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HomeMy WebLinkAbout050718a Agenda PackageHARNETT COUNTY BOARD OF COMMISSIONERS County Administration Building 420 McKinney Parkway Lillington, North Carolina Regular Meeting May 7, 2018 I. Call to order -Chairman Gordon Springle 9:00 am 2. Pledge of Allegiance and Invocation -Commissioner Joe Miller 3. Oath of Office -County Manager Paula Stewart 4 . Consider additions and deletions to the published agenda 5. Consent Agenda A . Minutes B. Budget Amendments C . Tax rebates, refunds and releases D. Harnett County Tax Administrator requests approval of the Interlocal Cooperation Agreement for the Collection of Taxes between Harnett County and the Town of Coats. E. Harnett County Tax Administrator requests approval of the Interlocal Cooperation Agreement for the Collection of Taxes between Harnett County and the Town of Angier. F. Harnett County Information Technology Department requests approval of the revised Electronic Records and Imaging Policy for Harnett County. G . Joint Resolution of the Harnett County Board of Commissioners and Harnett County Board of Education Supporting a Statewide Referendum on a Bond Issue for School Facility Needs. H. Harnett County Parks and Recreation requests approval of a Use Agreement with Harnett County Schools for the expansion of Neills Creek Park. The agreement will allow Hamett County Parks and Recreation to utilize the baseball, softball and multiuse fields behind Hamett County Central Middle School. The County will also relocate the high school tennis courts to this property. The County will begin maintaining the facilities. I. Harnett County Health Director requests award of bid in the amount of $168,129 to Affinity Care NC, DBA Affinity Health Services as the vender for the In-Home Aide Program within the Harnett County Division of Aging for the year 2018-2019. No other bids were received. J. Harnett County Public Utilities requests approval of write-offs for the first quarter of 2018 in the amount of $27,948.43. K. Harnett County Sheriffs Office requests approval of amendments to Contract and Agreement between the County of Harnett and Campbell University, Incorporated, to provide law enforcement services within coverage area. Page I 050718a HC BOC Page 1 L. Harnett County Sheriff's Office requests approval of a resolution awarding Deputy Michael Kemp with his service weapon upon his retirement. M. Harnett County General Services requests approval of award of bid to A-1 Salvage and Demolition, Inc. in the amount of $182,400 for the demolition of Old Anderson Creek School Gym/Cafeteria/Classroom at 904 Anderson Creek Road, Bunnlevel & the Old Shawtown building at 695 Shawtown Road, Lillington. Four bids were received with A-1 Salvage and Demolition, Inc. submitting the lowest proposal. General Services also requests that the Board authorize negotiation for contract price of $182,400 as submitted by contractor. N. Harnett County Parks and Recreation requests approval of offer to purchase 28.29 acres off Oakridge River Rd in northwest Harnett County. The offer includes a contingency that conditional use permits are approved. The property will be used for future development and partnership between Parks and Recreation, Solid Waste, and E-911. 6. Period of up to 30 minutes for informal comments allowing 3 minutes for each presentation 7. Appointments 8. Sandhills Center FY 18/19 Funding Request and Program Update, Victoria Whitt, Executive Director 9. NC Forest Service FY 18/19 Funding Request and Program Update , Buren Fulmer, Hamett County Ranger 10. Harnett County Schools FY 18 /19 Funding Request, Dr. Aaron Fleming, Superintendent of Harnett County Schools 11. 2018/19 Health Insurance Benefits, John Gasiorowski, IBA 12. County Manager's Report-Paula Stewart, County Manager Veteran Services Activities Report -April 2018 13. New Business 14. Closed Session 15. Adjourn Potential Add-on: Emergency Services requests approval of Resolution Designation of Applicant's Agent to designate agents -Primary Agent is Larry Smith and Secondary Agent is Jimmy Riddle, to execute and file applications for the DRA 2017 Grant (Hurricane Matthews) on behalf of the Town of Erwin for the purpose of obtaining state financial assistance. Page2 050718a HC BOC Page 2 Agenda Item __ 3=---- ~~:-1 Harnett COUNTY www.harn ett.org OATH OF COUNTY MANAGER I, Paula K . Stewart, do solemnly swear that I will support the Constitution of the United States of America; so help me, God. I, Paula K. Stewart, do further solemnly swear that I will be faithful and bear true allegiance to the State of North Carolina, and to the constitutional powers and authorities which are or may be established for the government thereof; and that I will endeavor to support, maintain, and defend the Constitution of the United States, to the best of my knowledge and ability; so help me, God . I, Paula K . Stewart, do further solemnly swear that I will well and truly execute the duties of the office of County Manager according to the best of my skill and ability, according to law; so help me, God. Subscribed and Sworn before me this 7th day of May, 2018. Gordon Springle, Chairman strong roots • new growth Paula K. Stewart Hamett County Manager 050718a HC BOC Page 3 Agenda Items S-A HARNETT COUNTY BOARD OF COMMISSIONERS Minutes of Regular Meeting April 16 , 2018 The Harnett County Board of Commissioners met in regular session on Monday, April 16, 2018, in the Commissioners Meeting Room , County Administration Building, 420 McKinney Parkway, Lillington, North Carolina. Members present: Member absent: Staff present: Gordon Springle, Chairman Howard Penny, Vice Chairman Barbara McKoy, Commissioner Joe Miller, Commissioner Abe Elmore, Commissioner Paula Stewart, Interim County Manager Dwight Snow, County Attorney Kimberly Honeycutt, Finance Officer Margaret Regina Wheeler, Clerk Chairman Springle called the meeting to order at 7:00 pm. Vice Chairman Penny led the Pledge of Allegiance and invocation. Chairman Springle called for additions or deletions to the published agenda. Mrs. Stewart requested the addition of the Harnett County Public Library's request to accept the 2017-2018 EZ Edge Technology grant for $7,500. She also asked the Board to consider Solid Waste's Budget Amendment 326b for $103,680 to purchase Turlington property adjacent to the Dunn Erwin Landfill. Last, Mrs. Stewart announced Social Services Director Paul Polinski is unable to attend the meeting and the DSS update will need to be postponed. Commissioner Miller moved to approve the agenda as amended. Vice Chairman Penny seconded the motion that passed 4-0. Commissioner McKoy moved to approve the following items listed on the consent agenda. Commissioner Miller seconded the motion, which passed 4-0. 1. Minutes: 2. Budget Amendments: 293 Tax Department April 3, 2018 Special Session April 2, 2018 Regular Meeting Code 110-4500-410.12-00 Salaries -Part time 110-4500-410.33-45 Contracted Services 13,000 decrease 13,000 increase April 16 , 2018 Regular Meeting Minutes Harnett County Board of Commissioners Page I of 5 050718a HC BOC Page 4 295 Sheriff Department Code 110-5120-420.30-04 Professional Services 110-5120-420.43-15 Maintenance & Repair l 10-5120-420.43-16 Maintenance & Repair equipment 110-5120-420.32-48 Safe Keepers 110-5120-420.32-49 Youth Offender 110-5120-420.33-45 Contracted Services 110-0000-336-24-09 Inmates house military 110-0000-336-24-10 Inmates house-Federal 298 Benhaven Elementary Code 336-8300-480-47-30 General Contractor 336-8300-480-47-62 Contingency 299 Health Department Code 110-7600-441.60-33 Materials & Supplies 110-0000-334.76-02 Food & Lodging 303 Library Department Code 110-8100-450.60-33 Materials & Supplies 110-0000-331.81-02 LSTA Grant 314 Animal Services Code 110-5500-420.12-00 Salaries & Wages Part time 110-5500-420.22-00 FICA Tax Expense 110-5500-420.23-01 Regular Retirement I 10-5500-420.26-08 Workers Compensation 110-5500-420.30-04 Professional Services 110-5500-420.30-06 Veterinary Fees 110-5500-420.41-11 Telephone 110-5500-420.11-00 Salaries & Wages 110-5500-420.11-06 Comp Time payout 110-5500-420.11-14 Longevity 110-5500-420.21-00 Group insurance expense l 10-5500-420.21-05 Employee Clinic 110-5500-420.23-00 Regular Retirement 110-5500-420.25-10 Unemployment Benefits 110-5500-420.41-13 Operating Utilities 110-5500-420. 60-31 Gas 110-5500-420.60-46 Medical Supplies 110-5500-420.64-25 Books & Publications 315 Capital Maintenance Code 196-4700-410.43-15 Maintenance & Repair Operating 196-4700-410.60-33 Materials & Supplies 196-4700-410. 74-73 Capital Outlay 1,000 decrease 4 ,000 decrease 1,000 decrease 35 ,000 increase 20,000 increase 82,500 increase 15 ,470 increase 116,030 increase 29,718 decrease 29, 718 increase 9,909 increase 9,909 increase 7,500 increase 7,500 increase 3 ,700 decrease 1,000 decrease 2 ,000 decrease 1,200 decrease 11 ,700 decrease 600 decrease 1,000 decrease 5,400 increase 3,500 increase 60 increase 500 increase 105 increase 3, l 00 increase 200 increase 4 ,500 increase 1,500 increase 2,310 increase 25 increase 5,810 increase 4 ,000 increase 9 ,810 decrease April 16, 2018 Regular Meeting Minutes Hamett County Board o f Commiss ioners Page 2 o f 5 050718a HC BOC Page 5 316 General Fund Code 110-4155-410.43-15 Legal Services Professional l 10-4700-410.30-04 Facilities & Maintenance 110-8800-490.32-16 Contingency 319 Transportation Budget Code 110-465 0-41 0 .11-06 Comp Time Payout 110-4650-410.650-33 Materials & Supplies 326 Solid Waste Code 5 80-6600-461. 7 4-71 Capital Outlay -Land 580-000-399.00-00 Fund Balance Appropriated 3. Tax rebates, refunds and releases (Attachment 1) 10,692 increase 10,000 increase 20,692 decrease 250 increase 250 decrease $103,680 increase $103,680 increase 4. Hamett County Information Technology requested approval to donate two desktop computers with monitors, keyboards, mice and power cords to ARC of Hamett County. 5. Human Resources requested approval to restructure the Employee Benefits Committee from a Board appointed committee to an interdepartmental committee with Human Resources overseeing the operation of such. 6. Hamett County Public Library requested permission to accept the 2017-2018 EZ Edge Technology grant for $7,500. This grant will allow the library to purchase additional technology related items improving technology infrastructure in the library and increasing community access. This is no county match required. Chairman Springle opened the floor for informal comments by the public, allowing up to 3 minutes for each presentation up to 30 minutes. No one spoke. There were no appointments. Clint Williams, ENP, GIS/E-911 Operations Administrator, requested approval of a Joint Resolution Adopting NC Geodetic Survey's Preliminary Resurvey of the Common Boundary (Comer) Between Wake County, Hamett County, and Chatham County and Commitment to Pursue Joint Enabling Legislation to Modify the Wake County and Chatham County Boundary as Described in the 1961 Survey. Mr. Williams listed the preliminary impacts on properties. He noted that to establish this as the correct boundary comer for the three counties, and correct the Wake/Chatham County boundary line, state legislation must be enacted in accordance with N.C. G.S. 153A-17. This joint resolution, to be adopted by all three counties, provides support for legislation to make this correction in the 2018 NC General Assembly short session. After legislation is enacted, Wake April 16 , 2018 Regular Meeting Minutes Hamett County Board of Conunissioners Page 3 of 5 050718a HC BOC Page 6 and Hamett Counties will work toward locating its official boundary in accordance with N.C. G .S. 153A-18. This can be enacted locally upon agreement between the two counties. All purposed corrections to the county boundary lines will become effective on January 1, 2019. (Attachment 2) Vice Chairman Penny moved to approve the Joint Resolution Adopting NC Geodetic Survey's Preliminary Resurvey of the Common Boundary (Comer) Between Wake County, Harnett County, and Chatham County and Commitment to Pursue Joint Enabling Legislation to Modify the Wake County and Chatham County Boundary as Described in the 1961 Survey. Commissioner McKoy seconded the motion, which passed 4-0 Mrs. Stewart presented the following reports : Hamett County Veterans Services Activities -March 2018 Hamett County Public Health Activities -March 2018 Development Services Report -March 2018 Hamett County Schools Financials -March 30, 2018 Interdepartmental Budget Amendments Mrs. Stewart reviewed the revised 2018/19 budget calendar and asked commissioners to consider scheduling an additional work session to discuss the budget. Vice Chairman Penny moved that the Board meet in special session to discuss the 2018/19 budget on Tuesday, April 24, 2018 at 9:00 am. Commissioner McKoy seconded the motion that passed 4-0. Mrs. Stewart suggested the Hamett County Economic Development Advisory Council discuss CCCC's The Hamett Promise proposal and the Occupancy Tax during their upcoming meeting. She noted the council is still trying to define their mission. Regarding CCCC's The Hamett Promise, Chairman Springle said if the Board goes ahead and makes the decision to do it this year; Dr. Marchant thinks they could fund the pilot program at $400,000 to start because there will be less people. However, Dr. Marchant said the County would still need to commit to the total amount for four years as discussed. Chairman Springle asked that this considered at the first meeting in May so that they could let CCCC know something as soon as possible. Mrs. Stewart reviewed upcoming meetings and invitations. There was no new business. Commissioner Miller moved that the Board go into closed session to discuss certain personnel matters. This motion is made pursuant to N .C. General Statute Section 143-318.l l(a)(6). Vice Chairman Penny seconded the motion, which passed 4-0. Vice Chairman Penny moved that the Board come out of closed session. Commissioner Miller seconded the motion that passed 4-0. April 16, 2018 Regular Meeting Minutes Hamett County Board of Commissioners Page 4 of 5 050718a HC BOC Page 7 Commissioner McKoy moved to adjourn the meeting at 8:43 pm. Vice Chairman Penny seconded the motion , which passed 4-0. Gordon Springle, Chairman Margaret Regina Wheeler, Clerk April 16, 2018 Regular Meeting Minutes Harnett County Board of Commissioners Page 5 of 5 050718a HC BOC Page 8 13 . . p p r - . : ; v e t i ~ y ,h e Ha r n e n · '.'- ! ou n t y B o a r d t, f Co m m i ! i ~ , o n e 1 · ,&e a r . d l ' i e p . e r t -~ ·_ . . • · ·· ~ ° ' " ~ ~ Da t e 04 / 1 6 / 2 0 1 8 CI ~ . . To : Ha r n e t t Co u n t y Bo a r d o f Co m m i s s i o n e r s '" 7 ' Re : Co n s i d e r a t i o n o f Re f u n d fo r Ta x e s , In t e r e s t an d Pe n a l i t i e s fo r al l Mu n c i p a l i t i e s - ... , . . • .. ll 6 " ( _ f" . " " . ~ ~ p r o v ; d He. . · 11 , o c . ~: ,- c : r i · ,~ t R e a s o n Ov e r Li s t e d 8ll 1 M , ; r , n h o r '. • . ' ' '. ' i ! » ' . 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' ), ... ...: > i ::z ..., -050718a HC BOC Page 9 ATTACHMENT 2 J OINT RESOLUTION ADOPTING NORTH CAROLINA GEODETIC SURVEY'S PRELIMINARY RESURVEY OF THE COMMON BOUNDARY (CORNER)BETWEEN WAKE COUNTY, HARNETT COUNTY AND CHA THAM COUNTY AND COMMITMENT TO PURSUE JOINT ENABLING LEGISLATION TO MODIFY THE WAKE COUNTY AND CHATHAM COUNTY BOUNDARY AS DESCRIBED IN A 1961 SURVEY WHEREAS, N .C .G .S. § l 53A-l 7 provides that the boundaries of each county shall remain as presently established, until changed in accordance with law; and WHEREAS, N.C .G.S. § 153A-18 also provides that if two or more counties are uncertain as to the exact boundary between them, they may cause the boundary to be surveyed, marked and mapped; and WHEREAS, Wake County and Chatham County located the boundary line between them in 1961 in accordance with procedures which governed at the time set forth in N.C.G.S. § 153-11 and by dual action of their Board of Commissioners detailed in Deed Book 1476, Page 332-338, Wake County Registry and the E.C. Smith survey recorded in Book of Maps 1961, Page 68, Wake County Registry; and WHEREAS, in recent years, confusion over the situs of specific parcels of land in Wake County and Hamett County has arisen; said confusion being heightened by the ever increasing residential and commercial development in proximity to this boundary line, which affects tax assessments, deed recordation, zoning and regulatory inspections, public safety, elections and school assignment in the respective counties; and WHEREAS, through recent survey work completed by North Carolina Geodetic Survey in association with locating the boundary between Wake County and Hamett County, errors have been discovered in the 1961 Wake County and Chatham County survey which must be resolved with corrective legislation in accordance with N.C.G.S. § 153A-17; and WHEREAS, the preliminary survey recently completed by North Carolina Geodetic Survey is attached hereto as Exhibii A which indicates the actual Wake/Chatham/Hamett comer is approximately 500.72 feet southwest of the comer established in the 1961 Wake County and Chatham County survey; and WHEREAS, the Wake County and Chatham County boundary is an integral part of locating the Wake County and Hamett County boundary as all three counties share a common comer; and WHEREAS, Hamett County did not ratify the 1961 Wake County and Chatham County survey and as such, has been using a comer reference that differs from that used by Wake County and Chatham County; and 1 050718a HC BOC Page 10 WHEREAS, Wake County, Chatham County, and Harnett County staff have held joint meetings to develop a strategy for correcting the mutual comer boundary between the three counties and have detennined that a boundary correction in the Wake County and Chatham County line is a pre-requisite to locating the Wake County and Harnett County boundary line; and WHEREAS, the property owners that will be affected by the location of the common corner between Wake County, Chatham County, and Harnett County and resultant modification to the 1961 Wake County and Chatham County boundary line have been notified; and WHEREAS, the Wake County Board of Commissioners, Chatham County Board of Commissioners and Harnett County Board of Commissioners, with the assistance of the North Carolina Geodetic Survey desire to establish the accurate location of the comer between the three counties and also correct the common boundary line between Wake County and Chatham County; and WHEREAS, the Wake County Board of Commissioners, Chatham County Board of Commissioners and Harnett County Board of Commissioners hereby request that North Carolina Geodetic Survey prepare an official survey for adoption and ratification by the North Carolina General Assembly during the 2018 short session consistent with the purpose laid out in this Joint Resolution; and WHEREAS, following the establishment of the mutual comer between the three counties and correction in the boundary line between Wake County and Chatham County, Harnett County and Chatham County will jointly authorize, by separate resolution, North Carolina Geodetic Survey to prepare an official survey for the purpose of locating the official boundary between them in accordance with§ 153A-18; and WHEREAS, following the establishment of the mutual comer between the three counties and correction in the boundary line between Wake County and Chatham County, Wake County and Harnett County will jointly authorize, by separate resolution, North Carolina Geodetic Survey to prepare an official survey for the purpose of locating the official boundary between them in accordance with§ 153A-18. NOW THEREFORE, BE IT RESOLVED BY THE WAKE COUNTY BOARD OF COMMISSIONERS, CHATHAM COUNTY BOARD OF COMMISSIONERS AND THE HARNETT COUNTY BOARD OF COMMISSIONERS that the survey completed by the North Carolina Geodetic Survey attached hereto as Exhibit A is hereby adopted for the purpose of establishing the common boundary (comer) between Wake County, Chatham County and Harnett County and for correcting errors in the 1961 Wake County and Chatham County boundary survey. 2 050718a HC BOC Page 11 BE IT FURTHER RESOLVED that staff is directed to pursue joint legislation from the North Carolina General Assembly for ratification of the common boundary (corner) between Wake County, Chatham County and Hamett County and modification of the 1961 boundary line between Wake County and Chatham County in accordance with N.C .G.S. Section 153A-17 with survey assistance from North Carolina Geodetic Survey. That this JOINT RESOLUTION shall become effective upon its adoption. WAKE COUNTY Adopted this __ day of April 2018. ATTEST: _______ _ Denise Hogan Clerk to the Board Jessica N. Holmes, Chair Board of Commissioners 3 050718a HC BOC Page 12 CHATHAM COUNTY Adopted this __ day of May 2018. ATTEST: _______ _ Clerk to the Board _______ , Chair Board of Commissioners 4 050718a HC BOC Page 13 HARNETT COUNTY Adopted the 16th day of April 2018. 5 www.harnett.org 050718a HC BOC Page 14 0 WA K E CO U N T Y -.: : : , . ST A f t O , N O t l ' l ' H ~ OC U f f Y Of CW . T I W I au m . co n r i ?M t n1 " ' ° ~ ~ ~ C1 . ' 1 1 n 9 1 C f . ' t ' I O N . Jr r l " ' r J m ) WU ' t 9 11 & . l . lt A . N ' f O I W ' r ~ ~I I I J X I N J f . r « i . .. . . - - ., . , , . . . .. . . . . . . . .. . . . _ . lf f l 4 CA S T II O I I I tN ' t. a l L D 'W N « , ~ m t r M · P ' O I W N < t . OO I M n ' MQ S 1 t J t OI ' oc m s -: , . . . ~ .: , , . , . _ CO l l O Y lH . 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OR A W N 8' r : o, CHCC!t BY : ltftM °" - 1 ' t : 9 / 27 /20'1 ..... .., SH£t1' ..!. ar ..!... 050718a HC BOC Page 15 HARNETT COUNTY BOARD OF COMMISSIONERS Minutes of Work Session April 10, 2018 The Hamett County Board of Commissioners met in work session on Tuesday, April 10, 2018 , in Conference Room A , County Administration Building, 420 McKinney Parkway, Lillington, North Carolina. Members present: Staff present: Gordon Springle, Chairman Howard Penny, Vice Chairman Abe Elmore, Commissioner Barbara McKoy, Commissioner Joe Miller, Commissioner Paula Stewart, Interim 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 Miller led the Pledge of Allegiance and invocation. The following agenda was before the Board: ~ Closed Session ~ CCCC "The Harnett Promise" ~ Economic Development Advertising Update ~ System Development Fee Analysis and Fee Schedule Report ~ Employee Health Benefits Committee ~ Capital Plan ~ County Manager's Report: April 16, 2018 Regular Meeting Agenda Review Invitations and upcoming meetings ~ Adjourn Commissioner McKoy moved that the Board go into closed session for the following purposes: 1) To discuss certain personnel matters; and 2) 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 3) To discuss certain economic development matters. This motion is made pursuant to N.C . General Statute Section 143-318.l l(a)(6)(5)&(4). Vice Chairman Penny seconded the motion, which passed unanimously. Commissioner Elmore moved that the Board come out of closed session. Vice Chairman Penny seconded the motion that passed unanimously. April 10 , 2018 Work Session Minutes Hamett County Board of Commissioners Page 1 of 3 050718a HC BOC Page 16 CCCC President Dr. Bud Marchant presented "The Harnett Promise". He said this would be a pilot project that CCCC and Harnett County would review after four years and decide on future appropriations to continue the program. Dr. Marchant said "The Harnett Promise" would guarantee all eligible Harnett County residents who graduate from a public high school, having completed four dual-enrollment courses or 12 dual-enrollment credit hours, up to two years of free tuition and fees at Central Carolina Community College for the two years immediately following their high school graduation. He noted that through Central Carolina Works they currently have over 555 high school students in Harnett County taking college credits. Dr. Marchant said he wanted to begin a conversation today but he is not asking for a commitment at this time. CCCC Provost Jon Matthews and Dr. Phillip Price were also present. Dr. Marchant responded to questions. He said students would still have to meet CCCC's regular enrollment standards. The projected Harnett County commitment would total $1. 7 Million over a four year period. Dr. Marchant said because this is a pilot, CCCC would return any money not used. He assured the Board that CCCC would not come back to Harnett County seeking any additional funds if the costs were more than the projected; the college would cover any overages. They guestimate 250 to 300 students would take advantage of the program. Discussions continued. It was the consensus of commissioners to look at starting "The Harnett Promise" in 2018. Harnett County Economic Development staff Debbie Taylor, Angie Stewart and Nick Dula provided an update on Economic Development advertising and program activities. Harnett County Public Utilities Director Steve Ward presented the System Development Fee Analysis and Fee Schedule Report. Mr . Ward noted Harnett County commissioned WR Martin to analyze our Water and Sewer System Development Fees (SDF) to comply with North Carolina House Bill (HB 436). SDFs are defined as one-time charges assessed against new development to recover a proportional share of the costs of capital facilities constructed to provide service capacity for new customers connecting to the water and sewer systems. Mr. Ward noted the bill was ratified to address fee inconsistencies among public providers including calculation methodologies and implementation. The new law provides specific guidelines that public water and sewer providers must follow to change SD F's. Typically, the cost basis for setting capacity fees is based on the system components that are necessary to serve, and that provide benefit to , all customers. These components typically include land, treatment plants, lift stations, lines, and other equipment. Mr. Ward said the draft report must be posted on-line for 45 days followed by a public hearing. He said he wanted to provide an update and outline next steps however no action is needed by the Board at this time. Mr. Ward recommends charging $2000 for water and $1 ,500 for sewer, which they could charge for up to 5 years. Discussions continued. Commissioner Elmore moved that the Board go into closed session for the following purposes: 1) To instruct the County s taff concerning the position to be taken by the County in negotiating a contract for the acquisition of real property by lease; and April I 0, 2018 Work Session Minutes Harnett County Board of Commissioners Page 2 of 3 050718a HC BOC Page 17 2) Consultation with the County's legal staff and special counsel in order to preserve the attorney-client privilege concerning the handling of certain claims and litigation including the following case: "Anderson Creek Partners, L.P. vs The County of Hamett and Thomas Shane Cummings" Harnett Superior Court File No. 17CVS2251 This motion is made pursuant to N .C . General Statute Section 143-318 .1 l(a)(5)&(3). Vice Chairman Penny seconded the motion that passed unanimously. Vice Chairman Penny moved that the Board come out of closed session. Commissioner Elmore seconded the motion that passed unanimously. Mrs. Stewart and Human Resources Director Heather Pollard shared their concerns regarding the previous role and current membership of the Employee Benefits Committee, which was established as an advisory committee by the Board several years ago. Discussions continued. The Board will consider staffs recommendation to restructure the committee from a Board appointed committee to an interdepartmental committee overseen by Human Resources. Staff distributed a draft General Government Capital Improvement 5-year Plan and briefly reviewed the requests submitted for FY 2018/19. Mrs. Stewart sought guidance from the Board regarding their priorities. Mrs. Honeycutt suggested developing a funding formula for capital improvements. Discussions continued. Chairman Springle said he thought the Capital Improvement Plan was a good plan but the key is deciding how much to spend on capital improvement each year. Mrs. Stewart reviewed the proposed April 16 , 2018 regular meeting agenda. She reviewed invitations and upcoming meetings. Mrs. Stewart announced that the County received notice that all three projects submitted to The Golden Leaf Foundation were approved with approval letters forthcoming. Mrs. Stewart recommended that the Board wait until 2019 to consider a proposed recreation tax. She noted staff needs additional time to perform due diligence including holding public meetings to educate the public. The group discussed Mrs. Honeycutt recent inquiry about the amount it would cost to start paying county employees bi-weekly. Chairman Springle asked staff to prepare a letter to NC Geodetic Survey asking that they establish borders for Hamett County and surrounding counties. Commissioner Elmore moved to adjourn the meeting at 1 :05 pm. Vice Chairman Penny seconded the motion that passed unanimously. Gordon Springle, Chairman Margaret Regina Wheeler, Clerk April 10, 2018 Work Session Minutes Hamett County Board of Commissioners Page 3 of3 050718a HC BOC Page 18 HARNETT COUNTY BOARD OF COMMISSIONERS Minutes of Regular Meeting March 19, 2018 The Harnett County Board of Commissioners met in regular session on Monday, March 19, 2018 , in the Commissioners Meeting Room , County Administration Building, 420 McKinney Parkway, Lillington, North Carolina. Members present: Staff present: Gordon Springle, Chairman Howard Penny, Vice Chairman Barbara McKoy, Commissioner Joe Miller, Commissioner Abe Elmore, Commissioner Paula Stewart, Interim County Manager Dwight Snow, County Attorney Kimberly Honeycutt, Finance Officer Margaret Regina Wheeler, Clerk Chairman Springle called the meeting to order at 7:00 pm. Commissioner Elmore led the Pledge of Allegiance and invocation. Chairman Springle, along with Board of Equalization & Review Chairman Carnell Robinson, Board of Adjustment Chairman Scott Tripp, Buddy Backpack Program President Francis "Kay" Donner and Spout Springs Emergency Services Chief Alan Jarvis presented Carrie Doberstein with a proclamation recognizing Robert E. Doberstein for his dedicated service to Harnett County and its citizens. Chairman Springle called for additions or deletions to the published agenda. Mrs. Stewart clarified the term of the service contract, pending approval , with Volunteer Firemen's Insurance Services, Inc. (VFIS) for the Harnett County Emergency Services Study would be March 19, 2018 through September 19, 2018. Commissioner Miller moved to approve the agenda as amended. Commissioner Elmore seconded the motion, which passed unanimously. Commissioner McKoy moved to approve the following items listed on the consent agenda. Commissioner Elmore seconded the motion , which passed unanimously. 