA110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 89 011717a HC BOC Page 185 --· -STANDARD-U: PIANNING AND ZONING RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 11. DECLARATIONS AND BY-LAWS FROM TOWNHOUSES, a) If not filed in Register of Deeds or similar agency, retain in G.S. § 47C-2-103 CONDOMINIUMS, PLANNED RESIDENTIAL office permanently. DEVELOPMENTS, COMMON AREAS, ETC. b) If filed in Register of Deeds or similar agency, destroy in office when administrative value ends.t Agency Policy: Destroy in office after 12. EASEMENT RELEASE REQUEST FILE Destroy in office when administrative value ends. t Approved and denied easement release requests. Agency Policy: Destroy in office after Includes form letters, memos, reference copies of maps, and resolutions approved by the Planning Board. 13. ENVIRONMENTAL IMPACT STUDIES Retain in office permanently. Records and reports concerning the environmental impact of major projects proposed by localities and reviewed by local officials. 14. FEASIBILITY STUDIES Retain in office permanently. 15. HOUSING REHABILITATION PROGRAM RECORDS Follow the disposition instructions for COMMUNITY DEVELOPMENT BLOCK GRANT RECORDS, items 7-8, pages 88-89. *See AUDITS, LITIGA T10N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 90 011717a HC BOC Page 186 -STANOARO-U: PLANNING ANO ZONING RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 16. MAPS, DRAWINGS, PLATS (OFFICIAL} Paper: Retain in office permanently. Official representation of comprehensive plan, and zoning boundaries established and/or enforced by the GIS dataset: Create a snapshot of dataset annually. To maintain agency. May include blueprint maps, which show permanently, streets, property lines, zoning boundaries, and area classifications. Includes maps and drawings stored and Either: Transfer snapshot to NCOneMap according to generated by Geographic Information System (GIS) established procedures, complying with standards and and computer-aided design (CAD) systems. procedures adopted by the North Carolina Geographic Information Coordinating Council. See also GEOSPATIAL RECORDS, page X. Or: If retained in office, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. 17. MAPS, DRAWINGS, PLATS (REFERENCE) Destroy in office when superseded or obsolete. Illustrations prepared or collected to capture background information on land use conditions for staff reference and public information. 18. MASTER SUMMARY (LOG OR REGISTER) Retain in office permanently. Maintained by planning agency to record receipt of planning or zoning reviews and projects, and to record subsequent action taken. 19. OPEN SPACE CLASSIFICATION CASE FILE Retain in office permanently. *See AUDITS, LIT/GA 110N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 91 011717a HC BOC Page 187 STANDARD-U: PLANNING AND ZONING RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 20. ORTHOPHOTOGRAPHY a) Retain in office negatives permanently. Historical and legacy aerial imagery. b) If negative is not available, retain in office photograph permanently. c) Destroy in office photographs where negative is available when administrative value ends.t Agency Policy: Destroy in office after 21. PERMITS: TEMPORARY MANUFACTURED HOME Destroy in office 6 years after permit expires. G.S. § 1-50(5) Records created to temporarily authorize the location of a manufactured home on the same lot as a single family residence. 22. PERMITS: ZONING COMPLIANCE a) Retain in office permits concerning subdivision, historical G.S. § 1-50(5) For residential uses, non-residential uses, and structure, major commercial or industrial development, or accessory structures. capital construction, where county is lead agency, permanently. b) Destroy in office permits concerning subdivision, historic structures, major commercial or industrial development, or capital construction, where county is not lead agency, 6 years after last entry. c) Destroy in office any other permits and related records 6 years after last entry. 23. PETITION & REGULATION RECORDS Destroy in office after 5 years.• *See AUDITS. LITIGA710N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Culturol Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 92 011717a HC BOC Page 188 -STANDARD-12: Pl.ANNING AND ZONING RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 24. PLANNING AND ZONING BOARD MEETINGS a) The official minutes of the governing board and its Agendas, minutes, and related materials pertaining to subsidiary boards are permanent records. meetings of the Planning and Zoning Board. b) The official minutes of advisory boards may be destroyed See the Microfilm section on page xi for instructions only upon approval by the State Archives of North on microfilming. Carolina. The State Archives reserves the right to designate the minutes of any advisory board as permanent. c) Minutes of committees or subcommittees may be destroyed when administrative value ends, if the minutes or actions and decisions of the committee are entered as part of the minutes of the parent board. If minutes or actions and decisions of the committee or subcommittee in question are not entered as part of the minutes of the parent board, the State Archives reserves the right to designate the minutes as permanent.t Agency Policy: Destroy in office after 25. PLANNING AND ZONING STUDIES a) If an element of the Comprehensive Plan, destroy in office Studies, plans, and reports of the planning and zoning when administrative value ends. t department, board, or commission. Records are used Agency Policy: Destroy in office after as background information for reports, ordinances, resolutions, etc. b) If not an element of the Comprehensive Plan, retain in office permanently. See also COMPREHENSIVE PLAN item 16, page 3. c) Destroy in office background surveys, studies, reports, and drafts 3 years after adoption of plan, or when superseded or obsolete, whichever comes first. *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 93 011717a HC BOC Page 189 STANOARD-U: PIANNING AND ZONING RECORDS ITEM# -RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 26. PLANNING REVIEW CASE FILE a) Retain plan reviews and related records containing G.S. § 1-SO(c) For required review of site plan, zoning variance, subdivision, historical structure, major commercial or special permit, change of zoning, subdivision creation industrial development, or capital construction, where or enlargement, county planning action, or other county is lead agency, permanently. required review; including, but not limited to, maps, plans, sketches, photographs, engineering reports, b) Destroy in office plan reviews and related records environmental impact statement and studies, copies containing subdivision, historic structures, major of zoning records, project narrative, correspondence, commercial or industrial development, or capital including email, and record of final determination. construction, where county is not lead agency, 6 years after last entry. c) Destroy in office any other mandatory reviews and related records 6 years after last entry. 27. PRELIMINARY SUBDIVISION AND GROUP Destroy in office when administrative value ends.t DEVELOPMENT SITE PLANS Agency Policy: Destroy in office after 28. REDEVELOPMENT PLANNING RECORDS a) If an element of the Comprehensive Plan, destroy in office when administrative value ends.t See also COMPREHENSIVE PLAN item 16, page 3. Agency Policy: Destroy in office after b) If not an element of the Comprehensive Plan, retain in office permanently. c) Destroy in office background surveys, studies, reports, and drafts 3 years after adoption of plan, or when superseded or obsolete, whichever comes first. 29. REFERRED PROJECTS Destroy in office when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LITIGA110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 94 011717a HC BOC Page 190 STANOARO-U: Pl.ANNING ANO ZONING RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 30. REZONING RECORDS AND INDEXES Retain in office permanently. Records concerning applications to rezone property within the county. May include original applications, review forms, maps of areas involved, copies of investigative reports, copies of planning board minutes, notices of hearings, development agreements, copies of ordinances, and copies of county board of commissioners minutes. 31. STREET NAMES AND CHANGES OF STREET NAMES Destroy in office when superseded or obsolete. FILE Records concerning the names and addresses of streets and roads retained for administrative purposes. 32. SUBDIVISION RECORDS a) If not filed in Register of Deeds or similar agency, retain in Includes maps, plats, topographical data, names of office permanently. streets, records of public utilities, action by council, etc. b) If filed in Register of Deeds or similar agency, destroy in office when administrative value ends.t See also MAPS: All OTHER item 15, page 56. Agency Policy: Destroy in office after 33. VARIANCES Retain official copies permanently in the minutes of the Planning Board. 34. VIOLATIONS: ZONING Destroy in office after 6 years.* G.S. § 1-50(5) See also CORRESPONDENCE (LEGAL} item 7, page 64. *See AUDITS, LITIGA110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 95 011717a HC BOC Page 191 STANDARD•U: PLANNING AND ZONING RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 35. ZONING ORDINANCES AND AMENDMENTS Retain in office permanently. Ordinances and amendments adopted by the zoning board. *See AUDITS, LITIGA 110N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 96 011717a HC BOC Page 192 STANDARD-13. PUBLIC RELATIONS RECORDS Official records and materials created and accumulated by internal public information programs operated by county administrative offices. -· -STANDARD-13: PUBLIC RELA110NS RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ADVERTISEMENTS a) Retain in office records with historical value permanently. Includes advertisements of special events and services concerning the agency which appear in newspapers, b) Destroy in office advertisements 3 years after expiration.* journals, newsletters, etc. c) Destroy in office billing information and other fiscal records when released from all audits. 2. AGENCY PUBLICATIONS a) Retain in office records with historical value permanently. Publications created at agency expense. b) Destroy in office remaining records when administrative value ends.t Agency Policy: Destroy in office after 3. AUDIO -VISUAL RECORDINGS (PUBLIC RELATIONS) a) Retain in office records with historical value permanently. Recordings (including digital) and films produced by the agency. This does not include recordings of public b) Destroy in office remaining records when administrative meetings. value ends.t Agency Policy: Destroy in office after 4. NEWS AND PRESS RELEASES a) Retain in office records with historical value permanently. News and press releases issued concerning programs, activities, and services of the agency. b) Destroy in office remaining records when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LITIGAT10N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 97 011717a HC BOC Page 193 STANDARD-l3: PUBLIC RELAT10NS RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION s. PUBLIC RELATIONS FILE Destroy in office after 5 years. Records concerning overall public relations of county administrative offices. May include procedures, correspondence (including email), photographic materials, and other related records. 6. SPEECHES a) Retain in office records with historical value permanently. Speeches made by agency officials. b) Destroy in office remaining records when administrative value ends.t Agency Policy: Destroy in office after 7. WEBSITE (ELECTRONIC) FILE a) Retain in office records with historical value permanently. Electronic records concerning the administration and Can be maintained as website snapshots or via Web maintenance of the agency's website. (A network crawler. administrator or information systems office may maintain electronic files.) b) Destroy in office remaining records when superseded or obsolete. See also WEB MANAGEMENT AND OPERATIONS RECORDS: STRUCTURE item 14, page 62. Retention Note: Preserve copy of web page after every major change in design and/or content. •see AUDITS, LIT/GA noN. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 98 011717a HC BOC Page 194 STANDARD-14. PUBLIC TRANSPORTATION SYSTEMS. Records received and created by area transit systems and authorities necessary to meet all statutory requirements. Comply with requirements of the Federal Transit Administration's Best Practice Procurement Manual, Moster Agreement MA(ll) Section 8 manual, and 49 CFR 18 regarding retention, access, security, and confidentiality of records where applicable. STANDARD-1.4. PUBUC TRANSPORTATION SYSTEMS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ACCREDITATION RECORDS Destroy in office 1 year after superseded.• Records concerning compliance with standards outlined by accreditation programs. 2. AGENCY LOGS (SHEETS) Destroy in office after 3 years.• 49 CFR 18.42 Records concerning individual agency ridership. 3. AMERICANS WITH DISABILITIES ACT (ADA) Destroy in office after 5 years.• 49 CFR 18.42 PARATRANSIT RECORDS Includes driver's daily assignments, dispatch records, logs of passenger pick-ups and drop-offs, manifests, trip requests, and appeal forms. 4. AMERICANS WITH DISABILITIES ACT (ADA) Destroy in office after 5 years.• 49 CFR 18.42 PARATRANSIT VOUCHERS Vouchers submitted by private transportation companies for reimbursement for alternative transportation of public transit clients. s. AMERICANS WITH DISABILITIES ACT(ADA) PRE-TRIP Destroy in office after 1 year. 49 CFR 18.42 INSPECTION FORMS *See AUDITS, LITIGA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 99 011717a HC BOC Page 195 STANDAR0-14. PUBUC TRANSPORTATION SYSTEMS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 6. APPLICATIONS FOR ART-IN-TRANSIT Destroy in office when administrative value ends.t Applications and supporting documentation submitted Agency Policy: Destroy in office after by regional and national artists for exhibit on agency property. 7. APPLICATIONS FOR AWARDS Destroy in office when administrative value ends.t Applications and supporting documentation used to Agency Policy: Destroy in office after apply for various public and private awards. 8. APPLICATIONS FOR DISCOUNT PASSES Destroy in office 3 years after service is terminated or denied. Applications, certificates of disability, and supporting documentation used to apply for discount passes. 9. APPLICATIONS FOR TRANSIT SERVICE Destroy in office 3 years after service is terminated or denied. Includes customer applications, eligibility assessment records, correspondence, including email, health information, riders' guides, and related records. 10. CALL IN LOGS (SHEETS) Destroy in office after 5 years.• 49 CFR 18.42 Record concerning on-demand service requests. 11. CUSTOMER (RIDER) ALERTS Destroy in office when administrative value ends.t Records alerting customers of changes in regular Agency Policy: Destroy in office after service (e.g. detours, festivals, parades, etc.}. 