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101212ssHARNETT COUNTY BOARD OF COMMISSIONERS Minutes of Special Session October 23, 2012 The Harnett County Board of Commissioners met in special session on Tuesday, October 23, 2012, in the Commissioners Meeting Room, County Administration Building, 102 East Front Street, Lillington, North Carolina. Members present: Beatrice B. Hill, Vice Chairman Dan B. Andrews, Commissioner Gary House, Commissioner Jim Burgin, Commissioner Member Absent: Timothy B. McNeill, Chairman Staff present: Scott Sauer, County Manager Tony Wilder, Deputy County Manager Dwight Snow, Staff Attorney Sylvia Blinson, Finance Officer Margaret Regina Wheeler, Clerk to the Board Vice Chairman Hill called the meeting to order at 9:00 am and led the pledge of allegiance and invocation. The group observed a moment of silence in honor of Mrs. Mary B. Johnson who recently passed away. Gary Pope, Emergency Services Director, discussed several Emergency Services issues. Mr. Pope along with EMS Medical Director Dr. Mark S. Glaser, EMS Division Chief Ricky Denning and EMS Training Officer Anthony Davis discussed the request to add six Field Training Officer (FTOs) positions. Mr. Pope stressed that they were not looking at adding new positions yet taking six of their paramedics and retraining them and adding more responsibility to their job. They discussed issues with applicants and paramedic graduates having little to no previous experience working in an ambulance setting. Most applicants are unable to pass the stringent tests given by Harnett County EMS during the hiring process. They described a FTO as a seasoned member of an organization that provides leadership and training to probationary, new and remedial identified employees in the organization. They explained the function of a FTO is to provide mentoring and guidance to new EMTs, keep seasoned EMTs current and provides refresher and remedial training as needed. In addition to carrying out the routine duties of a paramedic, the FTO will also serve as a leader on their assigned shift. They feel like the FTO program will serve to bridge the gap between classroom training and field performance, correcting any deficiencies observed. October 23, 2012 Special Session Minutes Harnett County Board of Commissioners Page 1 of 5 Many surrounding counties already have FTO positions in place. Mr. Pope noted if the FTO positions were approved, the three Senior Paramedics salaries would need to be adjusted. Mr. Pope proposed funding this program, which would include a 5% increase for FTOs and a 5% increase for Senior Paramedics, with 15- minute shift change savings. Mr. Pope noted that they had received prior approval to add an additional 15 minutes for shift change which is not benefiting them the way they intended. Mr. Pope noted that Dr. Glaser would reevaluate applicants within 3 months to see if the program was working. It was the consensus of the Board to move forward with this program. Mr. Pope reported that the Boone Trail Emergency Services had requested to add a Harnett County Paramedic to their ambulance. The Boone Trail emergency Services Board believes having a county medic moved over to the district ambulance would allow for quicker response times with first duty calls. Mr. Pope said this move would allow them to do away with the QRV in place and was the same shift recently approved for Bunnlevel. Mr. Pope also noted this move would be a savings to the County. It was the consensus of the Board to approve the request. Mr. Pope requested peiinission to use single source purchasing on the four Zoll Cardiac Monitors needed for the four new ambulances being purchased. This request is due to all other monitors in use being Zoll and it is believed to best for emergency staff to have the same functions and features available that they are accustomed to. Mr. Pope reported the cost is $35,000 per monitor. Commissioner Burgin requested quotes for other comparable monitors and asked staff to come back to the commissioners in the near future. Mr. Pope discussed the need to add and additional ambulance to the Transport Division for the new hospital opening and requested permission to increase part-time employees and funds instead of hiring full time staff. Mr. Pope said he could cover the additional duties with part- time staff for approximately $66,500, which is significantly less than hiring new employees. Mr. Pope said this would not be an additional cost to the County as they are currently making money through transports. He also noted the added benefit of the flexibility of being able to change the part-time help as needed. Mr. Pope noted this truck would also assist the new rest home. Mr. Pope and Mr. John Rankins, Human Resources