1. Minutes: March 5, 2018 Regular Meeting 2. Budget Amendments: 267 JCPC Admin Grant Code 110-5898-420.60-47 Food and Provisions 110-5899-420.35-25 Court Psychologist 110-0000-3 31.79-01 J CPC Admin 110-0000-331.41-02 JCPC Court Psy 1,200 decrease 1,200 increase 1,200 decrease 1,200 increase March 19, 2018 Regular Meeting Minutes Harnett County Board of Commissioners Page 1 of 5 050718a HC BOC Page 19 268 Library Code 110-0000-331.81-02 LSTA Grant 110-0000-399.00-00 Fund Balance Appropriated 269 Emergency Services 20,280 increase 20,280 decrease Code 110-5302-420.32-88 Emergency Man. EMPG Supplement 58 increase 110-0000-331.53-12 EMPG Supplement 58 increase 277 Animal Services Code 110-5500-420.12-00 Public Safety part time 110-5500-420.60-65 Public Safety Auto 278 Cooperative Extension Code I 10-7324-456.11-00 Salaries 110-7324-456.11-14 Longevity 110-7324-456.21-00 Group insurance 1 I0-7324-456.21-07 Dental 110-7324-456.22-00 FICA 110-7324-456 .23-00 Regular Retirement 110-7324-456.23-01 Supplemental Retirement 110-7324-456.25-10 Unemployment I 10-7324-456.26-08 Workers Compensation 110-7324-456.58-01 Training & Meetings 110-7324-456.60-33 Materials & Supplies 110-0000-334.73-24 4H Teen Court 110-0000-399.00-00 Fund Balance Appropriated 282 Information Technology Code 909-9809-410 .60-24 Computer 909-9809-410.60-28 Software 909-0000-389.15-01 Interfund Transfer State Motor vehicle 3. T ax rebates, refunds and releases (Attachment 1) 3,150 decrease 3,150 increase 735 increase 8 increase 1,505 decrease 12 decrease 37 increase 21 increase 215 decrease 136 increase 259 decrease 44 7 decrease 240 decrease 86 decrease 1,655 decrease 139,769 increase 40,000 increase 179,769 increase 4. Hamett County Capital Projects Director requested approval of the design services contract with Little Diversified Architectural Consulting, Inc. of Durham, NC, for $1,711,395 . This contract is for architectural and civil engineering design services for the Government Complex South Project. These costs will be paid out of project funds. 5 . Hamett County Health Director r equested approval to accept an additional $320 allocation from the Mid-Carolina Council of Gov ernment Home and Community Block Grant. The additional funding will go into the E lderly Nutrition Program. There is an additional county match of $32 . March 19, 2018 Regular Meeting Minutes Hamett County Board of C ommissioners P age 2 o f 5 050718a HC BOC Page 20 6 . Harnett County Health Director requested approval to reduce the following fee: CPI Code Description Recommended Price 13490 17P $125.00 7. Harnett County Parks and Recreation requested approval of a lease agreement between the County of Harnett and the SandhiI1s Antique Farm Equipment Club. The lease is for approximately 20 acres of1and in Lillington, adjacent to the HARTS building and the future Government Complex Park, for 10 years at a cost of $10.00. The organization's goal is to preserve Harnett County and the surrounding area's historical farming heritage. The Club puts on several special event each year including the Farm Days events and two Agricultural Science Field Days for fifth graders. Each field day educates the students on how science and technology have improved farming practices. 8. Harnett County Emergency Services requested approval of the service contract with Volunteer Firemen's Insurance Services, Inc. (VFIS) for $70,500 ($58,000 plus travel expenses not to exceed $12,500) for the Harnett County Emergency Services Study. The term of contract is March 19, 2018 through September 19, 2018. 9. Harnett County Cooperative Extension requested permission to accept the donation of a 5 ' x 10' enclosed trailer valued at $2,500. The trailer will be purchased with NCSU Niche Meat Working Group Funds and will be used to transport mobile poultry processing equipment used for demonstrations. I 0. Harnett County Cooperative Extension requested approval of a 3% merit increase of $336 to Kittrane Saunders, Community Rural Development Agent, retroactive to July 1, 2017. 11. An Order for the Tax Administrator to advertise, pursuant to NCGS 105-369, unpaid taxes for the fiscal year 2017-2018 that constitute a lien on real property . The unpaid county taxes on property as of February 28, 2018 were $1,747,747.27. 12. Western Harnett/Overhills Area PTO Thrift Store, Inc. requested reimbursement for $2,585 in permit fees, paid in February 2017, associated with their building expansion. 13. Harnett County Emergency Services requested approval to create a new position for the Emergency Medical Services Division titled Training Captain at a Salary Grade 25, $50,579 -$60,695. An EMS Level II Instructor is required for this position. This position will require a Paramedic certification as well as several other certifications in the process of understanding all documentation principles. March 19, 2018 Regular Meeting Minutes Harnett County Board of Commissioners Page 3 of5 050718a HC BOC Page 21 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 talked about conservation areas, forestry and logging. Mr. Nystrom said he believes there should be a mitigation restoration plan for conservation areas following logging. Commissioner Miller moved to approve the appointments listed below. Commissioner McKoy seconded the motion, which passed unanimously. Agricultural Advisory Board Cindy Johnson and Henry Randolph were reappointed to serve on this board for a term of three years expiring March 1, 2021. Board of Equalization and Review Bobby Doberstein was appointed to serve on this Board as a District 5 representative for a term of two years expiring February 28, 2020. Board of Health Dr. Catherine Evans was appointed to serve on this Board as the dentist member for a term of three years expiring March 31, 2021. Harnett Health System Board Steve Clabaugh representing District 5 and Barbara McKoy representing District 1 were appointed to serve on this board for a term of three years expiring March 31, 2021. Transportation Advisory Board Angela McCauley was appointed to serve on this board for a term of one year expiring March 31, 2019. Barry Blevins, Carl Davis, John Finger, Valerie Gilchrist, Lisa Guy, Mark Locklear, Jotonia McLean, Jimmy Riddle , John Rouse, Jr., Kittrane Sanders, Mary Jane Sauls, Terri Strickland and Erick Truesdale were reappointed to serve on this board for a term of one year expiring March 31, 2019. Sharon Stevens, TMP, Director of the Dunn Area Tourism Authority, presented the Authority's 2017 Annual Report. Their mission statement is to develop, promote, and advertise travel and tourism in the Averasboro Township and surrounding area, to sponsor tourist oriented events and activities, to operate and maintain museums and historic sites and to purchase, operate and maintain a convention facility. Mrs. Stevens talked about what tourism has done for our county and surrounding areas over the past year; saying every community is affected in some way by tourism. She highlighted several 2017 activities. Mr. Stevens provided the following tourism highlights: • Domestic tourism in Harnett County generated an economic impact of $85. IO million in 2016. This was a 5.83% increase over 2015. March 19 , 2018 Regular Meeting Minutes Harnett County Board of Commissioners Page 4 of 5 050718a HC BOC Page 22 • Employment of over 600 employees is attributed to Tourism related jobs with a payroll of $12.52 Million. • State and local tax revenues from travel to Hamett County amounted to $6.69M which represents a $52.06 tax savings per resident, which is up from $49.52 last year. • The Dunn Area Tourism Authority contributed financially to the General Lee Museum, A verasboro Battlefield, Dunn Area History Museum, Dunn Shriners and athletic venues that brought tourist to the area. • The Occupancy tax collected in the Dunn area for 2016-2017 was $575,678.88 with 17% of this collected tax going directly to the General Lee Museum. Mrs. Stewart presented the following reports: Hamett County DSS Monthly Report -January 2018 Hamett County Veterans Services Activities -February 2018 Hamett County Public Health Activities -February 2017 Hamett County Schools Financials February 28, 2018 Interdepartmental Budget Amendments Mrs. Stewart shared Hamett County's full-page ad in the April 2018 Our State magazine. She also reviewed upcoming meetings and invitations. There was no new business. Commissioner McKoy moved that the Board go into closed session to discuss certain personnel matters. This motion is made pursuant to N.C. General Statute Section 143-318.l l(a)(6). Commissioner Miller seconded the motion, which passed unanimously. Commissioner Elmore moved that the Board come out of closed session. Vice Chairman Penny seconded the motion that passed unanimously. Commissioner Elmore moved to adjourn the meeting at 7:53 pm. Vice Chairman Penny seconded the motion, which passed unanimously. 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"7 " B Ii i N ti m be r ff ~.~· 7 ~ - : y : l y p e .. . . . . ~ rf e c e i v e d Ain o u n t ~Re ff i n d A tn o u n t N a !J1 i ' , > -- ~ . ~: .: · : ~; ; - ~ - T Q i G ~ : ·;·_:~ Fu l l r e ba t e 00 0 22 5 4 9 5 4 - 20 1 7 - 20 1 7 -0 00 0 - 0 0 IN D $43 .85 $43 . 8 5 CO A T S , PA T R I C I A CR O M A R S . Ke i t h Fa u l k n e r Ta x Ad m i n i s t r a t o r > ~ -> ~ :t &! ~ 2 ~ ""' 050718a HC BOC Page 24 Agenda Items _.....::5 ___ .. ___,,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, 2018: Section 1. To amend the General Fund, Cooperative Extension Adolescent Parenting Program, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-7319-465 .11-00 Salaries & Wages 5764 110-7319-465.21-00 Group Insurance 775 110-7319-465.21-05 Employee Clinic 15 110-7319-465.21-07 Dental 31 110-7319-465.22-00 FICA 441 110-7319-465.23-00 Regular retirement 436 110-7319-465.23-01 Supplemental Retirement 116 110-7319-465 .25-10 Unemployment 18 110-7319-465.26-08 Worker's Compensation 881 110-7319-465.58-01 Training & Meetings 420 110-7319-465.58-14 Travel 1856 110-7319-465 .60-33 Materials & Supplies 16 110-7319-465.60-4 7 Food 220 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-331-73-19 Revenue -Adolescent Parenting Program 10989 EXPLANATION: To decrease revenue and operating budget for Adolescent Parenting Program due to making adjustment to offset difference in county and contract year (County year ends in June and contract year ends in May) and to correct original budget estimate. 7;;1)~ 3P1( (1 Department Head (date) ~~icer {~ate 4[ I" I · County Manager (date) Y--n--18 Section 2. Copies of this budget amendn:ient 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 Commissioners ) 050718a HC BOC Page 25 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, 2018; Section 1. To amend the General Fund, Aging Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-7501-441.41-ll Telephone & Postage $ 144.00 110-7501-441.55-12 Printing $ 106.00 110-7501-441.58-14 Travel $ 144.00 110-7501-441.60-33 Materials & Supplies $ 3,120.00 110-7501-441.60-47 Food & Provisions $ 250.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-334. 75-03 Medicare Counseling SHIIP $ 3,764.00 EXPLANATION : To budget a dditional MIPPA funding from the NC Dept of Insurance (Medicare). APPROVALS: ,J.,. 9 t fhwl ~~p 1 1'8 Department Head (date) County Manager (Date) Y -L°'-t~ 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 Board day of ,2018 Gordon Springle, Chairman Harnett County Board of Commissioners 050718a HC BOC Page 26 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 fisca l year ending June 30. 2018: Sectio n 1. To amend the Benhaven Elementary School CPl 702 , the appropriatio ns a re to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 336-83 00-480-47-30 General Contractor $19,376 336-8300-480-47-62 Contingency $19 ,37 6 REVENUE AMOUNT AMOUNT CODE NUMBER DESCR IPTION OF CODE INCREASE DECREASE EXPLANATION : To reduce construction budget due to sales tax J.M. Thompson Co. Pay Estimate #8 APPROVALS : Section 2. Officer and the Finance Officer for their direction. Adopted _________________ _ Margaret Regino Daniel. Clerk to the Board r~~~ County Manager (date) Y -tCi-07 Gordon Springle, Chairman Harnett County Boord of Comm 050718a HC BOC Page 27 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, 2018; Section 1. To amend the General Fund, Health Department, the appropriations are to be changed as follows: EXPENDITURE CODE NUMBER 110-7 600-441. 60-33 110-7 600-441. 7 4-7 4 REVENUE CODE NUMBER EXPLANATION: Department Head {date) AMOUNT AMOUNT DESCRIPTION OF CODE INCREASE DECREASE Materials & Supplies $ 7,000.00 Capital Outlay $ 7,000.00 AMOUNT AMOUNT DESCRIPTION OF CODE INCREASE DECREASE To move funds to Capital Outlay to purchase Ground Penetrating Radar for the Environmental Health Program. County Manager {Date) 4 --J.31 ~ 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 Board day of ,2018 Gordon Springle, Chairman Harnett County Board of Commissioners 335 6 050718a HC BOC Page 28 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, 2018: Section 1.To amend the Airport Capital Reserve CP1302, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 301-8300-406.90-03 Airport Capital Reserve -Capital Projects 19,180 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 301-0000-389.10-00 Airport Capital Reserve -lnterfund Transfers 19,180 EXPLANATION: To budget grant funds from NCDOT/DOA and local match for the continuation of the Design/Bidding of the Airport Terminal. APPROVALS: ft.1a' J, ( t Ste ' ':><A .J::: County Manager (date) L . .f,--.)~-tJ 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 Gordon Springle, Chairman Harnett County Board of Commissioner 050718a HC BOC Page 29 BUDGET ORDIN AN CE AMENDMEN T 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, 2018: Section 1.To amend the Airport's Terminal Building CP1704 , the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 338-8300-406.30-04 Professional Services 191,800 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 338-0000-331.83-11 Jetport Termina l NCDOT 36237.25.15.1 172,620 338-0000-389.10-00 Capital Reserve 19,180 EXPLANATION : To budget grant funds from NCDOT/DOA and local match for the continuation of the Design/Bidding of t he A irport Terminal. APPROVALS: ~~~/l)~,11 Department Head (date) PG.-.t "' kJ9<. >t...J-: County Manager (date) l( y ,.-).L.·-18 o'the Clerk to the Board, and to the Budget Adopted this ______ day of ______ ~------- Margaret Regina Wheeler Clerk to the Board Gordon Springle, Chairman Harnett County Board of Commission er 050718a HC BOC Page 30 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, 2018; Section 1. To amend the General Fund , Aging Department, the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-7501-441.32-13 Special Projects $ 280.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 11 0-0000-353.75-01 Family Care Donations $ 280.00 EXPLANATION: To budget anticipated donations for the remainder of the year. APPROVALS: f y 9tfh.4_ .111~)1 Department Head (oate) RI . t .l V' IL S+e, )C+-J:: County Manager (Date) 4 ,. )..l r ( r Section 2 . Copies of this budget a m e ndment shall be furnished to the Clerk of the Bo ard, and to the Budget Office r and the Finance Officer for their direction . Adopted this Margaret Regina Wheeler, Clerk to the Board day of ,2018 Gordon Springle, Chairman Harnett County Board of Commissioners (3.5 D b 050718a HC BOC Page 31 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, 2018: Section 1. To amend the PU1703 South Central Tr ansmission, 503 Public Utilities Department, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 503-9100-431-45-80 Contingency $276,300.00 503 -9100-431-45 -01 Construction $276,300.00 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION : To correct projected budget for water distribution deficiencies in the Bunnlevel area. Adopted this day of Margaret Regina Wheeler, Clerk to the Bo ard , 2018 . ft ·r:?~ k Ste. ~<et: County Manager (.d~te) L(r ).')-jJ ished to the Clerk to the Board, and to the Gordon Springle, Chairman Harnett County Board of Commissioners 35)b 050718a HC BOC Page 32 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, 2Q18: Section 1 . To amend the General Fund, Cooperative Extension, the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-7324-465-11-00 Salary & Wages 2721 110-7324-465-11 -14 Longevity 265 110-7324-465-21-00 Group Insurance 1896 110-7324-465-21-07 Dental 28 110-7324-465-22-00 FICA 891 110-7324-465 -23-00 Regular Retirement 194 110-7324-465-23-01 Supplemental Retirement 6 110-7324-465-15-10 Unemployment 128 110-7324-465-26-08 Workman's Compensation 208 110-7324-465-41-11 Telecommunication 16 110-7324-465-58-01 Trainings and Meetings 2500 110-7324-465 -58-14 Travel 105 110-73 24-465 -60-4 7 Food & Provisions 100 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: County budget revision for 4-H Teen Court. Realigning funds to allow for max grant funds put to use for program APPROVALS: ~ ~lw '-f(2~t1't P~._k.~~ Department Head (date) County Manager (date) Lf ,... J...' ...-1 r 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 Commissioners 050718a HC BOC Page 33 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. 2018 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 909-9809-410.60-24 Computers $100,000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 909-0000-389. 1 0-00 interfund transfer -internal service fund $100,000 EXPLANATION: budget transfer of funds to IT fund to cover Tyler program needs. Tyler software equpment will be maintained by this fund ro....,.J_ L-~~. (L,J- County Manager (gate J \:> I ~ ~1 ,10 Clerk to the Board, and to the Budget Officer Adopted _________________ _ Margaret Regina Wheeler, Clerk to the Board Gord on Springle, Chairman Harnett County Board o f Commissioners 2)L,Ob 050718a HC BOC Page 34 BUDGET ORDINANCE AMENDMENT BE IT ORDA INED by th e Governing Board of the County of ·Harnett, North Carolina, that the following amendment be made to the annual budget ordi nance for the fiscal year ending June 30, 20 18 Section 1. To amend the IT department, the appropriatio ns are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE l 94-870 1-490-9097 :Cn+ern o. I Servic.e Fv1.11d $100,0 0 0 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 19 4-0000-39 9 .00-00 I · F'1.1 nol l!:,o.. la.l'\C e, .4.LlOt"OPf'i-cr+ea $1 00,000 EXPLANATION : budget transfer of funds to IT fund to cover Tyler program needs. Tyler software equpment will be maintained by this fund p~ '-k-~)CiJ--' County Manager (do~) } b Y 1---18 Clerk to the Board, and to the Budget Officer Adopted __________________ _ M a rgaret Regin a Wheeler, Clerk to the Bo a rd J s1rio Gord on Sp ri ngle, Chairman Harnett County Board of Commissioners 050718a HC BOC Page 35 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, 2018: Section 1.To amend the Facility Maintenance budget, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-4700-410.43-15 Operating -Repair & Maintenance -Building 100,000 110-8800-490.32-16 Contingency REVENUE AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE EXPLANATION: To move funds to complete various building and maintenance repairs. Adopted this ______ day of ______ J ______ _ Margaret Regina Wheeler Clerk to the Board Gordon Springle, Chairman Harnett County Board of Commissioner 100,000 AMOUNT DECREASE 050718a HC BOC Page 36 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, 2018: Section 1. To amend the Capital Reserve -General Budget, appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE • 194-8200-450.60-33 Materials & Supplies $15,000 194-8200-450. 7 4-7 4 Capital Outlay $284,031 194-8701-490.90-03 lnterfund Transfer $299 ,031 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION: To move activity for Parks & Recreation to a separate general fund type . This transfer will allow these types of activity to be tracked more efficiently. APPROVALS: Department Head (date) er (date) County Manager (date) 5 / 2/ S.-,}...-, ~ 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 Commissioners 050718a HC BOC Page 37 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 yea r ending June 30, 2018: Section 1. To amend the General Fund Budget, appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-8701-490.90-05 lnterfund Transfer $555,000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-399 .00-00 Fund Balance Appropriated $555,000 EXPLANATION: To budget the transfer of funds for the purchase of land . APPROVALS : ~ PO-A,.A L 6)±-c , ...l i..r- Department Head (date) · nee i er~ctJjl County Manager (date) Section 2. Copies of this budget amendment shall ~~rnished 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 Commissioners 050718a HC BOC Page 38 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, 2018 : Section 1. To amend the Parks & Recreation Capital Fund Budget, appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 197-8200-450. 7 4-71 Capital Outlay-Land $555,000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 197-0000-389.10-00 lnterfund Transfer -General Fund $555,000 EXPLANATION: To budget the transfer of funds for the purchase of land . APPROVALS : Adopted this Margaret Regina Wheeler Clerk to the Board day of ~~b.Hw<-r County Manager (date) s--;l..4 ] ed to the Clerk to the Board, and to the Gordon Springle , Chairman Harnett County Board of Commissioners 311b 050718a HC BOC Page 39 , 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, 2018: Section 1. To amend the Capital Reserve -Maintenance Budget, appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 196-4700-410.33-45 Contracted Services $500,000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE J~0000-389 .10-00 lnterfund Transfer -General Fund $500,000 EXPLANATION: To budget the transfer of fund s for the demolition of property. APPROVALS : Adopted this Margaret Regina Wheeler Clerk to the Board day of PVwyA(, ~ ~ c....k' County Manager (date) $...)..-)~ ed to the Clerk to the Board, and to the Gordon Springle, Chairman Harnett County Board of Commissioners o18h 050718a HC BOC Page 40 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 ending June 30, 2018 : Section 1. To amend the lnterfund Transfer Budget, appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE f 110-8701-490.90· 05 lnterfund Transfer-Capital Reserve $500,000 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-399 .00-00 Fund Balance Appropriated $500,000 EXPLANATION: To budget the transfer of funds for the demolition of property. APPROVALS : ~ R, ,_,, ' L>h: • )(, -r' Department Head (date) nance iceµqatJ. County Manager (date) ?f2. y ~-\i Section 2. Copies of this budget amendment shall be urnished to the Cle r k to the Board, and to the Budget Officer and the Financ e Officer for their direction. Adopted this Margaret Regina Wheeler Clerk to the Board day of Gordon Springle, Cha irman Harn ett County Board of Commissioners 050718a HC BOC Page 41 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, 2018: Section 1 . To amend the Capital Reserve -Parks & Recreation Budget, appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 197-8200 -450 .60-33 Materials & Supplies $15,000 197-8200-450.74-74 Capital Outlay $284,031 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 197-0000-389.71-00 lnterfund Transfer $299,031 EXPLANATION: To move activity for Parks & Recreation to a separate general fund type. This transfer will allow these types of activity to be tracked more efficiently. APPROVALS : Department Head (date) er (dat~, County Manager (date) b 5')..--1) 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 Commissioners 050718a HC BOC Page 42 Board Report Date 05/07/2018 To: Harnett County Board of Co m m i s s i o n e r s Re: Consideration of Refund for T a x e s , I n t e r e s t a n d P e n a l i t i e s f o r a l l M u n c i p a l i t i e s Adjustment Reason BOE and review dee BOE and review dee BOE and review dee BOE and review dee BOE and review dee S. Keith Faulkner Tax Administrator Bill N u m b e r 00022 5 7 9 8 7 - 2 0 1 8 - 2 0 1 7 - 0 0 0 0 - 0 0 00022 5 7 9 8 7 - 2 0 1 8 - 2 0 1 6 - 0 0 0 0 - 0 0 00022 5 7 9 8 7 - 2 0 1 8 - 2 0 1 5 - 0 0 0 0 - 0 0 00022 5 7 9 8 7 - 2 0 1 8 - 2 0 1 4 - 0 0 0 0 - 0 0 00022 5 7 9 8 7 - 2 0 1 8 - 2 0 1 3 - 0 0 0 0 - 0 0 T y p e R e c e i v e d A m o u n t B U S $ 1 4 6 . 0 3 B U S $ 1 6 9 . 3 9 B U S $ 2 0 0 . 9 0 B U S $ 2 2 8 . 1 7 B U S $ 2 4 9 . 3 1 A g e n d a I t e m s S - C A p p r o v e d . _ _ _ _ _ _ _ _ _ _ _ R e f u n d A m o u n t N a m e $ 1 2 . 1 7 O Q U I N N , G D O N A L D $ 1 9 . 5 4 O Q U I N N , G D O N A L D $ 2 8 . 7 0 O Q U I N N , G D O N A L D $ 3 8 . 0 2 O Q U I N N , G D O N A L D $ 4 6 . 7 4 O Q U I N N , G D O N A L D 0 5 0 7 1 8 a H C B O C P a g e 4 3 Agenda Items S-D Board Meeting Agenda Item MEETrNG DATE : May 7, 2018 TO : HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Interlocal Cooperation Agreement for the Collections of Taxes between Harnett County and the Town of Coats REQUESTED BY: Silas Keith Faulkner. Tax Administrator REQUEST: Approval of the Agreement with the Town of Coats to collect their property taxes annually unless terminated by either party. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: U:\Gina Wheeler\Agenda Request\Interlocal Cooperation Agreement.docx I of2 Page 050718a HC BOC Page 44 INTERLOCAL COOPERATION AGREEMENT FOR THE COLLECTION OF TAXES BETWEEN COUNTY OF HARNETT AND THE TOWN OF COATS THIS INTERLOCAL COOPERATION AGREEMENT ("Agreement") is made and entered into on this the .ik_ day of {1pl?.l I , 2018 by and between COUNTY OF HARNETT, a body politic and corporate, organized and existing under the laws of the state of North Carolina, (hereinafter referred to as "County") and the TOWN OF COATS, a North Carolina municipal corporation organized and existing under the laws of the State of North Carolina, (hereinafter referred to as "Town"). WITNESS ETH: WHEREAS, the governing bodies of County and Town have found and determined that it is in the public benefit and interest to provide for the collection by County of real and personal property taxes levied by Town as well as certain special assessments assessed by Town, gross receipts taxes on vehicle rentals and leases, gross receipts taxes on heavy equipment rentals and leases, and certain motor vehicle taxes and fees; and WHEREAS, the North Carolina General Statutes in Chapter 160A, Article 20, Part I and the provisions of North Carolina General Statute 153A-445 provide that units of local government may enter into an agreement in order to execute an undertaking providing for the contractual exercise by one unit of any power, function and right, including the collection of taxes, of another unit; and WHEREAS, the Town of Coats is within County of Harnett. NOW THEREFORE, for and in consideration of mutual covenants contained herein and the mutual benefits to result therefrom, the parties hereby agree as follows: l. DEFINITIONS: A. Consolidated Tax Bill: A tax bill for both County and Town taxes prepared by County in those situations where both County taxes and Town revenues are due, i.e. where property lies both within the County and the Town. B. Non-Consolidated Tax Bill: A tax bill for either County taxes only or Town revenues only prepared by County in those situations where only County or only Town taxes are due, i.e. where property lies within the County and outside of the Town. C. Direct Costs. Those costs incurred for salaries and benefits, operational expenses, rents and capital outlay, plus those costs charged by County for direct services necessary to the operation of the office or department which shall be equal to one percent (1 % ) of the amount of taxes collected. 1 (8 050718a HC BOC Page 45 D. Revenues. Any property taxes, gross receipt taxes on vehicle rentals and leases, gross receipt taxes on heavy equipment rentals and leases, and motor vehicle taxes and motor vehicle fees levied by County or Town for those Town residents residing in the County including interest, penalties or costs and any special assessments due to Town or County on property being foreclosed on as part of a tax fo reclosure action, which are collectable by the Tax Collector within the scope of this Agreement and Article 22A. E. Tax Collector. The person appointed by the Board of Commissioners of the County of Harnett pursuant to N.C.G.S. § 105-349, or its successor statute, by whatever title given, and currently known as the Harnett County Tax Administrator. 