12. CUSTOMER (RIDER} IDENTIFICATION RECORDS Destroy in office when administrative value ends. t Records concerning customer identification, Agency Policy: Destroy in office after approvals, denials, and related information. *See AUDITS, LIT/GA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Culturol Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. -100 011717a HC BOC Page 196 .. STANDARD-14. PUBUC TRANSPORTATION SYSTEMS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 13. DISADVANTAGED BUSINESS ENTERPRISE (DBE) a) Destroy in office company-specific records 5 years after 49 CFR 26 RECORDS company is removed from certified list. Includes company's articles of incorporation, financial statements, signed affidavits, letters of reference, b) Destroy in office related DBE program records, including declarations, Federal Schedule A or B, and related Federal Transit Administration reports, 5 years from date correspondence, including email. record was created. 14. DISPATCH RECORDS Destroy in office after 5 years. 49 CFR 18.42 Reports, logs, and similar records used to document dispatch activities. 15. LOST AND FOUND RECORDS Destroy in office when administrative value ends.t Logs, sheets, and similar records documenting items Agency Policy: Destroy in office after recovered from agency facilities and vehicles. May include customer receipts for claimed items. 16. NATIONAL TRANSIT DATABASE (NTD) REPORT Destroy in office 5 years.* 49 CFR 18.42 Annual report submitted to the Federal Transit Administration and used as the basis for calculating each system's funding. May include records (data) used to generate reports regardless of format. 17. OPERATOR BID RECORDS Destroy in office when administrative value ends.t Cards, sheets, and similar records documenting Agency Policy: Destroy in office after operators' route selections and choice for a service period. 18. OPERATOR SHIFT INSPECTION RECORDS Destroy in office after 5 years. 49 CFR 18.42 Reports and similar records of operator's inspections of vehicle at the beginning and end of shift. *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. -101 011717a HC BOC Page 197 STANDARD-14, PUBUC TRANSPORTATION SYSTEMS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 19. RADIO DISPATCH RECORDINGS AND LOGS Destroy in office after 90 days.• Recordings and logs of dispatch messages to and from transit operators. 20. RIDERSHIP REPORTS Destroy in office after 5 years. 49 CFR 18.42 Includes shuttle logs concerning regularly scheduled individual ridership. 21. ROUTE HISTORY RECORDS Destroy in office when administrative value ends.t Includes descriptions of routes, bus stops, passenger Agency Policy: Destroy in office after lists, and other related records. 22. ROUTE MAINTENANCE RECORDS Destroy in office when administrative value ends.t Logs, sheets, and related records used to record Agency Policy: Destroy in office after needed road improvements. 23. SAFETY CERTIFICATIONS Retain in office for life of structure or vehicle. Records verifying that system elements such as vehicles, trolley and train cars, tracks, station components, and operating procedures comply with safety requirements. 24. SEAT BELT AND RESTRAINT SYSTEM RECORDS Destroy in office when administrative value ends.t Records concerning the use and installation of seat Agency Policy: Destroy in office after belts and other restraint systems in vehicles. 25. SERVICE PERFORMANCE RECORDS a) Retain in office records with historical value permanently. Records concerning quality control performance checks conducted on agency staff, contractors, and b) Destroy in office remaining records 3 years after records vendors. were created or project ends, whichever occurs later. *See AUDITS. LITIGA710N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 102 011717a HC BOC Page 198 STANDARD-1.4. PUBUC TRANSPORTATION SYSTEMS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 26. SERVICE PLANNING AND DEVELOPMENT RECORDS a) Retain in office records with historical value permanently. Includes records concerning changes in routes and transportation services offered by the agency. b) Destroy in office remaining records 3 years after records were created or project ends, whichever occurs later. 27. SHELTER RECORDS a) Retain in office shelter blueprints for life of structure. Includes adopt a shelter program records, listings of shelter sites, site permission for right of way, b) Destroy in office remaining records when administrative easements, and related documentation. value ends, or when site is no longer used.t Agency Policy: Destroy in office after 28. TERMINAL DISPATCH RECORDS Destroy in office after 1 year. Reports, logs, and similar records used to track daily terminal operations and activities. 29. TICKET CONSIGNMENT RECORDS Destroy in office when administrative value ends.t Logs, notebooks, and related records used to track Agency Policy: Destroy in office after tickets and passes provided to customers. 30. TRIP REQUESTS Destroy in office after 5 years. 49 CFR 18.42 Passenger trip requests. 31. TRANSIT SCHEDULES Destroy in office when administrative value ends.t Printed route schedules and related information used Agency Policy: Destroy in office after to generate schedules. 32. TRANSPORTATION SYSTEM OPERATIONS REPORTS Destroy in office after 5 years. 49 CFR 18.42 Reports and supporting records summarizing transit system operations. *See AUDITS. LITIGA710N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends.,, Please use the space provided. 103 011717a HC BOC Page 199 -STANOARD-14. PUBUC TRANSPORTATION SYSTEMS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 33. TRANSPORTATION SYSTEM SERVICE PERFORMANCE Destroy in office after 1 year. EVALUATIONS 34. TRANSPORTATION SYSTEM STATISTICAL RECORDS a) Retain in office records with historical value permanently. 49 CFR 18.42 Reports and supporting records showing passenger trips, mileage, service hours, on-time performance, b) Destroy in office remaining records 5 years after records missed and/or late trips, road call, ridership, and were created or project ends, whichever is later. similar statistical information. 35. VAN POOL DRIVER APPLICATIONS a) Destroy in office accepted applications 3 years after person Applications and supporting records submitted by leaves program. persons operating vanpool vehicles. b) Destroy in office applications for persons not accepted for program after 1 year. 36. VANPOOL MONTHLY USAGE REPORTS Destroy in office after 5 years. 49 CFR 18.42 Includes logs, sheets, reports and similar records documenting starting and ending mileage, total miles driven, route locations, passenger rosters, and similar information. 37. VEHICLE BREAKDOWN RECORDS Destroy in office after 1 year. Reports and similar records documenting response time, location, vehicle identification, and similar information. See also WORK ORDERS item 62, page 14. 38. VEHICLE OPERATOR INSTRUCTIONS Destroy in office when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LITIGA710N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 104 011717a HC BOC Page 200 STANDARD-14, PUBUC TRANSPORTATION SYSTEMS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 39. VEHICLE USAGE LOGS (SHEETS) Destroy in office after 1 year.• Includes date vehicle was used, pick-up and delivery locations, starting and ending mileage, total miles driven, and signature of driver. *See AUDITS. LITIGA110N. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 105 011717a HC BOC Page 201 STANDARD-15. PUBLIC UTILITIES AND WASTE MANAGEMENT RECORDS Official records and materials created and accumulated for use by county sanitation, water, sewage, electrical, and gas operations. STANDARD-15: PUBLIC UTIUTIES RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ABANDONED UTILITY LINE RECORDS Retain in office until abandoned line is removed. Records documenting the location of abandoned utility lines. 2. ANNUAL REPORTS (UTILITIES) Destroy in office after 5 years. Reports sent to the Federal regulatory agency including annual reports, power system statements, and gas reports. 3. CABLE TELEVISION FRANCHISE RECORDS a) Retain in office contracts, agreements, and notice of G.S. §66-350(4) Includes contracts, agreements, and notice of franchise for life of the franchise. franchise. b) Destroy in office remaining records when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LITIGAT10N, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 106 011717a HC BOC Page 202 --' STANDARD-15: PUBLIC UTILITIES RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 4. CUSTOMER FINANCIAL RECORDS a) Destroy in office utility bills and receipts after 3 years.* Comply with applicable Billing and receipt records concerning customer provisions of G.S. §132-accounts. Includes billing adjustment records. b) Destroy in office copies of notices of unpaid bills after 1.l{c) regarding payment or deemed uncollectable. confidentiality of public enterprise billing c) Destroy in office customer deposit records and direct draft information. authorizations 3 years after account is closed. d) Destroy in office customer account histories when administrative value ends. t Agency Policy: Destroy in office after 5. CUSTOMER USAGE RECORDS Destroy in office after 3 years.* 40 CFR403.12{o){3) Includes reports, plans, or similar records submitted by industrial users, or publicly-owned treatment works concerning intended or actual use of the system. 6. CUSTOMER WORK ORDERS Destroy in office 1 year after completion of work. Includes service orders such as to connect and disconnect service or other maintenance functions. 7. LANDLORD AGREEMENTS Destroy in office after 3 years.* Agreements to automatically transfer utility accounts to landlords when their tenant vacates a property. *See AUDITS. LIT/GA noN. AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 107 011717a HC BOC Page 203 .. STANDARD-JS: PUBLIC UTILITIES RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 8. MAPS (UTILITY INSTALLATIONS & DISTRIBUTIONS) Paper: Retain in office for life of system. Includes maps, plats, charts, and similar records showing the location of water mains, valves, hydrants, GIS dataset: Records for life of system. Create a snapshot of meters, lines, etc., throughout the system. dataset annually. To maintain, See also GEOSPATIAL RECORDS, page x. Either: Transfer snapshot to NCOneMap according to established procedures, complying with standards and procedures adopted by the North Carolina Geographic Information Coordinating Council. Or: If retained in office, your agency must comply with standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating Council. 9. METER RECORDS (ELECTRIC, WATER, GAS) a) Destroy in office records verifying installation of meter 3 Includes meter reading records showing consumer years after equipment is no longer owned and/or consumption, and records concerning installation, operational if like replacement occurred. testing, and calibration of devices. b) Destroy in office records verifying installation of meter 5 years after equipment is no longer owned and/or operational if unlike replacement occurred. c) Destroy in office remaining records after 3 years.• 10. NOTICE TO PROPERTY OWNERS OF APPROVAL OF Destroy in office after 2 years. WATER UTILITY INSTALLATION 11. OUTSIDE WASTE CLEARANCE RECORDS Destroy in office 3 years after expiration of agreement. Records allowing parties outside the county's jurisdiction to dispose of waste at landfill. *See AUDITS, LITIGA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources hos scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 108 011717a HC BOC Page 204 -STANDARD-15: PUBLIC UTILITIES RECORDS ITEM# RECORD SERIES TlnE DISPOSITION INSTRUCTIONS CITATION 12. PRETREATMENT PROGRAM RECORDS a) Destroy in office permits and supporting documentation S 15ANCAC02H Includes annual pretreatment reports, records of years after expiration, cancellation, revocation, or denial.* .0908(f)(l) monitoring activities and results, water quality records, and other related documentation. b) Destroy in office remaining records after 3 years.* 40 CFR 503.17 13. PUBLIC UTILITIES SYSTEM ENGINEERING, a) Retain in office as built plans and specifications Comply with applicable MAINTENANCE, AND REPAIR RECORDS permanently. provisions of G.S. §132-Includes records documenting installation, 1.7 regarding authorizations to construct, building plans, location, b) Destroy in office 3 years after equipment is no longer confidentiality of specifications, and maintenance history, for hydrants, owned and/or operational if like replacement occurred. detailed drawings of pipes, pumps, valves, and similar system equipment. infrastructure facilities. Includes drainage system maintenance and repair c) Destroy in office 5 years after equipment is no longer records. owned and/or operational if unlike replacement occurred. lSA NCAC 18C .0300 and 2H .0115 d) Destroy in office background surveys, studies, reports, drafts, and other records when superseded or obsolete. 14. REPORTS: RECYCLING TONNAGE Destroy in office after 3 years. Records documenting tonnage of materials collected at curb and dropped off at recycling centers. 15. SANITARY SURVEY RECORDS Destroy in office 10 years after completion of survey.* 40 CFR 141.33(c) Includes reports, summaries, studies, correspondence, including email, and other related records lSA NCAC 18C .1526 documenting the sanitary condition of system. 16. SCALE HOUSE VIDEO MONITORING RECORDINGS Destroy in office when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 109 011717a HC BOC Page 205 STANDARD-l5: PUBUC UTIUTIES RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 17. SERVICE AGREEMENTS Destroy in office 3 years after termination or expiration.• Includes liquefied natural gas, electric, sewage, water and wastewater, and drainage maintenance agreements. 18. SERVICE INTERRUPTION RECORDS Destroy in office after 3 years.• Includes reports, logs, or similar records documenting service interruptions. 19. SEWER JETTING AND VECTORING RECORDS Destroy in office after 3 years. Records documenting the routine cleaning of wastewater lines. 20. SLUDGE TREATMENT RECORDS Destroy in office after 5 years.• 40 CFR 503.17 Includes analyses, certification statements, site restrictions, monitoring records, vector attraction reduction requirements, trip tickets, residual records, control plans, and other related documentation. 21. SOLID WASTE CONVENIENCE CENTER FILE Destroy in office after the S year reporting period is complete. Annual reports to the Department of Environment & Natural Resources -Division of Pollution Prevention & Environmental Assistance. 22. SOLID WASTE SERVICE FILE Destroy in office after 3 years.• Comply with applicable Includes requests for service, billing records, and provisions of G.S. §132-payment records. 1.l(c) regarding confidentiality of public enterprise billing information. *See AUDITS, LIT/GA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 110 011717a HC BOC Page 206 STANDARD-1.5: PUBLIC UTIUTIES RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 23. TAP AND HOOK UP RECORDS a) Destroy in office permits and contracts 3 years after Applications, permits, contracts, logs, or similar termination or cancellation.* records documenting location and installation of water and wastewater hookup and taps. b) Destroy in office denied applications and remaining records when administrative value ends. t Agency Policy: Destroy in office after *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 111 011717a HC BOC Page 207 STANDARD-16. RISK MANAGEMENT RECORDS Official records created and accumulated for use by county risk management officers. STANDARD-16: RISK MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. ACCIDENT/INODENT REPORTS (OJSTOMER AND a) Transfer records resulting in workers' compensation to EMPLOYEE) WORKERS' COMPENSATION PROGRAM CLAIMS FILE item 60, page 86. See also WORKERS' COMPENSATION PROGRAM CLAIMS FILE item 60, page 86. b) Destroy in office remaining employee claims 3 years after settlement or denial of claim.