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040218a Agenda PackageHARNETT COUNTY BOARD OF COMMISSIONERS County Administration Building 420 McKinney Parkway Lillington, North Carolina Regular Meeting April 2, 2018 1. Call to order -Chairman Gordon Springle 9:00 am 2. Pledge of Allegiance and Invocation -Commissioner Barbara McKoy 3. Consider additions and deletions to the published agenda 4. Consent Agenda A. Minutes B. Budget Amendments C . Proclamation -2018 National Service Recognition Day D . Proclamation -April 2018 Child Abuse Prevention Month E. Harnett County Finance Officer requests approval of a resolution authorizing County of Harnett to engage in electronic payments as defined by G .S. 159-28 or G.S. l 15C- 441. F. Harnett County Cooperative Extension requests approval to accept a grant in the amount of $7,400 from the NC AgVentures Grant Program. Grant funding will be used to purchase seed and help establish alfalfa research plots on five (5) Hamett County farms in 2018. G. Harnett County Sheriffs Office requests approval to accept the award of equipment of three Raptor radar units valued at $2 ,500 each and one ProLaser 4 MPH unit valued at $2 ,800 from a NC Governor's Highway Safety Grant. This equipment is awarded to participating agencies, based on a point system, with no cost to the agency. H. Harnett County Department of Public Utilities (HCDPU) requests approval of an increasing change order in the amount of $217,000 for HCDPU. This software purchase was part of the recommended improvements in the HCDPU Efficiency Study completed in 2015. The change order is needed to pay for additional training and installation time. I. Hamett County Board of Education requests $50,256 of additional funds for the completion of their 2017-2018 capital projects. 5 . Period of up to 30 minutes for informal comments allowing 3 minutes for each presentation 6. Appointments Page 1 040218 HCBOC Page 1 7. 2018/2019 Nonprofit Funding Committee Recommendations, Committee Chairman Bob Woolston 8 . County Manager's Report -Paula Stewart, Interim County Manager 9. New Business 10 . Closed Session 11. Adjourn P age 2 040218 HCBOC Page 2 Agenda Item _l/---=---_.BllloL_ __ BUDGET ORDINANCE AMENDME NT BE IT ORDAINED by the Governing Board of the County of Harnett, North Carolina, that the followi ng amendmen t be made to the annual budget ordinance for the fiscal year ending June 30. 2018 Section 1. To amend the Veterans Treatment Court, the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 253-44 03-44 1 .60-45 Druas $1.400 253-44 04-44 l .58-01 Tro ininqs & Meetinqs $2.000 253-4404 -44 l .60 -44 Other Materials $2,106 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 253 -0000-33 l .88-03 SAM HSA $1.400 253-0000-33 l .88-04 BJA $4,106 EXPLANATION: To decrease SAMHSA and BJA Veterans Treatment Court budget to match the awarded amount for FY 2017 -2018. APPROVALS : (?~'-lf.:&,_)C,J- Dept Head (date) C o unty Manager (dal e) IIR 3-\£:\..-(j erk to the Board, and to the Budg e t Officer and the Adopted ___________________ _ Margaret Regina Wheeler. Clerk to the Board G ordon Spring le. Chairman Harnett C o u nty Board of Commissioners 040218 HCBOC Page 3 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 , the appropriations are to be changed as follows: EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-7398 -465-36-24 NC AgVentures 7,400 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-334-7}25 NC AgVentures 7,400 EXPLANATION: To budget new grant funds from the AgVentures Grant Program. Department Head (date) County Manager (date) -:s-,,,,l? 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 040218 HCBOC Page 4 BUDGET ORDINANCE AMENDMENT BE IT ORDAINED by the Governing Board of the County o f Harnett, North Carolina, that the following amendment be mode to the annual budget ordinance for the fiscal year ending June 30 , 2018: Section 1. To amend the Board Of Education Capital Outlay line in Fund 110, the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE l l 0-8600-480-3 l -l 2 Board of Education -Capital Outlay $50,256 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 110-0000-399-00-00 Fund Balance Appropria ted $50,256 EXPLANATION: Boord Of Education requ ested a d d itional funds from the Boord of Commissioners on 3/27/2018 to complete there FY2018 capitol improvements. APPROVALS: ~~1:e~~1re (Date) Finan ce Officer (date) p~~.~ ~J."t -1r County Manager (date) Section 2. Copies of this budget amendment shall b e furnished t o the C lerk to the Board, and to the Budget Officer and the Finan ce Officer f or their direction. Adopted _________________ _ Margare t Re gin a Wheeler, C le rk t o th e Board Gordon Spring le, Chairman Harnett County Board o f C ommission er 3001, 040218 HCBOC Page 5 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 Capital Reserve Fund 299, the appropriations are to be changed as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 299-8600-480-90-03 Transfer to Capital Project fund $283,800 299-8600-480-32-16 Contingency $283,800 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE EXPLANATION : To budget additional funds to cover actual b id for construction for the Overhills High School cafeteria seatinQ expansion. APPROVALS: L /LL-~h7te /6eputy Finance Officer (Date) Finance Officer (date) B L A be ~ J.H, ... ,.)(~ 3-.ii-18 County Manager (date) Section 2. Copies of this budget amendment shall be furn ished to the Clerk to the Board, and to the Budget Officer and the Finance Officer for th eir direction. Adopted _________________ _ Margaret Re gina Wheeler, C lerk to th e Board G ordon Spring le , C hairman Harn e tt County Board of Commissioner 30.J.h 040218 HCBOC Page 6 BUDGET ORD INANCE AME N DMENT BE IT ORDAINED by the Governing Board o f 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: Section L To amend the Overhills High School Cafeteria Project CP1803 Fund 357, the appropriations are to be ch anged as follows : EXPENDITURE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 35 7 -8300-480-45-0 l Construction $283,800 REVENUE AMOUNT AMOUNT CODE NUMBER DESCRIPTION OF CODE INCREASE DECREASE 357-0000-389-54-39 Special Revenue $283,800 EXPLANATION: To budget funds to cover actual b id for construction for the Overhills High School cafeteria seatinQ expansion. APPROVALS : L/Lk _$p7;;'1 ./beputy Finance Off icer (Date) Finance Officer (date) PG...-J. k tc..-.)-k . _)(.,...>---3 , ).f -,r County Manager (dal e) Section 2. Copies of this budget amendment shall be furn ished t o the Clerk to t h e Board , and to the Budget Officer and the Finance Officer for th eir d irection. Adopted _________________ _ Margaret Regina Wh eeler, C lerk t o th e Board Gord o n Springle, Chairman Harnett County Board of Commissioner 3 Dl b 040218 HCBOC Page 7 Agenda Item _Y_-_{!=---- Harnett ...,.