2. PURPOSE. The purpose of this Agreement is to establish the undertakings as provided in N.C.G.S., Chapter 160A, Part I, whereby the Tax Collector collects for the Town all current and delinquent Revenues as defined in Section 1 (C) of this Agreement, effective on the first day of July, 20 18. 3. METHODS AND PROCEDURES. The methods and procedures which shall be followed by County, Tax Collector and the Town to implement this undertaking shall be as follows: A. The Tax Collector shall perform, on behalf of the Town, those duties specified in N.C.G.S., Section 105-330.5 and other duties specified herein. B . County shall provide the Tax Collector with such assistants and employees as are deemed necessary in the sole discretion of County for said Tax Collector to accomplish his duties to collect Town Revenues as set forth herein. C. The governing body of County shall cause to be performed all actions pertaining to or ancillary to collection of Revenues for Town, required by N.C.G.S. Chapter 105 , including but not limited to the following: 1. Preparation of tax scrolls and tax books or a combined record as required by N.C.G.S. §105 -319; 2 . Adoption of the Order to Collect Taxes as required by N .C.G .S. §105-321; 3. Review of listings and evaluations as required by N.C.G.S. Chapter 105 , Subchapter II, Article 21; 4. Listing, appraising and assessing property as required by N.C.G.S. Chapter 104, Subchapter II, Article 22; 5. Delivery of tax receipts to the Tax Collector as required by N.C.G.S. § 105-352; 6 . Execution of settlements as required by N.C.G.S. § 105-373. 050718a HC BOC Page 46 D. The Tax Collector shall follow the tax collection and settlement procedures set forth in N.C.G.S., Chapter I 05 , Subchapter II, and the administrative and accounting practices of Harnett County, except that the following special procedures shall apply to the extent that they are not inconsistent with said General Statutes: I . The Tax Collector shall remit to the Town all Rev enues collected for the Town under thi s Agreement on a monthly basis . 2. Where the Town's share of collected Revenues cannot be readily ascertained, the Tax Collector shall initially apportion such Revenues between County and Town pro-rata in proportion to each unit 's share of the estimated total Revenues owed as of July I of the then-current fiscal year and cause such funds to be remitted to the Town as set forth in subsection I above. 3 . Any adjustments that need to be made as a result of the apportionment as set forth in subsection 2 above , or as a result of uncollectable payment by check or other reason shall be made by the Tax Collector each month. 4. Records maintained by the Tax Collector shall show separately the amount collected on behalf of the Town and such records shall be available for inspection at the reque st of Town. 5. The Tax collector shall prepare and mail one Consolidated Tax Bill per parcel for each parcel on which both County and Town taxes are owed, detailing all County and Town taxes due. In the event of a partial payment on such a cons olidated Tax Bill, where the taxpayer has not specifically designated how payment is to be applied, the amount of such payment shall fir st be applied in satisfaction of the taxes owed with the amount to be applied pro rata to each taxing unit's share of the principal amount of the taxes which were the basi s of said collection. Any remaining monies shall then be applied to the motor vehicle licens e fees levied by the Town. The Tax Collector shall prepare and m ail one Non-Consolidated Tax Bill per parcel for each parcel on which either County only or Town only taxes are owed. 6. The Tax Collector shall collect Revenues due the Town in the same manner as the Tax Collector collects revenues due County . The Tax Collector shall report delinquent Revenues due the Town in the same manner as the Tax Collector reports delinquent revenues due County. a. Where both County and Town Revenues are delinquent, any action to collect such Revenues shall be brought in the names of both tax ing units. b . The co sts of such actions will be borne by each taxing unit pro rata in proportion to its share of the total Revenues due , until such costs are recov ered from the person owing such Revenues or some other source . 050718a HC BOC Page 47 7. Penalties and interested collected, proceeds recovered from tax foreclosures and sales pursuant thereto, and discounts, settlements, or compromises allowed shall be apportioned between County and Town pro rata in proportion to each taxing unit's share of the principal amount which was the basis of said collections, recoveries or allowances . 8. The Tax Collector shall make an annual report to the Town which shall include: 4. DURATION: a. Current real estate, personal property and motor vehicle tax collections on behalf of the Town, stated in dollars and as a percentage of the levy ; b . Delinquent real estate, personal property and motor vehicle tax collections on behalf of the Town, stated in dollars and as a percentage of outstanding levies; · c. Collections of Town Revenues other than property taxes by type, stated in dollars and as a percentage of the budget projections; d. Significant policy changes and recommendations pertaining to the Office of the Tax Collector; and e. Significant operational changes and recommendations pertaining to the Office of the Tax Collector. A. This Agreement will take effect on the l51 day of July, 2018. B. This Agreement shall continue from year to year, unless terminated sooner as set forth in Section 7 of this Agreement. 5. FINANCES: County shall retain a sum equal to one percent (1 %) of the actual collections of Revenue collected for the Town. These monies shall be deducted from the amounts remitted to the Town. 6 . APPOINTMENTS: The Tax Collector is appointed by the Harnett County Board of Commissioners. The appointment of the Tax Collector is made by the governing board of County in accordance with the provisions of N.C.G.S. 05-349 . Appointments of all assistants, consultants, attorneys or employees provided by County to implement this undertaking shall be made by the appropriate County officials and shall not be subject to the approval of the Town. 050718a HC BOC Page 48 Such appointees shall be employees, agents, consultants or contractors, as the case may be, of County and not of the Town. 7. GENERAL PROVISIONS: A. The participation of the Office of the Tax Collector in this undertaking, except as otherwise provided by law or this Agreement, shall be under the supervision of the Hamett County Board of Commissioners and the County Manager, which officials shall have exclusive authority as provided by law to regulate and control the administration of said Office. Any problems experienced by Town with regard to this undertaking shall be communicated to the County Manager to be resolved as the County Manager deems appropriate. B. A bond shall be given by the Tax Collector, in his official capacity pursuant to N.C.G.S. §I05-349(c) in an amount set by the Hamett County Board of Commissioners. Bonds shall also be given to the Tax Collector's and Clerks as may be designated by the Hamett County Board of Commissioners. Such bonds shall be subject to the approval of the Hamett County Board of Commissioners for County's protection and County shall pay the premiums required therefore. County shall provide defense to the Tax Collector to the same extent it does its employees under its applicable policies. C. The governing body of the Town may, at its own expense, provide for an audit of the records relating to taxes owed the Town and collected on its behalf by the Tax Collector in addition to any audit required by law. The Tax Collector shall cooperate in any audit provided by the Town pursuant to this subsection. D. Tax settlements shall be made annually by the Tax Collector to the Hamett County Board of Commissioners pursuant to N.C.G.S. § 105-373 before tax records are delivered to the Tax Collector for the subsequent year. Copies of all tax settlement reports of the Tax Collector shall be provided to the governing body of the Town. E. This Agreement may be terminated by either of the parties with at least six (6) month's prior written notice; however, termination shall be effective only at the end of a fiscal year. F. This Agreement shall be recorded in the Office of the Clerk of both the Town and County. G. Amendments to this Agreement shall be effective only when reduced to writing and duly executed by both parties. H. With respect to all Revenues collected by County under the terms of this Agreement, County shall have so le and absolute authority upon compliance with and subject to applicable law: 050718a HC BOC Page 49 1. To set discount schedules after consultation with the Town Manager; 2. To determine the status and taxability of all property; 3 . To prescribe the minimum amount or percentage of tax liability that may be accepted as partial payment; 4. To designate the method or methods of collection to be employed, whether by garnishment, levy, foreclosure, or such other remedy or remedies , against any taxpayer, his real or personal property, as may be provided by law; 5. To employ such professional services (legal , accounting , etc.) as may be required for the efficient collection of revenues; and 6. To make any and all elections, decisions and determinations available to Town and County under the Machinery Act of 1971, (as now in existence or hereafter amended) with respect to the listing, appraisal, assessment of property, refunds and releases, and collection of taxes, except for establishment of Town's tax rate, which shall remain Town's sole responsibility. (The remainder of this page left intentionally blank, signatures to follow) 050718a HC BOC Page 50 IN WITNESS WHEREOF, the parties hereto have caused this instrument to be signed in their respective names, by their proper officials, all by authority of a resolution of the governing bodies of each of the taxing units, duly adopted. NORTH CAROLINA COUNTY OF HARNETT , Mayor ATTEST: Clerk to the Council I, Ju\e... L \\~(\ , a Notary Public for N (_ , certify that 'l;ave (\ £. W<Y)\e Q personally came before me this day and acknowledged thats/he is Clerk to the Town Council of the Town of Coats, and that by authority duly given and as the act of the Town, the foregoing instrument was signed in its name by its Mayor, sealed with its seal, and attested by him/herself as Clerk to the Council. Witness my hand and notarial seal, this the l2..4~ day of &:p'<\ \ , 2018. ~ . (\~ N~ic My commission expires: , -\<=\-20 050718a HC BOC Page 51 COUNTY OF HARNETT Gordon Springle, Chairman Board of Commissioners NORTH CAROLINA COUNTY OF HARNETT ATTEST: Margaret Regina Wheeler Clerk to the Board I , , a Notary Public for Harnett County, certify that Margaret Regina Wheeler personally came before me this day and acknowledged that she is Clerk to the Board of Commissioners of the County of Harnett, and that by authority duly given and as the act of the County, the foregoing instrument was signed in its name by its Chairman, sealed with its seal, and attested by herself as Clerk to the Board. Witness my hand and notarial seal, this the ___ day of _____ , 2018. Notary Public My commission expires: ____ _ 050718a HC BOC Page 52 Agenda Items __ r-=------=€=-- Board Meeting Agenda Item MEETING DATE: ('{I.A '{ '7 r ;). DI 'J TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Interlocal Cooperation Agreement for the Collections of Taxes between Harnett County and the Town of Angier REQUESTED BY : Silas Keith Faulkner. Tax Administrator REQUEST: Approval of the Agreement with the Town of Angier to collect their property taxes annually unless terminated by either party. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: U:\Gina Wheeler\Agenda Request\lnterlocal Cooperation AgTeement.docx I of2 Page 050718a HC BOC Page 53 INTERLOCAL COOPERATION AGREEMENT FOR THE COLLECTION OFT AXES BETWEEN COUNTY OF HARNETT AND THE TOWN OF ANGIER THIS INTERLOCAL COOPERATION AGREEMENT ("Agreement") is made and entered into on this the __ day of , 2018 by and between COUNTY OF HARNETT, a body politic and corporate, organized and existing under the laws of the state of North Carolina, (hereinafter referred to as "County") and the TOWN OF ANGIER, a North Caro lina municipal corporation organized and existing under the laws of the State of North Carolina, (hereinafter referred to as "Town"). WITNESS ETH: WHEREAS, the governing bodies of County and Town have found and determined that it is in the public benefit and interest to provide for the collection by County of real and personal property taxes levied by Town as well as certain special assessments assessed by Town, gross receipts taxes on vehicle rentals and leases , gross receipts taxes on heavy equipment rentals and leases, and certain motor vehicle taxes and fees; and WHEREAS, the North Carolina General Statutes in Chapter 160A, Article 20, Part I, and the provisions of North Carolina General Statute 153A-445 provide that units of local government may enter into an agreement in order to execute an undertaking providing for the contractual exercise by one unit of any power, function and right, including the collection of taxes , of another unit ; and WHEREAS, the Town of Angier is within County of Hamett. NOW THEREFORE, for and in consideration of mutual covenants contained herein and the mutual benefits to result therefrom , the parties hereby agree as follows: 1. DEFINITIONS: A. Consolidated Tax Bill: A tax bill for both County and Town taxes prepared by County in those situations where both County taxes and Town revenues are due, i.e. where property lies both within the County and the Town. B. Non -Consolidated Tax Bill: A tax bill for either County taxes only or Town revenues only prepared by County in those situations where only County or only Town taxes are due, i.e. where property lies within the County and outside of the Town. C . Direct Costs. Those costs incurred for salaries and benefits, operational expenses, rents and capital outlay, plus those costs charged by County for direct services necessary to the operation of the office or department which shall be equal to one percent ( 1 % ) of th e amount of taxes collected . 050718a HC BOC Page 54 D. Revenues. Any property taxes, gross receipt taxes on vehicle rentals and leases, gross receipt taxes on heavy equipment rentals and leases , and motor vehicle taxes and motor vehicle fees levied by County or Town for those Town residents residing in the County including interest, penalties or costs and any special assessments due to Town or County on property being foreclosed on as part of a tax foreclosure action, which are collectable by the Tax Collector within the scope of this Agreement and Article 22A. E. Tax Collector. The person appointed by the Board of Commissioners of the County of Harnett pursuant to N.C.G.S. § 105-349, or its successor statute, by whatever title given, and currently known as the Hamett County Tax Administrator. 2. PURPOSE. The purpose of this Agreement is to establish the undertakings as provided in N.C .G.S., Chapter 160A, Part I, whereby the Tax Collector collects for the Town all current and delinquent Revenues as defined in Section l(C) of this Agreement, effective on the first day of July, 2018. 3. METHODS AND PROCEDURES. The methods and procedures which shall be followed by County, Tax Collector and the Town to implement this undertaking shall be as follows: A. The Tax Collector shall perform, on behalf of the Town, those duties specified in N.C.G .S., Section 105-330.5 and other duties specified herein. B. County shall provide the Tax Collector with such assistants and employees as are deemed necessary in the sole discretion of County for said Tax Collector to accomplish his duties to collect Town Revenues as set forth herein. C. The governing body of County shall cause to be performed all actions pertaining to or ancillary to collection of Revenues for Town, required by N.C.G.S. Chapter 105, including but not limited to the following: 1. Preparation of tax scrolls and tax books or a combined record as required by N.C.G.S. § 105-319; 2. Adoption of the Order to Collect Taxes as required by N.C.G.S. §105-321; 3. Review of listings and evaluations as required by N.C.G.S. Chapter 105, Subchapter II , Article 21 ; 4. Listing, appraising and assessing property as required by N.C.G.S. Chapter 104, Subchapter II, Article 22; 5. Delivery of tax receipts to the Tax Collector as required by N.C.G.S. § 105-352; 6. Execution of settlements as required by N.C.G.S. § 105-373. 050718a HC BOC Page 55 D. The Tax Collector shall follow the tax collection and settlement procedures set forth in N.C.G.S., Chapter 105, Subchapter II , and the administrative and accounting practices of Harnett County, except that the following special procedures shall apply to the extent that they are not inconsistent with said General Statutes: 1. The Tax Collector shall remit to the Town all Revenues collected for the Town under this Agreement on a monthly basis. 2. Where the Town's share of collected Revenues cannot be readily ascertained, the Tax Collector shall initially apportion such Revenues between County and Town pro-rata in proportion to each unit's share of the estimated total Revenues owed as of July I of the then-current fiscal year and cause such funds to be remitted to the Town as set forth in subsection 1 above. 3. Any adjustments that need to be made as a result of the apportionment as set forth in subsection 2 above, or as a result of uncollectable payment by check or other reason shall be made by the Tax Collector each month. 4. Records maintained by the Tax Co llector shall show separately the amount collected on behalf of the Town and such records shall be available for inspection at the request of Town. 5. The Tax collector shall prepare and mail one Consolidated Tax Bill per parcel for each parcel on which both County and Town taxes are owed, detailing all County and Town taxes due. In the event of a partial payment on such a consolidated Tax Bill, where the taxpayer has not specifically designated how payment is to be app lied, the amount of such payment shall first be applied in satisfaction of the taxes owed with the amount to be applied pro rata to each taxing unit's share of the principal amount of the taxes which were the basis of said collection. Any remaining monies shall then be applied to the motor vehicle license fees levied by the Town. The Tax Collector shall prepare and mail one Non-Consolidated Tax Bill per parcel for each parcel on which either County only or Town only taxes are owed. 6. The Tax Collector shall collect Revenues due the Town in the same manner as the Tax Collector collects revenues due County. The Tax Collector shall report delinquent Revenues due the Town in the same manner as the Tax Collector reports delinquent revenues due County. a. Where both County and Town Revenues are delinquent, any action to collect such Revenues shall be brought in the names of both taxing units. b. The costs of such actions will be borne by each taxing unit pro rata in proportion to its share of the total Revenues due, until such costs are recovered from the person owing such Revenues or some other source. 050718a HC BOC Page 56 7. Penalties and interested collected, proceeds recovered from tax foreclosures and sales pursuant thereto, and discounts, settlements, or compromises allowed shall be apportioned between County and Town pro rata in proportion to each taxing unit's share of the principal amount which was the basis of said collections, recoveries or allowances. 8. The Tax Collector shall make an annual report to the Town which shall include: 4. DURATION: a. Current real estate, personal property and motor vehicle tax collections on behalf of the Town, stated in dollars and as a percentage of the levy; b. Delinquent real estate, personal property and motor vehicle tax collections on behalf of the Town, stated in dollars and as a percentage of outstanding levies; c. Collections of Town Revenues other than property taxes by type, stated in dollars and as a percentage of the budget projections; d. Significant policy changes and recommendations pertaining to the Office of the Tax Collector; and e. Significant operational changes and recommendations pertaining to the Office of the Tax Collector. A. This Agreement will take effect on the l51 day of July, 2018. B. Thi s Agreement shall continue from year to year, unless terminated sooner as set forth in Section 7 of this Agreement. 5. FINANCES: County shall retain a sum equal to one percent (1 % ) of the actual collections of Revenue collected for the Town. These monies shall be deducted from the amounts remitted to the Town. 6. APPOINTMENTS: The Tax Collector is appointed by the Harnett County Board of Commissioners. The appointment of the Tax Collector is made by the governing board of County in accordance with the provisions of N.C.G.S. 05-349. Appointments of all assistants, consultants, attorneys or employees provided by County to implement this undertaking shall be made by the appropriate County officials and shall not be subject to the approval of the Town. 050718a HC BOC Page 57 Such appointees shall be employees, agents , consultants or contractors, as the case may be , of County and not of the Town. 7. GENERAL PROVISIONS: A. The participation of the Office of the Tax Collector in this undertaking, except as otherwise provided by law or this Agreement, shall be under the supervision of the Harnett County Board of Commissioners and the County Manager, which officials shall have exclusive authority as provided by law to regulate and control the administration of said Office. Any problems experienced by Town with regard to this undertaking shall be communicated to the County Manager to be resolved as the County Manager deems appropriate. B. A bond shall be given by the Tax Collector, in his official capacity pursuant to N.C.G.S. §105-349(c) in an amount set by the Hamett County Board of Commissioners. Bonds shall also be given to the Tax Collector's and Clerks as may be designated by the Hamett County Board of Commissioners. Such bonds shall be subject to the approval of the Harnett County Board of Commissioners for County's protection and County shall pay the premiums required therefore. County shall provide defense to the Tax Collector to the same extent it does its employees under its applicable policies. C. The governing body of the Town may, at its own expense, provide for an audit of the records relating to taxes owed the Town and collected on its behalf by the Tax Collector in addition to any audit required by law. The Tax Collector shall cooperate in any audit provided by the Town pursuant to this subsection. D. Tax settlements shall be made annually by the Tax Collector to the Hamett County Board of Commissioners pursuant to N.C.G.S. § 105-3 73 before tax records are delivered to the Tax Collector for the subsequent year. Copies of all tax settlement reports of the Tax Collector shall be provided to the governing body of the Town. E. This Agreement may be terminated by either of the parties with at least six (6) month's prior written notice; however, termination shall be effective only at the end of a fiscal year. F. This Agreement shall be recorded in the Office of the Clerk of both the Town and County. G. Amendments to this Agreement shall be effective only when reduced to writing and duly executed by both parties. H. With respect to all Revenues collected by County under the terms of thi s Agreement, County shall have sole and absolute authority upon compliance with and subject to applicable law: 050718a HC BOC Page 58 1. To set discount schedules after consultation with the Town Manager; 2. To determine the status and taxability of all property; 3. To prescribe the minimum amount or percentage of tax liability that may be accepted as partial payment; 4. To designate the method or methods of collection to be employed, whether by garnishment, levy, foreclosure, or such other remedy or remedies, against any taxpayer, his real or personal property, as may be provided by law; 5. To employ such professional services (legal , accounting, etc.) as may be required for the efficient collection of revenues; and 6. To make any and all elections , decisions and determinations available to Town and County under the Machinery Act of 1971 , (as now in existence or hereafter amended) with respect to the listing, appraisal , assessment of property, refunds and releases, and collection of taxes, except for establishment of Town 's tax rate, which shall remain Town's sole responsibility. (The remainder of this page left intentionally blank, signatures to follow) 050718a HC BOC Page 59 IN WITNESS WHEREOF, the partie s hereto have caused this instrument to be signed in their respective names, by their proper officials, all by authority of a resolution of the governing bodies of each of the taxing units , duly adopted. TOWN OF ANGIER NORTH CAROLINA COUNTY OF HARNETT ATTEST: ~fto~~~ Clerk to the Council fl~ I, LO t>Ce.l) lc>00bt2CC'i , a Notary Public for HutiNft , certify that Nc~r ~ C\e.f k personally came before me this day and acknowledged that s/he is Clerk to t~own Council of the Town of Angier, and that by authority duly given and as the act of the Town, the foregoing instrument was signed in its name by its Mayor, sealed with its seal , and attested by him/herself as Clerk to the Council. Witness my hand and notarial seal, this the 1Lt1b day of No.eel& , 2018. @gJ.t.tiqQ.O\la..lr c\ oary Public My commission expires: cDja5fa,o 050718a HC BOC Page 60 COUNTY OF HARNETT Gordon Springle, Chairman Board of Commissioners NORTH CAROLINA COUNTY OF HARNETT ATTEST: Margaret Regina Wheeler Clerk to the Board I, , a Notary Public for Harnett County, certify that Margaret Regina Wheeler personally came before me this day and acknowledged that she is Clerk to the Board of Commissioners of the County of Harnett, and that by authority duly given and as the act of the County , the foregoing instrument was signed in its name by its Chairman, sealed with its seal, and attested by herself as Clerk to the Board. Witnes s my hand and notarial seal, this the ___ day of _____ ,, 2018 . Notary Public My commission expires: 050718a HC BOC Page 61 Board Meeting Agenda Item Agenda Items 5 -£ MEETING DATE: May 7, 2018 TO : HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Revision of the Electronic Records and Imaging Policy REQUESTED BY: Information Technology Department REQUEST: The Harnett County Information Technology Department requests approval of a revision to the E lectronic Re cords and Imaging Policy. The NC Office of Natural and Cultural Recourses has reque sted we make the following changes: 1. Changed name from Department of Cultural Resources to Office of Natural and Cultural Resources. 2 . Replaced the "Means Form" on page 9 with the current version of the form . 3. On page 9, added "or reference copy" to the fourth paragraph under Retention of Original and Duplicate R ecords. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C :\User s\gwhee ler\AppData\Loca l\Micro soft\ Windows\!NetCache\Conte nt.O utl ook\T PTEQCL V\ag endaform2 0 18 (003).docx Pa ge 1 o f I 050718a HC BOC Page 62 Electronic Records and Imaging Policy For Harnett County April 1, 2017 Type of Government Office: County (X) Municipal () State Agency () *Other () County: _H_a_r_n_e_tt_C_o_u_n_,,ty _____________ _ Name of Office : Office Address : Phone : Fax : Email: ---------- Harnett County Electronic Records and Imaging Policy, April 2017 Page 1 050718a HC BOC Page 63 Table of Contents 1 . Purpose .................................................................................................................................. 3 2. Responsible Parties .............................................................................................................. 3 3. Availability of System and Records for Outside Inspection ........................................... s 4. Maintenance of Trustworthy Electronic Records ............................................................. s 5. Components of Information Technology System ............................................................. 7 6. Digital Imaging Program Documentation and Procedures ............................................. 7 7. Request for Disposal of Original Records Duplicated by Electronic Means ............... 9 8. Other Electronic Records Management Practices ........................................................ 10 9. Compliance and Electronic Records Self-Warranty ...................................................... 