• c) Destroy in office non-employee accident reports 3 years after settlement or denial of claim.• d) Destroy in office reports that do not result in claims or official action after 3 years. e) Destroy in office reports of minors after minor has reached age of 21. 2. ASBESTOS MANAGEMENT PLAN a) Destroy in office 1 year after building is demolished. 29 CFR 1910.10010)(3 )(ii) b) If building is sold transfer records to new owner. 3. ASBESTOS TRAINING RECORDS a) Destroy in office employee-specific records 1 year after 29 CFR separation. 1910.1001(m)(4) b) Destroy other records in office when superseded or obsolete. *See AUDITS, LITIGATlON, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 112 011717a HC BOC Page 208 STANDAR0-16: RISK MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 4. BLOODBORNE PATHOGEN TRAINING RECORDS Destroy in office after 3 years. 29 CFR Includes records showing date of training, sessions, 1910.1030(h)(2)(ii) contents or summaries of sessions, names of employees attending, and names and qualification of instructors. 5. EMPLOYEE SECURITY RECORDS Destroy in office when administrative value ends. t Records concerning the issuance of keys, identification Agency Policy: Destroy in office after cards, passes, parking permits, etc., to employees. 6. FUEL OIL STORAGE TANK RECORDS Destroy in office closure records 3 years after completion of 40 CFR 280.34 permanent closure. 40 CFR 280.74 7. HAZARDOUS MATERIALS TRAINING RECORDS Destroy in office after 5 years. 29 CFR Includes records showing date of training, sessions, 1910.120(p)(8)(iii); 29 contents or summaries of sessions, names of CFR 1910.120 Appendix employees attending, and names and qualifications of E instructors. 8. HEALTH AND SAFETY RECORDS Destroy in office when superseded or obsolete. Records concerning agency safety measures. May include reports, logs and similar records documenting health and safety inspections of agency facilities. 9. INSURANCE AND LIABILITY WAIVERS Destroy in office 6 years from date of termination or settlement of all claims.* 10. INSURANCE AUDITS, SURVEYS AND REPORTS Destroy in office when administrative value ends.t Agency Policy: Destroy in office after *See AUDITS. LITIGA 110N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has (Cheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 113 011717a HC BOC Page 209 STANDARD-16: RISK MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 11. LOSS CONTROL INSPECTION REPORTS Destroy in office when administrative value ends.t Self-inspections to identify potential liabilities or Agency Policy: Destroy in office after hazards that may exist in agency owned buildings or property. 12. LOST AND STOLEN PROPERTY REPORTS Destroy in office after 3 years.• 29 CFR 1910.1200 Includes reports of vandalism. 29 CFR 1910.22E 13. MATERIAL SAFETY DATA SHEETS Destroy in office 30 years after materials have been disposed of 29 CFR 1910.1200 Forms supplied to local government agencies from according to manufacturer's instructions. manufacturers and distributors of hazardous materials. Retention Note: A data sheet for a mixture may be discarded if the new data sheet includes the same hazardous chemicals as the original formulation. If the formulation is different, both data sheets must be retained for 30 years. Data sheets may also be discarded if some other record identifying the substances used, where they were used, and when they were used is retained the required 30 year period. 14. NOTIFICATION OF PENALTY ASSESSMENT FILE Destroy in office after 6 years. 15. OCCUPATIONAL SAFETY AND HEALTH Destroy in office after 5 years. ADMINISTRATION (OSHA) FILE Records concerning injury or illness, extent and outcomes, summary totals for calendar year, and OSHA forms 101 and 200. 16. RESPIRATOR PROGRAM RECORDS Destroy in office when administrative value ends.t Includes respirator fit test records. Agency Policy: Destroy in office after *See AUDITS, LITIGA T10N, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 114 011717a HC BOC Page 210 STANDARD-16: RISK MANAGEMENT RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 17. SELF-INSURER CERTIFICATION FILE Destroy in office 6 years from date of termination or settlement of all claims. 18. U.S. BUREAU OF LABOR STATISTICS AND SUMMARY Destroy in office when administrative value ends.t FILE Agency Policy: Destroy in office after *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS. page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 115 011717a HC BOC Page 211 t~ ") STATE ARCHIVES (:_;.._) of NORTH CAROLINA GOVERNMENT RECORDS SECTJON STA TE RECORDS CENTER REQUEST FOR CHANGE IN RECORDS SCHEDULE TO Assistant Records Administrator Division of Archives and Records Government Records Section 4615 Mail Service Center Raleigh , NC 27699-4615 FROM Name -------------------------------- County ------------------------------- Agency or department -------------------------- Mailing address ----------------------------- Phone or email ----------------------------- INSTRUCTIONS Use this form to request a change in the records retention and disposition schedule governing the records of your agency. Submit the signed original, and keep a copy for your file . A proposed amendment will be prepared and submitted to the appropriate state and local officials for their approval and signature. Copies of the signed amendment will be sent to you for insertion in your copy of the schedule. CHANGE REQUESTED 8 Add a new item Delete an e xisti ng item D Change an retention period Standard Number Standard Number Page __ Item Number ___ _ Page __ Item Number ___ _ TITLE OF RECORDS SERIES IN SCHEDULE OR PROPOSED TITLE INCLUSIVE DATES OF RECORDS DESCRIPTION OF RECORDS PROPOSED RETENTION PERIOD Requested by: Si gnature P hysical Address: 215 N Blount S treet Raleigh, N .C. 27601 APPROXIMATE VOLUME OF RECORDS Ti tl e State Courier 51 -81 -20 Facsimile (9 19) 715-3627 record ,@ncdcr.gov D ate 011717a HC BOC Page 212 r-4) STATE ARCHIVES VJ of NORTH CAROLINA GOVERNMENT RECORDS SECTION STATE RECORDS CENTER TO FROM REQUEST FOR DISPOSAL OF UNSCHEDULED RECORDS Assistant Records Ad mi nistrator Division of Archives and Records Government Records Section 4615 Mail Service Center Raleigh, NC 27699-4615 Name----------------------------------- County --------------------------------- Agency or department --------------------------- Mailing address ------------------------------ Phone or email ------------------------------- In accordance with the provisions of G.S. 121 and 132 , approval is requested for the destruction of records listed below. These records have no further use or value for official or administrat ive purposes . RECORDS TITLE Requested by : Approved by: Concurred by : (except as in dicated) Signature Signatur e Signature DESCRIPTION Physical Address: 215 N Blount Str eet Ral eigh, N .C. 27601 INCLUSIVE DATES Title (Requestor's s upervisor) Assistan t R ecords Admi nistrator State Archives o f North C aroli na State Courie r 5 1 -81 -20 Facsimile (9 19) 715-3627 record,@ncdcr.gov QUANTITY M ICROFILMED? RETENTION {YES OR NO) PERIOD D ate Date Date 011717a HC BOC Page 213 0~ STATE ARCHIVES w of NORTH CAROLINA GOVERNMENT RECORDS SECTION STATE RECORDS CENTER ....... Certification of the Preparation of Records for Microfilming Name of the county, municipality, or other public body that produced these records: Examples : [City of Raleigh) [Martin County) [Triangle Transit Authority) [High Country Council of Governments) Name of the board, council, department, or agency: Examples: [City Council) [Board of Commissioners) [ABC Commission) [Board of Delegates) The records included with this form are : D Minutes D Attachments or Exhibits D Indexes D Ordinances D Resolutions D Other: -------------- Exact first and last dates of the records: Examples: [10/2/1998-12/23/2002] [1/12/2006 -12/13/2007, in reverse order] NOTE: Please describe any irregularities (e .g . missing minutes, infrequent meetings) in a separate letter. Volume and page numbers included: Examples : [v . 112 (p . 258492)-113 (p . 1-122)] [Books 23-27] [Pages 11873 -13982] [v. 43 , continuous] The last volume listed is complete : Do you want to purchase a copy of the film, at an additional charge? Do you want to purchase a CD of the images, at an additional charge? Do you want to be informed when this shipment is received? Do you want to be informed when the microfilming has been completed? D Yes 0 No 0 Yes 0 No D Yes 0 No D Yes 0 No D Yes 0 No D We have examined these records for accuracy and completeness . We have prepared these records according to the rules of the Government Records Branch of the Department of Cultural Resources. We understand that the records will be filmed in the order we have submitted them. D We understand that there will be a charge for each new reel of film used for our records, beginning July 1, 2008. Contact information : Name: Email: Phone : ----------------- Date : Physical Add ress: 215 N Blount Street Raleigh, N.C. 27601 Billing address : State Courier 51-8 1-20 Facsimile (919) 7 15-3627 records@ncdcr.gov 011717a HC BOC Page 214 9 911 CALL RECORDINGS, 43 911 COMMUNICATION RECORDS, 43 911 FILE , 43 A ABANDONED UTILITY LINE RECORDS, 106 ABOLISHED POSITION FILE, 71 ACCIDENT/INCIDENT REPORTS (CUSTOMER & EMPLOYEE), 112 ACCIDENT/INCIDENT REPORTS (PARKS & RECREATION), 68 ACCOUNTS PAYABLE, 21 ACCOUNTS RECEIVABLE , 21 ACCOUNTS UNCOLLECTABLE, 21 ACCREDITATION RECORDS (TRANSPORTATION), 99 ACTIVITY REPORTS (ANIMAL CONTROL), 18 ACTIVITY REPORTS (FIRE DEPARTMENT), 43 ADMINISTRATION AND MANAGEMENT RECORDS, 1 ADMINISTRATIVE DIRECTIVES, POLICIES, PROCEDURES, REGULATIONS, RULES, 1 ADMISSION RECORDS (PARKS AND RECREATION), 68 ADS & NOTICES OF OVERTIME, PROMOTION, & TRAIN ING OPPORTUNITIES, 71 ADVERTISEMENTS, 97 AFFIDAVITS OF PUBLICATION, 63 AFFIRMATIVE ACTION FILE , 71 AGENCY LOGS (SHEETS) (TRANSPORTATION), 99 AGENCY PUBLICATIONS, 97 AGENDA & MEETING PACKETS FILE, 1 AIR POLLUTION SOURCE INFORMATION , 31 AIR SPACE CONSTRUCTION FILES , 16 AIRFIELD INSPECTION FILES , 16 AIRPORT AUTHORITY RECORDS, 16 AIRPORT CERTIFICATION MANUAL, 16 AIRPORT COMMISSION MINUTES, 16 AIRPORT MASTER RECORD FILES , 16 ALCOHOL LICENSES, 31 AMBULANCE CALL REPORTS (ACR), 44 AMBULANCE DISPATCH RECORDS , 44 AMBULANCE SERVICE RUN LOG , 44 AMERICANS WITH DISABILITIES ACT (ADA) PARATRANSIT RECORDS, 99 AMERICANS WITH DISABILITIES ACT (ADA) PARATRANSIT VOUCHERS, 99 AMERICANS WITH DISABILITIES ACT (ADA) PRE-TRIP IN SPECTION FORM S, 99 ANIMAL ABUSE CASES, 18 ANIMAL ADOPTION RECORD S, 18 ANIMAL BITE RECORDS , 18 INDEX 11 8 ANIMAL COMPLAINT RECORDS , 19 ANIMAL CONTROL & SHELTER RECORDS , 18 ANIMAL CONTROL CITATIONS/COMPLIANCE ORDERS , 19 ANIMAL LICENSE RECORDS , 19 ANNUAL ACTIVITY REPORT (PARKS AND RECREATION), 68 ANNUAL BUDGET, 21 ANNUAL REPORTS , 12 ANNUAL REPORTS (UTILITIES), 106 ANNUAL SUBMISSION ON PERSONNEL & ADMINISTRAITON FUNDS FILE (EMERGENCY SERVICES), 44 APPEARANCE COMMISSION MEETINGS, 87 APPEARANCE COMMISSION PROJECT FILE , 87 APPLICATIONS FOR APPOINTMENT, 1 APPLICATIONS FOR ART -IN -TRANSIT, 100 APPLICATIONS FOR AWARDS (TRANSPORTATION), 100 APPLICATIONS FOR DISCOUNT PASSES (TRANSPORTATION), 100 APPLICATIONS FOR TRANSIT SERVICE (TRANSPORTATION), 100 APPOINTMENTS REPORTING RECORDS, 1 APPRENTICESHIP PROGRAM RECORDS , 71 APTITUDE & SKILLS TESTING RECORDS, 71 ARBITRAGE RECORDS, 21 ASBESTOS MANAGEMENT PLAN , 112 ASBESTOS TRAINING RECORDS, 112 ASSESSMENT RECORDS FILE , 87 ASSOCIATIONS & ORGANIZATIONS FILE, 1 ATHLETI C PROGRAM FILE, 70 AUDIO & VIDEO RECORDINGS OF MEETINGS, 2 AUDIO RECORDINGS (PUBLIC RELATIONS), 97 AUDIO TAPES (PUBLIC RELATIONS), 97 AUDIT TRAILS FILE, 58 AUDITS FINANCIAL, 22 PERFORMANCE, 2 AUTHORIZATION FORMS , 22 AUTOMATIC EXTINGUISHER AND FIRE ALARM FILE, 45 B BACKUP FILE (GIS RECORDS), 50, 51, 52 BANK STATEMENTS, 22 BEER & WINE LICENSES , 31 BENEFITS REIMBURSEMENT PLAN , 72 BIDS FOR DISPOSAL OF PROPERTY, 22 BIDS FOR PURCHASE, 22 BILLING & CLAIMS, 23 011717a HC BOC Page 215 BILLS OF SALE, 23 BIRTH CERTIFICATES (REFERENCE COPIES) PARKS & RECREATION, 68 BLOODBORNE PATHOGEN TRAINING RECORDS, 113 BLUEPRINTS & SPECIFICATIONS, 31 BOARD OF ADJUSTMENT CASE FILE, 87 BOARD OF ADJUSTMENT CASE INDEX, 87 BOARD OF ADJUSTMENT MEETINGS, 88 BOND & OTHER DEBT FINANCIAL RECORDS, 25 BOND CLOSING RECORDS, 23 BOND REGISTER, 23 BONDS, NOTES & COUPONS, 23 BUDGET REQUESTS & WORKING PAPERS, 24 BUDGET RESOLUTIONS & ORDINANCES, 23 BUDGET, FISCAL & PAYROLL RECORDS, 21 BUILDING INSPECTION RECORDS, 31 BUILDING PERMIT LOG, 36 BUILDING PERMIT RECEIPT BOOKS, 36 BUILDING PERMITS, 32 BUILDING TRADES CERTIFICATIONS, 40 BULLETINS, 2 BURNING PERMITS, 38 BURNING PERMITS (BUILDING INSPECTIONS), 36 BUSINESS CERTIFICATION RECORDS, 32 BUSINESS DEVELOPMENT SUBJECT FILES (BUSINESS AND ECONOMIC DEVELOPMENT), 2 C CABLE TELEVISION FRANCHISE RECORDS, 106 CAFETERIA PLAN (FLEXIBLE SPENDING) RECORDS, 72 CALENDARS OF EVENTS & APPOINTMENTS, 2 CALL IN LOGS (SHEETS) (TRANSPORTATION), 100 CANCELLED CHECKS, 22 CARTOGRAPHIC MAPS, 55 CENSUS PROJECT FILE, 2 CERTIFICATES OF ANIMAL RELEASE, 19 CERTIFICATES OF OCCUPANCY, 32 CHARTER RECORDS, 2 CHECK REGISTER, VARIOUS FUNDS, 24 CHECK STUBS, 24 CITATIONS RECORDS (PARKS & RECREATION), 68 CITIZEN SURVEYS, 3 COBRA RECORDS (CONSOLIDATED OMNIBUS BUDGET RECONCILIATION ACT), 72 CODE ENFORCEMENT AND INSPECTION RECORDS, 31 COMMUNICATIONS RECORDINGS, 17 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATIVE RECORDS, 88 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATION RECORDS, 89 COMMUNITY WATER SYSTEM PERMIT, 37 COMPANY RUN REPORT (FIRE JOURNAL), 44 11 9 COMPLAINTS & SERVICE REQUESTS, 3 COMPLAINTS (DISCRIMINATION), 63 COMPREHENSIVE LAND USE PLAN &AMENDMENTS, 89 COMPREHENSIVE PLAN, 3 COMPUTER AND NETWORK USAGE RECORDS, 58 CONDEMNATION RECORDS , 63 CONDITIONAL USE PERMIT RECORDS & INDEX, 89 CONFERENCES & WORKSHOPS FILE, 4 CONFLICT OF INTEREST DISCLOSURE STATEMENT, 64 CONSOLIDATED MONTHLY REPORTS (FIRE DEPARTMENT), 44 CONSTRUCTION PERMITS, 32 CONTRACT BUDGET & EXPENDITURE REPORTS, 24 CONTRACTOR COMPLIANCE MONITORING FILES (BUSINESS AND ECONOMIC DEVELOPMENT), 64 CONTRACTS & AGREEMENTS, 64 CONTROLLED SUBSTANCE EUTHANASIA LOG, 19 CONTROLLED SUBSTANCE LABS DECONTAMINATION RECORDS , 32 CORE DATA (GIS RECORDS), 52 CORRESPONDENCE & MEMORANDA, 4 CORRESPONDENCE (LEGAL), 64 COST ALLOCATION PLANS, 24 CREDIT CARD AND DEBIT SLIPS, 24 CREDIT CARD USE FILE, 24 CUSTOMER (RIDER) ALERTS, 100 CUSTOMER (RIDER) IDENTIFICATION RECORDS, 100 CUSTOMER ACCOUNT HISTORIES, 107 CUSTOMER CALL CENTER RECORDINGS, 4 CUSTOMER FINANCIAL RECORDS, 107 CUSTOMER USAGE RECORDS, 107 CUSTOMER WORK ORDERS, 107 D DAILY CASH REPORTS, 24 DAILY DETAIL REPORTS, 24 DAILY FACILITY OPERATORS LOGS AND REPORTS , 38 DAM CONSTRUCTION FILES, 32 DANGEROUS ANIMAL RECORDS, 19 DATA DOCUMENTATION (METADATA) (GIS RECORDS), 53 DEBT FINANCING RECORDS, 25 DECLARATIONS & BY LAWS FROM TOWNHOUSES, CONDOMINIUMS, PLANNED RESIDENTIAL DEVELOPMENTS, COMMON AREAS, ETC, 90 DEEDS, TITLES, 66 DEFERRED COMPENSATION FILE, 72 DEMOLITION PERMITS, 32 DEPOSIT RECORDS, 107 DEPOSIT SLIPS, 22 DEPOSITS, 25 011717a HC BOC Page 216 DETAIL REPORT FILE (FINANCIAL RECORDS FOR GENERAL FUND OR GENERAL LEDGER), 25 DIGITIZATION AND