~~.., C O U N T Y NORTH CAROLINA 2018 National Service Recognition Day WHEREAS, service to others is a hallmark of the American character, and central to how we meet our challenges; and www.harnett.org WHEREAS, the nation's counties are increasingly turning to national service and volunteerisrn as a cost- effective strategy to meet county needs; and WHEREAS, AmeriCorps and Senior Corps participants address the most pressing challenges facing our communities, from educating students for the jobs of the 21st century and supporting veterans and military families to providing health services and helping communities recover from natural disasters; and WHEREAS, national service expands economic opportunity by creating more sustainable, resilient communities and providing education, career skills, and leadership abilities for those who serve; and WHEREAS, AmeriCorps and Senior Corps participants serve in more than 50 ,000 locations across the country, bolstering the civic, neighborhood, and faith -based organizations that are so vital to our economic and social well-being; and WHEREAS, national service participants increase the impact of the organizations they serve, both through their direct service and by managing millions of additional volunteers; and WHEREAS, national service represents a unique public-private partnership that invests in community solutions and leverages non-federal resources to strengthen community impact and increase the return on taxpayer dollars ; and WHEREAS, national service participants demonstrate commitment, dedication, and patriotism by making an inten sive commitment to service, a commitment that remains with them in their future endeavors; and WHEREAS, the Corporation for National and Community Service shares a priority with county executives nationwide to engage citizens, improve lives , and strengthen communities; and is joining with the National Association of Counties and county executives across the country for the County Day of Recognition for National Service on April 3 , 2018. NOW THEREFORE, we , the Hamett County Board of Commissioners, do hereby proclaim April 3, 20 I 8 , as National Service Recognition Day, and encourage res idents to recognize the positive impact of national service in our county; to thank those who serve; and to find ways to give back to their communities. Adopted this 2"d day of April 2018. HARNETT COUNTY BOARD OF COMMISSIONERS C. Gordon Springle, Chairman Howard Penny, Vice C hairman Abe Elmore Barbara McKoy Joe Miller stro ng roots • new growth 040218 HCBOC Page 8 Agenda Item __ Lf-'--___._D.._ __ Harnett ..... ..-_ .... C O U N TY NORTH CAROLINA www.harnett.org CHILD ABUSE PREVENTION MONTH APRIL, 2018 Whereas, children are vital to our county's future success, prosperity and quality of life , as well as being our most vulnerable assets; and Whereas, all children deserve to have safe, stable, nurturing, and healthy homes and communities that foster their well-being ; and Whereas, child abuse and neglect is a county and statewide concern, affecting both the current and future children 's quality of life. Finding solutions depends on involvement among people throughout the community; and Whereas, five million children are affected by abuse and neglect in this country each year. Approximately 64 ,852 children were investigated for abused and neglected in North Carolina from June 2016 to July 2017; and Whereas, approximately 1,634 reports were made in Harnett County in 2017 and involved 2266 children; and Whereas, 18 children were suspected victim s of child abuse homicide in the state of North Carolina in 2017;and Whereas, the effects of child abuse are felt by whole communities and need to be addressed by the entire community; and Whereas, effective child abuse prevention programs succeed because of partnerships created among social service agencies, school, religious and civic organizations, law enforcement agencies, and the business community; and Whereas, all citizens should become more aware of the negative effects of child abuse and its prevention within the community and become involved in supporting parents to rai se their children in a safe, nurturing environment; and Now, therefore, the Hamett County Board of Commissioners does hereby proclaim April as Child Abu se Prevention Month in Hamett County and call upon all citizens, community agencies, religious organizations, medical facilitie s, schools and businesses to increase their participation in our efforts to prevent child abuse, thereby strengthening the c ommunities in which we liv e. Adopted thi s 2nd day of April 2018. HARNETT COUNTY BOARD OF COMMISSIONERS C. G ordon Springle, Chairman Howard Penny, Vice Chairman Abe E lmore B arbara McKoy Joe Miller strong roots • new growth 040218 HCBOC Page 9 Board Meeting Agenda Item Agenda Item Y-f MEETING DATE: April 2, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Resolution Electronic Payments REQUESTED BY: Kimberly Honeycutt, Finance Officer REQUEST: Due to the expanded use of paperless payment methods, the NC Department of State Treasurer requires the approval of a resolution by the governing body, which permits the use of these types of transactions by the Finance Officer. G.S.159-28 or G.S. l 1 SC-441. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: 040218 HCBOC Page 10 Harnett -~'"'COUNTY ....._.""--' ___ ..J NOR TH CARO LIN A www.harne tt.org ADDENDUM A County of Harnett Resolution authorizing County of Harnett to engage in electronic payments as defined by G.S. 159-28 or G.S. llSC-441 WHEREAS, it is the desire of the Board of Commissioners that the County of Harnett is authorized to engage in electronic payments as defined by G.S. 159-28 or G.S. 115C-441 WHEREAS, it is the responsibility of the Finance Officer, who is appointed by and serves at the pleasure of the Board of Commissioner, to adopt a written policy outlining procedures for pre- auditing obligations that will be incurred by electronic payments as required by NC Administrative Code 20 NCAC 03 .0409; WHEREAS, it is the responsibility of the Finance Officer, who is appointed by and serves at the pleasure of the Board of Commissioners, to adopt a written policy outlining procedures for disbursing public funds by electronic transaction as required by NC Administrative Code 20 NCAC 03 .0410; NOW , THEREFORE, BE IT RESOLVED, by the Board of Commissioners of the County of Harnett Section 1. Authorizes the County of Harnett to engage in electronic payments as defined by G.S. 159-28 or G.S. llSC-441; Section 2. Authorizes the Finance Officer to adopt a written policy outlining procedures for pre- auditing obligations that will be incurred by electronic payments as required by NC Administrative Code 20 NCAC 03 .0409; (This section is optional and should be used only if the Board chooses to grant thi s authority to the Finance Officer. If the Board does not exercise this option, the Board is responsible for adopting the written policy.) Section 3. Authorizes the Finance Officer to adopt a written policy outlining procedures for disbursing public funds by electronic transaction as required by NC Administrative Code 20 NCAC 03 .0410; and Section 4. This resolution shall take effect immediately upon its passage. Upon motion of __________ _, and seconded by the foregoing Re solution was passed by the following vote: Ayes: Nays : Abstention s: Page lof 2 strong root s • new growth 040218 HCBOC Page 11 I, Margaret Regina Wheeler, Clerk of the Board of Commissioners of the County of Harnett, do hereby certify that the foregoing resolution is a true and exact copy of the "Resolution authorizing the County of Harnett to engage in electronic payments as defined by G.S. 159-28 or G.S. llSC-441" duly adopted by the Board of Commissioners of the County of Harnett at the regular meeting thereof duly called