11 Harnett County Electronic Records and Imaging Policy, April 2017 Page2 050718a HC BOC Page 64 1. Purpose The records covered by this policy are in the custody of Harnett County and are maintained for the benefit of county use in delivering services and in documenting county operations . This electronic records policy reflects guidelines set in the North Carolina Department of Cultural ResourcesOffice of Natural and Cultural Resources publication , Guidelines for Managing Trustworthy Digital Public Records Version 2 .0 . Complying with this policy will increase the reliability and accuracy of records stored in information technology systems, and will ensure that they remain accessible over time. Exhibiting compliance with this policy will enhance records ' adm issibility and acceptance by the judicial system as being trustworthy. A ll public records as defined by North Carolina G.S . § 132-1 are covered by this policy. This includes permanent and non-permanent records, and confidential and non- confidential records . These classifications may warrant different treatments when processing the records . This policy serves as basic documentation of the procedures followed by the county in imaging, indexing , auditing, backing up, and purging electronic records in accordance with the disposition schedule, and in handling the original paper record , if applicable . This policy also serves to protect those records digitized by the county's digital imaging systems (see Appendix A for list of county supported imaging systems), which reduces required storage space for original documents as the county transitions to a "paperless" digital system, and provides instant and simultaneous access to documents as needed . The form provided in Section 7 of this document, Request for Disposal of Original Records Duplicated by Electronic Means , is completed and submitted to the Department of Cultural ResourcesOffice of Natural and Cultural Resources whenever the county wishes to dispose of a new series of paper records that have been digitized . This policy will supersede any electronic records system pol icy previously adopted. This policy will be reevaluated at a minimum of every five years , or upon the implementation of a new information technology system , and will be updated as required . A copy of this policy will remain on file at the Department of Cultural ResourcesOffice of Natural and Cultural Resources . 2. Responsible Parties • Department Supervisor • Information Technology (IT) Department • Records Creators Department Supervisor Responsibilities include: 1. Determining access rights to the system . 2. Approving system as configured by IT. 3 . Performing quality assurance checks by sampling the county's imaged records before the original docume nts are destroyed. Harnett County Elect ron ic Records a nd Imag ing Policy , April 2017 Page 3 050718a HC BOC Page 65 4. Creating and updating detailed procedural manuals describing the imaging process. IT Department Responsibilities include : 1. Installing and maintaining equipment and software . 2 . Configuring the system according to department needs , including creating and testing applications and indexes. 3. Controlling access rights to the system. 4. Maintaining documentation of system hardware and software. 5. Establishing audit trails that document actions taken on records stored by the document imaging system. 6 . Providing backups for system records, and recovering deleted imaged records when necessary. 7. Completing disaster recovery backup at least once every two years. 8. Establishing and providing training on equipment and software and providing remedial training as needed. Such training includes, but is not limited to, training on the imaging system. Records Creators Responsibilities include: 1. Attending and signing off on training conducted by county departmental staff or by the Department of Cultural ResourcesOffice of Natural and Cultural Resources . 2. Creating passwords for computers that are long, complex, and frequently changed. 3. Creating and managing electronic records in their purview in accordance with these policies and other guidance issued by the Department of Cultural ResourcesOffice of Natural and Cultural Resources , and complying with all IT security policies . 4. Reviewing the system records annually and purging records in accordance with the retention schedule. 5. Carrying out day-to-day processes associated with the county's imaging program , including: • Designating records to be entered into the imaging system • Noting confidential information or otherwise protected records and fields • Removing transient records • Completing indexing guide form for each record being scanned • Reviewing images and indexing for quality assurance • Naming and storing the scanned images in designated folders • Once approved, destroying or otherwise disposing of original records in accordance with guidance issued by the Department of Cultural ResourcesOffice of Natural and Cultural Resources . Harn ett County Electronic Re cord s and Imaging Policy , April 2017 Page4 050718a HC BOC Page 66 6. Public employees who have been approved to telecommute or use mobile computing devices must: • Comply with all information technology security policies, including the county and statewide acceptable use policies, as well as all statutes and policies governing public records • Back up information stored on the mobile device daily to ensure proper recovery and restoration of data files 3. Availability of System and Records for Outside Inspection This county recognizes that the judicial system may request pretrial discovery of the information technology system used to produce records and related materials. County personnel will honor requests for outside inspection of the system and testing of data by opposing parties, the court, and government representatives. Records must be available for inspection and audit by a government representative for the full period required by law and approved records retention schedules, regardless of the life expectancy of the media on which the records are stored. Records must continue to exist when litigation, government investigation, or audit is pending, imminent, or if a court order may prohibit specified records from being destroyed or otherwise rendered unavailable. In order to lay a proper foundation for the purposes of admitting the county's electronic records into evidence, the county will be able to provide up-to-date, detailed documentation that describes the procedural controls employed in producing records; procedures for input control including tests used to assure accuracy and reliability; and evidence of the records' chain of custody. In addition to this policy, such documentation includes: • Procedural manuals -county department • System documentation -IT Department • Training documentation -county department • Audit documentation -county department • Audit trails -IT Department The county will also honor inspection and copy requests pursuant to N.C. G .S. § 132. The county should produce the records in the order they were created and used in the course of business, and in the format in which they were created, unless otherwise specified by the requesting party. However, the county should produce the records in any format it is capable of producing if asked by the requesting party. If it is necessary to separate confidential from non-confidential information in order to permit the inspection or copying of the public records, the county will bear the cost of such separation. 4. Maintenance of Trustworthy Electronic Records • Produced by Methods that Ensure Accuracy • Maintained in a Secure Environment Harnett County Electronic Records and Imaging Policy , April 2017 Page 5 050718a HC BOC Page 67 • Associated and Linked with Appropriate Metadata • Stored on Media that are Regularly Assessed and Refreshed Produced by Methods that Ensure Accuracy All platforms used by the county to create and manage electronic records, including email clients , social media platforms, and cloud computing platforms conform with all Department of Cultural ResourcesOffice of Natural and Cultural Resources ' policies and all applicable security policies . Maintained in a Secure Environment Security to the system and to the records it holds is maintained in the following ways: • Access rights are managed by the IT department, and are determined by a supervising authority to prevent unauthorized viewing of documents. • The information technology system is able to separate confidential from non- confidential information, or data creators organize and name file systems to reflect confidentiality of documents stored within . • Confidential information is stored on off-network storage systems, and fo lders with confidential information are restricted. • Physical access to computers , disks , and external hard drives is restricted. • Duplicate copies of digital media and system backup copies are stored in offsite facilities in order to be retrieved after a natural or human-made disaster. • Confidential material is redacted (by electronically "masking information" or h iding unnecessary pages) before it is shared or otherwise made available . Associated and Linked with Appropriate Metadata Metadata is maintained alongside the record. At a minimum , metadata retained includes file creator, date created, title (stored as the file name), and when appropriate , cell formulae and email header information . Employees are not instructed to create metadata other than metadata that is essential for a file 's current use and/or retention . Stored on Media that is Regularly Assessed and Refreshed Data is converted to new usable file types as old ones become obsolete or otherwise deteriorate . The following steps are taken to ensure the continued accessibility of records kept in electronic formats : • Data is audited and assessed yearly . • Media is refreshed every three to five years . The county documents when and how records are transferred from one storage medium to another. • Records are periodically converted to new file types , particularly when a new information technology system requires that they be brought forward in order to properly render the file . • Metadata is maintained during migration . • Storage media is maintained in a manner and in an environment that promotes bit-level preservation. Humidity does not exceed 50 % and should Harnett County Electronic Records a nd Imaging Policy, Apri l 2017 Page6 050718a HC BOC Page 68 not fall below 30%. Room temperature is set between 65 ° F to 75° F . The county adheres to the media manufacturer's recommendations for specific environmental cond itions in which the media should be stored . • Whatever media is used to store imaged data is clearly labeled with enough information that its contents can be determined . 5. Components of Information Technology System • Training Programs • Audit Trails • Audits Training Programs The county department will conduct training for system use and electronic records management, using material published by the Department of Cultural ResourcesOffice of Natural and Cultural Resources when appropriate . All employees will be made aware of system procedures and policies, trained on them, and confirm by in itialization or signature acknowledging that they are aware of the policies and have received training on them . When appropriate, employees will also attend trainings offered by the Department of Cultural ResourcesOffice of Natural and Cultural Resources on the maintenance of electronic records. Documentation will be maintained for the distribution of written procedures, attendance of individuals at training sessions and refresher training programs and other relevant information. Audit Trails A log of activities on the system is maintained , which show who accessed the system , how and by whom records were c reated and modified . Audits Audits are designed to evaluate the process or system's accuracy, t imeliness, adequacy of procedures , training provided, and the existence of audit trails . Internal audits are conducted regularly by county department staff. 6. Digital Imaging Program Documentation and Procedures • System and Procedural Documentation • Training • Indexing and Metadata • Auditing and Audit Trails • Retention of Original and Duplicate Records System and Procedural Documentation The IT department is responsible for preparing and updating detailed procedures that describe the process followed to create and recreate electronic records. This documentation will include a description of the system hardware and software. A current procedural manual will be maintained to assure the most current steps are followed and Harnett County Electronic Records and Imag ing Poli cy , Apri l 20 17 Page 7 050718a HC BOC Page 69 to assure reliable system documentation will be available for judicial or similar proceedings . Each workstation designated as a scanning station will have, at a minimum , the following hardware and software, unless the scanner is collocated by means of a network interface: • Document/image scanner authorized by IT • Driver software for scanner • Imaging software (see Appendix A for list of county supported imaging systems) Training Only designated staff that have been formally trained by county department staff and signed off on training documentation on the use of the imaging software and equipment will be allowed to enter records into the content management system . Components of the training will include basic techniques for image capture, indexing , quality control, security configuration, use of equipment, and general system maintenance . Rights to image and index records will not be assigned until the user has been trained. If a user improperly indexes or scans a document, a county supervisor will address this occurrence with the operator and remedial training will be performed as necessary. Indexing and Metadata All imaged records should be indexed in order to facilitate efficient retrieval, ease of use , and up-to-date i nformation about the images stored in the system. This index should capture the content, structure , and context of the imaged records. It should also be indexed according to guidelines set by the Department of Cultural ResouroesOffice of Natural and Cultural Resources (see Section 8 of this policy, Other Electronic Records Management Practices, for more information on database indexing). Auditing and Audit Trails The county department imaging staff will conduct a quality control audit following the imaging of a record to ensure that the following features of the imaged record are legible: • Individual letters , numbers, and symbols • Combinations of letters , numbers , and symbols forming words or sentences • Graphics such as signatures, logos, and pictures • Other features of records such as color, shape, texture , etc., that relate to the content of the information Managerial staff for the various units of the county will also periodically audit imaged records for accuracy, readability, and reproduction capabilities . Audit trails built into the imaging system will automatically document who creates , duplicates, modifies, or otherwise prepares reco rds, and what procedures were taken . Audit trails include the success or failure , date, time , and user of the following events : Harnett Cou nty Electronic Records and Imaging Policy , April 2017 Page8 050718a HC BOC Page 70 • Add/Edit electronic document • Assign index template • Copy document • Copy pages • Create document/folder • Delete entry • Delete pages • Delete volume • Edit image • Email document • Export document • Index creation/deletion/modification • Insert page • Log in/out • Move document • Move pages • Print document Retention of Original and Duplicate Records To obtain permission to destroy original records following imaging, the county will complete Section 7 of this document, Request for Disposal of Original Records Duplicated by Electronic Means. For each new records series to be scanned, the Department of Cultural ResourcesOffice of Natural and Cultural Resources must approve the destruction of the original records . Permanent records may be imaged for ease of access , but the original documents may not be destroyed unless an analog copy exists prior to the records ' destruction . Destruction of original records is allowed only after quality assurance has been conducted on the imaged records, necessary corrections have been made, auditing procedures have been conducted , and the destruction is approved . Prior to destruction of the original record , managerial staff will audit a sample of those records to verify the accurate reproduction of those records . Digital images of scanned records are maintained for the specified retention periods according to the records retention and disposition schedule. The retention period is considered to have begun when the original document was created, not when the electron ic reproduction was created . Electronic and dig ital images of scanned records in a document management system w ill be considered the "official" county record . Any hard copy generated from the imaged records will be considered the county's duplicate "working" record or "reference copy". A copy of the purchase order and a detailed service-level agreement with all document management systems are maintained. See Section 8 of this policy , Other Electronic Records Management Practices, for more information on contracting out electronic records management services. Harn ett County Electronic Records and Imaging Policy , April 2 017 Pag e 9 050718a HC BOC Page 71 7. Request for Disposal of Original Records Duplicated by Electronic Means This form is used to request approval from the Department of Cultural ResourcesOffice of Natural and Cultural Resources to dispose of non-permanent paper records which have been scanned , entered into databases, or otherwise duplicated through digital imaging or other conversion to a digital environment. This form does not apply to records which have been microfilmed or photocopied , or to records with a permanent retention . G-0'-.a.,"UE.,"T lJ.COm1 SECTIO:'>i n:ATE llCOS.DSCE-.~ Rf:9!U! for O•DOUI of gr,-..i Rec.o,da Oyp&tgted by f!!£1,S!"5 lkan1 tt,-.--....-,,a,m1i,1,t.,,-13'0_,_...,h~~~.,~-,cvlq!tfltty n...,....!Aff_~~._ .. ~-~"-•-..O-fil~~ N(Dlft .... ,_""'~~----------..... ..-..digt.11 ..... 0I' ..... ~1Dt1d,g,QI---. Tha1-dNslD'...,.._. .,....._..,.___._.,_.~,o, .,_ ... ;11,._...~ -..... ~--•b-.:1.. .._. of'--dl Aa--4.-.~ '"""' ......... ~ ~MOlft--·-~. "'faulwwt." '"""°"~ .. _ ..,,_.~ -.._,------~--------~-- C-.-w --------,M-.,_-,...._,--,.,-, ----,,-,,_-- ~....,._..-,_~c..-., ........ ~ _t_\f .... n,, _ _. ,..-,."".,.....""'"" .......... ~ ~ .... Requut for Disposal of Original Records Ouptlc:ated by Elec.tronic M eana ,~·~··-·"'Pl"''_ .......... ::i.o.,.......-,,,, .. "'"-,,, .. ....,').,;('r·")·~ ... 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Other Electronic Records Management Practices • System Planning • Electronic Records Management • Security and Disaster Backup and Restoration System Planning Traditional or microfilm media will only be used for the retention of records when conversion to an electronic system is cost prohibitive or when statutes, administrative office codes, or records retention requirements necessitate it. The county maintai ns support contracts with relative software vendors to keep systems up to date and the county has a 3-4 year lease rotation on all core networking and computer systems . The county will maintain current hardware and software as budget allows and where applicable . Harnett County Electronic Records and Imaging Polic y, April 201 7 Page 10 050718a HC BOC Page 72 Electronic Records Management System documentation , system access records, digitization and scanning records, metadata , and information maintained by that system is listed in an approved records retention and disposition schedule prior to their destruction or other disposition . Records produced by local agencies are retained for the period of time required by local records retention schedules regardless of format. Any permanent records maintained in electronic form also exist as a paper or microfilm preservation duplicate copy in compliance with the Department of Cultural ResourcesOffice of Natural and Cultural Resources ' Human-Readable Preservation Duplicates policy. Security and Disaster Backup and Restoration The county has a disaster recovery plan for its electronic data in place, which includes contact information for data recovery vendors and information about back-ups of all data . Security back-ups to protect against data loss are generated for all but the most transitory of files . Routine back-ups are conducted 3-4 times daily depending on the system and are stored in secure off-site storage within the IT Department. Security backups of all imaged documents will be generated nightly and maintained off- site . Imaged documents will be synchronized to a secured offsite location 3 times a day upon document changes or upon document scanning . A backup copy of the scanned data and index database is created on a nightly basis for the purpose of document recovery. Contracting The terms of the service level agreement with document imaging companies detail : • How the vendor provides security, confidentiality, storage, and back-ups for electronic records. • The equipment, including hardware and software , used by the vendor. • The storage environment, including any geographically disparate storage locations . • How the vendor complies with records retention requirements , including what the contractor is able to reproduce should legal proceedings or public records requests be issued. • How the vendor avoids spoliation of evidence once e-discovery has commenced . • How electronic records are to be recovered from the vendor in the event that the system is no longer supported . 9. Compliance and Electronic Records Self-Warranty The completion of this form by all signing employees ' signals that all employees of the county will adhere to the rules set forth in this policy . Furthermore, this section is to be used as a self-evaluation tool to ensure that electron ic records produced by the county are created, reproduced, and otherwise managed in accordance with guidelines for electronic public records published by the North Carolina Department of Cultural Ha rn ett County Electronic Records and Imaging Policy , Apr il 2017 Page 11 050718a HC BOC Page 73 ResourcesOffice of Natural and Cultural Resources . The self-warranting of records in itself does not authorize the destruction of records, originals or copies, nor does it change current records retention and disposition scheduling procedures. The county producing electronic records and/or reproductions is responsible for ensuring the records' authenticity and accuracy. The Department of Cultural ResourcesOffice of Natural and Cultural Resources is not responsible for certifying the authenticity or accuracy of any records, whether originals or reproductions, produced by the originating county . Harnett County Electronic Records and Imaging Policy, April 2017 Page 12 050718a HC BOC Page 74 ----------Department Director The records custodian is the person responsible for creating records or managing the staff who creates records. The records custodian certifies that: ---The records created or duplicated by electronic means in this office are prepared in accordance with these guidelines as indicated by the following statements: • Quality -Records are legible , accurate, and complete . • The records are produced or reproduced as part of a regularly conducted activity. • Detailed, documented procedures are in place and followed when the records are created, copied, modified, or duplicated. • The person(s) who creates , copies, modifies, or duplicates the records receives formal training on detailed system procedures prior to records preparation . • Details of the training received are adequately documented through written policies and procedures. • Training records are signed by employee after receiving training. This county will comply with the best practices and standards established by the ---Department of Cultural ResourcesOffice of Natural and Cultural Resources as published on its website. This county will submit to the Department of Cultural ResourcesOffice of Natural and ---Cultural Resources Section 7 of this policy, Request for Disposal of Original Records Duplicated by Electronic Means, to seek approval for the destruction of original records that have been converted from paper to electronic record. Approved by: Date: Title : Signature : Harnett County Electronic Record s a nd Im aging Policy , April 2017 Page 13 050718a HC BOC Page 75 IT Director The IT Director is the person responsible for providing technical support to the records custodians and who may be involved in infrastructure and system maintenance . The IT Director certifies that: ---Aud it trails document the identity of the individual(s) who creates , duplicates, modifies, or otherwise prepares the records, what actions are taken by the individual during the course of the process, when these actions are taken , and what the results of these actions are . Audits: • are performed periodically to confirm that the process or system produces accurate results. • confirm that procedures actually followed are in accordance with procedure stated in the system's documentation . • are performed routinely on documents to ensure no information has been lost. • are adequately documented. The process or system hardware and software are adequately documented Backup procedures are in place and comply with best practices, as established by the ---Department of Cultural ResourcesOffice of Natural and Cultural Resources . Successful disaster recovery back up is completed at least once every two years. Approved by: Date: Title : Signature: FOR QEPARTMENT OF CUbTURAl RESOURCESOFFICE OF NATURAL AND CULTURAL RESOURCES USE Approved by : Date: Title: Signature : Ha rn ett Cou nty Electronic Record s and Imaging Po licy , Apri l 2017 Page 14 050718a HC BOC Page 76 APPENDIX A LaserFiche -County Wide Patagonia -Health Department Northwoods -Social Services A2 {Thomson Reuters) -Register of Deeds CityWorks -Public Utilities NCPTS -Tax Department Tritech Inform -Sheriff and 911 communications Fire House -Fire Marshal, Fire Departments, and Emergency Management EMS Charts -EMS Harnett County Electronic Records and Imaging Policy , April 2017 Page 15 050718a HC BOC Page 77 420 McKinney Parkway Lillington, NC 27546 Agenda Items _5~_-_G-~--- 1008 S 1 I th Street Lillington, NC 27546 JOINT RESOLUTION OF THE HARNETT COUNTY BOARD OF COMMISSIONERS AND HARNETT COUNTY BOARD OF EDUCATION SUPPORTING A STATEWIDE REFERENDUM ON A BOND ISSUE FOR SCHOOL FACILITY NEEDS THAT WHEREAS, based on information from the school districts and counties, the Department of Public Instruction reported in 2016 that North Carolina's public schools need about $8.1 billion to pay for new school facilities, maintenance and renovations; and WHEREAS, the 20 I 6 report, also known as the Statewide Facility Needs Survey, found that I 18 new schools are needed across North Carolina. Fifty schools are needed immediately, and sixty-eight are needed in three to five years; and WHEREAS, besides new construction, 1,560 schools need renovations to comply with safety and building code requirements, and to address deferred maintenance, and 459 schools need additions for new classrooms; and WHEREAS, a priority goal of the North Carolina Association of County Commissioners is to support legislation to provide state assistance to meet school construction needs caused by increased enrollment and mandated reduction in class size, through a statewide referendum on a bond issue; and WHEREAS, the Statewide Facility Needs Survey also showed that construction costs are increasing from a base of $136 per square foot in 2005 to $194 per square foot in 2015, and interest rates and construction costs are still rising; and WHEREAS, deteriorating facilities distract from learning and impact achievement, and we need to ensure public school facilities are conducive to student outcomes; and WHEREAS, counties in both urban and rural areas are faced with high costs for renovations and repairs to update and make old school buildings safe; and WHEREAS, counties have limited options to raise revenue to pay for school construction; and WHEREAS, because counties lack sufficient sources of funding for school facilities, the state has responded in the past by approving statewide school construction bonds to address needs nearly once per decade; and 050718a HC BOC Page 78 WHEREAS, a statewide bond is urgently needed to help address the staggering shortfall in funding for construction, repairs , and renovations at public school facilities throughout North Carolina; and WHEREAS, Hamett County has school needs estimated by the school system of approximately $240 million; and WHEREAS, the NC School Bond -HB 866/SB542-would invest $1.9 billion to begin addressing these critical needs across the state; and WHEREAS, it is estimated that Hamett County could receive $50,414,398 to assist in addressing its school capital needs; and NOW THEREFORE BE IT RESOLVED that the Hamett County Board of Commissioners and Hamett County Board of Education join together in urging the North Carolina General Assembly to call for a statewide referendum on the November 2018 ballot which is referred to as the Public School Building Bond Act (HB866/SB542) so that school districts across North Carolina are better able to meet urgent facility needs. AND BE IT FURTHER RESOLVED that copies of this resolution be transmitted to the members of the General Assembly representing Hamett County and to all 100 counties in North Carolina. Adopted this 7th day of May 2018. Gordon Springle, Chairman Hamett County Board of Commissioners Attest: Margaret Regina Wheeler, Clerk Hamett County Board of Commissioners Bill Morris, Chairman Hamett County Board of Education Aaron L. Fleming, Secretary/Superintendent Hamett County Board of Education 050718a HC BOC Page 79 Board Meeting Agenda Item Agenda Item c, f-H MEETING DATE: May 7, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Use Agreement with Harnett County Schools for Neill's Creek Park Expansion REQUESTED BY : Carl Davis, Parks and Recreation Director REQUEST: Parks and Recreation requests approval of a Use Agreement with Harnett County Schools for the expansion of Neills Creek Park. The agreement will allow Hamett County Parks and Recreation to utilize the baseball, softball , and multiuse fields behind Harnett Central Middle School. The County will also relocate the high school tennis courts to this property. The County will begin maintaining the facilities. This agreement will allow the coWity to expand on it's recreational offering and give citizens more access to these facilities. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C :\Users\gwheeler\AppDat a\Lo cal\Microsoft\ Windows\fNetCache\Content.Outlook\TPTEQCL V\agend afonn2 01 8 _ NCPU s eAgreement.docx Page I of 2 050718a HC BOC Page 80 NORTH CAROLINA COUNTY OF HARNETT JOINT USE AGREEMENT THIS JOINT USE AGREEMENT ("AGREEMENT"), is made and entered into as of this __ day of , 2018 , by and between the HARNETT COUNTY BOARD OF EDUCATION , a policy-making body for the Harnett County School System, organized and existing under the laws of the State of North Carolina with its main office located at I 008 11th Street, Lillington, North Carolina (hereinafter referred to as "School Board"), and COUNTY OF HARNETT, a body politic and political subdivision of the State of North Carolina with its administrative offices located at 420 McKinney Parkway, Lillington, North Carolina (hereinafter referred to as "County"); WITNESS ETH WHEREAS, School Board is the owner of the below described Property in Black River Township, Hamett County, North Carolina; and WHEREAS, School Board and County agree that the Property should be used most effectively to maximize use and increase recreational opportunities for the community; and WHEREAS, School Board and County recognize that joint cooperation and action between School Board and County shall ensure that the best facilities and services are provided to the students and citizens of Harnett County; and WHEREAS, community use of school property and facilities is encouraged by the Community Schools Act, North Carolina General Statute (N.C.GS.) § 115C-203, et seq.; and WHEREAS, School Board and County are authorized to enter into this Agreement pursuant to N.C.GS. § 115C-12; N.C.GS. § 115C,Article 13 ; N.C.GS. § 518; N.C.GS. § 524(d); and N .C .GS. § 160A-274. NOW THEREFORE, the parties for and in consideration of the covenants and agreements contained herein do hereby contract and agree as follows: I. PROPERTY DESCRIPTION: School Board owns a certain 23.46 acre tract of land located on the southwestern side ofN.C . Highway 210, Black River Township, Hamett County, North Carolina (hereinafter referred to as the "Property"), which is more particularly described on the map attached hereto as Exhibit A . 2. TERM: The tenn of this Agreement shall be for a period of 30 years and shall begin on 2018 and end , 2048 (the "Initial Tenn"), unless otherwise terminated by law. At the expiration of the Initial Term. County shall Page I of6 050718a HC BOC Page 81 hav e the option to renew this Agreement for an additional 10 year term subject to the same terms and conditions. 3. FEES AND CHARGES: School Board and County agree that, except as expressly stated in this Agreement, there shall be no additional fees or charges associated with the use of the Property. 4. COSTS AND UTILITIES: County shall be responsible for direct payment of all costs for electricity, sewer, water, gas, telephone, internet access, janitorial services, trash collection, and other similar services used by County during County's use of the Property, should such requirements exist. 5. USE OF PROPERTY: County shall use the Property for park and recreation purposes when facilities are not being used for school purposes. County may only use the Property so long as its use is consistent with the proper care and preservation of public school property. 6. SCHEDULING : The Hamett County Parks and Recreation Department will oversee the scheduling of all events and activities on the Property. School Board and County agree that School Board shall have first priority of use for school purposes at all times on the Property. Representatives of both parties shall work together in good faith to prepare a master schedule for joint use of the facilities on the Property at an appropriate time. School Board must give County reasonable notice of any new or rescheduled school-sponsored events not included in the master schedule. 7. MAINTENANCE AND REPAIR OBLIGATIONS: (a) County: County shall, at its own expense and at all times, maintain the Property in good and safe condition, to include any parking Jots, driveways, fields, courts, playgrounds, signs, equipment, structures, or landscaping installed or placed on the Property, and shall not permit its employees, agents, volunteers, members, and invitees to commit or create any unlawful nuisance, waste, or injury to the Property. County shall , at its own expense, replace or repair any damage caused to the Property, to include any parking lots, driveways, fields, courts, playgrounds, signs, equipment, structures, or landscaping installed or placed on the Property, except for School Board's repair obligations set forth in Section 6(b). All such repair and/or replacement shall return the Property to as good a condition and quality as it was in before the damage, exclusive only of ordinary wear and tear. (b) School Board : School Board shall, at its own expense and at all times, maintain any existing irrigation systems installed by School Board on the Property. School Board shall , at its own expense, replace or repair any damage caused to the Property, to include any parking lots , driveways, fields, courts, playgrounds, signs, equipment, structures, or landscaping installed or placed on the Property, by the negligence or willful misconduct of School Board, its agents, employees, volunteers, students, and invitees. All such repair and/or replacement shall return Page 2 of6 050718a HC BOC Page 82 the Property to a s good a condition and quality as it was in before the damage, exclusive only of ordinary wear and tear. 8. ALTERATIONS, ADDITIONS, AND IMPROVEMENTS : County may, at its sole cost and expense, make any alterations, additions or improvements to the Property including, but not limited to, an entrance and tum lanes to the Property from North Carolina Highway 210, driveways, parking lots, tennis courts, sports fields, playgrounds, recreational equipment, signs, and landscaping which County determines to be reasonably necessary for the use of the Property for park and recreation purposes. All material alterations, additions, and improvements to the Property shall be approved by School Board within 30 days of submission of County's proposed improvements, which approval shall not be unreasonably withheld. All permanent structures and fixtures shall become the property of School Board upon termination of this Agreement. 9 . USE OF PARKING LOTS: Parking lots on the Property shall remain open and available for use by County for park and recreation purposes. School Board, its agents, employees, volunteers, students, and invitees shall not park in the parking lots during school hours, unless such use is needed for school purposes. I 0. RESPONSIBILITY OF EQUIPMENT: School Board and County shall furnish and supply all materials necessary to carry out its programs or events while using the Property. Responsibility for the safety or condition of any equipment brought to the Property is solely that of the party which owns the equipment. 11 . SECURITY: Each party shall determine whether an event on the Property requires the hiring of professional security staff for that event. The party offering or sponsoring the event shall be solely responsible for the costs of hiring professional security staff. 12. INSURANCE: County shall maintain at all times during the Initial Term of this Agreement and every extension thereof general liability insurance with minimum limits of$1,000,000.00 per occurrence and $2,000,000.00, or the minimum required by North Carolina State Law, covering personal injury for each accident or occurrence growing out of the use or maintenance of the Property. School Board shall be named as an additional insured on all insurance policies. School Board shall maintain property insurance on the Property in the amount sufficient to cover the replacement cost of the Property. Upon written request, each party shall provide proof of required insurance to the other. 13. INDEMNIFICATION: 1t is understood and agreed that each party to this Agreement (the "Indemnitor") shall save, defend , and hold the other party, its agents, officers, and employees (the "lndemnitee") harmless from any action, causes of action, damages , expense claims, or demands whatsoever arising out of or resulting from the negligent acts or omi ssions of the Indemnitor in connection w ith the use of the Property. Page 3 of 6 050718a HC BOC Page 83 14. DEFAULT: ( a) By County: In the event that County defaults in the performance of any obligation under this Agreement, School Board shall provide County with written notice of the default. In the event that the default is not cured within 30 days, School Board may elect to terminate this Agreement. School Board shall retain the right to compensation for all maintenance and repair obligations of County then existing at the time of termination of this Agreement. County, at its own expense, shall be responsible for the removal of any equipment, possessions, or detachable structures placed on the Property. (b) By School Board: In the event that School Board defaults in the performance of any obligation under this Agreement, County shall provide School Board with written notice of the default. In the event that the default is not cured within 30 days, County may elect to tenninate this Agreement. School Board shall not have the right to compensation for any maintenance and repair obligations of County then existing at the time of notification of default. School Board shall reimburse County for any costs associated with the removal of equipment, possessions, or detachable structures placed on the Property. 15 . EARLY TERMINATION: In the event that the Property shall be damaged or destroyed other than by wrongful or negligent acts of County and are thereby rendered not reasonably usable by County for its purpose, then County shall have the absolute right to terminate this Agreement, and in such event, School Board shall have no further rights or claims against County as a result thereof. I 6. NOTICE: Any notices or other communications which shall be made pursuant hereto shall be in writing and shall be deemed to be given and received (a) when hand delivered to the address below; or (b) three days after being mailed to the addressed stated below, postage prepaid by registered or certified mail, return receipt requested to the address set forth below: TO SCHOOL BOARD: William H. Morris, Chairman Hamett County Board of Education Post Office Box 1029 (mail) 1008 11th Street (physical) Lillington, North Carolina 27546 T O COUNTY: Paula Stewart Interim County Manager Post Office Box 759 (mail) 420 McKinney Parkway (physical) Lillington, N orth Carolina 27546 Page4 of6 050718a HC BOC Page 84 With copy to: Monica L. Jackson Senior County Staff Attorney Post Office Box 238 (mail) 420 McKinney Parkway (physical) Lillington, North Carolina 27546 17. GOVERNING LAW AND VENUE: This Agreement shall he governed and construed in accordance with the laws of the State of North Carolina. Any action or proceeding arising under this Agreement shall be filed and heard in the Superior Court of Hamett County. 18. NO ASSIGNMENT: Neither School Board nor County may assign this Agreement, in whole or in part, without the prior written consent of the other party. 19. ENTIRE AGREEMENT: This Agreement contains the entire agreement between the parties and shall not be modified in any manner except by instrument in writing executed by both parties to this Agreement. 20 . SEVERABILITY: If any term or provision of this Agreement or the application thereof to any person or circumstance, to any extent, be invalid and unenforceable, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those to which it is held invalid or unenforceable, shall not be affected thereby and each term and provision of this Agreement shall be valid and shall be enforced to the fullest extent permitted by law. 21. NO WAIVER : In the event that either party fails to enforce any obligation of the other party under this Agreement when performance is due, such delay or failure to enforce shall not constitute a waiver of its right to seek full performance at any future time. Pages of6 050718a HC BOC Page 85 IN WITNESS WHEREOF, School Board has caused this instrument to be executed by its Chairman and attested by its Secretary, and its corporate seal to be hereto affixed, and County has caused this instrument to be executed on its behalf by its Board of Commissioners through its Chairman and attested by its Clerk, and its corporate seal to be hereto affixed , all on the day and year first above written and by authority duly given. ATTEST: ATTEST: Gina Wheeler, Clerk HARNETT COUNTY BOARD OF EDUCATION By:W/l~ ~ William H. Morris, Chairmifu COUNTY OF HARNETT By: ______________ _ Gordon Springle, Chairman Page 6of6 050718a HC BOC Page 86 Board Meeting Agenda Item Agenda Item 5-1--------- MEETING DATE: May 7, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: In-Home Aide Services REQUESTED BY: John Rouse, Health Director REQUEST: Request approval to award bid to Affinity Care NC, Inc; DBA Affinity Health Services as the vendor for the In-Home Aide Program within the Harnett County Division on Aging for the year 2018-2019, in the amount of $168,129. No other bids were received. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C :\U ser s\gwheeler\AppData \Local\M icrosoft\ Windows\IN et Cach e\Content. O ut look\ T PTEQCL V\BOC- agendafo rm2 018.d ocx Page I o f I 050718a HC BOC Page 87 Board Meeting Agenda Item Agenda Item __ S._-__,,:[ ____ _ MEETING DA TE: May 7, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Public Utilities Writeoffs for pt Quarter of 2018 REQUESTED BY: Steve Ward, Director REQUEST: Enclosed are the delinquent accounts determined to be at write-off status for the first quarter of 2018. All of these accounts have been delinquent for more than three years and total $27,948.43. The facilitation of these write-offs is an important step in a continuing effort to effectively manage our collections and bad debt. HCDPU is currently using the Local Government Debt Setoff Program and On-Line Collections, Inc. to help collect our delinquent accounts. We are happy to report that we have recovered over $655 ,000 in bad debt previously written off through the Debt Setoff Program. Please place this request on the consent agenda at the next available m eeting. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C:\Users\gwhee le r\AppData\Loca l\M ic rosoft\ Wi ndows\lNetCache\Co nten t.Outlook\TPTEQCL V\writeoffs I st-qtr 20 18.docx Page I of I 050718a HC BOC Page 88 HARNETT COUNTY DEPT OF PUBLIC UTILITIES QUARTERLY DELINQUENT WRITE OFFS MARCH 2015 NAME ALKAABAH ,AMIR ALLEN , MATTHEW ALLEN ,RAY ALMEIDA, ELIZABETH ALVARADO, VALENTIN BARBER, HONOR T BARBER , MISTRAL BARHAM.PHYLLIS BELL, STACY BENNETT, CHARLES BETHUNE, AMANDA M BRACKETI, SHELLY BRAVO, ERICA BRAYBOY-LOCKLEAR , BARBARA BRYANT JR, MELVIN A BUZZARD, JONI LOUISE BYRD JR , TRACY CAMPBELL, SAMANTHA CARROLL. ANDREA CARTEE . JOEY CERON , JANETH P CHALMERS, REBECCA D CHAMULA, ADAM CLARK, DONALD COOK, LISA CORTES ESTATE, USCHI RIVERA CUA YAX, MAMIE DARDEN JR. LEE ROY DAVIS, RUTH D DAYS, BILLIEJO C DENSON , MARY SUE DICKENS , MORGAN DIXON, HOLLY BETH EARNEY , DAVID EDWARDS, RACHEL S 8LEEN355RESLANDTRUST ELLIS , JASMINE FARMVIEW MHP LLC FARMVIEW MHP LLC FARRINGTON , SANDRA FILHO , RUBENS ATAIDE FLACK, JACK FOUSHEE, DONNIE FRAZIER , BRENDA FULLER , ANTONIO FUNK , ALAN GALLANT, DANIELE GARCIA, LESLIE P ROMERO GRAY, KAREN ACCOUNT# 176997-23676 166985-71521 88031-1362 161133-57398 153457-65765 38313-50918 141897 -8448 191839-52854 107125-36277 184813-65483 171949-90841 116721-50878 186751-27042 74773-36329 139525-87302 190141-75376 108535-36205 115573-65275 102233-37963 67867-2981 182923-32107 84611-24217 186417-82910 182297-6951 111003-75889 57675-47897 96555-23441 182617-36794 187969-37 492 167665-5037 37183-24718 189321-56797 194083-23537 178909-85016 13613-7644 184221 -8259 147683-24212 124683-4332 124683-4464 120689-85132 175941 -76534 9059-24852 1283-85926 184913-4990 148389-77766 93375-81244 146485-17265 182491-42401 1 03319-26034 Pag e 1 NOTES BANKRUPT RET BILL FORECLOSURE FORECLOSURE RET BILL FORECLOSURE FORECLOSURE FORECLOSURE RET BILL RET BILL RET BILL FORECLOSURE BALANCE TO WRITE-OFF $104.12 $308 .88 $814.00 $30.96 $67.09 $156 .50 $31 .65 $66.21 $453.17 $33.93 $29.59 $25.94 $81 .39 $1 ,130.30 $188.00 $57.70 $557 .77 $188.99 $60.80 $24.57 $30.39 $138.26 $42 .29 $42 .15 $56.02 $1,039.14 $39.33 $117.34 $256.98 $38.85 $27.60 $17 .73 $167 .50 $71 .70 $86.05 $315.50 $61 .00 $254.50 $268.00 $112 .68 $25.09 $368.07 $44.88 $258.16 $22.00 $23.50 $89.50 $17.16 $400.24 +- 050718a HC BOC Page 89 HARNETT COUNTY DEPT OF PUBLIC UTILITIES QUARTERLY DELINQUENT WRITE OFFS MARCH 2015 BALANCE TO NAME ACCOUNT# NOTES WRITE-OFF GREENE , AL 166625-3455 $47 .70 GREGORY, JENNIE LEE 189795-84 777 $44.42 HARRINGTON , CELESTIO L 164589-8157 $24.00 HARRIS , BRANDY 121257-43344 $28 .99 HARRIS , CLEO 171375-34284 $57.47 HERNANDEZ, DAVID 91673-66836 FORECLOSURE .. $795.50 HERRING, JAMES R 89583-16915 RET BILL $390.41 HICKS-GRAHAM , VALENCIA 136127-87251 BANKRUPT $24.00 HILL ESTATE, GEORGE 15787-71586 $574.87 HODGES, MICHAEL 190765-73663 $26 .96 HOFSTETTER , QUINTON 169517 -4505 $239.06 HOLDREITH , JONICA 182099-51087 $10.68 HOLLINGSWORTH 11 , DONALD 109711-25592 $13 .97 HONORE, NYCOLE LISA 190417-701 $329.59 HOPKINS , DEMI 192747-23722 $28.68 HOWARD, CHRISTINA M 2553-80435 $1 ,358.00 HUDSON , JIMMY R 97035-2767 $346.50 HUNT, ELL YCE 181527-23396 $24.47 --HUNTER , HAROLD I 112405-35950 $110.78 ISAAC , KATINA 100383-76638 $33 .62 IVEY, DEBORAH 138335-17182 $42 .69 JACKSON , PASSION 156021-66231 $65 .06 JAMES , WALTER ALEXANDER 192731-59158 $88 .57 JEFFRIES, MIA 180949-44820 $31.04 + JOHNSON ESTATE, GLENN 15305 7 -36338 FORECLOSURE $363.28 JOHNSON, LANEIKA 158641 -66999 $23 .24 JOHNSON , MARIA !BARRA 192531-16654 f $59.41 JONES , SHAQUANA R 189151-51118 $21.23 KECK, MARIO 188151-74929 $14 .72 KENYON , TED 142349-3472 $30.14 LAYNE , TIMOTHY 164369-68824 $21 .19 LEE , TONYAR 119281-51282 $108.53 LICONA, JAIME REYES 162555-1257 $37.48 LITTLE, CYNTHIA 150931-5383 RET BILL $13.04 LYLES , JAMEEL 172423-70684 RET BILL $30.50 LYNCH , SELENE 182927-46715 $100 .26 MABRY, NOEL KENDRICK 189721-51258 $85.00 --MALLOY , DIANA L 180359-60312 RET BILL $19.43 MARTINEZ, MARIA DIANNE 135289-43660 $40.79 MAYNOR , BRANDY 119437-77927 FORECLOSURE $20 .00 MCCAIN , ANDI MICHELLE 187339-23514 $37 .64 MCCARTNEY, CHRISTOPHER 188497-43621 271 .71 MCCORMACK.ROBERTA 84607-69600 $138.73 MCCORMICK, DEMETRIONNIA C 104785-49561 $42 .50 MCDUFFIE JR, COLEY 116227-64493 $229.67 MCDUFFIE JR , COLEY 116227-64495 $390.62 MCGEE, SAMANTHA GAYLE 190559-56785 $32 .90 MCINTYRE , JEFF 95509-48758 FORECLOSURE $249 .00 MCIVER, ALEXIS SHAVETTE 192457 -88384 BANKRUPT $106 .73 P ag e 2 050718a HC BOC Page 90 HARNETT COUNTY DEPT OF PUBLIC UTILITIES QUARTERLY DELINQUENT WRITE OFFS MARCH 2015 BALANCE TO NAME ACCOUNT# NOTES WRITE-OFF MCKINNEY, DEKESTIA 173785-75618 $64 .33 MCLAUGHLIN , KIMBERLY 162557-39646 $67.56 MCNEIL , ELLA RYALS 20411-38131 RET BILL $378.50 MCNEIL , ELLA RYALS 20413-38133 RET BILL $378.50 MCNEILL ESTATE , EVA MAE 164851-58447 $499 .50 . MCNEILL, SHARON MARIA 166765-60359 $191 .38 MCNEILL , TIFFANY 183223-5363 $222 .46 MENDIOLA, MICHELLE 73173-73418 $157.06 MENDOZA, RUDOLFO 122057-83639 FORECLOSURE $249.27 MERCHANT, PHYLLIS 177535-43078 $84.55 MILLER , KATHERINE 175059-90751 FORECLOSURE $166 .50 MORALES , MICHAEL 190149-51366 $94.00 MORGAN, CLIFFORD 193159-75385 $59.13 MORRIS FAMILY PHARMACY INC 146357-36680 RET BILL $1,180.22 MUNNS , MARK 163333-8486 $101.14 NEWELL, DONNA 13757-47127 $967.50 NEXT GENERATION HOMES 181127-86299 $37 .00 -OGBURN , JESSICA 192955-8053 $42 .50 PAGE , TERESA 165487-62691 $76.16 PARKER JR , CLYDE 5795-43592 $80 .05 PATTERSON , RICHARD 191951-74387 $36 .27 POWER , RYAN 172837-5296 $59.46 PURVIS, WILLIAM 181625-76549 $27 .34 PUTNAM, ANITA MARIE 128585-71950 $104 .21 RANKIN , JASMINE D 193267 -5081 $121.35 REESE, FRANCES Y 98375-43412 $87.11 RICE , FRANKLIN C 97815-74905 $445.46 RICHMOND , MICHAEL A 186631-73869 $24.00 ROBERSON , ZACK W 187277-8914 $22.51 ROBERTS , FLOYD LEE 192289-51154 $76.09 ROBINETTE, DANIELLE 186971-58592 $70.60 ROGERS, NICOLE E 186207-89393 $125.58 RUFFIN, MICHAEL 152243-66844 $15.62 SCOTT, PAUL W 185855-25579 $52.50 SELDON , MARILYN 191963-23602 $45.16 ~ SINGLETON , VICKY 104515-51146 $75.42 SKINNER , MISTY DAWN 188415-5229 $89.79 -----SMITH EST, IRIS M 17387-58230 $8 .50 SMITH , AVONIE 86275-4978 RET BILL $96 .13 SNIDER, KRYSAL M 180357-4485 $86.44 SOUDERS.MARTHA 107821-36853 $48.05 STEWART, JAMES 128409-80349 $230.38 TANNER , THERESA G 188857-61855 $63 .58 TASKER , TAMMY 190009-10807 $12.01 TAYLOR , PILAR VEGA 13187-46791 $259.00 TAYLOR , MATTHEW 187175-4991 $128 .12 TILLMAN , LANORA LYNN 192455-71945 $51.15 TOM CHARNETZKY CUSTOM HOMES LLC 147691-3491 FORECLOSURE $436.36 Page 3 050718a HC BOC Page 91 NAME TOM CHARNETZKY CUSTOM HOMESLLC TOM CHARNETZKY CUSTOM HOMES LLC VATCHER , ROD WALKER , JUSTIN WASHINTON, MARCY M WEGEHOFT, STEPHANIE WELLS JR , CLINTON WEST, CHRISTOPHER WHITLEY, EDITH WILK§RSON, TINA WILLIAMS, CAMERON WILLIAMS, JASON WILSON , WESLEY ALAN WIMBERLY, CHARITY M WOODWARD, TYLER A HARNETT COUNTY DEPT OF PUBLIC UTILITIES QUARTERLY DELINQUENT WRITE OFFS MARCH 2015 ACCOUNT# NOTES 147691-3520 FORECLOSURE 147691-3522 FORECLOSURE 175917-84143 183763-72356 RET BILL 184245-23658 92009-81478 FORECLOSURE 188975-38784 116283-10591 RET BILL 315 7 3-50090 1107-7138 RET BILL 188861-52632 173257-77718 189017-4 762 RET BILL 7415-34304 183145-8935 Pag e 4 BALANCE TO WRITE-OFF $438.54 $435.55 $11 .99 $45.24 $12.19 $937 .50 $1 ,015.13 $45.37 $85 .02 $27.00 $79.62 $52.52 $111 .85 $433.55 $153.92 $27,948.43 050718a HC BOC Page 92 Board Meeting Agenda Item Agenda Item 5-/< -----=-----'---- MEETING DATE: May 7, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Amendments to the Campbell Deputies Contract REQUESTED BY: Sheriff Coats REQUEST: Approval of ammendments to the contract between the Harnett County Sheriff's Office / County of Hamett and Campbell Univsersity for Campbell Deputies. Original Contract and requested ammendments attached. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: F :\2 0 17 20 18\Agendas\Gary McNeill.d ocx Page I of I 050718a HC BOC Page 93 FIRST AMENDMENT TO CONTRACT BETWEEN COUNTY OF HARNETT AND CAMPBELL UNIVERSITY, IN CORPORA TED THIS FIRST AMENDMENT TO CONTRACT is made and entered into as of the day of 2018 (hereinafter referred to as the "Effective Date"), by and between COUNTY OF HARNETT, a body politic existing under the laws of the State of North Carolina (hereinafter referred to as "County") and CAMPBELL UNIVERSITY, INCORPORATED, a non-profit corporation organized and existing under the laws of the State of North Carolina (hereinafter referred to as "Campbell"). WITNESS ETH: WHEREAS , County and Campbell entered into a contract dated June I, 2015 to provide Campbell with five sworn county law enforcement personnel (hereinafter collectively referred to as "Campbell Deputies") for the purposes of providing law enforcement services within the Coverage Area as defined in Section I (B) of the contract; and WHEREAS, the June I, 2015 contract will automatically renew on June I , 2018 for an additional term of three years; and WHEREAS, according to Section 5(C) entitled "General Provisions," the June 1, 2015 contract may be modified or amended by the unanimous written consent of the parties; and WHEREAS , the parties mutually desire to amend the June 1, 2015 contract to add one additional Campbell Deputy for the purposes of providing law enforcement services within the Coverage Area. NOW THEREFORE, in consideration of the mutual promises and consideration herein contained, the parties hereby agree as follows: 1. Section I (A) entitled "Assignment: duties" of the June I, 2015 contract is hereby amended as follows: By striking the language contained in the first sentence of Section I (A) stating "The COUNTY shall provide five (5) sworn county law enforcement personnel of the rank of Deputy and one Superv isor" and replacing said language with "The COUNTY shall provide six (6) sworn county law enforcement personnel of the rank of Deputy and one Supervisor" 2. Section l(H) entitled "Emergency Needs " of the June I , 2015 contract is hereby amended as follows: By striking the language contained in the first sentence of Section I (H) stating "the five assigned Campbell Deputies can not provide the required level or service to the Coverage Area" and replacing said language with "the six assigned Campbell Deputies cannot provide the level or service to the Coverage Area" 1 050718a HC BOC Page 94 3. Section 2(B) entitled "Costs of CAMPBELL" is hereby amended as follows: By striking the language contained in Subsection 2 of Section 2(B) stating" Any costs for uniforms, weapons, equipment ( except motor vehicles), materials, supplies, and training" and replacing said language with "Any costs for uniforms, weapons, equipment (except motor vehicles), materials, supplies, subscriptions, and training" 4. All other terms of the June 1, 2015 contract will remain unchanged. IN WITNESS WHEREOF, the parties hereto, through their duly authorized representatives or officers, have executed this First Amendment to Contract as of the Effective Date: COUNTY OF HARNETT Gordon Springle, Chairman Hamett County Board of Commissioners ATTEST: Margaret Regina Wheeler, Clerk CAMPBELL UNIVERSITY , INCORPORATED James 0. Roberts Vice President for Business and Treasurer THIS INSTRUMENT HAS BEEN REVIEWED HE FINANCE OFFICER 2 050718a HC BOC Page 95 STATE OF NORTH CAROLINA COUNTY OF HARNETT I , the undersigned Notary Public of the County and State aforesaid, certify that Gordon Springle personally came before me this day who being by me duly sworn, deposes and says: that he is the Chairman of the Harnett County Board of Commissioners and Margaret Regina Wheeler is the Clerk of said Board, that the seal affixed to the foregoing instrument is the official seal of Harnett County, that said instrument was signed by him, attested by said Clerk and the County's seal affixed thereto, all by authority of the Board of Commissioners of said County, and the said Chairman Gordon Springle acknowledged said instrument to the act and deed of Harnett County. Witness my hand and Notarial stamp or seal, this __ day of _______ 2018. My Commission Expires: _____ _ STATE OF NORTH CAROLINA COUNTY OF HARNETT Notary Public I, the undersigned Notary Public of the County and State aforesaid, certify that James 0. Roberts personally came before me this day and acknowledged that he is the Vice President for Business and Treasurer of Campbell University, Incorporated, a North Carolina non-profit corporation, and that by authority duly given and as the act of such entity, he signed the foregoing instrument in its name on its behalf as its act and deed. Witness my hand and Notarial stamp or seal, this __ day of _______ 2018 . Notary Public My Commission Expires: _____ _ 3 050718a HC BOC Page 96 MEETING DATE : Juoe 1, 2015 TO : HARNETT COUN TY BOARD OF COMMISSIONERS SUBJECT : Agreement with Campbell University, Inc. to provide law enforcement services REQUESTED BY: Sheritrs Office REQUEST: The Sheriffs Office requests approval of the Agreement between the County of Hamett and with Campbell University, Inc. to provide law enforcement services within coverage area FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: P:\B~codafo nn2015 .d oc Page J o f I 050718a HC BOC Page 97 NORTH CAROLINA CONTRACT AND AGREEMENT HARNETT COUNTY THIS CONTRACT ANO AGREEMENT (the "Contracr) made thi s the I .$~ day of ~ ne. , 2015, by and between the COUNTY OF HARNETT. a body politic existing under the laws of the State of North Carolina, hereinafter referred to as "COUNTY", and CAMBPELL UNIVERSITY, INCORPORA TEO, a non-profit corporation organized and existing under the laws of the State of North Carolina, hereinafter referred to as "CAMPBELL h; WITNESSETH: THAT WHEREAS, CAMPBELL operates an institution of higher learning in Buies Creek, Harnett County, N.C., and due to the fact that Buies Creek is not an incorporated municipality and has no police force. the COUNTY, through the Hamett County Sheriffs Office rHCSO") and CAMPBELL, have agreed to complement their resources to insure that law enforcement services are maintained in the Coverage Area to be hereinafter described, for the benefit of the university population and the citizens within the Coverage Area, and the parties desire to set out the terms and conditions of this agreement in this instrument; NOW. THEREFORE for and in consideration of the mutual covenants and agreements herein set forth, the parties contract and agree as follows: 1. REQUIRED LAW ENFORCEMENT SERVICES: PERSONNEL A Assignment duties. The COUNTY shall provide five (5) sworn county law enforcement personnel of the rank of Deputy and one Supervisor (all hereinafter the ·campbell Deputies·) who shall be under the supervision and control of the HCSO and assigned to CAMPBELL for the purposes of providing law enforcement services exclusively within the Coverage Area . For these purposes, the Campbell Deputies shall: 1. Provide law enforcement services pursuant to this Contract in the same manner and at the same level as provided by the HCSO to Hamett County. 