SCANNING RECORDS, 59 DIRECT DEPOSIT APPLICATIONS/AUTHORIZATIONS, 25 DIRECT DRAFT AUTHORIZATIONS, 107 DISABILITY SALARY CONTINUATION CLAIM, 72 DISADVANTAGED BUSINESS ENTERPRISE (DBE) RECORDS (TRANSPORTATION), 101 DISASTER & EMERGENCY MANAGEMENT PLANS , 45 DISASTER PREPAREDNESS AND RECOVERY PLANS (INFORMATION TECHNOLOGY), 59 DISCHARGE MONITORING REPORTS, 39 DISCIPLINARY FILE , 73 DISPATCH FILE (FIRE DEPARTMENT), 45 DISPATCH RECORDINGS (FIRE DEPARTMENT), 45 DISPATCH RECORDS (TRANSPORTATION), 101 DISTRICT INVESTMENT RECORDS, 25 DONATIONS & SOLICITATIONS, 25 DROUGHT CONTINGENCY PLANS, 32 DRUG & ALCOHOL PROGRAMS FILE, 74 DUAL EMPLOYMENT FILE, 75 E EASEMENT RELEASE REQUEST FILE, 90 EASEMENTS & RIGHT OF WAY AGREEMENTS, 64 EDUCATIONAL LEAVE & REIMBURSEMENT FILE, 75 ELECTRIC POWER SYSTEM INSPECTIONS & TESTS, 34 ELECTRIC RECORDS, 106 ELECTRICAL PERMITS, 32 EMERGENCY NOTIFICATIONS, 45 EMERGENCY SERVICES RECORDS, 43 EMPLOYEE BENEFITS REGISTER, 75 EMPLOYEE CERTIFICATION & QUALIFICATION RECORDS, 75 EMPLOYEE DIRECTORIES , ROSTERS OR INDEXES, 75 EMPLOYEE EDUCATIONAL ASSISTACE PROGRAM RECORDS, 76 EMPLOYEE ELIGIBILITY RECORDS, 76 EMPLOYEE EXIT INTERVIEW RECORDS , 76 EMPLOYEE HEALTH CERTIFICATES, 76 EMPLOYEE MEDICAL RECORDS, 77 EMPLOYEE PENSION & BENEFIT PLAN ENROLLMENT FORMS , 77 EMPLOYEE PENSION & BENEFITS PLANS , 77 EMPLOYEE PERFORMANCE REVIEW FILE, 78 EMPLOYEE POLYGRAPH RECORDS, 78 EMPLOYEE SECURITY RECORDS, 113 EMPLOYEE SUGGESTIONS, 78 EMPLOYEE TRAINING & EDUCATIONAL RECORDS, 78 EMPLOYEE WORKS SCHEDULES & AS SIGNMENT RECORDS , 79 EMPLOYMENT APPLICATIONS & RESUMES, 79 120 EMPLOYMENT LISTINGS, ADVERTISEMENTS & ANNOUNCEMENTS, 79 EMPLOYMENT SELECTION RECORDS, 80 ENCROACHMENTS FILE, 65 ENCROACHMENTS OF RIGHT-OF -WAY APPLICATIONS & PERMITS, 37 ENFORCEMENT CASES (EROSION & SEDIMENT CONTROL), 33 ENVIRONMENTAL HEALTH REPORTS , 39 ENVIRONMENTAL HEALTH SUMMARY OF INSPECTIONS, 34 ENVIRONMENTAL IMPACT STUDIES (PLANNING & ZONING), 90 EQUAL EMPLOYMENT OPPORTUNITY (EEO) CASE RECORDS, 80 EQUAL EMPLOYMENT OPPORTUNITY (EEO) RECORDS & REPORTS, 80 EQUAL PAY RECORDS, 81 EQUIPMENT & VEHICLE REFERENCE FILE, 5 EQUIPMENT INVENTORIES, 10 EQUIPMENT MAINTENANCE, REPAIR & INSPECTION RECORDS, 5 EQUIPMENT, FACILITY & VEHICLE USAGE RECORDS, 5 EROSION & SEDIMENT CONTROL AFFIDAVITS, 32 EROSION AND SEDIMENT CONTROL PLANS, 33 ESCHEAT & UNCLAIMED PROPERTY FILE, 25 EVACUATION PLANS (EMERGENCY SERVICES), 45 EXEMPTION (VARIANCE) RECORDS, 33 EXPENDITURE REPORTS, 25 F FACILITIES USE PERMITS (PARKS & RECREATION), 37 FACILITY ACCESSIBILITY RECORDS, 5 FACILITY MAINTENANCE, REPAIR & INSPECTION RECORDS, 33 FACILITY SERVICE & MAINTENANCE AGREEMENTS, 26 FAMILY MEDICAL LEAVE ACT, 82 FEASIBILITY STUDIES (PLANNING & ZONING), 90 FEE SCHEDULES, 11 FINANCIALJOURNALS & LEDGERS, 26 FIRE ALARM AND AUTOMATIC EXTINGUISHER FILE, 45 FIRE ALARM JOURNAL, 45 FIRE INCIDENT REPORT. SEE NORTH CAROLINA FIRE INCIDENT REPORT FIRE INSPECTION REPORTS , 46 FIRE INVESTIGATION CASE FILES, 46 FIRE INVESTIGATION RECORDS , 46 FIRE JOURNAL, 44 FIRE LIMITS ORDINANCES, 46 FIRE PERMITS (CONSTRUCTION), 32 011717a HC BOC Page 217 FIXED NUCLEAR FACILITIES PLANS FILE (EMERGENCY SERVICES), 46 FRINGE BENEFITS FILE, 81 FUEL OIL STORAGE TANK RECORDS, 113 FUND DRIVE & EVENT RECORDS, 6 G GAS RECORDS, 106 GEOGRAPHIC INFORMATION SYSTEM (GIS) BACKUP FILE, 50, 51, 52 GEOGRAPHIC INFORMATION SYSTEM (GIS) CORE DATA,52 GEOGRAPHIC INFORMATION SYSTEM (GIS) DATA DOCUMENTATION (METADATA, 53 GEOGRAPHIC INFORMATION SYSTEM (GIS) INTERNAL STANDARDS AND PROCEDURES, 53 GEOGRAPHIC INFORMATION SYSTEM (GIS) MONITORING RECORDS, 53 GEOGRAPHIC INFORMATION SYSTEM (GIS) OPERATIONAL RECORDS, 53 GEOGRAPHIC INFORMATION SYSTEM (GIS) PROJECT RECORDS, 54 GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS., 50 GOALS & OBJECTIVES, 6 GOING OUT OF BUSINESS LICENSES, 33 GOLF CART REGISTRATION RECORDS, 38 GRANT CONTRACT APPEALS CASES, 6 GRANT PROPOSALS, 6 GRANTS, 6 FINANCIAL, 26 GRIEVANCE FILE, 81 GROUNDWATER MONITORING RECORDS, 33 H HA2ARDOUS MATERIALS TRAINING RECORDS, 113 HAZARDOUS WASTE DISPOSAL RECORDS, 34 HEALTH AND SAFETY RECORDS, 113 HEALTH INSURANCE FILE, 81 HISTORIES FILE (AGENCY & EMPLOYEES), 7 HISTORIES OF PET OWNERS, 20 HOLD HARMLESS AGREEMENTS. SEE CONTRACTS AND AGREEMENTS HOUSING REHABILITATION PROGRAM RECORDS, 90 HYDRANT RECORDS (MAINTENANCE AND TEST FILE), 47 I ILLEGAL DUMPING FILE, 34 INCREMENTS FILE, 81 INDEX FILE, 7 INFORMATION TECHNOLOGY (IT) RECORDS, 58 12 1 INFORMATION TECHNOLOGY ASSISTANCE RECORDS, 59 INSPECTOR'S WORKSHEETS, 32 INSURANCE & LIABILITY WAIVERS, 113 INSURANCE AUDITS, SURVEYS & REPORTS, 113 INSURANCE FILE, 26 INSURANCE POLICIES, 65 INTERNAL STANDARDS AND PROCEDURES (GIS RECORDS), 53 INTERNATIONAL FEDERATION OF PARKS AND RECREATION, 69 INTERNSHIP PROGRAM FILE, 81 INVESTMENT RECORDS, 26 INVOICES, 27 L LABORATORY OPERATIONS FILE, 35 LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS, 17 LANDFILL INSPECTIONS, 34 LANDFILL MONITORING REPORTS, 39 LANDFILL OPERATIONAL PLAN, 36 LANDFILL PERMITS, 37 LANDFILL TONNAGE & COST FILE, 36 LANDLORD AGREEMENTS, 107 LANDSCAPE ESTABLISHMENT PERMITS, 38 LEAD AND COPPER COMPLIANCE RECORDS, 35 LEASES FILE, 65 LEAVE FILE, 82 LEGAL OPINIONS, 65 LEGAL RECORDS, 63 LEGAL REVIEW RECORDS, 65 LEGISLATION & REGULATORY RECORDS, 7 LIFT STATION INFORMATION FILE, 35 LITIGATION CASE RECORDS, 66 LOAN RECORDS, 27 LOCAL EMERGENCY PLANNING COMMITTEE MINUTES,47 LOCAL EMERGENCY PLANS, 47 LOCAL GOVERNMENT COMMISSION FINANCIAL STATEMENTS, 27 LOCAL GOVERNMENT EMPLOYEES RETIREMENT SYSTEM MONTHLY REPORTS, 27 LONGEVITY PAY REQUESTS, 82 LOSS CONTROL INSPECTION REPORTS, 114 LOST & STOLEN PROPERTY REPORTS, 114 LOST AND FOUND RECORDS (TRANSPORTATION), 101 M MAILING & DISTRIBUTION RECORDS, 7 MANAGEMENT STUDIES, 12 MAPPING PROJECT RECORDS, 54 011717a HC BOC Page 218 MAPS \ALL OTHER, 56, 95 \CARTOGRAPHIC AND ORTHOPHOTOGRAPHY, 55 \PARCEL, 55 MAPS (UTILITY INSTALLATIONS & DISTRIBUTIONS), 108 MAPS, DRAWINGS, PHOTOGRAPHS (OFFICIAL) (PLANNING & ZONING), 91 MAPS, DRAWINGS, PHOTOGRAPHS (REFERENCE) (PLANNING & ZONING), 91 MASTER SUMMARY (LOG OR REGISTER) (PLANNING & ZONING), 91 MATERIAL SAFETY DATA SHEETS, 114 MECHANICAL PERMITS, 32 MEDICAL RECORDS, VOLUNTEER FIREFIGHTERS, 49 MERIT & SENIORITY SYSTEM RECORDS, 82 METADATA (GIS RECORDS), 53 METER TESTING AND CALIBRATION RECORDS (ELECTRIC, WATER, GAS), 108 METHAMPHETAMINE LABS DECONTAMINATION RECORDS, 32 MILITARY LEAVE, 82 MINUTES (STAFF MEETINGS), 8 MINUTES OF PUBLIC BODIES, 8 MINUTES, AIRPORT COMMISSION, 16 MISCELLANEOUS APPLICATIONS & PERMITS, 37, 38 MONITORING RECORDS (GIS RECORDS), 53 MONTHLY BUDGET REPORTS, 27 MONTHLY BUILDING PERMITS AND CONSTRUCTION REPORTS, 39 MONTHLY REPORTS, 12 MONTHLY REPORTS, CONSOLIDATED (FIRE DEPARTMENT), 44 N NATIONAL FLOOD INSURANCE PROGRAM RECORDS, 47 NATIONAL TRANSIT DATABASE (NTD) REPORT, 101 NATURAL GAS SYSTEM INSPECTIONS & TESTS, 34 NC SEDIMENTATION & POLLUTION CONTROL COMMISSION, 36 NETWORK AND SYSTEM SECURITY RECORDS, 60 NETWORK DIAGRAMS, 60 NEWS & PRESS RELEASES, 97 NORTH CAROLINA FIRE ASSOCIATION RECORDS, 47 NORTH CAROLINA FIRE CASUALTY REPORT, 47 NORTH CAROLINA FIRE INCIDENT REPORT, 47 NORTH CAROLINA FIREMAN'S PENSION FUND PRINTOUT, 48 NOTICE TO PROPERTY OWNERS OF APPROVAL OF WATER UTILITY INSTALLATION, 108 NOTICES OF PUBLIC MEETINGS, 8 NOTIFICATION OF PENALTY ASSESSMENT FILE, 114 122 NUCLEAR CIVIL PROTECTION PLAN (EMERGENCY SERVICES), 48 0 OATHS OF OFFICE FILE, 66 OCCUPATIONAL SAFETY & HEALTH ADMINISTRATION (OSHA) FILE, 114 OFFICE SECURITY RECORDS, 9 OFFICIALS FILE (PARKS AND RECREATION), 69 OPEN SPACE CLASSIFICATION CASE FILE, 91 OPERATIONAL RECORDS (GIS RECORDS), 53 OPERATOR BID RECORDS (TRANSPORTATION), 101 OPERATOR SHIFT INSPECTION RECORDS (TRANSPORTATION), 101 ORDINANCE & RESOLUTION DEVELOPMENT RECORDS, 66 ORDINANCES, 9 ORGANIZATION RECORDS, 9 ORTHOIMAGERY, 52 ORTHOPHOTOGRAPHY MAPS, 55 OUTSIDE WASTE CLEARANCE RECORDS, 108 OWNER CONTACT NOTICE RECORDS, 20 OWNERSHIP RECORDS (DEEDS, TITLES), 66 p PAID CHECKS, BILLS & VOUCHERS, 27 PARCEL MAPS, 55 PARKING FILE, 9 PARKS & RECREATION BOARD RULES & REGULATIONS, 70 PARKS & RECREATION RECORDS, 68 PARKS AND RECREATION BOARD MEETINGS, 69 PARKS PLANNING FILE, 69 PATIENT CARE REPORTS (PCR), 44 PAYROLL & EARNINGS RECORDS, 27 PAYROLL DEDUCTION RECORDS, 28 PERIODIC INSPECTION REPORTS OF INDUSTRIAL FACILITIES FILE, 34 PERSONNEL ACTION NOTICES, 82 PERSONNEL RECORDS, 71 PERSONNEL RECORDS (OFFICIAL COPY), 83 PERSONNEL RECORDS (REFERENCE COPY), 83 PERSONNEL RECORDS, VOLUNTEER FIREFIGHTERS, 49 PEST CONTROL RECORDS, 9 PETITION & REGULATION RECORDS (PLANNING & ZONING), 92 PETITIONS, 3 PHARMACEUTICAL RECORDS (EMERGENCY SERVICES & FIRE DEPARTMENT), 48 PLANNING & DEVELOPMENT FILE, 10 PLANNING & ZONING RECORDS, 87 PLANNING & ZONING STUDIES, 93 011717a HC BOC Page 219 PLANNING AND ZONING BOARD MEETINGS , 93 PLANNING REVIEW CASE FILE , 94 PLANS (FIRE DEPARTMENT), 48 PLUMBING PERMITS, 32 POLICIES, 1 POLICIES & PROCEDURES (PERSONNEL), 84 POOL RECORDS, 69 POPULAR ANNUAL FINANCE REPORT, 28 POSITION CLASSIFICATION/POSITION HISTORY FILE, 84 POSITION CONTROL CARDS, 84 POSITION DESCRIPTION RECORDS, 84 POSITION REQUISITION & ANALYSIS RECORDS, 84 POWELL BILL RECORDS, 28 PRELIMINARY SUBDIVISION & GROUP DEVELOPMENT SITE PLANS, 94 PRETREATMENT PROGRAM RECORDS, 109 PRE-TRIAL RELEASE PROGRAM RECORDS, 67 PROCEDURES, 1 PROCEDURES (GIS RECORDS), 53 PROCLAMATIONS AND ORDERS, 10 PROJECT DOCUMENTATION FILES (INFORMATION TECHNOLOGY), 60 PROJECT RECORDS (GIS RECORDS), 54 PROJECTS FILE, 10 PROPERTY INVENTORIES, 10 PUBLIC HEARING RECORDS , 10 PUBLIC RECORDS DISCLOSURE FILE , 11 PUBLIC RELATIONS FILE, 98 PUBLIC RELATIONS RECORDS, 97 PUBLIC TRANSPORTATION SYSTEMS, 99 PUBLIC UTILITIES SYSTEM ENGINEERING,, 109 PUBLICATIONS RECEIVED, 11 PUMP TEST RECORDS, 48 PURCHASE ORDERS , 28 PURCHASING REPORTS & LOGS, 29 Q QUARTERLY UTILIZATION REPORTS (BUSINESS AND ECONOMIC DEVELOPMENT), 11 R RABIES CONTROL REPORTS, 20 RADEF DATA BANK RADIOACTIVE MATERIAL INVENTORY (EMERGENCY SERVICES), 48 . RADIO DISPATCH RECORDINGS & LOGS (TRANSPORTATION), 102 RADIO LOGS , 17 RADIOLOGICAL DATA STATION FILE (EMERGENCY SERVICES), 48 RATE SCHEDULES, 11 REBATE (CITIZEN) PROGRAM RECORDS, 3 RECIPIENT CHECK & CANCELLATION REGISTERS , 29 123 RECONCILIATIONS , 22 RECORDS BACKUPS, SYSTEM MAINTENANCE RECORDS , 62 RECORDS MANAGEMENT FILE, 11 RECREATIONAL EQUIPMENT RECORDS, 70 RECREATIONAL VEHICLE REGISTRATION RECORDS, 38 RECYCLING TONNAGE RECORDS, 109 REDEVELOPMENT PLANNING RECORDS, 94 REFERENCE (READING) FILE, 11 REFERRED PROJECTS (PLANNING & ZONING), 94 REGISTRATION/RESERVATION RECORDS (PARKS & RECREATION), 70 REGULATIONS, 1 RELEASE FORMS (PARKS & RECREATION), 70 REPORTS & STUDIES {INTERNAL ADMINISTRATION), 12 REQUEST FOR CHANGE IN RECORDS SCHEDULE, 116 REQUEST FOR DISPOSAL OF UNSCHEDULED RECORDS, 117 REQUEST FORMS, 116 REQUESTS FOR PROPOSALS, 12 REQUISITIONS FILE, 12 RESEARCH STUDIES, 12 RESOLUTIONS ON ESTABLISHMENT OF (EMERGENCY SERVICES) LOCAL AGENCY, 48 RESOLUTIONS, PROCLAMATIONS & ORDERS, 13 RESPIRATOR PROGRAM RECORDS, 114 RETURNED MAIL, 7 REZONING RECORDS & INDEXES , 95 RIDERSHIP REPORTS, 102 RISK MANAGMENT RECORDS, 112 ROAD PERMITS , 32 ROUTE HISTORY RECORDS (TRANSPORTATION), 102 ROUTE MAINTENANCE RECORDS (TRANSPORTATION), 102 RULES, 1 s SAFETY CERTIFICATIONS (PUBLIC TRAN SPORTATION, 102 SAFETY COMMITIEE MEETINGS, 48 SALARY SURVEY RECORDS, 84 SANITARY LANDFILL INSPECTIONS, 35 SANITARY SURVEY RECORDS , 109 SANITATION RECORDS , 106 SCALE HOUSE VIDEO MONITORING RECORDINGS (UTILITIES), 109 SCALE HOUSE VIDEO MONITORING TAPES, 109 SEAT BELT & RESTRAINT SYSTEM RECORDS (TRANSPORTATION), 102 SECURITY RECORDS, EMPLOYEE, 113 SELF-INSURER CERTICATION FILE, 115 011717a HC BOC Page 220 SERVICE AGREEMENTS (UTILITIES), 110 SERVICE AWARDS & COMMENDATIONS, 85 SERVICE INTERRUPTION RECORDS (UTILITIES), 110 SERVICE PERFORMANCE RECORDS (TRANSPORTATION), 102 SERVICE PLANNING & DEVELOPMENT RECORDS (TRANSPORTATION), 103 SEWAGE DISPOSAL SYSTEM INSPECTION REPORTS , 35 SEWAGE RECORDS , 106 SEWER JITTING AND VECTORING RECORDS, 110 SHELTER DISPOSITION SHEETS, 20 SHELTER FACILITIES LISTING (EMERGENCY SERVICES), 49 SHELTER RECORDS (TRANSPORTATION), 103 SLUDGE TREATMENT RECORDS, 110 SOFTWARE LICENSE AND COPYRIGHT PROVISIONS RECORDS, 61 SOLID WASTE CONVENIENCE CENTER FILE, 110 SOLID WASTE MANAGEMENT VIOLATION RECORDS, 40 SOLID WASTE SERVICE FILE, 110 SPECIAL EVENTS PERMITS, 38 SPECIAL EVENTS PROGRAM FILE (PARKS AND RECREATION), 70 SPEECHES, 98 STANDARD BUILDING CODES, 39 STANDARDS (GIS RECORDS), 53 STATE OF EMERGENCY ORDINANCES, 49 STREET INFORMATION, 40 STREET NAMES & CHANGES OF STREET NAMES FILE, 95 STRUCTURAL MODIFICATION PERMITS , 32 SUBDIVISION RECORDS , 95 SUBSTANDARD HOUSING INSPECTIONS REPORTS , 35 SUPERFUND AUTHORIZATION RECOVERY ACT INFORMATION FILE, 49 SURETY BOND INFORMATION (UTILITIES), 29 SURP LUS PROPERTY FILE, 13 SYSTEM ACCESS RECORDS (INFORMATION TECHNOLOGY), 61 SYSTEM DOCUMENTATION RECORDS, 61 SYSTEM MAINTENANCE RECORDS : HARDWARE REPAIR OR SERV ICE , 62 SYSTEM MAINTENANCE RECORDS: RECORDS BACKUPS, 62 T TAP AND HOOK UP RECORDS, 111 TELEPHONE USAGE LOGS & REPORTS, 13 TEMPORARY EMPLOYEE RECORDS, 85 TEMPORARY MANUFACTURED HOME PERMITS, 92 TERMINAL DISPATCH RECORDS, 103 124 TICKET CONSIGNMENT RECORDS, 103 TICKET STUBS, 70 TIME SHEETS, CARDS, & ATTENDANCE RECORDS, 29 TRANSIT (BUS) SCHEDULES, 103 TRANSPORTATION SYSTEM OPERATIONS REPORTS , 103 TRANSPORTATION SYSTEM SERVICE PERFORMANCE EVALUATIONS, 104 TRANSPORTATION SYSTEM STATISTICAL RECORDS, 104 TRAVEL REIMBURSEMENTS , 29 TRAVEL REQUESTS, 13 TRIP REQUESTS (TRANSPORTATION), 103 TROUT BUFFER VARIANCES , 40 u U.S. ENVIRONMENTAL PROTECTION AGENCY (EPA) REPORTS, 39 U.S. BUREAU OF LABOR STATISTICS & SUMMARY FILE , 115 UNDELIVERABLE MAIL, 7 UNEMPLOYMENT COMPENSATION CLAIMS , 85 UNEMPLOYMENT COMPENSATION REPORTS, 85 UNEMPLOYMENT INSURANCE FILE, 85 UNSAFE BUILDINGS FILE, 40 UTILITIES RECORDS , 106 V VACCINATION RECORDS (ANIMAL SHELTER}, 20 VALVE OPERATION FILE , 41 VAN POOL DRIVER APPLICATIONS, 104 VAN POOL MONTHLY USAGE REPORTS , 104 VARIANCES (PLANNING & ZONING), 95 VEHICLE BREAKDOWN RECORDS (TRANSPORTATION), 104 VEHICLE MAINTENANCE, REPAIR & INSPECTION RECORDS, 5 VEHICLE OPERATOR INSTRUCTIONS (TRANSPORTATION), 104 VEHICLE TITLES, 67 VEHICLE USAGE LOGS (SHEETS) (TRANSPORTATION), 105 VENDOR FILE , 29 VETERANS COMMISSION QUARTERLY REPORTS, 13 VIOLATION RECORDS, 41 VOLUNTEER FIRE/RESCUE DEPARTMENT LOGS , 49 VOLUNTEER FIREFIGHTERS MEDICAL RECORDS, 49 VOLUNTEER FIREFIGHTERS PERSONNEL RECORDS, 49 VOLUNTEER RECORDS, 86 VOUCHERS, 29 w WARRANTIES, 67 011717a HC BOC Page 221 WASTE ELECTRONICS COLLECTION FILE, 41 WASTE LOAD INSPECTIONS, 35 WASTE OIL COLLECTION FILE, 41 WASTEWATER MAINTENANCE OPERATION REPORT, 39 WASTEWATER POLLUTION CONTROL AND ABATEMENT RECORDS, 41 WASTEWATER QUALITY ANALYSIS RECORDS, 41 WATER & WASTEWATER PERMITS & APPROVAL RECORDS , 38 WATER & WASTEWATER SYSTEM INSPECTIONS & TESTS, 35 WATER & WASTEWATER SYSTEM MAINTENANCE & REPAIR, 109 WATER & WASTEWATER SYSTEM PROJECT RECORDS, 42 WATER ANALYSIS (REFERENCE), 41 WATER CONSERVATION VIOLATION NOTICES, 40 WATER RECORDS , 106 WATER SYSTEM OPERATIONS RECORDS , 42 125 WATER TANKS , SPECIFICATIONS , & BOOSTER STATIONS FILE, 42 WEB MANAGEMENT AND OPERATIONS RECORDS : STRUCTURE, 62 WEBSITE (ELECTRONIC) FILE, 62, 98 WIA -AUDIT/AUDIT RESOLUTIONS , 14 WIA -LOCAL AREA JOB TRAINING PLAN RECORDS , 14 WIA -PARTICIPANT RECORDS , 15 WITHHOLDING TAX FILE, 30 WORK ORDERS (EQUIPMENT REPAIR), 14 WORK ORDERS (FACILITY REPAIR), 14 WORK ORDERS (VEHICLE REPAIR), 14 WORKERS' COMPENSATION PROGRAM (ADMINISTRATIVE) FILE, 86 WORKERS' COMPENSATON PROGRAM CLAIMS FILE, 86 WORKFORCE DEVELOPMENT BOARD MEETINGS, 14 z ZONING COMPLIANCE PERMITS, 92 ZONING ORDINANCES & AMENDMENTS , 96 ZONING VIOLATIONS , 95 011717a HC BOC Page 222 County Management Records Retention Schedule Amendment Amending the County Management Records Retention and Disposition Schedule published April 15, 2013 . STANDARD 6. EMERGENCY SERVICES RECORDS Amending Item 1, 911 Recordings as shown on substitute page 43 and Item 13, Emergency Notifications as shown on substitute pages 45 and 45a . Chief Administrative Officer/ County Manager Chairman Board of County Commissioners APPROVAL RECOMMENDED ....... . . . . . . APPROVED -Q { J . . . . . \J~t. l{ocs-vt:~:::.:::::: Sarah E. Koonts, Director Division of Archive s and Records ~n~f!:.,.t~ Department of Natural and Cultural Resources County : Ho.""