Director, reported that the 1,000 hour rule requires payment into the State retirement system for part-time employee making over 1,000 hours. Mr. Pope said they previously believed they were exempt from this rule. His office paid eleven people over 1000 hours last year and did not put money into their retirement as they now understand is required. Mr. Pope said he could also cover the retirement cost with the savings through eliminating the 15- minute shift change as previously noted. Mr. Pope reported, with the Executime time keeping system, they were able to keep up with hours for part-time employees and would try to avoid overages. The 1000 hour limit is within 12 months, not a calendar or fiscal year. EM staff will provide Commissioner Burgin with a report of where citizens are being transported to. October 23, 2012 Special Session Minutes Harnett County Board of Commissioners Page 2 of 5 Cindy Milton, Director of the Department of Social Services, discussed staffing needs due to the state implementing a new system for the Food and Nutrition Program (formally known food stamps). Mrs. Milton noted a 106% increase in case load sizes since 2007. She said the new system includes a much broader application which means workers are having to input a lot of additional information. Mrs. Milton noted, with all of this new information that needed to be entered while still learning the new system, it is taking workers much longer to process applications. She reported some applications now taking up to 3 hours to process where it might have only taken 30 minutes prior. She also said the new system is not working very well at this time. Mrs. Milton said staff needs to start converting 10,000 current cases to the new system which will slow down the recertifications and monthly reviews. The conversion is to start in December however Mrs. Milton has written a letter asking that their conversion date be delayed until January. Mrs. Milton requested that the board consideration allowing Social Services to hire three limited service Process Assistant III at a rate of $11.50 an hour to help with the conversion. She believes these three positions, along with supporting staff within the agency, will be able to manage the conversion. She noted the three limited service positions would be less expensive than paying overtime for current staff. The estimated cost for the three limited service positions is $44,810 for the remainder of fiscal year which would be cost approximately $22,000 to the county as this amount is 50% reimbursable. Mrs. Milton reported approval by the Social Services Board to move forward with this plan of action. Mr. Sauer noted applications had been received for the new Library Director and thanked Jackie Frye for all of her hard work in the interim. Mr. Sauer also noted the realization for the need of an administrative assistant to handle separate administrative duties from the new director. Mr. Sauer said the projected cost for that administrative position totals $43,369. Mr. Sauer also asked the Board to consider approving temporarily shortening the hours at the Anderson Creek Public Library on Wednesdays so one of those limited service employees could help at the main library while they are short staffed. Staff believes this request will have a minimal impact on public services. Mr. Sauer announced the next meeting of the Library Board will be on Wednesday, October 24, 2012, at 6:30 pm. Regarding the realignment of director duties for General Services, Mr. Sauer said they are attempting to make this a manageable work load as Mr. Blanchard will be greatly missed. Mr. Sauer reported plans for the county engineer to provide leadership and supervision over solid waste which includes the landfills and recycling, public buildings and facility maintenance, and the county garage. Mr. Sauer said they would then recruit for a new department head for General Services to oversee the Transportation Program, Animal Control and Youth Services. He reported the state is looking at a statewide coordination for the HARTS program and shared concerns regarding their ability to provide the same level of service to citizens that is currently provide through our local program. Mr Sauer and Mr. Blanchard said Animal Control has not started working with the outside group as discussed in earlier work sessions as it will take considerable time. Mr. Blanchard said the work load for animal control has grown and officers have accumulated comp time worth approximately $1,300. October 23, 2012 Special Session Minutes Harnett County Board of Commissioners Page 3 of 5 Mr. Blanchard said management has asked officers to take time off for comp time which then limits their ability to respond to calls. Mr. Blanchard said a majority of the comp