2. Not be dispatched by the HCSO to any calls for service outside the Coverage Area except for a dispatch call of officer needing assistance. 1 050718a HC BOC Page 98 3. Serve criminal or civil process only upon a person within the Coverage Area . 4. Only be assigned responsibilities to perform under this Contract by the HCSO, and not any officer, employee, or agent of CAMPBELL. Any and all requests for service pursuant to this Contract by CAMPBELL shall be by the CAMPBELL Vice President for Student Life or his designee to the HCSO and the final decision to respond shall be by the HCSO . 5 . The Campbell Deputies, when on duty pursuant to the terms of this contract, shall remain at all times within the Coverage Area . B. Coverage Area. The Coverage Area to which the Campbell Deputies shall be assigned shall be that area shown on a plat by Joyner Piedmont Surveying entitled "CAMPBELL UNIVERSITY RESERVE" and dated August 20, 1998, a copy and legal description of which is attached hereto as Exhibits A and B and incorporated by reference. and any property previously acquired or hereafter acquired by CAMPBELL adjacent thereto (the ucoverage Area"). C. Duty Hours. The Campbell Deputies shall provide law enforcement services on a 24 hour basis, seven (7) days a week, fifty two (52) weeks a year. with at least one Campbell Deputy on duty at all times . D. Office Space. CAMPBELL shall provide office space to include, but not limited to, office equipment, phone service . computer access, and facsimile machine, at the CAMPBELL Campus Safety Office for the Campbell Deputies to use for administrative work solely related to the performance of this contract at Campbell's expense . E . Equipment: uniforms. The HCSO shall provide all uniform and equipment, to include motor vehicles, for the Campbell Deputies in the same manner and equivalent quality as for other deputies of the HCSO assigned similar law enforcement responsibilities. CAMPBELL shall provide the Campbell Deputies with a hand-held radio that will be dedicated to the CAMPBELL public safety frequency. which the Campbell Deputies and Supervisor shall carry at all times while on duty. F . Required reports. For purposes of compliance with the federal Campus Security Act (20 USC § 1092) the HCSO shall provide CAMPBELL with copies of all 2 050718a HC BOC Page 99 calls, daily reports. or any other information gathered by the HCSO relating to the Coverage Area . G . Part-time work. No part-time employees of the HCSO shall perform under this Contract without the permission of CAMPBELL. CAMPBELL may employ HCSO Deputies and Campbell Deputies to work off-duty tor special events at CAMPBELL. including but not limited to sporting events. commencements. graduations. and concerts . While performing in an off-duty capacity, the deputy will receive compensation on the current University pay scale for the related special event. H. Emergency needs. If due to excessive sickness or other unforeseen circumstances , the five assigned Campbell Deputies can not provide the required level of service to the Coverage Area (hereinafter the "full complement9), the HCSO shall assign additional deputies to serve as Campbell Deputies until the assigned Campbell Deputies are back to a full complement. Any deputies so assigned by the HCSO shall be paid on the basis of an agreed upon rate between the parties. which shall be determined on an annual basis on the anniversary of the date of this agreement. I. Selection of Campbell Deputies . CAMPBELL shall be permitted to decJlne the assignment of a deputy as one of the Campbell Deputies by providing to the HCSO in writing a valid basis therefore. which shall be a confidential communication to the Harnett County Sheriff or his designee. 2. PAYMENT FOR LAW ENFORCEMENT SERVICES A HCSO Employees. Unless otherwise stated herein, the Campbell Deputies shall at all times be full-time employees of the HCSO which shall be responsible for the payment of the salaries. benefits, and the administration · of benefit and personnel services for the Campbell Deputies . The Campbell Deputies shall be entitled to the same compensation and benefits of other deputies of equal rank. seniority, and similar law enforcement responsibilities within the HCSO. B. Costs of CAMPeELL. In exchange for the COUNTY the Campbell Deputies and the law enforcement services to be rendered , CAMPBELL shall pay to the COUNTY all costs and personnel benefits for the Campbell Deputies. which shall include but not be limited to the following : 3 050718a HC BOC Page 100 1. Any salaries and benefits that the COUNTY would expend for current full- time employees; 2. Any costs for uniforms. weapons, equipment (except motor vehicles); materials . supplies and training ; 3 . Ally other additional costs that the COUNTY may have due to these such as increased liability, workers compensation or other insurance charges; and 4. Reimbursement to the COUNTY of fuel purchased by Campbell Deputies utilizing the County issued WEX Fuel card issued by HCSO to vehicles while providing law enforcement services to Campbell and the Buies Creek area as shown on Exhibir A", and reimbursement to the County for maintenance of motor vehicles for use by the Campbell Deputies. 5. Prior approval by the Vice President for Student Life or his/her designee is required for any equipment purchases in excess of One Thousand Dollars $1,000.00. C. Payment by CAMPBELL. The COUNTY shall invoice CAMPBELL for the costs and expenses of law enforcement services provided Campbell Deputies as set forth herein on a monthly basis with said invoice payments to be paid by CAMPBELL and forwarded to the County Finance Office in a timely manner. 3. TERM. This Term of this Contract shall be for three (3) years to be effective beginning at 12:00 midnight on June 1, 2015, and shall extend through May 31 , 2018. This Contract shall automatically renew for an additional Renewed Term of three (3) years unless either party shall give written notice to the other of its intent to terminate this Contract at least ninety (90) days prior to the end of this Term or a Renewed Term. 4 . INDEMNIFICATION A. COUNTY shall indemnify and hold harmless CAMPBELL, its trustees , officers, employees, and agents, from any and all liability and claims. actions or causes of action, demands, damages, costs, judgments, expenses, liabilities, attorneys' fees and legal costs, injunctive or declaratory relief. of any kind or character, including, without limitation. claims to recover damages for excessive force. violation of the right to personal security, deprivation of medical care, illegal and unreasonable search and 050718a HC BOC Page 101 seizure, false imprisonment, false arrest, illegal detention, malicious prosecution , violations of the United States and North Carolina Constitutions, abuse of process. negligence, violation of North Carolina or federal law, assault, battery, intentional and/or negligent infliction of emotional distress. claims under 42 U.S.C . §1983 or 42 U.S.C . §1988, use of force. violation of due process or equal protection rights, personal injuries, pain and suffering , emotional distress. loss of consortium. cruel and unusual punishment, deliberate indifference, negligent training, negligent retention . negligent supervision. and vicarious liability, caused by or arising out of activities of COUNTY and/or the Campbell Deputies while performing the law enforcement services required herein. B. For the purposes of the indemnification requirements as set forth herein, COUNTY shall maintain at all times, either through a program of self-insurance, a risk pool. or a commercial carrier(s) comprehensive general liability insurance covering property damage, bodily injury, and personal injury, and automobile liability insurance (including owned. non--owned and leased vehicles and automobiles), in an amount equal to not less than Five Million and 00/100 Dollar.; ($5,000,000.00) single limit per occurrence. COUNTY shall provide CAMPBELL proof of said coverage upon execution of this agreement. and each year thereafter. COUNTY shall name CAMPBELL as an additional insured on its policy required herein. 5. GENERAL PROVISIONS. A . This contract or any extension thereof shall be binding upon the assigns and successors in interest of the parties hereto as fully and to the same extent as if such assigns or successors had joined in the execution hereof. B. The parties will cooperate with each other to accomplish and carry out their respective duties. obligations and commitments hereunder. C. The terms and provisions hereof may be waived, released. modified or amended on ly by the unanimous written consent of the parties hereto. D. This contract shall be construed and governed according to the laws of the State of North Carolina . If any provisions of this contract are held to be invalid or unenforceable. all other provisions shall nevertheless continue to be in full force and effect 5 050718a HC BOC Page 102 ATTEST: ~:tr~ Cleta ~h:mett County Board of Commissioners NORTH CAROLINA HARNETT COUNTY CAMPBELL UNIVERSITY, INCORPORATED s 0 . Roberts President for Business and Treasurer I.~() f'a.. ~~, a Notary Public of the County and State aforesaid, certify that•Yvi ;~Ln . personally came before me this day who being by me duly sworn, deposes an says : that he is the Chairman of the Harnett County Board of Commissioners and ~t W~s the Clerk of said Board , that the seal affixed to the foregoinglnsument is the official seal of Harnett County, that said instrument was signed by him, attested by sa id Clerk and the County's seal affixed thereto. a&I by authority of the Board of Commissioners of said County, and the said Chc-.icmc.~ Ji""' Awc~i n acknowledged said instrument to the act and deed of Harnett County. ' J_ . Witness my hand and official stamp or sea l, this day of XLl:\\..P,., 2015 . ~ ~~ tr:::::; ..... ,,,,!!1 ~ ,,,,, po. BARc:!'1,,. ~~___: ... ~'..._,~ ...... Sf:-,,,, N t p bl . i ~,-. '?-'°:. · · •• 0 ~ . U ? ,,.. 0 . ary U IC Mf~~~Ji.~ f ~'fS \ 1 :::\ =t -.k1J l (J g : c,. o ,o : ¥ TlilS INSlRUA1ENf HAS BEEN ~ ·. r : § f"R EAUDITED IN THE MANNER PltEOlAA D \;,::.. ,CU Bl \v . :Jjj BY THE L L GOVE~NMENT lut)(!l: ~"'9.<\ ·. ·~' ~ 0 T ~·r,1 .,. . "' ,~ • V ,.::-,:...;, • .• ; \-\ ,~ ,,,, ::'. ( { cov\~ ,,, 111111', 11 r n • ",,,,,,, 6 050718a HC BOC Page 103 NORTH CAROLINA HARNElT COUNTY I, the undersigned Notary Public of the County Hamett and State aforesaid, certify that James 0. Roberts personally came before me this day and acknowledged that he is the Vice President for Business and Treasurer of the Campbell University. Incorporated a North Carolina, non-profit corporation, and that by authority duly given and as the act of such entity, he signed the foregoing instrument in its name on its behalf as its act and deed. Witness my hand and Notarial stamp or seal, this ~ 7+ftay of m11r . 201s. 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' t i S , : & : ! ; - t i t ' . 0 5 0 7 1 8 a H C B O C P a g e 1 0 5 Board Meeting Agenda Item Agenda Item _....;S~_-_.:_f __ _ MEETING DATE: May 7, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Award of Service WeAq>on REQUESTED BY: Sheriff Coats REQUEST: Sheriff Coats request to award a Glock 40 caliber, model 22 service weapon, serial# CPT- 620 to Deputy Michael Kemp upon his retirement. Last working day will be 5/15/18, retirement date of 06/01/18. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: F :\20!7 2018\Agendas\Agemda Donation K9 vest and emergency kits .docx l of I Page 050718a HC BOC Page 106 NORTH CAROLINA HARNETT COUNTY RESOLUTION THAT, WHEREAS, Michael G. Kemp, began his Harnett County Law Enforcement career on March 26th 2003; and WHEREAS, after 15 .6 years of distinguished service to Harnett County, Michael G. Kemp will retire; and WHEREAS, according to North Carolina General Statute 14-402 and 14 -409.1 , proper permits have been obtained (as attached) in order to receive the side arm. NOW, THEREFORE , BE IT RESOLVED by the Harnett County Board of Commissioners that Michael G Kemp be awarded the following service side arm for one dollar ($1.00). Glock Model 22 Serial Number CPT-620. Duly adopted this day of , 20 ------- HARNETT COUNTY BOARD OF COMMISSIONERS Chairman ATTEST: Clerk to the Board 050718a HC BOC Page 107 PE R M I T TO PU R C H A S E I R E C I E V E A HA N D G U N St a t e o f No r t h Ca r o l i n a HA R N E T T Co u n t y Pe n n i t Nu m b e r 201804260001 I , WA Y N E CO A T S Sh e r i f f o f sa i d co u n t y , do he r e b y ce r t i f y th a t I ha v e co n d u c t e d a cr i m i n a l ba c k g r o u n d check of the applicant , MI C H A E L GE N E KE M P , wh o s e pl a c e o f re s i d e n c e is 15 8 TT G H M E A D O W D R . , CA M E R O N , ~ 28 3 2 6 - .in HARNETT Co u n t y , No r t h Ca r o l i n a an d ha v e re c e i v e d no in f o n n a t i o n to in d i c a t e th a t it wo u ld be a vi o l a t i o n o f th e St a t e or Fe d e r a l law for the app l icant to pu r c h a s e , tr a n s fe r , re c e i v e or po s s e s s a ha n d g un . Th e ap p l i c a n t ha s fU 1 t h e r sa t i s f i e d me as to hi s , he r (o r ) th e i r go o d m o ral character. Th e r e f o r e , a pe n n i t is is s u e d to MI C H A E L GE N E KE M P to pu r c h a se on e pi s t o l fr o m an y pe r s o n , fi n n or co r p o r a t i o n authorized to di s p o s e o f th e sa me . Th i s pe n n it ex p i r e s fi v e ye a r s fr o m it s da t e o f is s u a n c e li s t e d be l o w . I ss ue d th i s 2§ da y o f Ap r i l . 2Q l l Ex p i r e th e 2 6 da y o f An r i . l . 20 2 3 ·• t .-, t • •• • ~_. · IL '.'·, ,,1.•1 . . ' d ', .. ,,.'' ~ f f o f HA R N E T T County .... 050718a HC BOC Page 108 Board Meeting Agenda Item Agenda Item S-!YI MEETING DATE: May 7, 2018 TO : HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT : Demolition Projects -Anderson Creek School Gym/Cafeteria/Classroom & 695 Shawtown School Buildings -General Services REQUE STED BY: Barry A. Blevins REQUEST: General Services Director requests the Board of Commissioners (BOC) approval of the lowest bid for the demolition of Old Anderson Creek School Gym/Cafeteria/Classroom at 904 Anderson Creek Road, Bunnlevel & the Old Shawtown building at 695 Shawtown Road, Lillington. Lowest proposal was submitted by A-1 Salvage and Demolition, Inc. for $182,400, General Services Director also requests Board authorize negotiation for contract price of $182,400 as submitted by contractor. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C :\Users\gwheeler\AppOata\Local\Microsoft\ Wi ndows\INetCache\Con te ntOutlook\TPTEQCL V\Agend a Request A-I Salvage 7 May 20 18.docx P age I of2 050718a HC BOC Page 109 HARNITT COUNTY DEMOLITION SERVICES BID CONTRACTOR TOTAL PRICE A-1 Salvage $393,400* JHS Construction $434,100* Target Contractors, LLC $499,600* 4 Seasons Demolition $490,400* *Total bids received included demolition of three addresses however only two addresses will be demolished at this time. 050718a HC BOC Page 110 Board Meeting Agenda Item Agenda Item 5-N MEETING DATE : May 7, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJE CT: Approval of Offer to Purchase Real Property REQUESTE D BY: Harnett County Parks and Recreation REQUEST: Hamett County Parks and Recreation requests approval of offer to purchase 28.29 acres off Oakridge River Rd in northwest Hamett County. The offer includes a contingency that conditional use permits are approved. The property will be used for future development and partnership between Parks and Recreation, Solid Waste, and E-911 . FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION : C:\Users\gwheeler\AppData\Local\Micro soft\ Wi nd ows\INetCache\Content.O utl ook\TPTEQCL V\agendaform2 0 18 (003).docx Page I of I 050718a HC BOC Page 111 AGENDA ITEM 7 May 72 2018 APPOINTMENTS NEEDED ADULT CARE HOME COMMUNITY ADVISORY COMMITTEE There are five (5) vacancies on this committee. BOARD OF HEAL TH There is a vacancy on this board for an engineer position. HARNETT COUNTY AIRPORT COMMITTEE There is one (1) vacancy for a member representing District 5 on this committee. We will need a member representing District 1 appointed December 2018. HARNETT COUNTY BOARD OF ADJUSTMENT There are two (2) vacancies for alternate members representing District 3 & 5. HARNETT COUNTY COUNCIL FOR WOMEN There are three (3) vacancies on this council. HARNETT COUNTY ECONOMIC DEVELOPMENT COUNCIL The council would like to rea point Barbara McKoy and Frankie Lewis for a two year tenn starting July 1, 2018 HARNETT COUNTY PLANNING BOARD Cris Nystrom would like to be appointed to serve on this board as Dist. 2 representative. (Application attached) Mona Rabin would like to be appointed to serve on this board as Dist. 2 representative. (Application attached) There is one (1) vacancy for a member representing District 2 on this board. HARNETT COUNTY PUBLIC LIBRARY BOARD Gloria Gulledge would like to be reappointed as a Dunn re resentative. There is one (I) vacancy on this board. HOME AND COMMUNITY CARE BLOCK GRANT COMMITTEE There are three (3) vacancies on this committee. Page 1 -Appointme nts 050718a HC BOC Page 112 MID-CAROLINA AGING ADVISORY COMMITTEE There are two (2) vacancies on this committee. NURSING HOME COMMUNITY ADVISORY COMMITTEE There are two (2) vacancy on this board. SAND HILLS CENTER FOR MHDDSAS BOARD There is one vacancy on this board. This member must also serve on our Consumer and Family Advisory Committee in addition to this board -This group meets the 3rd Tuesday in the month in the evening. TRIANGLE SOUTH WORKFORCE DEVELOPMENT BOARD Carolyn Blue and Russell Hieb would like to be rea ointed to serve on this board. Page 2 -Appointments 050718a HC BOC Page 113 APPLICATION TO SERVE ON A BOARD APPOINTED BY THE HARNETT COUNTY BOARD OF COMMISSIONERS BOARD: Planning Board, District 2 ____________ _ NAME: Cris Andrew Nystrom ADDRESS: 391 Senter Lane Bunnlevel NC 28323-8313 VOTING DISTRICT: (Please check district number in which you live): D District l, Commissioner McKoy's D District 4, Commissioner Springle's XXDistrict 2, Commissioner Elmore's D District 5, Commissioner Miller's D District 3, Commissioner Penny's TELEPHONE: (HOME) 910-893-6304 E-MAIL ADDRESS: ultra604@charter.net PRESENT OCCUPATION: Retired YEARS OF FORMAL EDUCATION: 18 (CELL) 910 890 2125 CIVIC AND FRATERNAL ORGANIZATIONS IN WHICH YOU HAVE PARTICIPATED: _Western Harnett and Overhills Thrift Shop volunteer ___________ _ _ Church organizations PLEASE TELL WHY YOU WOULD LIKE TO SERVE ON THE ABOVE LISTED BOARD: Have had previous experience on Planning Board. I take the appointment seriously and in 3 years, missed no meetings. I look forward to serving the Citizens and seeing every one in the County prosper. ********************************** FOR OFFICE USE ONLY: DATE RECEIVED: -------------------------- DATE FORWARDED TO COUNTY COMMISSIONERS: -----------------050718a HC BOC Page 114 Apr2718 09:54 Ron Rabin 910 814 2472 APPLICATION TO SERVE ON A BOARD APPOINTED BY THE HARNETT COUNTY BOARD OF COMMISSIONERS BOARD : Planning and Developrnent Board I NATvlE : Mona Rabin ADDRESS : 383 Falling Water Road , Spring Lake, NC 28390 VOT~G DISTRICT (Please check district number in which you live .) 0 District 1, Conunissioner lint's 1-fc e~ '/ 0 District 2, Commissiooer ~ GI n...., re. 0 District 3, Commissioner ~·si?~''7_ 0 D istrict 4, Commissioner J\.adrew:i' 5/Y/n'f /e. 0 District 5, Commissioner McJtkill'sh',/k;- p.1 TELEPHONE: (HOME) ___ ...:.(~;...1_0~)-8 ... 14_-2_4_7_2 __ _ (WORK't. __ __:(..;..9..;..10..:.)_4_8_9-...;;5.;.57_9;...._ __ PRESENTOCCUPAT!Ot\: .;..R;.;;e;.;;;a...;;lto~r,_ ________________________ _ YEARS OF FORMAL EDUCATION:_..;.1~3---------------------- CI\.1CAND FRATERNAL ORGANIZATIONS IKWHICH YOL' HAVE PARTICIPATED : Anderson Creek Chartered Lions Club, GFWC Anderson Creek C lub, M ilitary Officers' Wives Club, American Red Cross, National Association of Realtors , Sir Walter Raleigh Cabinet (Raleigh, NC). Executive Board Member of the GOP. Officer in the Harnett County GOP, Various PTA's. PLEASE TELL 'w'HY YOU WOULD LIKE TO SERVE ON THE ABOVE LIST ED BOARD: I would l ike to get involved in Harnett County for future development. I am sure that I can add valuable input for its' prosperity and success in the future. I have lived in Harnett County since 2005 and I know that I can be an asset in the decision making processin in a "fair and balanced" way for the betterment of the entire County and therefore our State. I work well with others in the World of Real Estate which involves multitasking .lam willing to listen but might not always agree. I am not reluctant to make a point if I am sure i1 is legitimate. I have been i n Customer Service for over 50 years. I would appreciate your consideration in appointing me to the Board . DA TE : __ ....;0....;4....;/0..;;;2/2~0-1..;.8 __ :J • 1 ' '---f ~ ! / SIGNATURE:~ .L(-·1"-;-t(•.,../ /'--IC{~ FOR OFFICE USE ONLY : DATE RECEIVED: -----...------ DATE FORWARDED TO COUNTY COMMISSIONERS:---------------- 050718a HC BOC Page 115 Agenda Items __ __.,g..__ ___ _ SANDHILLS CENTER Managing Mental Health, Intellectual/Developmental Disabilities and Substance Abuse Services 910-673-9111 (FAX) 910-673-6202 www.sandhillscenter.org Victoria Whitt, CEO March 14, 2018 Ms. Paula Stewart Harnett County Manager PO Box 759 Lillington, NC 27546 Dear Ms. Stewart: During its March 13th meeting, the Sandhills Center Board of Directors discussed the issue of our County General Budget Request from our nine (9) constituent counties for FY 18 -19. Based on a review of the current fiscal situation that impacts our State and counties, it was decided that the Center would not request an increase in County General Funding from Harnett County. This continues our practice of not requesting an increase for the past 14 years. Importantly, all county funding received is directed in support of local County Behavioral Health Urgent Care Centers and other county designated services/programs. FV 17 -18 Current County General Allocation: FV 18 -19 Funding Request • County General Request: • Total FY 18 -19 County General Request: Note: See Attached County General Funding Chart $199,679 $199,679 $199,679 Since beginning the management of Medicaid service dollars in December 2012, Sandhills Center has realized savings and has made a commitment to reinvest those savings in the community. During the past year, Sandhills Center has worked with county and community representatives from each of our nine (9) constituent counties to identify high priority needs and projects at the county level. We have been able to reallocate local funds and commit LME/MCO reinvestment savings to numerous projects in each of our counties. Sandhills Center staff and I will continue to meet with County Managers and others to review the use of current county allocations and to identify behavioral health service areas in the county that may have been underserved and identify how available funding could be used to impact those areas. We will be working with the Clerk to the Board to schedule an opportunity to present a program update and the budget request to your County Commissioners within the next few months. P.O. Box 9 , West End, NC 27376 24-Hour Access to Care Line : 1-800-256-2452 TTY: 1-866-518-6778 or 711 Serving Anson, Guilford, Harnett, Hoke, Lee, Montgomery, Moore, Randolph & Richmond counties 050718a HC BOC Page 116 Thank you for your continued support of Sandhills Center and the services we manage. The Sandhills Center's Board of Directors and staff are committed to providing the citizens of Harnett County with quality, cost-effective services. We appreciate the County's contribution to behavioral health services and appreciate partnering with you to improve access and availability of quality services in the local community. Sincerely, Lre- Victoria Whitt Chief Executive Officer Attachments cc : Mr. Joe Miller, Harnett County Commissioner Ms. Kimberly Honeycutt, Harnett County Finance Officer P.O . Box 9 , West End, NC 27376 24-Hour Access to Care Line: 1-800-256-2452 ITV: 1-866-518-6778 or 711 Servi ng Anson, Guilford, Harnett, Hoke, Lee , Montgomery, Moore, Randolph & Richmond counties -----·---,-· 050718a HC BOC Page 117 JULY 1, 2017 COUNTY PROJECTED • POPULATION Anson 25,626 Guilford 523,962 Harnett 130,847 Hoke 53,343 Lee 59,337 Montgomery 27,865 Moore 97,597 Randolph 144,672 Richmond 44,892 TOTALS 1,108,141 SANOHILLS CENTER COUNTY CONTRIBUTIONS FY 18-19 ACTUAL COUNTY GENERAL PROPOSED COUNTY GENERAL CONTRIBUTION CONTRIBUTION FY17-18 FY 18-19 $ 55,000 $ 55,000 $ 9,674,000 $ 9,674,000 $ 199,679 $ 199,679 $ 58,000 $ 58,000 $ 240,000 $ 240,000 $ 60,775 $ 60,775 $ 303,546 $ 256,202** $ 844,000 $ 844,000 $ 142,500 $ 142,500 $ 11,577,500 $ 11,530,156 *The Office of State Budget and Management (OSBM) COUNTY GENERAL PER CAPITA CONTRIBUTION FY17-18 $ 2.15 $ 18.46 $ 1.53 $ 1.09 $ 4 .04 $ 2.18 $ 2.63 $ 5.83 $ 3 .17 $ 10.40 **Reduction reflects the action of the Moore County Commiss ioners in FY 14/15 phasing out funding for non -profit organizations. FY 18/19 will include a 20% reduction. Six of these non-profits receive this funding as flow through from Sandhills Center. 050718a HC BOC Page 118 Har n e t t C o u n t y M e m b e r s S e r v e d A p r i l 2 0 1 8 Members S e r v e d M o n t h l y 1600 ~~~~~~~~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ - 1400 1200 1000 800 600 400 200 0 ,-.... ,--4 s:: ro .... ,-.... ~ ..c QJ u.. ,-.... ,-.... ,-.... ~ ,--4 ,--4 . > ... ... ro 0.. ro 2 <! 2 , - . . . . , - . . . . , - - 4 , - - 4 . . C : : : , : : , . . . . . . . . , - . . . . , - . . . . , - - 4 , - - 4 Q D 0 . . : : , Q J < ! \ / ' I , - . . . . ~ - u 0 , - . . . . , - - 4 > 0 z , - . . . . , - - 4 u d i a Highest Serving Behavi o r a l H e a l t h P r o v i d e r s L a s t Y e a r Provid e r M e m b e r s (287 providers servin g l o c a l m e m b e r s ) S e r v e d Davmark Recovery Services l , 1 6 4 Fayetteville Psychiatric Assoc i a t e s , P A 3 2 9 ABC Pediatrics of Dunn, PA 3 2 1 Harnett Health System, Inc. 2 5 8 Coastal Carolina Neuropsych i a t r i c C e n t e r 2 2 0 Peace of Mind, Inc. 2 0 0 Harnett Counseling Services, P C l 7 1 M o s t F r e q u e n t B e h a v i o r a l H e a l t h S e r v i c e s R e c e i v e d L a s t Y e a r S e r v i c e A m o u n t P a i d ( $ 1 7 , 7 0 0 , 4 9 9 t o t a l ) I n n o v a t i o n s S e r v i c e s $ 5 , 1 6 3 , 3 8 4 I n t e r m e d i a t e C a r e F a c i l i t i e s $ 4 3 7 3 . 