~c. tf: October 1, 2016 zC,, ffl -:D" ffl z 011717a HC BOC Page 223 STANDARD-6. EMERGENCY SERVICES RECORDS Official records explaining the authority, operating philosophy, purposed methods, and primary functions of emergency services programs. ' I'.,.,, j' STANDARD-6: EMERGENCY SERVICES RECORDS ' ' ,, .... ;. r. . ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 1. 911 RECORDINGS Destroy in office after 30 days, if not made part of a case file.* G.S. §132-1.4(i) Tapes, digital recordings, and text messages generated by 911 calls. Comply with applicable provisions of G.S. §132-1.5 regarding the confidentiality of automatic identification information contained in 911 database. 2. 911 COMMUNICATION RECORDS Destroy in office after 3 years, if not made part of a case file.* Comply with applicable Transcripts of 911 calls received and computer-aided provisions of G.S. §132-dispatch (CAD) reports. Reports may list time and 1.4(c)(4) regarding the date of call, contents of call, location of call, name of confidentiality of the unit dispatched, and other related information. identity of complaining witnesses. 3. 911 FILE Destroy in office after 5 years. Information regarding the implementation, training, and operations of the 911 system. 4. ACTIVITY REPORTS Destroy in office after 3 years. Reports on an individual, shift, project, and other basis submitted on a daily, weekly, or other basis. *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative volue ends." Please use the space provided. 43 011717a HC BOC Page 224 . ,; ·i. ~-.... , . 1 ' r STANDARD-6: EMERGENCY SERVICES RECORDS ·-' _. ; -. ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 11. DISASTER AND EMERGENCY MANAGEMENT PLANS Retain plans until superseded; destroy in office background Comply with applicable Records concerning preparedness, evacuations, and surveys, studies, reports, and drafts 3 years after adoption of provisions of G.S. §132-operations in the event of a disaster (natural, plan or when superseded or obsolete, whichever comes first. 1.7 regarding the accidental, or malicious). Includes, but is not limited confidentiality of to, official copy of comprehensive plan and all security records. background surveys, studies, reports, and draft versions of plans. 12. DISPATCH RECORDINGS Destroy in office after 30 days, if not made part of a case file.* Recordings made of activities during an emergency services dispatch. 13. EMERGENCY NOTIFICATIONS Destroy in office when superseded or obsolete. Comply with applicable Records of emergency notifications. Includes provisions of G.S. §132-automatic identification information, such as the 1.5 regarding the name, address, and telephone numbers of telephone confidentiality of subscribers, or the e-mail addresses of subscribers to automatic identification an electronic emergency notification or reverse 911 information contained system. in 911 database. 14. EVACUATION PLANS Destroy in office when superseded or obsolete. 15. FIRE ALARM AND AUTOMATIC EXTINGUISHER FILE Destroy in office when superseded or obsolete. Certificates, licenses, and insurance certificates of companies that perform installations of fire alarm and automatic extinguishing systems. 16. FIRE ALARM JOURNAL Destroy in office after 3 years. Journal or other listing of alarms answered by the fire department. *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 45 011717a HC BOC Page 225 -' . ;, ,1 -, STANDARD-6: EMERGENCY SERVICES RECORDS J .. " l ... . . . .-, ·' ITEM# .. RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 17. FIRE DISPATCH FILE Destroy in office when superseded or obsolete. Records relating to fire dispatch zones. May include maps of fire dispatch zones, census tract information, annexation research, street closings, and other related material. *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. .. \ :• -45a 011717a HC BOC Page 226 County Management Records Retention Schedule Amendment Amending the County Management Records Retention and Disposition Schedule published April 15, 2013. STANDARD 11. PERSONNEL RECORDS Amending item 19 Employee Eligibility Records as shown on substitute page 76. Chief Administrative Officer/ County Manager Chairman Board of County Commissioners November 7, 2014 • I I o O I I 1 I I I I • 1 APPROVAL RECOMMENDED APPROVED JGA~£.~h Sarah E. Koonts, Director Division of Archives and Records ~,t£.~Y1~ Department of Cultural Resources County z en rn -:D.:, rn z 011717a HC BOC Page 227 STANDARD-11. PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 18. EMPLOYEE EDUCATIONAL ASSISTANCE PROGRAM Destroy in office 3 years after completion, denial, repayment, RECORDS or removal from program.• Includes records requesting tuition assistance, repayments, and other related records. See also PERSONNEL RECORDS (OFFICIAL COPY} item 45, page 83. 19. EMPLOYEE ELIGIBILITY RECORDS Mandatory retention throughout the duration of an individual's 8 USC 1324a(b)(3) Includes the United States Immigration and employment. After separation, destroy records in office 3 years Naturalization Services, Employment Eligibility from date of hire or 1 year from separation, whichever occurs Verification (1-9) forms. later. 20. EMPLOYEE EXIT INTERVIEW RECORDS Destroy in office after 1 year. See also PERSONNEL RECORDS (OFFICIAL COPY) item 45, page 83. 21. EMPLOYEE HEALTH CERTIFICATES a) Transfer records as applicable to PERSONNEL RECORDS 29 CFR 1602.31 Includes health or physical examination reports, or (OFFICIAL COPY} item 45, page 83. certificates created in accordance with Title VII and the Americans with Disabilities Act (ADA). b) Destroy in office all other records 2 years after resolution of all actions. *See AUDITS, LIT/GA TION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 76 011717a HC BOC Page 228 ( County Management Records Retention Schedule Amendment Amending the County Management Records Retention and Disposition Schedule published April 15, 2013. STANDARD 4. BUDGET, FISCAL AND PAYROLL RECORDS Amending item 32 Escheat and Unclaimed Property FIie as shown on substitute page 25. APPROVAL RECOMMENDED Chief Administrative Officer/ County Manager Chairman, Bd. County Commissioners August 28, 2013 APPROVED :fa:Ma.R_<t.~·.·. Sarah E. Koonts, Director Division of Archives and Records ~u ctJJ. Y\Lia;_/ Susan W. Kluttz, Secretary -(J Department of Cultural Resources County /Region 011717a HC BOC Page 229 STANDARD-4. BUDGET, FISCAL AND PAYROLL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 26. DEBT FINANCING RECORDS Destroy in office 3 years after entire issuance has been 26 CFR 1.148-Includes bank statements, reconciliation records, satisfied.* S(d)(6)(iii)(E) requisitions, and notices of principal and interest due. 27. DEPOSITS a) Destroy in office official/audit copies after 3 years.* G.S. § 159-32 b) Destroy in office remaining records after 1 year. 28. DETAIL REPORT FILE (FINANCIAL RECORDS FOR a) Destroy in office annual reports after 3 years.* GENERAL FUND OR GENERAL LEDGER) b) Destroy in office all other reports after 1 year. 29. DIRECT DEPOSIT APPLICATIONS/AUTHORIZATIONS Destroy in office when superseded or obsolete. Comply with applicable Includes related records such as bank account confidentiality numbers and routing numbers. provisions of G.S. §132-1.lO(b)(S) regarding personal identifying information. 30. DISTRICT INVESTMENT RECORDS Destroy in office after 3 years.* 31. DONATIONS AND SOLICITATIONS Destroy in office after 1 year. 32. ESCHEAT AND UNCLAIMED PROPERTY FILE a) Destroy in office after 10 years if report was filed prior to Comply with applicable July 16, 2012. * provisions of G.S. §1168-60 and §1168-b) Destroy in office after 5 years if report was filed after July 73. 16, 2012.* 33. EXPENDITURE REPORTS Destroy in office after 3 years.* *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 25 011717a HC BOC Page 230 STANDARD-11.. PERSONNEL RECORDS ITEM# RECORD SERIES TITLE DISPOSITION INSTRUCTIONS CITATION 18. EMPLOYEE EDUCATIONAL ASSISTANCE PROGRAM Destroy in office 3 years after completion, denial, repayment, RECORDS or removal from program.* Includes records requesting tuition assistance, repayments, and other related records. See also PERSONNEL RECORDS (OFFICIAL COPY) item 45, page 83. 19. EMPLOYEE ELIGIBILITY RECORDS ~~ p E R S,'J;i;>~cge,, 1-9 focms, aod statement,, 3 8 USC 274a.2 Includes the United States lmmigra I d y i i a hired or 1 year from date of Naturalization Services, Employment Eligi ility separation, whic ever occurs later. Verification (1-9) forms. Novem ~ ero7 ~fficzt)rt¥J:2 years. 20. EMPLOYEE EXIT INTERVIEW RECORDS Destroy in office after 1 year. See also PERSONNEL RECORDS (OFFICIAL COPY) item 45, page 83. 21. EMPLOYEE HEALTH CERTIFICATES a) Transfer records as applicable to PERSONNEL RECORDS Includes health or physical examination reports, or (OFFICIAL COPY) item 45, page 83. certificates created in accordance with Title VII and the Americans with Disabilities Act (ADA). b) Destroy in office all other records 2 years after resolution of all actions. *See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. 76 011717a HC BOC Page 231 AGENDA ITEM 7 January 17 2 2017 APPOINTMENTS NEEDED ADULT CARE HOME COMMUNITY ADVISORY COMMITTEE We need three additional members appointed to serve on this committee. Members receive mileage reimbursement as claimed. CCCC Board of Trustees Past Commissioner Jim Burgin has expressed interest in continuing to serve on this board until June 30, 2017. HARNETT COUNTY AIRPORT COMMITTEE Joe Tart is requesting a waiver of term limits to be reappointed to serve on this committee representing District 2. HARNETT COUNTY BOARD OF ADJUSTMENT We have vacancies for alternate members for District 1 and District 3. HARNETT COUNTY COUNCIL FOR WOMEN We currently have (13) vacancies on this council. HARNETT COUNTY EMPLOYEE BENEFITS COMMITTEE We have a vacancy for a retiree member on this committee. HARNETT COUNTY LIBRARY BOARD OF TRUSTEES We have a vacancy for an at-large member on this board. HOME AND COMMUNITY CARE BLOCK GRANT COMMITTEE We have two vacancies on this committee. Page 1 -Appointments 011717a HC BOC Page 232 Harnett COUNTY NOK I I f I AHOll NA November I , 20 16 Harnett County Board of Commissioners PO Box 759 Lillington, NC 27546 Joseph L. Tat1 700 West Broad Street Du nn, NC 28334 Honorable Board Members, Harnett Regional Jetport / Airport Committee www.harnett.org PO Box 940 200 Alexander Drive Lillington, NC 27546 Ph : 910 -893-7536 Fax : 910 -814 -8263 I respectfully request the Board of Commissioners consider·and approve my reappo intment to serve on the Airpo11 Committee and waive the term limits associated with that appointment. Over a span of seventeen years, it has bee n my honor to serve our community as a member of the Hamett County Airport Committee. In those seventeen years, I witnessed many positive changes at Hamett Regional Jetpo11. This transformation has not happened without positive and hardworking volunteers serving on the committee. I wish to continue serving as a member of that committee . lf you have additi o nal questions or concerns, please do not hesitate to contact me. Again, thank you for the opportunity to continue to serve and be a positive force for Hamett Regio nal Jetport and Harnett County . . Tart Airport Conui1ittee Harnett Regional Jetport strong roots • new growth 011717a HC BOC Page 233 Board Meeting Agenda Item Ag enda Item _ ___,,8~-- MEETING DATE: January 17, 2017 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Presentation of County Audit for the Fiscal Year Ending 2016 REQUESTED BY: Kimberly A . Honeycutt, Finance Officer REQUEST: The County's auditors, Martin, Starnes & Associates, will present the Comprehensive Annual Financial Report (CAFR) for the fiscal year ending June 30, 2016 . The presentation will be made by Matt Braswell, CPA. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C:\Users\gwheeler\AppData\Loca l\M icro soft \ Wind ows\INetCache\Content.O utlook\TPTEQCL V\20 16 CAFR Presentation -0 11 7201 7.doc Page I of ! 011717a HC BOC Page 234 Board Meeting Agenda Item Agenda Item __ 9 __ MEETING DATE: January 17, 2017 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Proposed Text Amendment: Wall Signs REQUESTED BY: Development Services REQUEST: Applicant: Mian Zheng Hamett County Unified Development Ordinance Article VII (Development Design Guidelines) Section 10.9 (Signs that Require a Permit) Ability to add a 2nd wall sign to a multi-tentant unit (strip mall type complexes); this would be a side wall sign, or rear sign. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C :\User s\gwheeler\AppData\Local\M icro soft\ Windows\INetCache\Conte nt. O utlook\TPTEQCL V\ Wa ll s ign_ CCagenda form _l.1 7.17.doc Page I of! 011717a HC BOC Page 235 HARNETT COUNTY NORTH CAROLINA A RESOLUTION AMENDING THE HARNETT COUNTY UNIFIED DEVELOPMENT ORDINANCE WHEREAS, the Board of Commissioners of Harnett County adopted the UDO on October 17, 2011 for the purpose of promoting the health, safety, and general welfare of the county residents; and WHEREAS, this ordinance was adopted under authority granted by the General Assembly of the State of North Carolina, particularly G.S. 153A-340; and WHEREAS, the UDO contains provisions for amending said ordinance and those provisions have been followed; and WHEREAS, the Harnett County Planning Board has reviewed the amendment to the article of the UDO as listed below and recommends the adoption of the following amendment. NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF HARNETT COUNTY, NORTH CAROLINA that Article VII "Development Design Guidelines", Section 10.9 "Signs that Require a Permit" of the UDO shall be amended to read as indicated in "Attachment". "Attachment" is filed with the Unified Development Ordinance in the Clerk to the Board 's Office. Duly adopted this 17th day of January, 2017 and effective upon adoption. HARNETT COUNTY BOARD OF COMMISSIONERS Gordon Springle, Chairman ATTEST: Margaret Regina Daniel, Clerk to the Board 011717a HC BOC Page 236 ATTACHMENT A ADD the following to: Article VII DE\'EL< >I'.'\IE~T DESIG~ Gt.:IDELI~ES, Section 10.0 SIG~ REQCTRE.