and held on April 2, 2018, a quorum being present. WITNESS my hand at this 2nd day of April 2018. Margaret Regina Wheeler Clerk Pa ge 2of 2 www.harne tt .org 040218 HCBOC Page 12 Agenda Item t./ -f. Board Meeting Agenda Item MEETING DAT E : March 19, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Request permission to accept grant from NC Ag Ventures Grant REQUESTED BY: Bill Stone, Interim County Extension Director ~ ~ REQUEST: Hamett County Cooperati ve Extension requests permission to accept a grant in the amount of $7,400 from the NC AgVentures Grant Program. Grant funding will be used to purchase seed and help establish alfalfa research plots on five (5) Hamett county farms in 2018 . FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION : C:\Users\s willi ams\Desktop\Co un ty form s\agendaform20 18.docx I of I P age 040218 HCBOC Page 13 Hamett Extension request to receive 7 ,400 in NC AgVentures Grant Funding The grant funding will be used to purchase seed and help establish alfalfa research plots on five Hamett County farms in 2018. Harnett Extension will be working with Dr. Miguel Castillo, NCSU Forage Specialist, who will be serving as the advisor for the project and will support field educational-activities related to the project. Members of the NCSU Forage and Grassland program as well as NCSU students and interns will also be involved with the project. Hard data will be collected from these sites for use in extension and scientific publications. Short Term Goals: To evaluate alfalfa performance (production and nutritive value) in different areas of Harnett County and on different soil types. In addition, demonstrate best management practices needed for growing alfalfa in our area. Long Term Goals: The long term goals for this project is for neighboring producers in Harnett and surrounding counties to see that alfalfa can be successfully grown in our area of the Coastal Plain of North Carolina. A second goal is to increase the number of acres of alfalfa planted and harvested in Harnett County each year. The main goal of this project is to help local farmers increase their farm profits and help them market the high value alfalfa hay produced to the very large NC horse hay market. Any hay that gets rained on or that does not visually meet horse hay standards should still be a better quality cattle hay than Bermuda that is commonly grown in our area. Five of the seven producers involved in this project are also cattle producers . Any alfalfa that does not meet horse hay standards can still be used by these producers and will help them improve their cattle nutrition program during the winter. 040218 HCBOC Page 14 ,. Contract Agreement This contract is between Agent Brian Parrish (Project manager) and North Carolina State University (NCSU), who is the program administrator and fiscal manager of the NC AgVentures program. Source of Funds This contract is made as a sub-grant of monies received from the NC Tobacco Trust Fund Commission to NCSU to fund a mini-grant program known as NC AgVentures. Both the NC Tobacco Trust Fund Commission and NCSU are agencies of the State of North Carolina and are subject to North Carolina laws and regulations. Copies of the agreement between NC Tobacco Trust Fund Commission and NCSU are available from: Director of Business Operations for GALS College Advancement, College of Agriculture & Life Sciences Tasks of the Community Grant Recipients: • Provide at least 15 percent of the funding request. • Complete a Community project that will enhance the current farm operations of three or more agricultural producers in at least one eligible county and replace lost tobacco income. • The project shall be conducted in accordance with the plan outlined in the proposal titled, NC AgVentures Community Grant Project, and in accordance with the provisions of this contract. • Expenditure of grant funds must be in accordance with the budget line items presented in the approved propos~I. Any changes must be approved in writing prior to incurring said expenses by an NC AgVentures representative. • Provide a project update by June 30, 2018 and a final report by January 17, 2019. • Keep accurate production and financial records on the project and supply a copy of those records with the final report. • Provide a copy of receipts that show how the grant funds were spent. • Conduct outreach activities to inform other farmers, business people, agricultural service providers and other interested parties about the project activities, impacts and lessons learned. • Allow Extension to include the recipient project in public relations, outreach, demonstration and education in future years. • Provide a project update one year after completion. • The Recipient will meet all the requirements of the North Carolina State Auditor, including reporting, upon request, use of project funds to the State Auditor. • Complete a survey that provides feedback about the program and results of their project. • The Recipient may publish or arrange for publication of information resulting from work carried out as part of this agreement. However, the information shall not be marketed for profit by the Recipient. • The Recipient agrees to indemnify, NCSU and its affiliates, the Commission, it officers, agents and employees against any liability, including costs and expenses and attorney's fees for his or her violation of any proprietary right or right of privacy arising out of the publication, translation, reproduction, delivery, performance use or disposition of any information published resulting from the work under this Agreement or based on any libelous or other unlawful material 040218 HCBOC Page 15 contained in such information. • Recipients will recognize NC AgVentures and the NC Tobacco Trust Fund Commission as the funders/supporters of the project in all materials/marketing/advertising used to promote the project (NC AgVentures will provide appropriate logos and usage guide). Tasks of NCSU: • NCSU awards a total of $7400 for this Community project or enterprise. • Payment of $5550 (75 percent) will be made upon receipt of a signed copy of this contract and a completed W-9. Recipient must submit forms to a NCSU representative. • NCSU will make a second payment of $1480 (20 percent) upon receipt of the project update. • The final $370 (5 percent) will paid upon the project completion, after final financial reports & survey are submitted provided that the Recipients have satisfactorily performed the tasks specified above AND that all funds have been properly expended in accordance with this agreement, as determined by a NCSU representative. • Any grant funds not spent and accounted for in the report due will be returned to NCSU. • NCSU may decline to disburse monies if the Recipients cannot show to the satisfaction of NCSU that the grant monies have been spent to accomplish the terms of this Agreement. Any unexpended funds remaining at the termination of this agreement must be returned to NCSU. • Failure by the Recipients to spend project funds in accordance with this agree m ent may result in legal action to recover funds spent inconsistently with these terms and conditions without further notice. Other Conditions and Provisions: The Community Grant Recipients will be independent contractors and shall not act as an employee or agent of NCSU, NCSU affiliates or the Commission assume no liability with resp ect to accidents, bodily injury, illness, breach of contract or any other damages, claims or losses arising out of any activities undertaken under this Agreement, with re spect to pe,rsons or property of the Recipient or third parties. The Recipients agrees to indemnify, defend and save harmless NCSU, its affiliates, the Commission and its officers, agents and employees from any such claims. At the request of NCSU or the Commission, the Recipients shall place signage at the Project site identifying it as receiving Commission funds. The signage shall be in mutually agreeable writing and format. 