9 4 4 O u t p a t i e n t S e r v i c e s $ 2 , 6 9 7 , 7 4 6 B e h a v i o r a l H e a l t h L o n g T e r m R e s i d e n t i a l $ 1 , 1 5 7 , 4 8 1 I n p a t i e n t H o s p i t a l i z a t i o n $ 1 0 2 2 6 1 9 I n t e n s i v e I n - H o m e S e r v i c e s $ 8 6 9 , 6 3 6 P s y c h i a t r i c R e s i d e n t i a l T r e a t m e n t F a c i l i t i e s $ 8 6 3 , 7 5 9 A s s e r t i v e C o m m u n i t y T r e a t m e n t T e a m $ 3 0 1 , 9 2 2 M e m b e r s S e r v e d L a s t C a l e n d a r V e a r 1 1 % ~ 3 % ~ 5 % 3 9 % 1 % • A d u l t M e n t a l H e a l t h C h i l d M e n t a l H e a l t h A d u l t I n t e l l e c t u a l / D e v e l o p m e n t a l D i s a b i l i t i e s C h i l d I n t e l l e c t u a l / D e v e l o p m e n t a l D i s a b i l i t i e s A d u l t S u b s t a n c e A b u s e C h i l d S u b s t a n c e A b u s e SAN D H I L L S C E N T E R 0 5 0 7 1 8 a H C B O C P a g e 1 1 9 San d h i l l s C e n t e r M e m b e r s S e r v e d A p r i l 2 0 1 8 Members S e r v e d M o n t h l y 18000 16000 14000 12000 10000 8000 6000 4000 2000 0 r-... r-... r-... r-... r-... r - . . . r - . . . r - . . . r - . . . r - . . . r - . . . r - . . . M M M M M M M M M M M M . .i:J . . > C : . . . L c i o . . . u C: ... ... : : , c . . . . . > ro Q) ro c.. ro : : , : : , Q ) u 0 Q ) -. LL. ~ <( ~ - . - . < ( V ) 0 z a Highest Serving Be h a v i o r a l H e a l t h P r o v i d e r s Last C a l e n d a r Y e a r Provider _{_627 total providers last c a l e n d a r y e a r ) Q_aymark Recovery Services, I n c . Monarch Moses Cone Memorial Hospit a l Carolina Behavioral Carei__J'.A . Family Service of the Piedmo n t , I r , _ < ; Reaional Physicians, LLC RHA Health Services, Inc. M e m b e r s S e r v e d 8 , 2 5 3 3 , 8 4 5 2 , 4 9 7 L l Z S 1 , 3 2 1 1 , 0 8 9 1 , 0 6 2 M o s t F r e q u e n t B e h a v i o r a l H e a l t h S e r v i c e s R e c e i v e d L a s t C a l e n d a r Y e a r S e r v i c e ( $ 2 5 9 , 2 3 8 , 9 9 9 f o r s e r v i c e s ) I n n o v a t i o n s S e r v i c e s I n t e r m e d i a t e C a r e F a c i l i t i e s O u q ~ a t i e n t S e r v i c e s A m o u n t P a i d $ 8 3 , 6 2 6 , 8 9 0 $ 6 0 , 7 2 4 , 5 5 4 $ 3 9 , 5 5 8 , 4 6 2 B e h a v i o r a l H e a l t h L o n g l " e r m R e s i d e n t i a l $ 1 7 , 7 8 7 , l 6 8 I n p a t i e n t S e r v i c e s $ 1 3 , 3 3 7 , 3 8 0 I n t e n s i v e I n - H o m e S e r v i c e s $ 8 , 8 5 8 , 5 5 2 P s y c h i a t r i c R e s i d e n t i a l T r e a t m e n t $ 7 , 6 3 2 , 7 0 0 A s s e r t i v e C o m m u n i t y T r e a t m e n t T e a m $ 5 , 5 0 0 , 6 7 2 M e m b e r s S e r v e d L a s t C a l e n d a r Y e a r 1 % 1 7 % - . . . . _ 3 % - - - 5 % / 3 0 % . . . . / " • A d u l t M e n t a l H e a l t h C h i l d M e n t a l H e a l t h A d u l t I n t e l l e c t u a l / D e v e l o p m e n t a l D i s a b i l i t i e s C h i l d I n t e l l e c t u a l / D e v e l o p m e n t a l D i s a b i l i t i e s A d u l t S u b s t a n c e A b u s e C h i l d S u b s t a n c e A b u s e SAN D H I L L S C E N T E R 0 5 0 7 1 8 a H C B O C P a g e 1 2 0 SAND HILLS CENTER 050718a HC BOC Page 121 - CHIEF EXECUTIVE OFFICER Victoria Wh i tt BOARD MEMBERS Chair Comm i ssioner Thad Ussery Vice Chair Commissioner Kay Cashion Secretary Michele Weatherly Anson County Commissioner Ross Streater Priscilla Little Guilford County Commissioner Kay Cashion Dixie Branch Gart Evans Costella Donnell Harnett County Comm i ss ioner Joe Miller Tonya Gr ay Hoke County Commissioner Harry Southerland Shirley Hart Lee County Commissioner Kevin Dodson Walter Ferguson Montgomery County Commissioner Anthony Copeland Carol Whitaker Moore County Commissioner Otis Ritter Matthew Rothbeind Randolph County Commissioner David Allen Mazie Fleetwood Leann Henkel Richmond County Commissioner Thad Ussery Michele Weatherly Provider Council Representative Jan Herring Hospital Representative Bill Larri son 050718a HC BOC Page 122 03 A MESSAGE FROM THE CEO OPTIMIZING RESOURCES WITHIN THE SANDHILLS CENTER REGION Sand hills Center takes pride in recent successes that are a direct result of thinking outside the proverbial box . These accomplishments can be seen throughout Anson , Guilford, Harnett, Hoke , Lee, Montgomery, Moore, Randolph and Richmond counties. We know that achieving and maintaining a better system of care requires us to find creative ways to utilize available resources. Oftentimes, the perception of resource utilization centers on financing. While we certainly maintain our commitment to fiscal responsibility, Sand hills Center also recognizes that we must create relationships within each unique community to meet our members' particular needs . It is extremely important to coordinate a strong fiscal approach with solid collaboration to bring about solutions for people living with behavioral health challenges . It has always been Sandhills Center's goal to provide opportunities to gain access to appropriate services while helping our members achieve individual goals. Throughout the past quarter, Sandhills Center has demonstrated a number of ways in which we effectively do just that --including through partnerships for integrated care , maximization of local dollars and forming partnerships with premier educational organizations to advance knowledge within our network of service providers . In this report, we focus on three such organizations --Evans-Blount Total Access Care , the Guilford County Department of Public Health, and the University of North Carolina at Chapel Hill. We thank them for working with us to accomplish so much within our region. We will continue to strive for additional innovative approaches so that Sand hills Center can continue to offer quality outcomes for individuals and families. Victoria Whitt, Chief Executive Officer Sandhills Center 050718a HC BOC Page 123 ( ' t ' SANDHILLS CENTER PARTNERSHIP EARNS STATEWIDE RECOGNITION Sand hills Center completed another successful year of forging meaningful partnerships within our communities. One such relationship has earned the prestigious Program of Excellence "Integration of Care " Award during an annual conference, held in Pinehurst, North Carolina. The award was presented Dec . 7, 201 7, by the conference host, the North Carolina Council of Community Programs (NC Council). In presenting the award, the NC Council praised Sandhills Center, Evans-Blount Total Access Care and the Guilford County Department of Public Health for their dedication to full integration of physical and behavioral healthcare at the Evans-Blount clinic, 2031 E. Martin Luther King Jr. Drive, Greensboro. Evans-Blount began as a primary care clinic for the underserved, but has evolved to offer substance abuse treatment (including medication-assisted therapy for opioid dependency), and psychiatric services to children, adolescents , adults and families. It also serves specialty populations such as individuals livi ng with intellectual/developmental disabilities and post- traumatic stress disorder (PTSD). Through this collabo rative effort, Evans -Blount Total Access Care and community partners have been able to identify individuals who were considered "high utilizers" of services so that intensive care management and team coordination can assist in improving their health and quality of life. Medication reconciliation is now exponentially easier to track. Together, the partners have identified ways to overcome barriers to treatment --such as transportation and child care •· both of which are now provided to patients. The partners also identified opportunities to treat the "whole person" in this one medical facility. One of the fundamental constructs of this integrated care program is involving the patient in treatment planning , also known as person-centered planning. "We are extremely honored to be recognized for the Evans-Blount integrated care initiative," said Sandhills Center CEO Victoria Whitt. "This effort strives to provide a system of care that promotes recovery and wellness with a team approach ." Each year, the NC Council seeks to identify innovative and effective community programs that have been instrumental in serving persons with disabilities. Winners were selected by a committee which includes directors and board members of Local Management Entities - Managed Care Organizations . Sandhills Center is a proud partner in the Evans-Blount endeavo r , and continues to seek additional lead i ng-edge ways to integrate physical and mental health care throughout the nine-county region . ~·· .-,.··" .. ., .. . -.":-.r ., 050718a HC BOC Page 124 edicaid . . . . . . . .. . . . ... • • • . . . . . . . . .. 050718a HC BOC Page 125 NETWORK SANDHILLS CENTER OFFERS INNOVATIVE PROVIDER TRAINING SERIES WITH UNC Sand hills Center is proud to team with the University of North Carolina at Chapel Hill School of Medicine for a cutting- edge training program designed specifically for Sandhills Center and its network of providers. The training focuses on ACT, or assertive community treatment, particularly for those members participating in the Transitions to Community Living Initiative (TCLI ). It is a joint effort with UNC's Institute for Best Practices, part of the Center for Excellence in Community Mental Health, Department of Psychiatry . The series includes eight days of classroom training, web-based meetings, and one-on-one consultations with Center for Excellence and Sandhills Center leadership staff. The UNC staff are working under the direction of Lorna Moser, PhD . Dr. Moser is the director of the UNC ACT Technical Assistance Center in the UNC Department of Psychiatry's Center for Excellence in Community Mental Health . She also serves as coordinator of the NC ACT Coalition, a grassroots organiza- tion of ACT providers. Dr. Moser is coauthor of the Tool for Measurement of Assertive Community Treatment, and has evaluated and consu lted with ACT teams throughout the United States and abroad. Dr. Moser graduated from Indiana University's Clinical Psychology program with an emphasis in psychiatric rehabilitation. While there, she worked with the ACT Center of Indiana, and as an implementation monitor for the SAMHSA-funded National Implementing Evidence-Based Practices Project. Her dissertation research on the use of restrictive practices within ACT has earned her national awards , and she has worked in a wide range of clinical settings, including two ACT teams. Dr. Moser completed post-doctoral training in the Services Effectiveness Research Program in the Duke University Medical School Department of Psychiatry and Behavioral Sciences . ACT is a team approach that improves outcomes for people w ith severe mental illnesses who are most at risk for psych - iatric crisis, hospitalization and involvement in the criminal justice system. ACT is one of the most widely-recog nized and researched evidence-based practices in behavioral healthcare . It has been shown to reduce hospitalization, increase housing stability and improve quality of life for people with the most severe symptoms . For providers, ACT also is recognized to promote cost effectiveness, increased productivity and member sa tisfaction. The introductory training session, entitled "O rganizational Components of the ACT Model ," was held Oct. 24 and 25 in Randolph County. There we re 2 5 attendees, with the target audience being team leaders and other key staff who assume a lead role in assessment and planning. T he training encompassed evaluation of best-practice protocols for ACT client recruitment, enrollment and evaluation of discharge readiness . It also add r essed assessme nt and planning to "right fit" services according to clients' recovery goals and needs, staff schedu ling practices and best use of the daily team meeting . The first web-based meeting was Nov. 21. Additional classroom sessions have been held since then, and future sessions are planned . The curri cu lum covers enhancing activities of daily living for people served by ACT, use of a newly-developed functional skill assessment tool and rehabilitation interventions, motivations to change, crisis plan development, and risk assessment practices. Sand hills Cen ter is fully engaged in moving providers further than the fidelity reviews currently mandated to focus on the quality of the service delivered. The ACT fidelity tool is heavily weig hted on structure and operations, w ith lower we ight placed on time/activities with the members served. The newly developed training aims to strengthen that component of the service in an effort to continuous ly improve the qua lity of services members rece ive . 06 050718a HC BOC Page 126 FINANCIALS 5.9 Revenues Medicaid Service Contracts $225 ,780,620 72 .5% State , Feder al Se r vice Funds an d Medicaid Flow 44 ,650,530 14 .5% County General and Other Use 12,091 ,305 3.9% nr,11ll1 Adr11 1 rd ~A 1 fl I ( 8,669,446 2.7% Medrcard Adm rnrstratron General a n d L tvlE Ad rrnnist r at,on 18 ,519 ,284 5 .9% Med i ca id Reserve Fu n d s 1 ,689,125 0 .5% TOTAL $311,400,310 100% 1.0 0 .1 Expenses Con tracts $284,495,699 9 1.3% Pe,sonnel 21,840,820 7.0% Materials and Supplies 409,262 0.1% L I I) tlq IC 3,147,565 1.0% Fixed Cha r ges an d Capital 1 ,506,964 0.6% TOTAL $311,400,310 100% 07 050718a HC BOC Page 127 Sandhills Center assures that people in need of assistance have access to qual ity mental health , intellectual/developmental disabilities and substance use d i sorder services in the central North Carolina counties of Anson, Guilford, Harnett, Hoke, Lee , Montgomery, Moore , Randolph and Richmond . 24-HOUR CALL CENTER VISIT US ONLINE FREE AND CONFIDENTIAL ONLINE BEHAVIORAL HEAL TH SCREENING AND RESOURCES SANDHILLS CENTER ACCREDITED ACCREDITED ACCREDITED ·--l. ....... 115.(Ur.MIIW ....-edc.... ••altlUlluM>Oft C...,..05,4>1QOU ~ ~"''"'1t1• Sandhills Center is nationally accredited. 050718a HC BOC Page 128 ANNUAL COMMUNITY REPORT DECEMBER 2017 SAND HILLS CENTER 050718a HC BOC Page 129 Board of Directors CHAIR Co mmi ssioner Th ad Usse ry VICE CHAIR Co mmi ss io ner Kay Cas hio n SECRETARY Miche le Wea th erly ANSON COUNTY Co mm iss io n er Ross Streater Pr isci ll a Li t tl e GUILFORD COUN T Y Co mmiss i oner Kay Cashion Dix i e Br anc h Gart Eva n s Cos t e lla Donne ll HARNETT COUNTY Comm iss ioner Joe Miller Tonya Gray 2 HOKE COUNTY Co mmi ss ione r Ha r ry So ut he rl an d Shi rl ey Har t LEE COUNTY Co m m is s ione r Kevin Dodson Wa lte r Fer guson MONTGOMERY COUNTY Co m missioner Antho ny Cope l an d Caro l Whitake r MOORE COUNTY Commi ssion er Otis Rit ter Ma tt hew Rot h bei nd RANDOLPH COUNTY Co mm iss io ner David Al len Maz ie Fl eetwood Leann He n ke l RICHMOND COUNTY Co mmiss i o n er Thad Ussery Mi c hele Weat h erly PROVIDER COUNCIL REPRESENTATIVE Jan He rrin g HOSPIT AL REPRESENTAT IVE Bi ll Lar r i so n 050718a HC BOC Page 130 A message from the CEO Sandhills Center is pleased to bring you the 2017 Annual Community Report, celebrating five successful years as a Managed Care Organization (MCO) operating under the 191 5 (b)/(c) Waiver . This role is in addition to continuing to serve residents in Anson, Guilford, Harnett, Hoke, Lee, Montgomery, Moore, Randolph and Richmond counties as a Local Management Entity (LME). In our role as an LME-MCO , Sandhills Center provides oversight of behavioral health services for Medicaid-eligible members, and administers service delivery through state and local funding. We are dedicated to working with individuals and families in central North Carolina to achieve positive treatment outcomes for substance abuse, mental health challenges and intellectual/developmental disabilities. We are committed to accessibility of services and information for our members. Sand hills Center offers a clinically-staffed Call Center that is available to the community 24 hours a day, seven days per week. We are accessible 365 days a year . Residents in the region can reach us by calling 1 ·800-256-2452 , or learn more by visiting www.SandhillsCenter.org . This report allows us to review and share some of the exceptional highlights of 2017. While Sand hills Center was involved in variety of activities, some common themes stand out: Our efforts to maximize the financial resources that are afforded to us and reinvest savings into services . Sand hills Center's pursuit of opportunities to collaborate with stakeholders for the efficient use of community resources . We are especially proud of the fact that Sandhills Center exceeded expectations to remain at or above benchmark spending levels on services for the state fiscal year. Because of good stewardship , Sand hills Center manages quality care while expanding services, despite recent reductions in state funding . We are honored to be a part of numerous partnerships throughout the nine-county region. One such coordinated effort received statewide recognition for its commitment to integrated , or "whole-person" healthcare. In taking a look at other partnerships, you will see that we continue to expand access to premier educational programming for law enforcement and other first responders, as well as for our network of providers. At this five-year milestone as an LME-MCO , we wish to thank our various partner agencies and stakeholders .. particularly our Board of Directors, our Consumer and Family Advisory Committee, the Sand hills Center network of providers, the individuals and families who receive services, and our exceptional professional staff and leader- ship team. It is through their hard work, guidance and commitment that we are able to set in motion positive outcomes for our members living in the Sandhills Center region. Victoria Whitt, Chief Executive Officer Sandhills Center 3 050718a HC BOC Page 131 4 Sandhills Center is committed to reducing the impact that lowered funding levels may make on residents' access to behavioral health services Reinvesting savings in services DEMONSTRATING COMMITMENT TO SERVICES Sand hills Center co nsistently demonstrates good stewardship of funding alloca· tions to assure th at people in need of assistance have access to appropriate and quality services, despite reductions in funding . In 2017, and as part of ongoing efforts, Sandhills Center exceeded both the benchmark and statewide average in spending on services for the fiscal year, which ended July 30, 201 7. Sand hills Center achieved the highest percentage of all LME-MCOs in North Carolina, according to a report published by the state Department of Health and Human Services. The report shows that Sand hills Center spent 15 .6 percent above the target service spending level for the year, and surpassed the statewide average spending by 1. 5 percent . Sandhills Center is proud of our efforts to maximize resources while reducing the impact that lowered funding levels may make on indiv iduals' ability to access behavioral health services. Those potentially impacted are people who do not qualify for Medicaid assistance or are uninsured. INCREASING RATES FOR PROVIDERS Sandhills Center increased reimbursement rates for the following services in 20 17: Opioid addiction treatment·· Sandhills Center raised rates by 13 percent, and opened the network to new prov iders who offer medi ca tion-ass isted therapy. Community-based Intermediate Care Facilities (I CFs) ·· This service includes residential options that provide around -the-clock care and treatment over an extended period of time for people with intellectual/developmental disa- bilities (I/DD). This option offers people support to live in their communities, promotes attainment of the highest level of independent living, and provides care for physical and medical ne eds. The rate increase was 6 percen t. Selected Innova tions serv ices ·· These services are available to participants on the NC Innovations Waiver, a funding source that supports individuals with I/DD who are at risk for institutional care in an ICF. These services offer an alternative to ICFs in that they promote choice, control and community integration , and offer supports designed to meet individuals' unique physical and medical needs . Rates were increased by 6 percent. Service rate increases ensure that providers live up to quality standards while maintaining financial security. In turn, increases suc h as these play an important role in our members' ability to gain access to care. 050718a HC BOC Page 132 Partnerships maximize results INTEGRATED CARE PARTNERSHIP EARNS STATEWIDE RECOGNITION A Sandhills Center partnership achieved the prestigious Program of Excellence "Integration of Care" Award during an annual conference, held in December 201 7, sponsored by the North Carolina Council of Community Programs . The award honored Evans -Blount Total Access Care, the Guilford County Department of Public Health and Sand hills Center for their dedication to full integration of physical and behavioral healthcare at the Evans-Blount clinic, located at 2031 Martin Luther King Jr . Drive , in Greensboro. Evans-Blount Total Access Care is a primary care clinic that was developed for people who are underserved , and strives to identify individuals who are Evans-Blount Total Access Care considered "high utilizers" of services so that intensive care management and team coordination can assist in improving health and quality of life for children and adults. The partnership is successful because it identifies ways to overcome certain barriers to treatment, such as transportation and childcare, both of which are provided to patients so that they can attend medical appointments as scheduled . Overall, Evans -Blount was recognized for its dedication to treating the "whole person" in one medical facility while focusing on person-centered planning, which involves the patient in setting treatment goals . It was selected by a committee that includ es directors and board members of LME-MCOs from throughout the state. Sandhi ll s Center has made it a priority to focus on integrating physical and mental health care. We know that providing in tegrated ca re is a benefit to both providers and o ur members . It brings together the expertise of mental health, sub- stance use and primary care clinicians and allows for a more concerted effort to gain feedback from patients and their caregivers. When these services are offered in the same setting, it prov ides a team approach to quality care. Pictured below, left: Dr. Khalil Tanas, Sandhills Ce nter's Associate Medical Director, was among representatives from Evans -Blount Total Access Care and the Guilford Coun ty Department of Public Health who accepted the Program of Excellence "I ntegration of Care" Award from the NC Council of Comm unity Programs. (Photo court esy of the NC Council and Cramer Ga llimore Photography Studio) 050718a HC BOC Page 133 Pictured, above: Harnett County CIT graduates in August 20 I 7. Sandhills Center cosponsored 13 CIT classes in seven counties throughout the year. We also cosponsored CIT as part of Basic Law Enforcement Training in Randolph County, and assisted with the annual state EMS conference. Providing high-quality, evidence-based educational programming 6 Since 2008, Sandhills Center has hosted 54 CIT classes and graduated 1,112 first responders CIT CONTINUES TO GROW The Crisis Intervention Team (CIT) training program i s an excellent example of Sand hills Center's commitment to both re i nvesting savings and investing in solid community collaboratives . In 2017, we celebrated a banner year for CIT. Sandhills Ce nter operates the CIT program throughout the region in partnership with local community colleges, area chapters of the National Alliance on Mental Illness (NAMI), leading law enforcement and first responder agencie s, and other stakeholder groups. CIT represents the creation of relationships between first responders , behavioral health provid ers, advocates, and people and families with lived experiences. CIT enhances law enforcement and first res ponders ' knowledge and experience in handling crisis situations with people living with behavi oral health challenges , with the goal of diverting individuals from cos tly incarcera- tion to treatment. CIT training teaches first responders how to de-escalate crisis situations, and how to re co gnize sign s and symptoms of mental i ll ness and other disorders. CIT provides va luable tools that in crease safety for both the responders and the individual s who are in vo lved . In 2 017 , Sand hills Center he ld 1 3 CIT classes·· m ore than ever before ·· and graduated 202 officers, deputies, sc hool re so urce officers, telecommunicators, probation officers, paramedics, and other first responders . T rainings were held (con t in u ed on page 7) 050718a HC BOC Page 134 (continued from page 1) in seven of the nine counties, as well as the statewide Emergency Medicine Today annual conference for emergency medical services personnel. Sand hills Center sup- ported an innovative program in Randolph County where CIT was offered to cadets during Basic Law Enforcement Training. Sand hills Center also cosponsored the first- ever CIT classes in Anson and Richmond counties, as well as a CIT refresher program in Lee County that had five graduates. During the refresher course, CIT alumni were exposed to topics in greater depth to support their CIT foundations of knowledge. We are honored to have the opportunity to partner with experts in their field from across the state to bring this rewarding crisis programming to first responders within the Sandhills Center region. PROVIDER TRAINING FLOURISHES Sand hills Center provides superior educational opportunities for providers . Support- ing and nurturing our network with evidence-based practices leads to increased access to appropriate, high-quality services for Sandhills Center members. Here are a couple of 2017 highlights: For the second year, Sand hills Center conducted a Cognitive Behavioral Therapy (CBT)/Dialectical Behavior Therapy (DBT) training for staff and network providers . The six-month series was designed to provide a foundational understanding of CBT and DBT by combining traditional in -person learning experiences with multi- media technology, resulting in continual training and support. Trainees partici- pated in monthly webinars, and were provided opportunities for cons ultation based on clinical cha llenge s. To provide the training, Sandhills Center partnered with the Southern Regional Area Health Education Center, the North Carolina Evidence-Based Practices Center and Duke University Medical Center. An innovative training program in assertive community treatment (ACT) was started through Sandhills Center's partnership with the University of North Carolina at Chapel Hill School of Medicine. It was designed specifically for Sandhills Center and its network of providers, particularly those participating in the Transition to Community Living Initiative. This series, which will wrap up in 2018, has included classroom training, web-based m eeti ngs and one -on-one consu ltations with UNC Chapel Hill and Sandhills Center staff. ACT is a team approach that improves outcomes for people with severe mental i llne sses who are most at risk for psychiatric crisis, hospitalization and involvement in the criminal justice system. ACT is one of the most widely-researched evidence-based practices in behavioral healthcare . It has been shown to reduce hospitalization, increase housing stability and improve quality of life for people with the most severe symptoms. For providers, ACT also is recognized to promote cost effective ness, increased productivity and member satisfaction. In providing this training, Sandhi lls Center exhibits our commitment to moving providers further than the fidelity reviews currently mandated to focus on the quality of the se r vices delivered . Both training programs, in addition to our array of other provider educational offer- ings throughout the year, affirm Sa ndhill s Center's commitment to continuously strengthening our provider network to improve the quality of services that members receive . 7 050718a HC BOC Page 135 8 Sandhills Center recognizes that each of our community partners holds unique pieces of the puzzle to solving the opioid crisis Sandhills Center, partners address opioid crisis Along with our community allies , Sandhills Center has made fighting the opioid crisis a top priority. We are making positive strides in reducing the epidemic's effects on our communities through collaborative strategies that enhance preven - tion, education , treatment and recovery. Some highlights of our efforts in 2017 included : Securing $926,000 in federal funds through the 21st Century Cures Act to increase the availability of services and reach previously unserved individuals. Working with the North Carolina Department of Health and Human Services to identify treatment providers for additional Substance Abuse Block Grant Funding. Sandhills Center received $335,000 to increase the availability of medication-assisted therapy and drug treatment programs. Raising provider reimbursement rates by 13 percent for opioid addiction services. We also opened the provider network to new medication-assisted therapy providers. We also partnered with network providers to develop additional service options to meet members' unique needs. Offering additional funding for providers and emergency medical services to purchase naloxone , and connected community partners to valuable education on the distribution and use of the overdose-reversal medication. Providing matching funds for law enforcement to investigate and take action on illegal prescription abuse including "doctor shopping," stealing prescrip- tion medication and forging prescriptions . Coordinating with local partners to initiate "quick response teams" that respond to overdose-reversal scenes to provide resource materials and en- courage individuals to enter treatment. Reinforcing the Integrated Care model through provider education. Programs have included training and technical assistance in the areas of opioid treat- ment, harm reduction and therapy-interfering behaviors . Increasing community education and awareness. Sandhills Center joined with multiple agencies to contribute to the development of initiatives that addres s opioid misuse including medicine take-back events, improved coordination of care between first responders and crisis serv i ce providers , resource fairs, and coordinated educational programming through Area Health Education Centers to strengthen prescriber education. Sandhills Center recognizes that the opioid epidemic is very complex. We know that each of our community partners holds unique pieces of the puzzle to solving this crisis. 050718a HC BOC Page 136 Looking to the future Sand hills Center has solidified its commitment to crisis services in the region by securing property for facility· based crisis services in Randolph County. In 201 7 , Sand hills Center purchased a building at 110 Walker Ave ., Asheboro, that previously was owned by Randolph County, and currently houses the local county walk-in crisis center. After extensive renovations , it will include a 16-bed non -medical unit that will serve as an alternative to hospitalization for adults experiencing behavioral health crises . The center also will have six "observation chairs" which will provide a period for individuals to be treated for their particular situation , and their level of care needs assessed for up to 23 hours . Following this period, they may be placed in the facility-based crisis center, transferred to a higher level of care , or connected with community providers to receive continued services . Sandhills Center's goal is to see that members who receive crisis services continue behavioral health treatment by accepting referrals and connections to community providers. The center will be accessible 24 hours a day, seven days per week, for ur gent and emergent assessments, as well as involun· tary commitment evaluations. The Randolph County location was chosen due to its geographic center within the Sand hills Center region . Co · location with the walk-in crisis center is optimal because it allows for a full continuum of crisis services under one roof. Daymark Recovery Services is the contracted provider offering services both in the walk-in center and future facility-based crisis center. We look forward to seeing the pos itive impact this service addition will ha ve for the area when it opens in 2018. 