\fl ·::--:T S E-- ~ ~ ~ (!) z ;;; :< ~ ~ 0 u (!) z ii: ll,, 0 :i:: "' ~ E--~ z Ill I-;' .... i "' Ill (!) u z ... s Ii. Ii. ....l 0 s = 10.9 Signs that Require a Permit Signs shall be permitted on the premises of the business, institution, or subdivision in districts in which the principal use is permitted and in districts in which the principal use is conditional. All business signs shall be subject to the following limitations: A. Business signs shall not project more than one (1) foot from any building wall or canopy. B. If suspended from a canopy, the sign shall be at least eight (8) feet above the si dewalk, pavement, or ground level. C. Maximum display area, number, and height requirements for ground and wall signs are as follows: Max# of Maximum signs per Maximum sign area Min. distance walls with Maximwn between sign type Notes Street Height signs Frontage Project Project :5 one acre Project > one acre on same property *Required Ground I 2 I 00 sq. ft. / side 150 sq. ft./ side IS ft.* 300 ft. monument signs shall have a max. height of 12 ft. Wall 3 :q. ft . = Total linear ft. sq. ft. = Total linear ft. of mounting wall of mo unting wall 150 "I· ft. / side OR 200 sq. ft. / side O R Ground 1 2 ~q. ft. = Total linear ft. sq. ft . = Total linear ft. 15 ft. 300 ft. of mounting wall of mounting wall Located at interior Directory 1 20 sq . ft . / side 20 sq. ft. / side s ft. so ft. intersections only !Applies to each en ant of complex • \ 11 s ,d,, ,volt s•=s """" h,, "" 1, ..... h·'"' ,o• .. ,,f .!l!!.ill:ahk sq. ft. = Total linear ft . sq. ft. = Total lin ear ft. --··1~1 1m SI'.,.... Wall +2.:tt of mou nting wall of mounting wall J..n.:a ttOor si1;n p~r v·" ······ ·· ·· .. r ') wal l s1l'n, nr)rnl,no ,l fr,inr L.... • .,,. .. ')f si,I .. if 1m1Jicabl · Ground I 2 100 sq. ft. / side 150 sq. ft./ sid e 15 ft. 300 ft. Wall 3 sq. ft. = Total linear ft. sq. ft. = Total linear ft . of moun ti ng wall of mounting wall 011717a HC BOC Page 237 TEXT AMENDMENT REQUEST: Staff Report Development Services Department Harnett 108 E. Front Street C O U N T Y P.O . Box 65, Lillington, NC 27546 NH f AR<,1 N Phone: (910) 893-7525 Fax : (910) 893-2793 Planning Board: January 3, 2017 County Commissioners: January 17, 2017 Applicant Information (#16-471) Applicant: Name: Mian Zheng Address : 1659 Buffalo Lake Rd City/State/Zip : Sanford, NC 27332 E-mail : Phone: Type of Change D New Addition IZ!Revision Unified Development Ordinance : Ordinance Current Text: See attached Article: Proposed Text: (Attach additional sheets if necessary) Se e attached Reason for Requested Change: VII Section: To amend Harnett County's U.D.O. to allow for a second wall sign on a multi-tenant unit. Suggested Statement-of-Consistency: (Staff concludes that ... ) 10.9 The requested Text Amendment is compatible with Harnett County regulatory documents, and the benefits outweigh any potential inconvenience or harm to the community, particularly since the maximum size requirement will be maintained. Therefore, it is recommended that this Text Amendment request be APPROVED. Additional Information On January 3 rd , the Harnett County Planning Board voted unanimously (5 -0) to recommend approval of application based on compatibility with existing standards within the Unified Dev e lopment Ordinance. Page 1 of 1 011717a HC BOC Page 238 f~~F~ ' - Harnett TEXT AMENDMENT REQUEST FORM j-Xeternat) COUNTY Planning Department 108 E. Front Street P.O . Box 65, Lillington, NC 27546 Phone : (910) 893-7525 Fax: (910) 893 -2793 Applicant Information Applicant: Name: •/r''",1 i)e,'l:'2l1e11i Address: L"->-'1 t)wU"' ( .. .k-t'J' City/State/Zip: fw1 +... ..f ,'J L -z.) ) 3 1- E-mail: / 01'1.J 2:h " '6"&-e y't.:. i , ""' LO""i Phone: 1 t ~ -U , l -', t 7 r Fax : Type of Change -1,[ffl; '-17( 0 New Addition BRevision Ordinance: On:!..,J De11 elepmrr1/ or-),'r1c..tJu!,rticle: ] Su-1:011 Jo ,~ Section: Current Text: ~ I l " ' I , f')1 /,/ ;../ I -1-. 0.. )j P_roposed Te~t:JAttach additional sheets if necessary) I ~ ""I 11:i <..I 1'r'lc'.,. t' ~""' I vJO,. 1 j 1r., ht, • f ~, ~':9,, g f h>..,.J,t. J -It) I .;. Reason for Requested Change: /J "' < h1.., ' we ~'""' c. I\ Page 1 or 1 011717a HC BOC Page 239 s~t1 cf> ti 1'fl I I ut:JI ~ ~ 's i i ©"' 1 \ • ~I,' ·~~~ • ' l ., Q_UTLOT 3 I I s ±1.29 AC. ;: li1~1n1 I : . .,. raw~ 4 /'""_; ' I !:! -. !"'--0-_ -. j 011717a HC BOC Page 240 EXAMPLE OF REASONING FOR TEXT .AMENDMENT 011717a HC BOC Page 241 Board Meeting Agenda Item Agenda Item _ ___:1:..::::0 __ MEETING DATE : January 17, 2017 TO: HARNETT COUN TY BOARD OF COMMISSIONERS SUBJE CT : Proposed Zoning Change: Case# RZ-16-481 REQUE STED BY: Development Services REQUEST: Applicant: William "Bud" M . Bethune / Jonathan Bethune .68 +/-acres (out of a 1.16 acre parcel); Pin #0566-46-9354; From RA-20M to Commercial; Hwy 401 South; Stewart's Creek Township. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C:\Users\gwheeler\AppData\Local\Mi crosoft \Windows\INctCache\Content.O utlook\TPTEQCLV\Beth une_CCagenda forrn_l.1 7.1 7.doc Page 1 of I 011717a HC BOC Page 242 Harnett COUNTY N, r I 0. OL N , REZONING STAFF REPORT Case: RZ-16-481 Jay Sikes, Mgr. of Planning Services jsikes@harnett.org Phone: (910) 893-7525 Fax: (910) 814-8278 Planning Board: January 3, 2017 County Commissioners: _J_a_n_u_a_ry...._1_7~,_2_0_1_7 __ _ Requesting a Rezoning from RA-20M to Commercial Applicant Information Owner of Record: Name: William M. Bethune Address: 401 Bunnlevel Erwin Rd City/State/Zip: Bunnlevel, NC 28323 Property Description PIN(s): 0566-46-9354 Applicant: Name: Jonathon Bethune Address: 183 Tree Cutters Dr City/State/Zip: Sanford, NC 27332 total parcel = 1.16 Acreage: .68 to be rezoned Address/SR No.: Hw 401 S ---"----------------------------- Township: D ( O 1) Anderson Creek D (02) Averasboro D (03) Barbecue D (04) Black River Page 1 of 6 D (05) Buckhorn D (06) Duke D (07) Grove D (08) Hectors Creek D (09) Johnsonville D (10) Lillington D (11) Neill's Creek [gJ (12) Stewart's Creek D (13) Upper Little River STAFF REPORT 011717a HC BOC Page 243 Physical Characteristics •This is currently a split-zoned parcel with several uses. The whole parcel is currently occupied by a manufactured home park (to be on its own lot), a small grill/ diner, and wholesale car storage lot. The latter of two are on this site, which is proposed to be on their own commercially zoned parcel. •Surrounding land uses consist of single family residences, and several nonresidential/ commercial type uses . Services Available Water: cgjPublic (Harnett County) 0Private (Well) D Other: Unverified Page 2 of 6 Sewer: cgj Public (Harnett County) D Private (Septic Tank) D Other: unverified Transportation: Annual Daily Traffic Count: 6,100 on Hwy 421 Site Distances: Moderate STAFF REPORT 011717a HC BOC Page 244 Zonin District Com atibilit The following is a summary list of general uses, or actual ermitted uses refer to the Zonin Ordinance. Page 3 of 6 Parks & Rec Natural Preserves Bona Fide Farms Single Family Manufactured Homes, Design Regulated Manufactured Homes Multi-Family Institutional Commercial Services Retail WholesaleD Industrial Manufacturing CURRENT RA-20M X X X X X X ZO NING REQUESTED Commercial X X X X LAND USE Commercial Rural Center development node Parks & Rec X Natural Preserves X Bona Fide Farms X Sin le Famil X Manufactured Homes, Desi n R ulated Manufactured Homes Multi-Fam ii Institutional X X Commercial Service X X Retail X X Wholesale Industrial Manufacturin STAFF REPORT 011717a HC BOC Page 245 Evaluation t8] Yes D No The IMPACT to the adjacent property owners and the surrounding community is reasonable, and the benefits of the rezoning outweigh any potential inconvenience or harm to the community. REASONING: The requested zoning change to Commercial will not have a negative impact on the surrounding properties or the community as it is similar in nature to existing zoning districts & uses in the area. ~ Yes D No The requested zoning district is COMPATIBLE with the existing Land Use Classification. REASONING: The requested zoning is compatible with the existing Land Use classification of a Rural Center development node. Rural Center development nodes are "small scale commercial centers". ~ Yes D No The proposal does ENHANCE or maintain the public health, safety and general welfare. REASONING: The requested rezoning to Commercial, whose intent is to promote the development of business and institutional uses, would enhance or maintain the public health, safety, and general welfare due to the neighboring Commercial zoned parcels. D Yes ~ No The request is for a SMALL SCALE REZONING and should be evaluated for reasonableness. REASONING: The subject area is immediately adjacent to Commercial zoning therefore this application does not need to be evaluated for a Small Scale Rezoning. Suggested Statement-of-Consistency (Staff concludes that...) The requested rezoning to Commercial is compatible with Harnett County regulatory documents and would not have an unreasonable impact on the surrounding community for the reasons stated in the evaluation. It is recommended that this rezoning request be APPROVED. Additional Information On January 3rd, the Harnett County Planning Board voted unanimously (5-0) to recommend approval of application based on compatibility to the Land Use Plan and the existing Commercial zoning in the area. Page 4 of 6 STAFF REPORT 011717a HC BOC Page 246 Adjacent MH Park & street view Across the street Page 5 of 6 STAFF REPORT 011717a HC BOC Page 247 TRADITIONAL STANDARDS OF REVIEW The Planning Board shall consider and make recommendations to the County Board of Commissioners concerning each proposed zoning district. The following policy guidelines shall be followed by the Planning Board concerning zoning districts and no proposed zoning district will receive favorable recommendation unless: D Yes D No A. The proposal will place all property similarly situated in the area in the same category, or in appropriate complementary categories. D Yes D No B. There is convincing demonstration that all uses permitted under the proposed district classification would be in the general public interest and not merely in the interest of the individual or small group. D Yes D No C. There is convincing demonstration that all uses permitted under the proposed district classification would be appropriate in the area included in the proposed change. (When a new district designation is assigned, any use permitted in the district is allowable, so long as it meets district requirements, and not merely uses which applicants state they intend to make of the property involved.) D Yes D No D. There is convincing demonstration that the character of the neighborhood will not be materially and adversely affected by any use permitted in the proposed change. D Yes D No E. The proposed change is in accordance with the comprehensive plan and sound planning practices . 0 GRANTING THE REZONING REQUEST Motion to grant the rezoning upon finding that the rezoning is reasonable based on A!! of the above findings of fact A-E being found in the affirmative and that the rezoning advances the public interest. 0 DENYING THE REZONING REQUEST Motion to deny the rezoning upon finding that the proposed rezoning does not advance the public interest and is unreasonable due to the following: D The proposal will not place all property similarly situated in the area in the same category, or in appropriate complementary categories. D There is not convincing demonstration that all uses permitted under the proposed district classification would be in the general public interest and not merely in the interest of the individual or small group. D There is not convincing demonstration that all uses permitted under the proposed district classification would be appropriate in the area included in the proposed change. (When a new district designation is assigned, any use permitted in the district is allowable, so long as it meets district requirements, and not merely uses which applicants state they intend to make of the property involved.) D There is not convincing demonstration that the character of the neighborhood will not be materially and adversely affected by any use permitted in the proposed change. D The proposed change is not in accordance with the comprehensive plan and sound planning practices. D The proposed change was not found to be reasonable for a small scale rezoning Page 6 of 6 STAFF REPORT 011717a HC BOC Page 248 APPLICATION FOR ZONING CHANGE Harnett Planning Department 108 E. Front Street COUNTY P.O. Box 65, Lillington, NC 27546 Phone: (910) 893-7525 Fax: (910) 893-2793 Total Fee: JjJ(f) Receipt: Permit: _ &-Lf<g I Hearing Date: __ Applicant Information Owner of Record: Name: /4 ,'/I,";"" //'/, !le./t.._.,<, Address: Jf P J £,,M,,.1~ fo/w£-/lJ City/State/Zip: !J.v>/1 '~"--' #' .tflr)' E-mail: ' Phone: Fax: Applicant: ,,,,.-:--/E. Name: JR/l,;1Jw,"" ff<-~ Address: !fl 1/~ ~ City/State/Zip: fp,,,,/;,.4 M---.,,,>--77.1,1-- E-mail: Jrbt,/1.tAM.,, e.,,,.,,,,,.... .. ;t,, ~-- Phone: t;10 .,. f9p ../ t?o.>--.P Fax: Property Descr_-iption PIN ( s): :Pt-'It_ ~"I. ,pctJ Acreage: l , / {,p Address/SR No. : _..:..'l.:.._,10_1? __ w __ 'f_~,_,____r_,_=-~-=--;...._..:..p,1_c.---=..).J'.-=-='.?~· >-,-"-:/'.......,-____________ _ Acres Directions from Lillington: ff-v1 'f(:t J': 7 Po~/ ..,.., _,,,,· Deed Book: Plat Book: / l-1f' Page: 7.J-9 Page: Existing Zoning: OJ::onservation ~RA-20M 0 RA-20R 0 RA-30 0 RA-40 0 Commercial D Light Industrial D Industrial D Office & Inst'I Attachments Requested Zon ing : D Conservation 0 RA-20M 0 RA-20R 0 RA-30 D ~-4o [}!"Com mercia I D light Industrial D Industrial D Office & Inst'I Township: 0 (01) Anderson Creek D (02) Averasboro D (03) Barbecue D (04) Black River D (OS) Buckhorn D (06) Duke • Written description of property from recorded deed D (07) Grove D (08) Hectors Creek D (09) Johnsonville D (10) Lillington 0 (J.1) Neill's Creek [B112) Stewart's Creek D (13) Upper Little River • Recorded map of property at scale of not less than one (1) inch = 200 feet • Explanation of why the zoning change is requested, addressing applicable portions of Article XIV of the Zoning Ordinance Signatures The undersigned applicant hereby certifies that, to the hest of his or her knowledge and belief, all ;nror;;: su~-appJ;cat;on Is tru-e and accurat~~ ~ Property Owner Signature Date Aut~ig~ignature Date Page 1 of 3 {___/' APPLICATION FOR ZONING CHANGE 011717a HC BOC Page 249 Requirements for Consideration The Planning Board shall consider and make recommendations to the County Board of Commissioners concern i ng each proposed zoning district. The following policy guidelines shall be followed by the Planning Board concern i ng zoning districts and no proposed zoning district will receive favorable recommendation unless : 2 .1 The proposal will place all property similarly situated in the area in the same category, or in appropriate complementary categories. 2.2 There is convincing demonstration that all uses permitted under the proposed district classification would be in the general public interest and not merely i n the interest of the individual or small group. 2.3 There is convincing demonstration that all uses permitted under the proposed district classification would be appropriate in the area included in the proposed change. (When a new district designation is assigned , any use permitted in the district is allowable, so long as it meets district requirements, and not merely uses which applicants state they intend to make of the property involved.) 2.4 There is convincing demonstration that the character of the neighborhood will not be materially and adversely affected by any use permitted in the proposed change. 