040218 HCBOC Page 16 NCSU Campus Box 7653 Raleigh, NC 27695 Signature Page NC State Extension Grant Program Manager(s) Moiling address City, State and Zip Name of fiscal agent or agency thot receives the grant funds NC State University NC State University Representative Date Date 040218 HCBOC Page 17 Agenda Items 4 -(;. Board Meeting Agenda Item ~;\ ~ MEETING DA T E : Mai ch S, 2018 TO : HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: NC Governor's Highway Safety Grant award of equipment REQUESTED BY: Sheriff Coats REQUEST: Sheriff Coats request to accept three Raptor radar units valued at $ 2,500.00 each serial number # RP29408 , RP294 l l and RP294 l 3. And one ProLaser 4 MPH unit valued at$ 2,800.00 serial# LF12570. This equipment is award to participating agencies based on a point system( attached) with no cost to the agency. FINANCE OFFICER'S RECOMMENDATION : COUNTY MANAGER'S RECOMMENDATION: F:\2017 20 18\Agendas\Agemda Donation fr om Bear Creek Arsenal.docx I of I Page 040218 HCBOC Page 18 An MPD Company 1010 W . Chestnut I P .O. Box 947 Chanute , KS 66720-0947 (620) 431-2700 Fax (620) 431-2734 SOLD TO Shipping Instructions Quantity Quantity Shipped Back Order SHIP TO Order Number 11111111111111111 IIII I Ill I I I Ill Date Customer Number Invoice Number Customer PO Page HARNETT CO SHERIFF DEPT CPL DONALD LUCAS 175 BAIN ST LILLINGTON NC 27546 DESCRIPTION ***ProLaser 4*** State Contract/Special Pricing MPH Unit LANGUAGE SET BY STATE OPTION North Carolina No Tripod No Shoulder Stock No Holster No Saddlebag Sleeve 2011-Carrying Case No Prolog Lite SERIAL#: LF12570 NORTH CAROLINA SURCHARGE LAS/RADAR FREIGHT & HANDLING END USER: HARNETT CO SO , NC External Text 040218 HCBOC Page 19 r =I Shipping Instructions PPD/BEST WAY Quantity Quantity Shipped Back Order UOM Part Number One Piece Unit Certification Off MPH Unit English (Standard) North Carolina (NO Fastest) Wired Remote 6' Cable (Standard Front) 18' Cable (Standard Rear) Bail Mount Windshield Mount(std KA) Windshield Mount Standard Boxing Traditional Fork Test SERIAL#: RP29408 SERIAL#: RP29411 SERIAL#: RP29413 NORTH CAROLINA SURCHARGE LAS/RADAR FREIGHT & HANDLING END USER: HARNETT CO SO , NC External Text 040218 HCBOC Page 20 N.C. GOVERNOR'S IDGHWAY SAFETY PROGRAM POINT AND ONLINE CAMPAIGN REPORTING SYSTEMS INSTRUCTIONS · Revised The Governor's Highway Safety Program's Point System encourages participation at GHSP- sponsored events and highway safety initiatives. All Agencies (Hosting and Participating) must submit their activities/events on point forms in the Point System for points (report only your agency's officers, citations, etc.). Some activities/events require only the Host agency to submit Point System forms (see Point System Activities, Initiatives, Events and Defmitions below), and all forms must meet the minimum criteria. All submissions are subject to review by GHSP before points are awarded. The Point System and Online Campaign Reporting System are located on the GHSP website : https://www.ncghsp.org/points/index.cfm. Agency users must enter their agency's GHSP-issued usemame and case-sensitive password to access the systems presently. AII agency personnel (users) needing access to the systems must also have a valid North Carolina Identity Management (NCID) usemame and password and provide the NCID usemame to .GHSP (dtoler@ncdot.gov), along with their contact information, to be registered to use the Systems. Agency Users may submit their CJLEADS or NCA WARE NCID usemame. The Point System year runs from October 1 to September 30 annually. Any activities/events entered must have occurred during the current Point System year and must only be entered after they occur. All activities must be entered before September 30 to count in the current Point System year, as GHSP must manually approve all submissions before points are awarded. Further instructions will be provided by GHSP annually for activity submissions at the end of the Point System year so that agencies may have submissions approved before the deadline. Points may be earned by submitting Point System activities/events forms after they occur. Activities/events and minimum criteria are listed below under Point System Activities, Initiatives, Events and Def'mitions. Hosting and participating agencies should submit the night-or day-time activity/event on the pertinent Point System form. Forms should be submitted for activities ( night-and day-time hours), including those conducted during campaign weeks. Please make sure to enter all required minimum criteria on the form when submitting activities. Once a form is submitted, it cannot be edited. Please contact GHSP if a submission needs to be corrected or deleted. GHSP will review the submission form and accept it for points, or decline it and provide a reason in the Remarks block. If minimum or corrected infonnation can be provided, agencies may re-submit the form for points. Points may also be earned by completing the Online Campaign Reporting System Report Form durine GHSP campaigns ("Click It or Ticket", "Booze It and Lose It", etc.). GHSP campaigns are designated weeks during the year where specific traffic safety offenses are targeted. GHSP requests that during these weeks agencies target these offenses and increase their enforcement. Agencies who conduct activities each week during GHSP campaigns may compile and submit a report of their total citations for the week by the reporting deadline for points. Agencies that have no activity during the week (all zeros) will not receive credit for participating, and no report should be submitted. The GHSP Planning Calendar on the GHSP website has a list of all campaigns and reporting deadlines. Agencies should also submit 040218 HCBOC Page 21 individual activities held during campaigns in the Point System for points. Agencies may contact the County Coordinator, Regional LEL or the GHSP office for information about campaigns. Campaign reports must be submitted by 5:00 p.m. on the designated reporting date for each week of a campaign. Please report any issues submitting your report promptly by calling GHSP before 3:00 p.m. of the reporting deadline so that GHSP will have time to assistyou before 5:00 p.m. A Confirmation Report must be received upon submission of the report to verify your report was received. Reports may be submitted prior to the reporting deadline date if all activities have been completed for the report. Filing reports may take more time on the reporting deadline date, as many agencies logging in will cause the computer servers to be slow. Reports are not accepted after the reporting deadline date. To report for the campaign week, select