050718a HC BOC Page 137 SANDHILLS CENTER 11 20 Seven Lakes Drive West End, NC 27376 24-Hour Call Center --1-800-2 56-2452 TTY·· 1-866-518-6778 SandhillsCenter.org SandhillsCenterAccess2Care.org Sandhills Center manages mental health, intellectual/developmental disabilities and substance use services in the central North Carolina counties of Anson, Guilford, Harnett, Hoke, Lee, Montgomery, Moore, Randolph and Richmond . Sandhills Center is nationally accredited. 8 ACCREDITED Heahh C•" Center Expires OS/0112016 r' ~~) ACCREDITED Health Utlhu th)n Mana geme nt E•ptres 05/0112016 8 ACCREDITED Heeltl'INetworti Expires OSJ01l20HI 050718a HC BOC Page 138 Agenda Items __ CJ~-- Summary of Accomplishments in Harnett County 2017 North Carolina Forest Service 126 Alexander Drive Lillington, NC 27546 (910) 893-4391 hamett. ncfs@ncagr.gov 050718a HC BOC Page 139 2017 NCFS Summary of Accomplishments in Hamett County County Resources Personnel YEARS WITH POSITION NAME NCFS County Ranger Buren Fulmer 24 Assistant County Ranger Matthew Haunsperger 1 Assistant County Ranger Tyler Goode 1 Forest Fire Equipment Operator Jason O'Neal 19 Service Forester* Roy Jones 5 * Position 100% state funded 2 days per week in county. YEAR 2015 2014 2013 2008 2008 1998 Facilities Headquarters ---leased Harnett County office space & Storage Vehicles & Heavy Equipment MODEL Ford 350 -Type 6 Engine Ford 350 -Type 6 Engine Ford 350 -Type 6 Engine Ford 350 Sterling Truck/Tractor & lowboy trailer TD 12 Crawler Tractor with fire plow 2 MILES 60,101 53,604 91,966 171,811 32,800 2,943 tach hrs 050718a HC BOC Page 140 2017 NCFS Summary of Accomplishments in Harnett County FOREST RESOURCES & ECONOMlC STATlSTlCS Forest management and reforestation activities added over 2.5 million dollars to the Hamett County economy during 2017. These efforts also provided seasonal work for site preparation contractors, logging crews, planting crews and pre-commercial thinning crews. Continued management of reforested areas should result in estimated future economic benefits of over 3 million dollars. Forest Resources Commercial forest land (Protected by NCFS from wildfire, insects & disease) Privately owned forest land (Eligible for NCFS management assistance) Estimated forest volume Estimated timber value Economic Statistics Value added to County Economy Total Federal Cost Share (CRP) Rental Payments Total Federal Cost Share (CRP) Cost Share Payments Total Federal Cost Share (US Fish & Wildlife) Total State (FOP + SPBPP + TRF) Cost Share Program monies received by landowners Estimated value of timber harvested on private lands TOTAL ADDED TO ECONOMY Future value added to County Economy Estimated value of 1,272 acres new pine plantations in 35 years 3 207,693 acres 190,288 acres 355,575.330 cu. ft. $773,165,568 2017 $70,525 $7,323 $7,2 87 $79,606 $2,454,668 $5,228,467 2017 $3,160,920 050718a HC BOC Page 141 20!7 NCFS Summary of Accomplishments in Hamett County FOREST MANAGEMENT Jn 2017, 310 landowners were assisted by the N.C. Forest Service and 173 Forest Management Plans were prepared, placing an additional 9,286 acres under active forest management. Forest Management Plans include a field visit by a Service Forester and County Forest Service representative. During the field visit an examination of the land is made and written recommendations are made. Recommendations concerning timber harvesting, timber stand improvement and reforestation are given, considering both the goals of the landowner and sound management practices that protect and enhance wildfire and water quality. Based on Forest Service recommendations, 1,272 acres were planted with trees and 1,319 acres of timber were harvested on NCFS projects. 20!6 20!7 Management Plans prepared: 244 173 Acres in plans: 9,286 6,529 Acres of site preparation: 764 912 Acres planted (trees): 1,154 1,272 Acres of natural regeneration: 7 48 Acres of timber harvested on NCFS projects: 1,170 1,319 Acres of Wildlife Habitat Improvement: 31 0 Acres of Best Management Practices: 2,747 2,584 Implemented Number of landowners assisted: 341 310 Water Quality Forest Practice Guidelines Inspections: (in compliance) 39 60 Acres of Release (chemical) 579 389 Acres of Pre-Commercial Thinning (SPBPP) 94 0 4 050718a HC BOC Page 142 2017 NCFS Summary of Accomplishments in Harnett County FOREST MANAGEMENT Hamett County Landowners Planting Trees 2017 Photo by Newberry Observer Adams, JC Anderson, Virgie Bain , Betty Barbour, Barbara Brinkley, Willie Caviness, T.L. Denning, Joe Forest, Mitchell Gallaher, Keith Gibson, Bill Grubbs, Shawn Harper, Connie Harrington, Roy Harrington, Spence He i ghts Of The Cape Fear Howard, Larry (RP) Hubbard, Vivian Hunter's Grant LLC Kelly, Randall McAliley, Deborah McCormick Farm s LP (RP) McLeod Ill, Benard McLeod, Stewart McLeod, Wiley & Benard McNeil, Tim Moore, Charle s Moore, Dorris Olive, Ronald Orlosky, Brian Patricia Senter Williams Peebles, Dorris R.L. Johnson LLC Silvers, Nancy Smith, Puala (Cozart LLC) Stancil, James Stewart (Frank), Lloyd Surles, Susan Swagart, Susan Temple, Donald Mclean5 Annie Withers, Jerry 050718a HC BOC Page 143 Allen Jones Bobby Wellons Bryan Raynor David Walker Elizabeth Grady Miranda Fleming George Isbell Graham Byrd 2017 NCFS Summary of Accomplishments in Harnett County FOREST STEW ARDSHlP Buren Fulmer Roy Jones Darrel Harrington Deanna Nobles Brian Parrish The Forest Stewardship Program is a cooperative effort involving several agencies and forestry professionals. It is designed to encourage landowners to manage their natural resources, to enhance timber, fish and wildlife, water, soils, and aesthetics. Below is a list of Hamett County Forest Stewardship Committee members and the agencies with which they are associated. N.C. Forest Service N.C. Forest Service Natural Resources Conservation Service N.C. Wildlife Resources Commission Co-op Extension Chairman Approved Landowners Working Towards Certiflcation King Roberts Ernest Alphin David Ward Johnny Steves Kenneth Byrd STM Farms William Bell Frank Stump Dennis Shackelford Darin & Carrie Bibbens William J. Senter Parks Blake Steve Hardee Headwaters, LLC Jeff Swire William Parrish Joe Harrill Mike Taylor Don Wellons Heinz & Mary Senign Graham Byrd Joey Strickland Oereck Walker John E. Thornton Rick & Nancy Rogers Johnathan & Sarah Mankel Certifled Stewardship Landowners -2017 Don Anderson Tom Irvin Mike Turner Wayne Fortenberry Paul Soublet Gareth Brookhart Sue Ross Larry Weathers David Averette J E Howard Richard Bogan Gary Pierce David DuMond 6 Darin Bums Tony Hendricks Joe Byrd Dr. Richard Cotton David Whaley Bruce Fortenberry Mike Cardwell Tom Steves Timothy Holder Bill Carter Mark Bullard David Serina 050718a HC BOC Page 144 2017 NCFS Summary of Accomplishments in Hamett County lNClDENT RESPONSE In 2017, the NCFS in Hamett County responded to 171 incidents and 89 False Calls, Non-Escaped Legal Bums, or Non-Escaped 111ega1 Bums that affected 264 acres. Seventy-one warning tickets were issued to burning offenders, along with 5 citations. Fire Control Number of forest Ares controlled: Number of False Calls, Non Escaped Legal Bums, and Non Escaped 111egal Bums responded to: Number of acres burned: Threatened buildings / homes saved: 2016 65 72 143 69 Value of buildings / homes saved: 5 ,353,000 Law Enforcement Number of warning tickets issued : Number of citations: Fire Prevention Number of school programs: Number of exhibits / displays: Acres of hazard reduction and wildlife burning by NCFS & landowners: 7 2016 28 3 2016 7 6 340 2017 171 89 264 527 19,551,920 2017 71 5 2017 9 6 235 050718a HC BOC Page 145 2017 NCFS Summary of Accomplishments in Hamett County lNSECT & D1SEASE CONTROL At this' time, there are no major forestry insect or disease problems in Harnett County. lf informed of Southern pine beetle activity, County Forest Service personnel undertake the following activities: 1. The site is located and the affected landowner is informed; 2. Control measures are communicated to landowner; 3. NCOFR personnel assist landowner with marking infected trees and coordinating harvest of same. • 2 -Aeria 1 Surveys done in 2017 lNFORMATlON & EDUCATlON Accomplishments in 2017 include: Public Events NC Certified Burner School Carolina Lakes Firewise Day Harnett Environmental Field Day Longleaf & Pine Straw Workshop Career Fair Triton High School Harnett Central High School South Harnett Western Harnett High School Overhills High School Parades Smokey Bear Program Solid Start Childcare Friend Raven Rock Fun Day Friends of the Library (Dunn) Benhaven Family Fun Day National Night Out Coats Farmers Day Parade Coats Christmas Parade Erwin Christmas Parade 8 050718a HC BOC Page 146 2017 NCFS Summary of Accomplishments in Harnett County SPEClAL PROJECTS •!• Harnett County Forestry Association •!• Assisted Harnett County Fire Marshall with searches •!• Fire Wise Community USA at Carolina Lakes •!• Longleaf & Pine Straw Workshop •!• Sandhills Longleaf Pine Project •!• Harnett County Environmental Field Day -5th graders •!• Landowner Prescribe Burn School • J'Ville Elementary School • Behaven Elementary School • AG Science Day -5th graders • Lillington Shawtown School • Boone Trail School CURRENT NEEDS New tractor plow unit • john Deere 700 will be purchased 2018-2019 • $275,000 • 100% state funds Place to store tractor plow Pho to by John Deere 9 050718a HC BOC Page 147 2017 NCFS Summary of Accomplishments in Hamett County Harnett County Incidents 2017 • Total of 171 Fires and 89 False Calls/Non Wildfire Assists • u . * Children (9) 10 '\ \\+I-. s e Debns Bummg (84 ) ,. Mach ine Use (5) A Miscenaneous (15) l!I Smoking (4) 6 Undetermined {53) 050718a HC BOC Page 148 BOARD OF EDUCATION William H . Morris, Chairman Eddie Jaggers, Vice-Chairman Vivian W . Bennett Roger Farina Jason T. Lemons Charles P. Bullock, Board Attorney May 1, 2018 Ms. Paula Stewart, Manager Harnett County 420 McKinney Parkway Lillington, North Carolina 27546 Dear Ms. Stewart: HARNETT COUNTY .-.,~._,...,., SCHOOLS Aaron L. Fleming, Ed. D., Superintendent W. Brooks Matthews, Ed. S., Deputy Superintendent Brookie B. Ferguson, Assistant Superintendent Vera D. Jones, Assistant Superintendent Monica J. Thompson, Assistant Superintendent Tammy H. Magill, Chief Finance Officer P.O . Box 1029, Lillington, NC 27546 Phone: 910-893-8151 / Fax: 910-893-4279 Agenda Items -~'~0 ___ _ Attached you will find the 2018-2019 local appropriation fund request for Harnett County Schools. The Harnett County Board of Education approved the budget request at the April 23, 2018 meeting. The Board of Education and the administrative staff have worked diligently to provide you with a request that is focused on the most pressing needs of our school district. I look forward to presenting our needs at the May 7, 2018 meeting of the Hamett County Board of Commissioners. Please do not hesitate to contact me if I can provide additional information or if you have any questions. In advance, thank you for your consideration. Sincerely, Aaron L. Fleming, Ed.D. cc: Members of the Hamett County Board of Education Tammy Magill, Chief Finance Officer Charlie Bullock, Board Attorney tsj/alf 050718a HC BOC Page 149 S HARNETT COUNTY SCHOOLS -~~~t:866~! Harnett County Board of Education Harnett County Schools 2018-2019 Local Appropriation Funding Request P.O. Box 1029 1008 S. 11th Street Lillington, NC 27546 {910) 893-8151 harnett.k12 .nc .us 050718a HC BOC Page 150 S HARNETT COUNTY SCHOOLS ---~~~t:666~! 2018-2019 Harnett County Schools Budget Message The past year in Harnett County, we have witnessed increased performance in student achievement, student and staff opportunities, and school district recognition. In addition to the quality elements of great instruction in our classrooms , we have also dealt with increased population growth in the county and more awareness of threats to our school community. This year's Harnett County Schools budget request addresses the immediate needs of our district as well as infrastructure needed for the future. Each budget item is correlated to the top priorities of Harnett County Schools. The work of our county commissioners is appreciated as we strive to provide every student an opportunity to be future-ready citizens . The current expense expansion request is directly targeted towards our students and staff. We have an obligation to ensure our instruction is meeting the needs of our local economy. Our classrooms must look different than what we experienced . We are past due in transforming our classrooms to a collaborative instructional laboratory rather than the rows of desks that we remember and in many cases we still see today. Our budget request includes a 1 :3 device for every student in grades Kindergarten through third grade and a 1 :1 device for students in grades five through twelve. Intensive professional development for staff in making this d igital transformation will be provided . With the current climate in schools across our country, we see a need for additional nurses, social workers, and school resource/safety officers . Additional funding will allow the school district to increase these student service areas in addition to continuing the school safety officer implemented in early 2018. The additional requests in this area focus on raising classified salaries based on the recent salary study completed by the school district, elimination of a reduction made last year to local appropriations, and an increase in the employer-paid benefits of locally funded positions not covered by the state. School security upgrades and new school buildings highlight our capital outlay requests . With the unfortunate events happening in schools today, we see a need to upgrade our physical security in our schools. Many of our schools require new security cameras, doors, automated door locking devices, and secure entryways. Our budget request addresses these needs within all of our schools and facilities. The board and superintendent are also including three new facilities within Harnett County Schools. The most pressing is the replacement of Erwin Elementary School. This facility built in 050718a HC BOC Page 151 the 1920's is in critical need of replacement as the infrastructure, plaster, and flooring is eroding each year. By combining both the Erwin and Gentry populations a net savings of over $250,000 per year would be realized. Additional requests focus on the growing population w ithin the county. A new Northwest Harnett Elementary School would set the county up for future growth on the Harnett/Wake border. Also, a new Early College High School in western Harnett County would complement the existing school in Dunn. The Superintendent has set a goal to increase college dual-enrollment, advanced placement (AP), and career and technical education (GTE) opportunities for our students. This new early college would put us on track to accomplish this goal. The final component to this year's request is to increase the bus fleet and replace auxiliary service vehicles within the district. With growth, aging activity buses, and new facilities such as Benhaven Elementary School and the Early College at Dunn, we are in need of increasing the number of school and activity buses. We need to ensure that our students are transported on safe and reliable transportation . We are proud of the nearly 2300 employees that serve 20,500 students each day. These ind ividuals deserve to work in safe and quality facilities. While we strive to keep our buildings clean and maintained, nothing will prevent our buildings from growing older. Many of our school buildings are showing their age and restrict us from providing the technology, security, or sound instruction that today's students require . We need smaller class sizes and more classrooms to accommodate growth , and an environment for our teachers to facilitate technology-rich personalized instruction. Your investment in our school district today will pay dividends for our students tomorrow. We appreciate your past support and look forward to partnering with you as we continue our task of inspiring learners to be leaders . Thank you for your t ime and consideration of our request. William H. Morris Chairman Harnett County Board of Education Dr. Aaron L. Fleming Superintendent Harnett County Schools 050718a HC BOC Page 152 HARNETT COUNTY SCHOOLS ~r,J,.'-4UJ C ONTINUATION BUDGET Item 2018-2019 Local a ppropria tion CURRENT EXPENSE EXPANSION Item I ncrease reduction to local base allotment Te<:hnology device initiative/Digital transformation School nurses School Resource Officers School Safety Officers tnaease Employer;,aid benefits S alary adjustments (Salary study) TOTAL CAPITAL OUTLAY CA TE GORY 1-Facilities Ite m Auto Door Locks -HS Auto Door Locks -MS Auto Door Loclcs -ES Secunty Camera Upgrade s HCMS/WHMS/THS/ST AR Secured E ntrance Western Hamett H igh and Middle Schools Par1<ing Lot Paving Erwin Elementary School (Replacement ) Earty College High School -West (New) Northwest Hamett Elementary School (New) TOTAL CAPITAL OUTLAY CATEGORY 11 -Equipment Item Forklift (Transportation) TOTAL CAPITAL OUTLAY -CATEGORY ltt -Vehicles Item School Bus (Four Full Size Yellow School Bus) Activity Bus (Four Full S ize) Activity Bus (Four 15 Passenger) Covered Box Truck (Purchasing) Piclcup truclc (Ford F350) (Custodial) TOTAL TOTAL CURRENT EXPENSE EXPANSION TOTAL CURRENT EXPENSE CONTINUATION + EXPANSION TOTAL CAPITAL 01/TLAY EXPANSION 5/1/2 018 2018 -2019 Harnett County Schools Local Appropriation Funding Request APPROVED BY lliE HARNETT COUNTY BOARD OF EDUCATION ON APRIL 23, 2018 Amount $24,387,027.00 Re presents ffnal local a ppropriation for 2017-2018 s chool year. Amount Descrtptlon/R,ltionale $352.111.00 Restores local reduction to 2017-2018 base allotment $1 ,960,804.00 Provides an annual allotment for 4-year lease to provide student devices. (13,914 d evices) $151,248.00 Provides two additional school nurses. $120,603.00 Provides three a dditional SROs. State wi ll grant an additional $84,000. $302,400.00 Continues the SSO program started in February 2018. (Eight serurity officers) $100,000.00 Provides funds for an increase in retirement & health insurance costs for loca~paid employees. $1,500,000.00 Provides funds to adjust local salaries based on March 2018 salary study. $4,487,166.00 Amount Descrtptlon/Ratlonale $743,000.00 Provide electronic/automated door locks to all exterior doors. $312,000.00 Provide electronic/a utomated door locks to all exterior doors. $822,000.00 Provide electronic/automated door locks to all exterior doors. $557,000.00 Replace older security came ras with up-to-date high resolution equipment $110,000.00 Provides a serure (d irect to office) entrance at four schools. $673,640.00 Provides funds for p arking loVdriveways paving at WHHS/WHMS. $23,697,990.00 600 student school replacement on old Erwin school lot. $18,890,042.00 350 student new eany college high school with gym , labs, and shops. $24,000,000.00 800-1000 student new elementary school needed for population growth in county. $69,805,672.00 Amount Description/Rationale $24,434.00 Provides equipment for the transportation department at the bus garage. $24,434.00 Amount Descrtptlon/Ratlona le $25 1,094.00 Provides new school buses due to student growth and to reduce ride times. $336,574.00 Provides replacement activity buses in order to ensure reduced maintenance cost s and student safety. $220,000.00 Provides new activity buses for up-to 15 students. This assists in reducing fuel expenses. $88,930.14 Provides replacement covered truclc. Purchasing has been leasing due to maintenance on o lder truclc. $35,514.00 Provdes replacement truclc for the custodial dep artment in order to seNice school sites. $932,112.14 $4,487,166.00 $28,814,193.00 $70, 762,2111.14 050718a HC BOC Page 153 Indepe ndent Benefit Advisors Harnett County Government Heather Pollard Human Resources & Risk Management Director 102 East Front Street Lillington, NC 27546 March 1, 2018 Dear Heather, Agenda Items I I -~~---- 1121 Pemberton Hill Road Apex, NC 27502 Toll Free 888-303-9690 Phone 919-303-9690 Fax 919-303-9691 www.thebe n efitadvisors .com We have completed our analysis of Harnett County Government's FY 2019 employee benefits renewals for a July 1, 2018 effective date. To follow are summaries of each benefit plan renewal. HEALTH PLAN Based on the most recent 12 months of claims experience and the fixed cost for the coming plan year, the projected renewal for the County's self-funded health plan is a ~% increase in cost. 3.Q Additionally, on behalf of the County, IBA has negotiated wellness fund grants of $25,000 each for FY 2019 and FY 2020. Attached are renewal benefit and cost comparison exhibits. DENTAL PLAN Effective July 1 , 2014, the County changed dental plan funding to self-funded and contracted with Delta Dental for administration. Delta has the largest dental provider network in North Carolina and the nation and industry leading provider discounts that help reduce claims cost for the self-funded dental plan. On behalf of the County, IBA had negotiated a multiple year rate guarantee through June 30, 2019 for fixed cost. Based on the most recent 12 months of claims experience and the fixed cost for the coming plan year, the projected renewal for the County's self-funded dental plan is a 2 .0% decrease in cost. The recommended renewal is 0 .0%. 050718a HC BOC Page 156 VISION PLAN Effective July 1, 2016, the County changed vision plan carriers from BCBSNC to Superior Vision . Superior Vision has enhanced benefits and very competitive rates. IBA negotiated a 4-year rate guarantee for the County through June 30, 2020. There are no changes to benefits or rates for FY 2018 . BASIC LIFE and AD&D, VOLUNTARY LIFE and AD&D , and VOLUNTARY SHORT TERM DISABILITY Effective July 1, 2017, the County changed life and disability carriers from RSLI to Unum to avoid significant RSLI renewal increases . Unum is a solid partner with excellent service and competitive rates. IBA negotiated a 2-year rate guarantee through June 30, 2019. Current benefits and rates remain in effect at renewal July 1, 2018 . FLEXIBLE SPENDING ACCOUNT ADMINISTRATION (FSA) Effective July 1, 2016, the County changed FSA administrators from BCBSNC (Health Equity) to P&A Group. P&A provides enhanced services at a lower cost for employees. For 2018, the IRS has increased the maximum Medical FSA contribution to $2,650. IBA negotiated a rate hold with a 3-year rate guarantee through June 30, 2021 for FSA administration fees . COBRA ADMINISTRATION Effective July 1, 2014 the County contracted with P&A Group for COBRA administration . P&A's service helps ensure compliance and reduce the administrative burden on Human Resources. Additionally, P&A's rate structure is especially beneficial to an employer, such as the County, with low turnover rates . IBA negotiated a rate hold with a 3-year rate guarantee through June 30, 2021 for COBRA administration fees . 050718a HC BOC Page 157 EMPLOYEE BENEFITS ENROLLMENT SYSTEM IBA has begun implementing an employee benefits enrollment system for use in the County's open enrollment effective July 1, 2018. The system is at no cost to the County because Independent Benefit Advisors pays for both the implementation and ongoing service. The enrollment system increases the efficiency with which Human Resources administers core benefits including health, dental, vision, basic and voluntary life and AD&D , STD, and FSA. The system eliminates paper enrollment forms and enables employees to intuitively enroll in benefits anywhere internet access is available. WORKSITE BENEFITS Effective July 1, 2015 the County switched from USAble to Transamerica for voluntary Accident, Cancer, Critical Illness, and Hospital Indemnity policies. Effective July 1, 2016 Transamerica added Whole Life policies to the offering . Transamerica is very competitive in the worksite benefit market and provides enhanced benefits and lower rates for employees. CONCLUSION We sincerely appreciate your business. Upon your review, please feel free to let me know if you have any questions. Sincerely, John Gasiorowski , CHC Certified Health Consultant 050718a HC BOC Page 158 iB N In d e p e n d e n t Be n e f i t Ad v i s o r s Ha r n e t t C o u n t y G o v e r n m e n t He a l t h Pl a n Re n e w a l C o s t & Co n t r i b u t i o n Co m p a r i s o n BC B S N C Se l f - F u n d e d Pl a n Re n e w a l Ef f e c t i v e Da t e : Ju l y 1, 20 1 8 Re p o r t Da t e : Ap r i l 16 , 20 1 8 Me m b e r s h i p 62 9 74 95 70 86 8 10 , 4 1 6 I Ja n u a r y 20 1 8 I Ra t e s $7 4 6 . 7 0 $1 ,06 2 .24 $1 ,03 8 .17 $1 , 4 0 5 .28 $7 4 5 , 2 7 6 $8 ,94 3 , 3 1 0 I Cu r r e n t Em p l o y e e $0 .00 $3 1 5 . 5 4 $2 9 1 . 4 7 $6 5 8 .58 $9 7 ,14 0 $1 ,16 5 , 6 8 3 I 20 1 7 - 20 1 8 Em p l o y e r $7 4 6 .70 $7 4 6 .70 $7 4 6 .70 $7 4 6 .70 $6 4 8 ,13 6 $7 ,77 7 ,62 7 I Ra t e s $7 6 9 .10 $1 , 0 9 4 .11 $1 , 0 6 9 .32 $1 , 4 4 7 .44 $7 6 7 ,63 4 $9 ,21 1 , 6 1 1 I Re n e w a l Em p l o y e e $0 . 0 0 $3 2 5 . 0 1 $3 0 0 . 2 2 I $6 7 8 . 34 I $1 0 0 , 0 5 5 I $1 ,20 0 ,66 5 I 20 1 8 - 20 1 9 Em p l o y e r $7 6 9 .10 I $7 6 9 . 1 0 I $7 6 9 . 1 0 I $7 6 9 .10 I $6 6 7 , 5 7 9 I $8 , 0 1 0 .94 6 I NA NA NA NA $268 ,301 $34 ,983 $233 ,318 Ca l c u l a t i o n s ar e ba s e d on th e Co u n t y fu n d i n g 10 0 % of th e em p l o y e e on l y co s t an d ze r o % of th e de p e n d e n t cost. 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Pl/ ~ .. . - 10 Er i c Tr u e s d a l e 11 Ha r n e t t Co u n t y Ve t e r a n s 12 Of f i c e r 13 Wa l k In : 19 5 14 Ph o n e Ca l l s : 50 2 15 Ou t r e a c h : 21 16 17 18 19 To t a l 50 2 36 1 99 12 17 5 13 7 21 4 9 1 3 1 5 3 9 56 050718a HC BOC Page 160 Board Meeting Agenda Item lldd-ovi MEETING DATE: May 7, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Resolution Designation of Applicant's Agent REQUESTED BY: Emergency Services REQUEST: Emergency Services requests approval of Resolution Designation of Applicant's Agent to designate agents -Primary Agent is Larry Smith and Secondary Agent is Jimmy Riddle, to execute and file applications for the DRA 2017 Grant (Hurricane Matthews) on behalf of the Town of Erwin for the purpose of obtaining state financial assistance. In February 2018, the Board approved the Memorandum of Agreement for $481,000 for activities under the DRA 17 Program between the Department of Public Safety Division of Emergency Management and Harnett County. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: P :\B0C\agendafonn201 8.docx Page I of I 050718a HC BOC Page 161 RESOLUTION DESIGNATION OF APPLICANT'S AGENT North Carolina Division of Emer2ency Mana2ement Organization Name (hereafter named Organization): !Disaster Number: Hamett Couatv 4285-DR-NC Applicant's State Cognizant Agency for Single Audit purposes (If Cognizant Agency is not assigned, please indicate): Applicant's Fiscal Year (FY) Start Month: Day: Julv I !Applicant's Federal Employer's Identification Number: 56-6000306 [Applicant's Federal Information Processing Standards (FIPS) Number: 085-99085-00 PRIMARY AGENT SECONDARY AGENT Agent's Name Agent's Name I A nv Smith lJinunv Riddle Organization Prganization !Harnett Countv Emer11.encv Services Hamett Countv Emere:encv Services K)fficial Position Official Position Emere:en cv Manae:ement Coordinator Emere:encv Services Director Mailing Address Mailing Address PO Box 370 P0Box370 City, State, Zip City, State, Zip Lilline:ton NC 27546 Lillinlrton NC 27546 Daytime Telephone Daytime Telephone 910-893-7580 910-893-758 0 Facsimile Number Facsimile Number 910-893-5025 910-893-5025 Pager or Ce llular Number Pager or Cellular Number 910-984-6297 910-984-6295 !BE IT RESOLVED BY the governing body of the Organization (a public entity duly organiz.ed under the laws of the State of North Carolina) that the above-named Primary land Secondary Agents are hereby authorized to execute and file applications for federal and/or state assistance on behalf of the Organization for the purpose of obtaining !certain state and federal financial assistance under the Robert T. Stafford Disaster Relief & Emergency Assistance Act, (Public Law 93-288 as amended) or as otherwise lavailable. BE IT FURTIIER RESOLVED that the above-named agents are authorized to represent and act for the Organization in al l dealings with the State of North Carolina and the Federal Emergency Management Agency for all matters pertaining to such disaster assistance required by the grant agreements and the 1Wurances printed on the reverse side hereof. BE IT FINALLY RESOLVED THAT the above-named agents are authorized to act severally . l>ASSED AND APPROVED this davof .20 GOVERNING BODY CERTIFYING OFFICIAL Name and Title !Name K,ordon SprinR)e, Chairman/Howard Penny Vice Chairman Mar<>Aret Re<>ina Wheeler !Name and Titl e Pfficial Position 1oe Miller Commisioaer Clerk ro the Board Name and Title Daytime Telephone Abe Elmore Commissioner/Barbara McKoy Commissioner 910-893-7555 CERTIFICATION I, l>f~"""'"'":+ ~-h·,.,.11.. lJl,el, ... (Name) duly appointed and llirk f o ±ht.. BoattlTitle) of the Governing Body, do hereo/ certify that'lhe above is a true and correct copy of a reso lution passed and approved by the Governin g Body of U ,. "' .... # /' "'· . I 1 (Organization) on the day of 20 r loate: Signature: Rev . 03/04 050718a HC BOC Page 162