2.5 The proposed change is in accordance with the comprehensive plan and sound planning practices . Page 3 of 3 APPLICATION FOR ZONING CHANGE 011717a HC BOC Page 250 ~~ ~ ~r Harnett Manufactured Home Park Reduction Application COUNTY Planning Department 108 E. Front Street P.O. Box 65, Lillington, NC 27546 Phone: (910) 893-7525 Fax : (910) 893-2793 Total Fee: $175 Receipt: Date: Case#: Applicant Information Owner of Record: () Name: *.m 1sdl,""''-- Address: JJ1::;.,./~~t «:i{ /.?.J. City/State/Zip: £ N ;,<-7>-? E-mail: Applicant: Name: Address : City/State/Zip: E-mail: Phone: 10, Phone: Property Description/ PIN(s): /.,,1. -t,,.%b · tJt.>-,1 ~fji /'fJ .~ 9.?s~ CJ,:Jo Acreage: Address/SR No.: I acres ---- Directions from Li ll-in-g-to_n_:--11...,.,..v._"L_"T._·_·/_,i'.,,_. -;;Ftr-. -~~--_-r::,- 7 -7-.,,,..--:-/.-q--.,.-"'-/"-_'f_li_f-___ --_-_-------- Deed Book : Page: 7P1, J?til- Zoning District: Plat Book: Page: Township: fle..lN',ff°' &~---- Flood Plain)l,. Panel: Water: [B"Public (Harnett County) D Private (Well) Watershed Dist: ____ _ Sewer: IDublic (Harnett County) D Private (Septic Tank Required Information: (Applications will not be accepted without this_!_n~ation) 1. Will this request result in a reduction in the number of lots in the park? D No 1!2rYes 2. If you answered yes, how many lots are currently in the park? _f_ How many lots will be in the park in your proposed reduction ? _!i__ 3. Will this request result in a reduction in the total acreage of the park D No ~s 4. If your request is approved, an amended business license will be issued. Are you aware that the amended licenseyffH be valid only for the remainder of the period for which your previous license was valid? D No [B'Yes 5. If this application is reviewed by the Planning Board, the Board may place cond itions on the approval. What conditions are you willing to meet? __ Attachments · Written description of property from recorded deed -Recorded Map of property at scale of not less than one (1) inch = 200 feet -Explanation of why this request is being made. Signatures Page 1 of 2 APPLICATION FOR EXISTING, UNLICENSED MHP LICENSING 011717a HC BOC Page 251 __ ,,·~ '9907972 No Titl.e Exami.uatiou ExciJ<TuS Tax LotNo.---------Pan:el ldeolifit,-No: Verified by Coonly on die _day of___:_____. 19_ by_·------------ FILED ':':OOK iHLPAGE J&1.JJ-.- '99 rmv ~ Prl 2 SLJ KI MBER LY S. HARGROVE REGISTER OF DEEDS HARNETT COUNTY. ~lC Mail ;rtl,:r RCOrdiog u, Baio & Mcluc,Attonu,y, P.O. Bos: 99, Lillio:ton, NC Z7S46 This instrument was i:cq,ared by BaiA & .Mc.R2c, Altoro,,y, P.O. JIQJ: 99, LilliDgtnn, NC 27546 BricfDe=iplio.o. fur lhe index NORill CAROLINA GENERAL W ARRANIY DEED ~ nns DEED aw1e this -3!:!. day or April, 1999 by and betw°"" GRANTOR Jack J. Allen and wife, Elizabeth B. Allen Post Office Box 74 Bwmlevel, NC 28323 W.M.Bcthuneand·Mfe · ·-:-·--· · - Hild.a M. BetlinJe :..,•). ' ·, . BUJllllevcl, NC 28323 The dc:sipalio11 Grantoc mcl Grantee as used hen:in shill inc\Jd<: said parties, their heits, succe:ssars, and assig,,s, and shall include singular, plural, masculine, Cemin.ine ar neuter as rcquiffd by co.o=ct. WlTNESSErH, tbat the Glllllto,; for a v:iluabk oollSideralion p.ud by the Grant~ tbc receipt ofwhicb is hereby acknowledged, 1w and by these p""""1S does giur. bargain, sell and convey \llllO u GQor.e in t.e simple, all Iha! catain Jot or parcel of land wual>:d ill the City of Sll:wart's Cr<d< Township, Ha.niett Collllty, North Carolim aad more particulatly described as follows: BEGINNING at a set rebar in the west margin of U. S. Highway 401 south of the Town of LillingtDn, ,a.id point being 564.70 feet north of the intenec:tion of U. S. Highway 401 and the southern right of way of NCSR 2030; thence from said set nbn in. the western margin of U.S. Highway 401, South 05"35'15" West 10.o-O feet to a set rebar, a 11ew corner with W. M. Bethune at Deed Book 669, Page 259; thence a 11ew line with Bethune, North 83°44'21" West 235.64 feet to a set rebar; thence North 06°15'39" East 10.0 feet to a found iron pipe; thence South 83°44'21" East 235.52 feet to the point and place of BEGINNING, and being a 10 by 235 foot strip containing 2356 sqwire fut and is shown upon the attached plat and designated P::lrccl A. ~r,>Li:~r.t Ib~ I l:! i \~-t>S~·b1a~ :::J N.c. au As.sac. Fem No. 7 e 1917 tn.u, br A,.,._..._ W.CA Q• 111.c. a.u-A.IMC, t ou I .. , l 6 ~y\i..,-., 29 011717a HC BOC Page 252 .. The p:opcn;y bon:ioabove desaibed was acquin:d by Grantor by instrument =orded iD Book R<:Jstr:J. ,Page A map sbowioi: the abow des<:ribed propcny ls RCarded in Hanit tt County R2gim),. Barndt County TORA VE AND TO HOLD tbcafur=id lot or pared of land and all privileges and apputcnancos tlw:ftrn belonging to the Grantee in foe simple. And lbe GRD10J' covmanis with tbc Granlec,, that Gno.lor is SIOiud of tho pwniscs io fee simple, has the rigbt to coovcy Ibo S3111C io fee $llllple, 1bar title is JIIJlzlcdllble aod 6u and clear of all cacwnhnmecs, and that Graaror will warnnt ,md defend the title against the lawful clauns ot'all persans whomsoever except fur the cxcoplions hmioafw sllmd. True to !he propaty bereinahove described is subject to tb e following e:xc:eptioos: IN WllNESS WHEREOF, the Gnmtar bu 1u:mm.to s<t his hand and seal, or if COIJlOI'*, bas call5Cd this instrument to be signed io ils cocparllC name by its duly lllllhorized officers aid its seal to be hemm!o affixed by autborily of its Boan! of~ 1be day and year fir.;:t above writWI. (Corpomz Name) _____ Pl:csident ______________ (SEAL) __ Soa-eraiy {Colp(llll!e Seal) • BETTY L JOHNSON NOTARY l'UBI.IC HARNETT COUNTY NC Mr~~ ' SEAL-STAMP NORlll CAROLINA, lbmett County. I. a Nota,y Public of the ColWly aud Slate aforesaid, certify 1ltat Jad( J. AIICJJ personally appcan,d before me this day and ~owlcdged the cxccurion of!be foregoing inmJmcs,t Witness my hand and ofiic:ial stamp or ...-.1, lhis ~ day of April , 192.2. My commission expires: /Z. / .3/ .2 o o..3 ,~ ~ _ ) N blic~~ SEA.l,.STAMP NORlll CAROLINA, H.aniett County. I, a Nocuy Public of the County aud Sta~ aforesaid, certify Ul:it pcnooally came before me Ibis day and adawwledged rh~t he/she is __:_ Secretary of , a North Carolina corpentio.11, and that by authority dilly g:iYcn aod as tbc act of cbe corpararion, the fon,goillg iostnm>alt was signed in its name by it __ PresidCJJt, sealed with its corporate seal aad attested by him/hei: as its __ Sccmazy. Witness my hmd and offici&l -..p or seal, this_ day of ____ _,19_. My eom.m.issio.o. expires: J I Not.ary Public The fuctgo.iog Certi.ficalle(s) of_,.-----:--..,...,.------,--------------,--- islarc certified to be cam,ct This insttumear aod this certificate are duly ~gisttred at the date aod ill the Book md Page shown on the 6.tst page hen:of. .,K,.im,..b,.,erl....,.y_.S.._. Hargrgye..,....,=---REGIS'IER OF DEEDS FOR ..,H""am"'c"'rr,.._ __ OOUNlY By _______________ Oepllty/Assistant-Rcgimr o{Duds. -,30 N.C . 8&.r As.soc . 1'0::U ff(). "7 0 1 9'71 rdat ..... , Ap .... , "'"" ""· •• c ..... MHC, ,Of') 011717a HC BOC Page 253 Agenda Item _ __::la.;:,1 __ NOTICE OF PUBLIC HEARING ON PROPOSALS TO PURCHASE HARNETT COUNTY HOME HEAL TH Pursuant to N.C. Gen. Stat. §131E-13(d)(5), notice is hereby given that the Harnett County Board of Commissioners (the "Board"), will hold a public hearing at its regular meeting to be held at 7 p.m. on Tuesday, January 17, 2017. The meeting will be held in the Board of Commissioners meeting room in the Harnett County Administration Building located at 102 East Front Street in Lillington. The purpose of the public hearing is to hear comments related to the proposals to purchase the assets utilized in the operation of Harnett County Home Health (the "Proposals"). As of Friday, December 23, 2016, the Proposals will be available for public inspection on weekdays during normal business hours in the County Manager's Office, which is located at 102 E Front Street, Lillington , North Carolina, 27546. All interested persons are invited to be heard at the public hearing. Page 16 -The Daily Record Dunn, N.C., Friday. January 6, 2017 I :o a ,att 1va 1q1 6 5 e p My Classifieds LEGAL LEGAL NOTICE OF PUBLIC HEARING ON PROPOSALS TO PURCHASE HARNETT COUNTY HOME HEAL TH Pursuant to N.C. Gen . Stat. §131E-13(d)(5), notice is hereby given that the c Harnett County Board of Commissioners (the "Board"), will hold a public hearing at its regular meeting to be held at 7 p.m. on Tuesday , January 17, I B 2017. The meeting will be held in the Board of Commissioners meeting room 1 in the Harnett County Administration Building located at 102 East Front l o• Street in Lillington . The purpose of the public hearing is to hear comments , related to the proposals to purchase the assets utilized in the operation of cl Harnett County Home Health (the "Proposals"). As of Friday, December 23, 2016, the Proposals will be available for public inspection on weekdays during normal business hours in the County Manager's Office , which is - located at 102 E Front Street, Lillington, North Carolina , 27546 . All >r interested persons are invited to be heard at the public hearing. 11 1/6/17 ,I 011717a HC BOC Page 254 Harnett County Veterans Services Agenda Item 12 Activities Reporting Form MONTH/YEAR: December 2016 Request For Service Correspondence Claimant Status Written Action Taken (Claims & Development) (Teleohone and In-Person) Out -C: C: C 0 Cl) U) 0 t6 E C: ·-~ cu U) 0 C C: U) C: U) C: ::, 0 cu Q. Q. ;; 0 Q) C: cu Q. ·-0 0 :J 0.. G) e Q) :!ii Q) == cu z 0.. ·-Q) C: .c C: ' U) ' U) 0 U) cu U) C: 0 w C > 0 C U) ·c: U) ·-... cu C: Cl) -G) t6 en -~ -cu o-.c -cu ~ Co cu l;: "i Q. U) Q) ... ... Q. cu -... 0 a, E ... 0 CJ 0 .c Q) G) ~ G> G) G) I U., E .! CJ Q) >< ~ .c -~ .c ~ "O 0 Q. ... ~ ::, .c ~ C: U) DATE NAME ~ cu -~ ~ -; 5 0 c : if ~ ~ ~ CJ 0 Q) u.. 0 0 0 w en zm :E 1 459 350 102 43 121 18 7 46 30 3 1 6 14 44 2 3 PG -33 4 VN -56 5 OIF -26 6 K -4 --I ------_,.-7 c::.. '? --I ~ r ....... WWll-2 t --8 Eric Truesdale Harnett County 9 Veterans Officer 10 11 Walk In: 146 Phone Calls: 459 12 13 14 15 16 17 18 19 Total 459 350 102 43 121 18 7 46 30 3 0 1 6 0 14 44 011717a HC BOC Page 255 July 1, 2016 • June 30, 2017 Front Desk -Check-in Aooointments Health Clinics Adult Women Wellness Clinic Harnett County Department of Public Health Activities Summary Jul Aug Sep Oct Nov Dec Jan Feb 1033 1246 1326 1125 1054 908 2 1 1 3 0 0 Care Coordination for Children (CC4Cl 206 187 228 240 230 264 Child Health -Sick Clinic 95 117 133 106 137 103 Child Health -Well Clinic 106 193 159 129 99 65 Countv Employee Health Clinic 144 145 150 116 141 165 Family Planning 171 155 144 144 142 138 General Clinic-(BP, BS, Chol.,etc.l 0 0 0 0 0 0 Immunizations 213 293 471 1298 255 161 Maternity (Prenatal Clinic) 198 241 238 222 229 198 OB Care Mana11ement (OBCMl 306 298 275 286 280 296 Postpartum Home Visits 24 24 26 10 13 3 Refer/Repeat Pap 1 2 2 1 1 2 STD Services 90 105 110 88 78 76 TB Services 169 205 219 132 145 75 Welcome Baby Home Visits 24 25 26 10 13 3 Total Services 1749 1991 2182 2785 1763 1549 0 0 Reportable Disease Cases Tuberculosis 0 0 0 1 0 0 HIV -(Quarterly reoort) 0 0 0 0 0 0 AIDS -(Quarterly reoort) 0 0 0 0 0 0 SYPHILIS -(Quarterly reoort) 2 1 0 0 0 0 OTHER STD's 38 27 13 11 16 16 other (salmonella, camovlobader, etcl 3 2 3 1 1 1 Total Services 43 30 16 13 17 17 0 0 Health Education Outreach 230 419 385 781 263 277 laboratory Clients 731 836 826 673 665 608 laboratory Tests 1455 1604 1505 1272 1265 1224 HIV Tests 233 203 190 136 156 136 WIC Active Participation 3054 3114 3134 3084 3038 Vital Statistics Births in-county 58 49 47 45 46 34 Births out-of-county 122 99 128 92 112 113 Deaths 46 52 41 57 72 63 Environmental Health # of Improvement Apos Confirmed 45 48 41 30 37 48 Number of Permits Issued 39 41 43 35 20 36 Number of Completions 36 34 24 33 38 20 Number of Existin11 Permits 22 27 21 27 24 20 Repair Permits Issued 5 9 6 5 5 4 Permits Denied 0 0 0 0 0 0 Food and Lodoino Establishments lnsoect'd/Reinspected 76 87 142 62 84 81 Visits / Critical Voliations Verfication 43 34 42 67 33 41 Private Water Supplies Aoolications Received 1 3 1 13 2 4 Home Health Current Patient Caseload 78 74 70 54 50 45 Admissions 18 19 13 5 5 5 Disch a roes 33 22 12 17 7 10 Skilled Nursing Visits Made 229 238 184 125 107 73 Home Health Aide Visits Made 11 6 20 5 5 0 Soeech Therapy Visits Made 2 0 0 0 0 0 Phvsical Therapy Visits Made 146 112 114 81 37 40 Occupational Therapy Visists Made 27 9 31 16 0 0 updated 01/10/2017 Agenda Item __ 1_2 __ _ Mar ApT nway I Jtrn ffOTAI AVG. 6692 1115.3 7 1.1667 1355 225.83 691 115.17 751 125.17 861 143.5 894 149 0 0 2691 448.5 1326 221 1741 290.17 100 16.667 9 1.5 547 91.167 945 157.5 101 16.833 0 0 0 0 12019 2003.2 1 0.1667 0 0 0 0 3 0.5 121 20.167 11 1.8333 0 0 0 0 136 22.667 2355 392.5 4339 723.17 8325 1387.5 1054 175.67 15424 3084.8 : -a 279 46.5 -~ . -666 111 -~ ~I .4_ 331 55.167 249 41.5 214 35.667 185 30.833 141 23.5 34 5.6667 0 0 532 88.667 260 43.333 24 4 371 61 .833 65 10.833 101 16.833 956 159.33 47 7.8333 2 0.3333 530 88.333 83 13.833 011717a HC BOC Page 256 Agenda Item __ 1=2"---- BUDGET ORD INANCE AMENDMENT BE IT ORDA INED by the Governing Board ot the County ot Harnett, North Carolina, that the to11ow1ng amendment be mode to the annual budget ordinance for the fiscal year ending June 30. 2017 Section 1. To amend the General Funds , Legal Services , the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-4155-410-12-03 Contractual Worker 't50,000 11 0-4155-410-30-04 Pro fessional Services $50.000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION : To move funds for Legal Assistant. APPROVALS : Dept Head (dole) ( ote\2.~}LJ., Section 2. Copies of this budget amendment shall be furnished to the C lerk to the Boord, and to the Budget Officer and the Adopted ___________________ _ Margaret Regina Wheeler. C lerk to the Boord Gordon Springle, Chairman Harnett County Boord of Commissioners 011717a HC BOC Page 257 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017 : Section 1. To amend the Transportation Budget, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-4650-410.74-74 Capital Outlay/ Capital Outlay -Equipment 171,195 110-4650-410.43-21 Maintenance & Repair 7,639 110-4650-410.33-45 Contracted Services 178,834 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION : To cover the expense of purchasing three transportation wheel chair lift vehicles. The Board of Commissioners approved three full time employee/driver positions and the purchase of three (3) vehicle s on December 5, 2016. APPROVALS: Adopted this _______ day of _______ _, 2016. Margaret Regina Wheeler Clerk to the Board ~\19 Gordon Springle, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 258 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017; Section 1. To amend the General Fund, Health Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-7600-441.58-14 Travel-Employee $ 305.00 110-7600-441.58-21 Travel-Contract $ 305.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To move funds in the Susan G. Komen program to cover the cost of contract employee travel. APPROVALS: ,/./ . C:g t ~ .\2'"\ \~ Department Head (date) Section 2. Copies of this budget amendment sha ll be furnished to the Clerk of the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this Margaret Regina Wheeler, Clerk to the Board day of ,2016 Gordon Springle Harnett County Board of Commissioners 011717a HC BOC Page 259 234-7410-465 -BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the Harnett County WIOA Adult Program Fund, the appropriations are to be changed as follows: AMOUNT AMOUNT EXPENDITURE CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 234-7410-465.58-02 OJT 6000 234-7410-465.32-73 Training Voucher (ITA) 6000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To increase Training 32-73 budget to actual cover expenditure in the above line items. 