Add/Edit Campaign Report and the campaign and week number for the current campaign from the drop-down menus at the top of the form. If a week is not available, the deadline for reporting has passed and you may not enter a report. Enter your agency's contact information, the first and last name of the person reporting and a telephone number. Report only your agency's citations and officers for the weekly activities. Section numbers will total automatically in total blocks. Submit your campaign report by clicking on the SUBMIT REPORT TO GHSP button at the bottom of the screen. You should receive a Confirmation Report showing the information you submitted. If not, your report was not received, and your agency will not receive points. The report should not show all zeros . Resubmit the report until you receive your Confirmation Report with the information and citations you entered. This Confirmation Report is proof of your submission, and you should print it or save it for your agency files {see sample report in Online Campaign Reporting section below). The dots {see below) on the report screen are for information only, so please enter your report and make sure to get your Confirmation. Green means that your agency has reported for that campaign week. You may edit the r eport up to 5 :00 p.m. on reporting day. Yell ow means that your agency has not reported, but the campaign week has not yet passed . Your agency can report for this week. Red means that your agency has not reported, and the campaign week report date has passed. Your agency will not be able to report for this week. If you make an error, click the CANCEL REPORT button at the bottom of the screen. You will need to re-enter numbers for your agency and click SUBMIT. After you complete your report, please log out of the system . Reports may be edited (re-submitted) until the end of the reporting deadline. If you are a County Coordinator: T o view campaign numbers reported from agencies within your county, click the SEARCH link. Select from the Campaign, Week and Agency drop-down menus based on the information you wish t o see. If you want to see 2 040218 HCBOC Page 22 all reports, select all counties and all agencies and click SEARCH. To report numbers for your agency or an agency in your county, go back to the main reporting page and select the campaign, week and agency from the drop-down menus. If you notice that an agency in your county is missing from the reporting list, please notify that agency and inquire about their numbers. All grant-funded agencies are required to meet the minimum requirements of their contracts. Grant-funded agencies will only receive points for those activities submitted beyond those set forth in their contracts, but all activities should be submitted for points. A separate point deduction will be made for all grant-funded agencies at the end of each Point System year. Point adjustments will be made to point totals by GHSP before the Point System year ends (September). Bonus points will be added for awards, 100% online campaign reporting, etc. Points will be deducted if submissions exceed monthly maximum allowances (i.e., daytime activities). Points will also be deducted for equipment received from redemption of points earned in the previous Point System year. Accumulated points in the Point System will rollover from year to year. Points can only be redeemed for equipment once per year at a time designated by GHSP after the Point System year ends (Oct/Nov). All agencies must review their submissions and points totals for possible errors during the Point System year and notify GHSP prior to September 30 if there are discrepancies. Agencies will be provided with a list of available equipment and the procedure for point redemption after the Point System year ends. 3 040218 HCBOC Page 23 TRAFFIC SAFETY ACTIVITIES AND DEFINITIONS POINT VALUE Night-time Traffic Enforcement Activities Host agencies and Partici12ating agencies must submit their own activities separately, listing only their attending officers and citations. Multi-agency: Multi-agency activities consist of a Host agencx and 2 or more Particigating Host=IOO agencies . Participate=50 Departmental activities consist of a Host agency and less than 2 Host: 50 bonus Participating agencies. points if BA TMobile is Checking Stations are organized operations (Multi-agency and present Departmental) complete with a checkpoint plan. A predetermined pattern (stopping every vehicle or every second vehicle or every third vehicle, etc.) is set for which vehicles will be stopped on a public roadway and investigating the possibility that a traffic safety violation is present. Departmental=? 5 Saturation Patrols (also referred to as "Wolfpacks" involve law enforcement deploying additional officers to targeted roadways during select time periods to detect and apprehend violators (Multi-agency and Departmental). Agencies must hold a formal briefing. Saturation Patrols (Host and Particieating} are submitted on the Host Saturation Patrol Points form in the Point System. Night-time Seat Belt Enforcement Initiatives (SBEI) are organized operations (Multi-agency and Departmental) designed to stop only seat belt violations . Generally spotters and extra lighting are used, and the only vehicles stopped are those violating the NC passenger restraint law. These activities are submitted on the regular Night-time checking station form in the Point S:rstem. Must l!Ut "SBEI" in the Location block. Host agencies and Partici12ating agencies must submit their own activities seearately. Night-time SBEI activities are subject to the same minimum criteria as night-time activitiesJ excent the "Total Restraint Violations" section must contain citations for l!Oints to be awarded. ( changed 5/19/14) Minimum criteria: • Occurs between the hours of9:00 p .m. and 5 :59 a.m . • Minimum of 2 hours . • Minimum 1 law enforcement officer . • Saturation Patrol form reguires 4 hours for submissionJ but list actual 2 hours in Location or Agency List. • Location must be specific (address , streets, highways, intersections, etc.) . • For SBEI activities, must note "SBEI" in Location block and list citations 4 040218 HCBOC Page 24 in the Total Restraint Violations block. • Never list your agency in the Agency List block as you are submitting agency. Submit on Host form: Your agency Hosts a checking station/Saturation Patrol/NTSBE with 2 or more participating agencies (Multi-agency points). Put Participating agencies in Agency List (required). Minimum total of 3 officers for Multi- agency activities (includes Participating agencies). Your agency Hosts a checking station/Saturation Patrol/NTSBE with 1 participating agency (Departmental points). Put participating agency on one line of Agency List (required). DO NOT ENTER "DEPARTMENTAL". Your agency only conducts (Departmental points) a checking station/Saturation Patrol/NTSBE. Put "Departmental" only on one line of Agency List (required). Your agency Participates in a Saturation Patrol. Submit on Host Saturation Patrol fonn. Must list Host agency. Host forms with O citations reflect no evidence of activity and will not be accepted for points. Host agency will receive 50 bonus points ifBATMobile is present and noted on the fonn. If media is invited/attends, Host agency may submit a Media Event form also for points. Submit on Participating form: Your agency participates in a checking station/NTSBE with another agency as Host (Multi-agency or Departmental points). Must list Host agency and any other Participating agencies (if any) in the Agency List. Participating fonns will be approved with O citations. 