time is caused by on -call officer whose intent is to cover bites, injured animal and assisting the Sheriff s Department. Commissioner Burgin said it makes sense to him to house Animal Control within the Sheriffs Office and asked if other counties handled it this way. Mr. Blanchard responded to Commissioner House that Animal Control problems with the Town of Erwin have been worked out and things seem to be going much better. Mr. Sauer also communicated positive feedback regarding Animal Control from the mangers at a recent manager's meeting. Mr. Rankin said he would like to reclassification the vacant administrative position (pay grade 64) in his office to a Human Resources Development Specialist (pay grade 67). Mr. Sauer shared the Fort Bragg Regional Alliance's request for support of local communities opposing North Carolina Coastal Wind Projects in low -level military flight training areas. It was the consensus of the Board to add this to an upcoming agenda for consideration. Mrs. Blinson delivered the Finance Officer's Report. Mrs. Blinson said the proposed ambulance write -off amount they will submit for approval is $474,567.14 for years 2005 to 2007 debts. Mrs. Blinson said she believes outstanding receivables for 2008 to present are a little over $1 Million. Mrs. Blinson noted participation in the debt set -off program. Commissioner Burgin discussed setting up an annual fee for ambulance services. Mr. Denning said they have this type of program in Johnston County but the percentage of participation is very low. He also said agencies still file the cost of services on the participants insurance. Mrs. Blinson said she and Mr. Pope would like to develop a hardship write -off policy. Discussions continued regarding collections of these debts. Mrs. Blinson shared a request from our audit firm, Martin & Starnes, asking to extend their contract for an additional 3 years. Their fees are proposed as $67,000 for 2013, $68,500 for 2014 and $70,000 for 2015. Mrs. Blinson said she feels like the fiiim does a good job, works independently and is timely. She said the firm. would present the audit report to the Board in November. Mrs. Blinson responded that the Finance Office was one month behind on general fund statements but noted the County has many bank accounts. Mr. Blinson said she was unable to work out eliminating statement charges by PNC. She said the Finance Office would like to do a RFP for banking needs. She said PNC has expressed interest in talking to the Board as well as meeting with county employees regarding incentives. Commissioner Burgin said he has heard rumor that PNC is leaving Lillington. Mr. Rankins shared concern and difficulties with the county's vendor for the Health Savings Account. He reported Mellon's had sent checks of account balances to employees. Mr. Rankins warned employees that cashing those check would mean they would have to pay taxes and October 23, 2012 Special Session Minutes Harnett County Board of Commissioners Page 4 of 5 penalties for improper use of the HSA dollars. Mr. Rankin also reported that several employees have mailed their infoimation to Mellon numerous times and still had not been entered in the system correctly. Mr. Sauer reported that staff from Davenport & Company and our bond counsel are working diligently on the Highland Middle School QSCB project and South Central Water and Sewer District bond anticipation notes. He announced that Davenport would join the Board on at their November 13th work session to discuss solid waste project financing. Mr. Sauer reported that the county had recently gone through the credit ratings exercise with both Moody's and Standard & Poor's and received an Al and AA -. Mr. Sauer noted he had received his first complaint regarding deer hunting with dogs. He said he didn't know when the Board might consider reactivating the Hunting Committee. Mrs. Blinson responded that we would be adding to fund balance this year and believes it will be close to 14% available which would put the balance close to 18 % total. Commissioner House moved that the Board go in to closed session to discuss matters relating to the location or expansion of industries or other businesses in Harnett County and to consider and give instructions to the County legal staff concerning the handling of certain legal claims. This motion was made pursuant to N.C. General Statute Section 143- 318.11(a)(4) &(3). Commissioner Andrews seconded the motion which passed unanimously. Following closed session, Commissioner Andrews moved to adjourn the meeting at 11:39 am. Commissioner Burgin seconded the motion which passed unanimously. ,eatrice B. Hill, Vice Chairman Wheeler, Clerk October 23, 2012 Special Session Minutes Harnett County Board of Commissioners Page 5 of 5