6-hl dJz . 1£~ i ~tltlb2/9/16 ~~=-~...t;rJ.,L.___:::.:_l.:::::.'..2.=-..L-~ -1, Department Head (date) y Manager (date) Section 2. Copies of this budget amendment shall e furnished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this Margaret Regina Wheeler Clerk to the Board day of ./ Jim Burgin, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 260 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the Transportation Budget, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-4650-410.11-00 Salaries & Wages 21,499 110-4650-410.21-00 Group Insurance Expense 7835 110-4650-410.21-05 Group Insurance Expense/Employee Clinic 180 110-4650-410.21-07 Group Insurance Expense/Dental 360 110-4650-410.22-00 FICA 1645 110-4650-410.23-00 Regular Retirement 1559 110-4650-410.23-01 Supplemental Retirement 430 110-4650-410.25-01 Unemployment 215 110-4650-410.26-08 · Worker's Compensation 1272 110-4650-410.33-45 Contracted Services 34,995 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To cover the cost of hiring three new full time transportation drivers for a four month period during Fiscal Year 2016-2017. The Board of Commissioners approved three full time employee/driver positions and the purchase of three (3) vehicles on December 5, 2016. APPROVALS: Section 2. Copies of this budget amendments II be furnished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this _______ day of _______ _, 2016. Margaret Regina Wheeler Clerk to the Board Gordon Springle, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 261 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 201f 7 Section 1. To amend the Legal Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-4155-410.58-14 Travel Admin $250.00 110-4155-410 .64-25 Books & Publications $250.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To increase Travel Admin for future travel costs due to hearing and trial date s in current cases . APPROVALS: Section 2. Copies of this budget amendment all be furnished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this Margaret Regina Wheeler Clerk to the Board day of Gordon Springle , Chairman Harnett County Board of Comm issioners 011717a HC BOC Page 262 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017; Section 1. To amend the General Fund, Health Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-7600-441.60-33 Materials & Supplies $ 100.00 110-7600-441.60-46 Medical Supplies $ 100.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To move funds in the HIV/STD County program to to purchase medical supplies. Department Head (date) Section 2. Copies of this budget amendment shall be furnished to the Clerk of the Board , and to the Budget Officer and the Finance Officer for their direction. Adopted th is Margaret Regina Wheeler, Clerk to the Bo ard day of ,2016 Gordon Springle Harnett County Board of Commissioners 011717a HC BOC Page 263 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017; Section 1. To amend the General Fund, CLINIC Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 904-9802-410.30-04 Professional Services $ 7,300.00 904-9802-410. 60-46 Medical Supplies & Drugs $ 7,300.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To move funds in the Clinic program to better meet the needs of the program. APPR~VA)'t /J t 9 y f IJ/VV t • 1z./rf )/& Department Head (date) Section 2. Copies of this budget amendment shall be furnished to the Clerk of the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this Margaret Regina Wheeler, Clerk to the Board day of ,2016 Gordon Springle Harnett County Board of Commissioners 1ll1 011717a HC BOC Page 264 BUDGET ORDI NANCE AMENDMENT BE IT ORDAINED by the Governing Boord of the County of Harnett, North Corolina, lhat the following amendment be made to the annual budget ordinance for the fiscal year ending June 30 , 2017 Section 1. To amend the Veterans Court Fund, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 253-4404-441 .30-04 Professional Services $96,571 253-4404 -44 l .35-77 Veterans Court $111,971 253-4404-44 l .58 -0 l Trainina & Meetinas $16,875 253-4404-441 .58-14 Travel $9,875 253-4404-44 l .60-44 Eouioment $1,600 253-4404-441 .60-45 Druas $10,000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To move funds to meet the needs for the Veterans Court Grant awarded by the Bureau of Justice Assistance (BJA) for FY 2017. APPROVALS : Dept Head (date) Section 2. Copies of this budget amendment shall be furnished to the Clerk to th e Boord , and to the Budget Officer and the Finance Officer for their direction. Adopted ___________________ _ Morgoret Regina Wheeler, Clerk to the Boord Gordon Springle, Chairman Harnett County Boord of Commissioners 011717a HC BOC Page 265 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the General Fund, Cooperative Extension program, the appropriations are to be changed as follows: EXPENDITURE CODE NUMBER DESCRIPTION OF CODE 110-7300-465-60-53 Dues & Subscriptions 110-7300-465-32-41 Leadership Development REVENUE CODE NUMBER DESCRIPTION OF CODE EXPLANATION: Increase budget for additional dues . AMOUNT AMOUNT INCREASE DECREASE 160 160 AMOUNT AMOUNT INCREASE DECREASE t;Z/9,A_, /.,2 -. .>2 -/ b County Manager (date) Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this Margaret Regina Wheeler Clerk to the Board day of Gordon Springle, Chairman Harnett County Board of Commis sioners 011717a HC BOC Page 266 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the Coun t y of Harnett, North Carolina , that the following amendment be made to the annu al budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the General Fund , Cooperative Extension program, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-7301-465.58-14 Travel 975 110-7301-465.23-00 Retirement 975 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To adjust budget to cover the cost of retirement for part time employee (Shelly Humphrey) working over 1,000 hours. APPROVALS: ~entH ad (date) ;f )7 ~~~~ y.tC)-/.Ii-/? County Manager (date) Section 2 . Copies of this budget amendment shall be furnished to the Clerk to the Boa r d, and to the Budget Officer and the Finance Officer for their direction. Adopted this Margaret Regin a Wheeler Clerk to t h e Board day of Gordon Springle , Chairman Harnett County Board of Comm issioners 011717a HC BOC Page 267 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina , that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the General Fund, Cooperative Extension program, the appropriations are to be changed as follows: EXPENDITURE CODE NUMBER DESCRIPTION OF CODE 110-7324-465-58-01 Train ing and Meetings 110-7324-465-11-00 Salaries & Wages 110-7324-465-22-00 FICA 110-7324-465-23-00 Regular Retirement REVENUE CODE NUMBER DESCRIPTION OF CODE EXPLANATION: Bonus Budget Revision AMOUNT AMOUNT INCREASE DECREASE 1,380 1,200 92 88 AMOUNT AMOUNT INCREASE DECREASE C}.-1 ~ /)..-;l.'7 -/(,. County Manager (date) Section 2 . Copies of this budget amendment shall be furni shed to the Clerk to the Bo ard, and to the Budget Officer and the Finan ce Officer for their direction. Adopted this Margaret Regina Wheeler Clerk to the Board day of Gordon Springle, Chai r man Harn ett County Board of Co mmiss ioners 011717a HC BOC Page 268 234-7411-465 -BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Go v erning Board of the County of Harnett, North Carolina that the following amendment be made to the annual budget ordinance for the fiscal year end ing June 30, 2017 : Section 1. To amend the Harnett County WIOA Dislocated Program Fund, the appropriations are to be changed as follows: AMOUNT AMOUNT EXPENDITURE CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 234-7 411 -465.58-19 Participant Travel 404 234-7411-465.32 -72 Supportive Services 404 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION : To increase Supportive Services 32-72 budget to actual cover expenditure in the above line items. (_~ Li MJcA211s/16 Dep artment Head {date) .... Sectio n 2. Copies of this budget amendment sh a ll be furnished to th e Clerk to the Board, and to the Bud get Officer and the Fi nan ce Office r for their direction. Adopted this Margaret Regina Wheeler Clerk to the Board ~119 day o f ~ti111, 5jin1't fo II Btu gf'n'1 Chairman Harnett County Board of Commissioners 011717a HC BOC Page 269 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina , that the following amendment be made to the annual budget ordinance for the fiscal year end ing June 30, 2017 : Section 1. To amend the PU1701 Dupree Farms Capital Projects, Public Utilities Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 501-9100-431-45-01 Herring-Rivenbark, Inc -Coo,t:rh..-uch D~ $5,302.00 501-9100-431-45-33 Materials and Supply $5 ,302.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: Decreasing change order for Herring-Rivenbark, Inc for the Dupree Farms Water Line Extension Project. Adopted this day of Margaret Regina Wheeler, Clerk to the Board , 2016. Gordon Springle, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 270 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section l. To amend the PU1701 Dupree Farms Capital Projects, Public Utilities Department, the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 501-9100-431-45-01 Construction/Herring Rivenbark, Inc $46,000 .00 501-9100-431-45-33 Materials and Supplies $46,000.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To reduce construction line to actual cost of construction. 12 20 2016 Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this day of Margaret Regina Wheeler, Clerk to the Board , 2016 . Gordon Springle, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 271 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017 : Section 1. To amend the Transportation Budget, the appropriations are to b'e changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-4650-410.60-33 Materials & Supplies 1,222 110-4650-410.41-13 Utility-"Activate" 642 110-4650-410.58-01 Trainings & Meetings 580 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: In crease Utilities and Training and M eetings in the County's budget for NCDOT's dete rmin ation to not reimburse fo r accounts paid pa ss the submittal date. APPROVALS: ~~~~z-.Je-elt' Department Head (date) ~?-!? untyanager{date) Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction. Adopted this _______ day of _______ _, 2016 . Margaret Regina Wheeler Clerk to the Board Gordon Springle, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 272 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett. North Carolina. that the follow ing amendment be made to the annual budget ordinance for the fiscal year ending June 30. 2017 Section 1. To amend the Veterans Court Fund , the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 253-4403-441.35-77 Veterans Court $223.446 253-4403-441 .33-45 Contracted Services $148.447 253-4403-44 l .41-11 Telecommunications & Postaqe $31.348 253-4403-441 .58-0 l Traininq & Meetinqs $10,000 253-4403-44 l .58-14 Travel Admin $3.735 253-4403-441 .60-33 Materials & Suoolies $4,825 253-44 03-44 l .60-39 Other Materials $26.300 253-4403-441 .60-44 Eauioment $24 ,400 253-4403-441 .60-45 Drua TestinQ Kit $5,739 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION : To move funds to meet the needs for the Veterans Court Grant awarded by Department of Health & Human Services Substance Abuse & Mental Health Services Administration (SAMHSA) for FY 17. APPROVALS : De~ Section 2. Copies of this budget amendment shall b fur shed to the Clerk to the Boord. and to the Budget Officer and the Adopted ___________________ _ Margaret Regina Wheeler. Clerk to the Board Gordon Spring le, Chairman Harnett County Board of Commissioners 011717a HC BOC Page 273 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Govern ing Board of the County of Harnett, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year e nding June 30, 2017 : Section 1. To amend the Public Utilities Department, 531 , the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 531-9000-431-58-14 Admin Operating/Travel $4,500 .00 531-9000-431 -30-04 Admin Operating/Professional Services $4,500.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION : In crease Admin Travel line for HCDPU work and training related travels. 01 03 17 ~ J,u,/1 Cunty ~ager (date) Department Head (date) Section 2. Copies of this budget amendment shall be furn ished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction . Adopted th is day of Margaret Regina Wheeler Clerk to the Board I 2017 . Gordon Springle Harnett Coun t y Board of Commissioner s 011717a HC BOC Page 274 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina , that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the Public Utilities Departme nt , 531, the appropriat ions are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 531-9000-431-3004 Admin Operating/Professional Services $20,000.00 531-9021-431-3004 SHWWTP Operating/Professional Services $20,000.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION : Increase professional services budget line for on-going litigation. 12 29 16 Department Head (date) Section 2. Copies of this budget amendment shall be furn ished to the Clerk to the Board, and to the Budget Officer and the Finan ce Officer for their direction. Adopted this day of Margaret Regina Wheeler Clerk to the Board , 2017. Gordon Springle Harnett County Board of Commissioners 011717a HC BOC Page 275 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Boord of the County of Harnett. North Carolina, that the following amendment be mode to the annual budget ordinance for the fiscal year ending June 30, 2017 : Section 1. To amend the General Fund, Administration and Governing Body, the appropriations are to be changed as follows: EXPENDITURE CODE NUMBER DESCRIPTION OF CODE 11 0-7100-465.36-03 Impositions 110-7100-465.58-14 Travel REVENUE CODE NUMBER DESCRIPTION OF CODE EXPLANATION: To cover travel expenses for increased staff APPROVALS: ~c.-lL£e, .,X,-k' i-s-,, ~JJ =:;:r {date) \ Department Head (date) AMOUNT AMOUNT INCREASE DECREASE $10,000 $10,000 AMOUNT AMOUNT INCREASE DECREASE County Manager (date) Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board. and to the Budget Officer and the Finance Officer for their direction. Adopted ________________ _ Margaret Regina Wheeler, Clerk to the Board Gordon Springle, Chairman Hamett County Board of Comm 011717a HC BOC Page 276 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina; that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the Board of Elections Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-4300-410.12 -00 Salaries and wages-Part time $3,000 110-4300-410.12-01 Precinct Officials $3,000 110-4300-410.58-01 Training and Meetings $1,900 110-4300-410.58-14 Travel Admin $1,900 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: The Board of Elections respectfully requests that the above appropriations are changed to move funds needed to fix a shortage of funds . APPROVALS : Department Hea Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for their direction . Adopted =th""""is"--------=d=a_,._y-=o-'--f ______ _,.__ ______ ---' Margaret Regina Wheeler Clerk to the Board Gordon Springle, Chairman Marnett County Board of Commissioners .. 011717a HC BOC Page 277