5 040218 HCBOC Page 25 TRAFFIC SAFETY ACTIVITIES AND DEFINITIONS POINT VALUE Daytime Traffic Enforcement Activities Davtime activities are limited to 6 per month2 except during May and "Click It or Ticket" campaigns Multi-agency: Host agencies and Participating agencies must submit their own activities separatel:y:2 listin1:; onl:y: their attending officers and citations. Host=50 Participate=25 Multi-agency activities consist of a Host agency and 2 or more Partici12ating agencies. De12artmental=30 Departmental activities consist of a Host agency and less than 2 Participating agencies . Checking Stations are organized operations (Multi-agency and Departmental) complete with a checkpoint plan. A predetermined pattern (stopping every vehicle or every second vehicle or every third vehicle, etc.) is set for which vehicles will be stopped on a public roadway and investigating the possibility that a traffic safety violation is present. Saturation Patrols (also referred to as "Wolfpacks" involve law enforcement deploying additional officers to targeted roadways during select time periods to detect and apprehend violators (Multi-agency and Departmental). Agencies must hold a formal briefing. Saturation Patrols (Host and Partici(?atine:) are submitted on the Host Saturation Patrol Points form in the Point System. Day-time Seat Belt Enforcement Initiatives (SBEI) are organized operations (Multi-agency and Departmental) designed to stop only seat belt violations. Generally spotters and extra lighting are used, and the only vehicles stopped are those violating the NC passenger restraint law.~ activities are submitted on the regylar Dal'.-time checking station form in the Point System. Must put "SBEI" in the Location block. Host agencies and Particinating agencies must submit their own activities separately. Day-time SBEI activities are subject to the same minimum criteria as Dal'.-time activities2 exceQt the "Total Restraint Violations" section must contain citations for (!Oints to be awarded. (changed 5/19/14) Minimum criteria: • Limited to 6 daytime activities per month, except May . • Occurs between the hours of 6:00 a.m. and 8:59 p.m . • Minimum l law enforcement officer . • Minimum of l hour . • Saturation Patrol form reauires 4 hours for submission. but list 6 040218 HCBOC Page 26 actual 1 hour in Location or Agency List. • Location must be specific (address, streets, highways , intersections, etc.). • For SBEI activities, must note "SBEI" in Location block and list citations in the Total Restraint Violations block. • Never list your agency in the Agency List block as you are submitting agency. Submit on Host form: Your agency Hosts a checking station/Saturation Patrol/DTSBE with 2 or more participating agencies (Multi-agency points). Put Participating agencies in Agency List (required). Minimum total of 3 officers for Multi-agency activities (includes Participating agencies). Your agency Hosts a checking station/Saturation Patrol/DTSBE with I participating agency (Departmental points). Put participating agency on one line of Agency List (required). DO NOT ENTER "DEPARTMENTAL". Your agency only conducts (Departmental points) a checking station/Saturation Patrol. Put "Departmental" only on one line of Agency List (required). Your agency Participates in a Saturation Patrol. Submit on Host Saturation Patrol fonn . Must list Host agency. Host forms with O citations reflect no evidence of activity and will not be accepted for points. If media is invited/attends, Host agency may submit a Media Event fonn also for points. Submit on Participanng form Your agency participates in a checking station/DTSBE with another agency as Host (Multi-agency or Departmental points). Must list Host agency and any other Participating agencies (if any) in the Agency List. DO NOT ENTER "DEPARTMENTAL". Participating fonns will be approved with O citations. 7 040218 HCBOC Page 27 Multi-agency Traffic Safety Enforcement Initiative Task Forces POINT VALUE Recognized Multi-agency Traffic Safety Enforcement Initiative Task Force Activities (Night-or Day-time Checking Stations) GHSP must be fonnally notified and a1mrove of Traffic Safety 1-24 submissions (if Enforcement Initiative (TSED Task Forces. TSEI Task Forces operate in 12 minimum is met): the Federal fiscal year (October 1-September 30). Agencies that form traffic teams after the start of a fiscal year will be required to conduct a Host=200 minimum number of Multi-agency task force checking stations equal to Participate=IOO the number of months left in the year to receive points. GHSP will provide bonus points for counties that fonnalize a team approach, schedule in advance, and conduct a minimum of 12 task force activities within a Federal fiscal year (October I-September 30). If the 12 minimum Multi-agency TSEI Task Force Sum;2Iemental Renorting Forms are submitted to GHSP nrior to Se];!tember 302 agencies will receive bonus noints for submissions 1-24. Less than 12 and more than 24 submissions will receive regular checking station points according to night-or day-time criteria. These activities are submitted bl: the Task Force Leader only and should not be submitted in the Point System. The TSEI Task Force Reporting form (dated 10/13) can be found on the GHSP website. Task Force Leaders comnlete the fonn (Word document), save it as a 2df file and email the nctfto dtoler@ncdot.gov as they occur and 12rior to Se12tember 30 in the current point year. Minimum criteria: • Must be Multi-agency (Host and 2 or more Participating agencies). • Minimum of 3 law enforcement officers . • Minimum of 4 hours (including briefing) . • May occur during night-or day-time hours . • Must include a briefing meeting . • Zero citations reflect no evidence of activity and will not be accepted for points. • Task Force Leaders must submit a minimum of 12 Multi-agency checking stations per fiscal year ( or a minimum number of checking stations equal to the number of months left in the fiscal year that the Task Force started) on TSEI Task Force Reporting Forms. 8 040218 HCBOC Page 28 • Task Force Leaders must submit Task Force Reporting fonns prior to September 30 for points to be considered for approval. • Agencies will receive bonus points before September 30 for up to 24 approved Task Force reporting forms, if the minimum number has been met. All submissions less than the minimum required and beyond 24 will receive regular points according to night-or day-time criteria. 9 040218 HCBOC Page 29 TRAFFIC SAFETY EVENTS AND DEFINITIONS POINT VALUE Hosted/ Assisted With BikeSafe Class Host=300 Participate=200 A BikeSafe Class is a formal motorcycle safety class conducted by BikeSafe NC. Agencies should submit a Host or Participated point form for points. The Host agency must coordinate and make arrangements for the class. List Agency Names section on this form only must contain agencies or Departmental (system required). Host agencies and Participating agencies must submit their own activities separately. Minimum criteria: • If only your agency is involved, submit on Host form and put your "Departmental" in both "List Agency Names" blocks (filled blocks required). • If your agency Hosts and 2 or more other agencies Qartici12ate, submit on Host form and list other agencies in "List Agency Names" blocks (filled blocks required). • If your agency hosts and 1 agency i:2artici12ates, submit on Host form and list participating agency on both lines of "List Agency Names" section (filled blocks required). • If non-LE agency Hosts, submit on Assisted form . Must list Host agency and any other participating agencies in "List Agency Names" (filled blocks required). • If your agency assisted with a BikeSafe Class, submit an Assisted form and must list Host agency in Agency List. • Occurs between hours of 6:00 a.m. and 8 :59 p.m . • Maximum one class 12er location 12er day will be allowed . • P!YJ2ose block should show BikeSafe formal class . • Must list number of students trained in Attendees block. • Event location must be snecific address . 10 040218 HCBOC Page 30 "Click It or Ticket, Securing Your Future" Initiative High School Enrollment Event This Initiative recruits NC high schools to encourage teenage drivers to use seat belts. The enrolbnent form is located on the GHSP website (Initiatives). Initiative materials will be provided to the high school contact for use in promoting the Initiative. An LE agency must complete the enrollment form and submit it to GHSP for enrolling the high school and for points to be awarded. GHSP will award points after receiving violation reports. Points will only be awarded one time per new enrollment of a high school. Minimum criteria: • Enrolling LE agency must be actively involved in recruiting the high school. • High School must submit violation reports as required by GHSP. • High School must be enrolled and participate for one school year • Schools must submit request to GHSP to be removed from this pro12Tam. Hosted/Participated in Child Passenger Safety (CPS) Clinic or Child Seat 100 Checking Station Host=50 CPS Clinics and checking stations are events to inform the public of NC child restraint laws and proper safety seat installation. List Agency Names section on this form only must contain agencies or "Departmental" (system required). Host agencies and Participating agencies must submit their own activities separately. Minimum criteria: • Maximum of 2 CPS events allowed per month. • Maximum of one type of event per location per day is allowed. • If you Host and 2 or more agencies participate, submit on Host form. List other agencies in "List Agency Names" section (filled blocks required). • If you Host and 1 other agency participates, submit on Host form . List other agency on both lines of "List Agency Names" section (filled blocks required). • If only your agency is involved, submit on Host form and put "Departmental" in both "List Agency Names" blocks (filled blocks required). • Assisted form must list Host agency and any other participating agencies. If no other agency, put "Departmental" in other block of "List Agency Names" (filled blocks required). c Occurs between hours of 6:00 a.m. and 8:59 p.m. • Minimum of 2 hours Participate=20 ] 1 040218 HCBOC Page 31 • Minimum of 1 law enforcement officer listed in Attendees block • Event location must be sgecific (address, streets, highways, etc.) Attended/Participated in GHSP-Sponsored Events 50 GHSP must be notified before or attend these events. Events include attending the annual GHSP Traffic Safety Symposium, working at Safety City, and media events for "Click It or Ticket", "Booze It and Lose It", "Tree of Life", etc. Agency representative must sign in on GHSP-provided sheets at the events. Workers at Safety City must also list hours worked. GHSP will award goints from sign-in sheets. Minimum criteria: • GHSP must have prior notification or attend these events. • Agency representative must sign in on GHSP-provided sign-in sheets for confirmation of attendance. 12 040218 HCBOC Page 32 Online Campaign Reporting All agencies must complete a campaign report form for each week of a designated GHSP campaign by the reporting deadline. Campaign dates and reporting deadlines are posted on the GHSP website and yearly calendar planner. No reports are allowed past the campaign week reporting deadline date. Minimum criteria: • Campaign report must be submitted by the weekly deadline date for points. • Reports with zero (0) citations should not be filed. and no points will be awarded. • Reports should contain your agency's total citations from that week's activities that are pertinent to the GHSP campaign. • A Confirmation Report (see sample below) must be received showing citations after submission of a weekly campaign report or the agency will not receive points. If no Confirmation Report is received, resubmit the report until you receive the Confirmation Report showing all citations, etc. submitted. Keep a copy of this report for your file. GHSP .LEA Public Nort:h ~rolina Depart:rncnt of Transport.atlon .. Th~nk y.ou f or subrnlttlng yOUt' c.an ,p a lg n num~ to the GH~P. Print this page "• a conf'oirn~Hon that y ou h•ve subfnlt:ted • -,:,o rt" for W~ 1 • i c-.,.,....,,.., j A;~W~NQOtil,,,,'tl'nrlt j I c..no.~c--" I ;--·-;,",~-~ """" ~_w .. 11 P•6• I of3 BONUS points (200) for 100% Online Campaign Reporting for the entire year (all campaigns) will be awarded to agencies at the end of the point year byGHSP. 50perweek 200 Bonus points for 1 00% reporting for point year 13 040218 HCBOC Page 33 Hosted Educational Event An educational event is a presentation, workshop, etc. conducted at local schools or organizations by a law enforcement agency (Host) to provide information on traffic safety (DWI, seat belt safety, teen driving, bicycle safety, etc.). If media is invited/attends, Host LE agency may also submit Media Event fonn for additional points. Minimum criteria: • Maximum of one type of event per location per day is allowed . • Must occur between the hours of 6:00 a.m. and 8:59 p.m. • Purpose should include specific traffic safety topic relayed to the public and name of event, if any. • Event location must be specific (address, street, highway, etc.) • Must list number of attendees. Hosted Media Event A media event is an event that an agency arranges and hosts for media to attend to notify the public concerning traffic safety-related subjects, such as receiving a GHSP grant, teen driving safety, seat belt safety, etc. No points are awarded to participating agencies. Minimum criteria: • Maximum of one type of event per location per day is allowed. • Must occur between the hours of 6:00 a.m. and 8:59 p .m . • Media must be present and listed for points to be awarded. • Purpose should include specific traffic safety topic(s) relayed to media. • Event location must be specific (address, street, highway, etc.). • Must list number of attendees. • Redeemable Items 25 25 o Points can be carried over year to year, but can only be cashed in or redeemed once each year (typically in October). Redeemable Items Points Needed Class II ANSI-Traffic Vest 50 Flashlight 180 Blood Specimen Kits 225 Tint Meters 350 Stop Sticks 500 PBT 500 14 040218 HCBOC Page 34 I Single/Dual Antenna Radar Unit 2,500 Stationary Handheld Antenna Radar Unit 2,500 Crash Data Retrieval 3,100 Lidar 4,000 In-car Camera 6,000 Patrol Motorcycle* 25,000 Patrol Vehicle* 35,000 *These items will be treated as a highway safety project that will require a grant and contract. Possible Point Earnin2 Activities Point Value Hosting a Bike Safe Class 300 Assisting with a Bike Safe Class 200 Enrolling a "Click It or Ticket" High School 100 Hosting a night-time traffic safety checking station (multi-agency) 100 Participating in a departmental night-time traffic safety checking station 75 Participating in night-time traffic safety checking station (multi-agency) 50 Hosting a day-time traffic safety checking station (multi-agency). *Agencies will only receive points for up to 4 day-time traffic safety checldng stations 50 per month. Participating in a departmental day-time traffic safety checking station* 30 Participating in a day-time traffic safety checking station (multi-agency)* 25 Conduct Saturation Patrol or "Wolfpack" *Agencies will only receive points 50 two saturation patrols per month. Having a BAT Mobile present at checking station. *Only the host agency 50 will receive points. Reporting online during campaigns 50 (per week) Hosting a CPS clinic or seat checking station 50 Participating in a CPS clinic or seat checking station 20 Attending a GHSP kickoff event 50 (per agency) Hosting an educational event 25 Attending GHSP-sponsored event other than a kickoff 50 (per agency) Agency representative at GHSP Summit 25 (per agency) Hosting media events at agency events 25 15 040218 HCBOC Page 35 **Bonus Points** Points Received 100% online reporting for the entire year, al1 campaigns. 200 16 040218 HCBOC Page 36 Board Meeting Agenda Item Agenda Items __ 4_,_-__._H...__ __ _ MEETING DATE: April 2, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Change Order for N Harris Corporation Software Installation fo r HCDPU REQUESTED BY: Steve Ward, Director REQUEST: This is a formal request for the Board to approve an increasing change order in the amount of $217 ,000 for HCDPU utility billing software. This software purchase was part of the recommended improvements in the HCDPU Efficiency Study completed in 2015. The change order is needed to pay for additional training and installation time. These funds are already budgeted for in this year's capital budget. Please place this item on the consent agenda at the next available meeting. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: \ he file I \P uusers\sward\My Documents\Ad vanced\CO#I Agenda Request 3-15-18.docx I of I Page 040218 HCBOC Page 37 Harnett County CIS Infinity Change Order Date: Mar-15-2018 Change ID: Change Order # 2 Description : Project E xtension to July 2018 ADVA C IE fD UTILITY SYSTEMS 040218 HCBOC Page 38 J~IDVA CED UTIL I TY SYSTEMS A u thorization Advanced Utility Systems is authorized to proceed with the change for Harnett County Project Role Team Member Signature / Date of Signature Hamett Project Manager Jaime Phelps Date: Advanced Project Manager Richard Dankworth t?fJ JA Date: March 9 , 2018 -----·-· ---·----~ ------ Hamett Co unty H amett Co unt y -Change Order 2 -Mar 9 20 18 15-Mar-18 2 040218 HCBOC Page 39 AD V .A CtECO UTILITY SYSTEMS Introduction Hamett County and Advanced Utility Systems Corporation (Advanced) entered into a Purchase License Agreement (the Agreement) on January I 9,2017. Task 1 (Change Control Process) of the Scope of Work provides that Advanced will coordinate a joint effort with Harnett County to document a Change Control process to manage project scope. The Change Control process will identify bow changes are initiated and their impact on the project will be identified , documented and communicated to Hamett County. Appropriate sign-off channels will be developed for Change Order approval. Based on that provision, Advanced presents the following Change Order to Hamett County. Background The original agreed upon Project Schedule included the following key test dates: 1. Initial Rollout and Configuration (October 2 -November 27, 2017) 2. Functional Testing (November 28, 2017 -January 5, 2018). 3. ITC#l (January 8 -February 2, 2018) 4. JTC#2 (February 5 -March 2, 2018) 5. End User Training Week #1 (Feb 12 -16, 2018) 6. End User Training Week #2 (Feb 26 -Mar 2, 2018) 7. UAT(MarchS-30,2018) 8. Go-Live (April 2, 2018) Current Status: 1. As of March 6111, 2018, we should be in the UAT project stage, however, we are still spending a significant amount of time testing conversion and functional rollout-related tickets, in the ITC l stage. 2. As of January 29th the Advanced PM scheduled a three week "training blitz" on-site at Harnett, to provide a Core Team Training/ OTJL refresher courses, followed up by additional testing assistance to assist the Harnett staff in validating their processes. 3 . Harnett CoWlty needs to continue cleaning up the data integrity issues, and update their test scripts to customize them to their own business processes. 4 . AUS continues to roll out the remaining configurable and modified interfaces, along with having Infinity.Link and Mobile ready to test. Scope This change order to add 1,120 hours and additional travel budget for the associated on-site activities is required to extend the implementation timeline past the agreed upon date of April 2nd , 2018 to a July 301h Go Live date. This represents a push of 4 full months, but is contingent on Harnett's commitment to increase the number of hours testing in CIS , from 4 -6 hours per week, to 20 hours per week minimum. ---· -· .. ---------·--·-·--·-··----·----.. -···· --·------ Hamett County Harnett County -C hange O rder 2 -Mar 9 20 18 l 5-Mar-18 3 040218 HCBOC Page 40 ADVA C!:IO UTILITY SYSTEMS Change Details The project extension will provide an additional 1,120 hours to the project to cover the remaining phases needed for Go-Live. These include: An additional 4 months of Project Management An additional Data Refresh 8 additional weeks of training assistance on-site. 6 additional week of tech assistance, on-site. 8 additional weeks of remote tech support. Additional travel budget The estimation for the extension and the responsibility of Hamett County is I, 120 hours. Taking into account contingency hours ( 40) left from Change Order #1 (signed December 18, 2017) at a rate of $175/hour, the total amount will be $224,000 less (40 x $175) = $217,000 USD. Please see the breakdown below. Hours Description Invoice$ 320 hours 4 months of Project Management support (80 hrs / month) $64,000.00 480 hours 12 weeks of additional on-site visits (8 for trainer, 6 for tech) $96,000 .00 320 hours 8 weeks of additional remote tech support (40 hrs / week) $64,000.00 Credit from Change Order I -Removal of Bill Print Export Interface -40 hours at original rate of $175/hour -$7 ,000.00 Total $217,000.00 Payment Tenns: T he following milestones will be added to existing scope ... e MP 68 · Project Management Month 13 ($200/hr x 80hrs/month) o MP69 -Project Management Month 14 ($200/hr x 80hrs/month) o MP70 -Project Management Month 15 ($200/hr x 80hrs/month) e MP71 -Project Management Month 16 ($200/hr x 80hrs/month) $16,000.00 $16,000 .00 $16,000.00 $16.000.00 And the remaining $153 ,000.00 for the additional training and support, will be due upon signing. Given the level of on-site activity required to keep momentum and address all ITC, UAT, and Post-Live deliverables. it is AUS' recommendation to add an additional 12 trips to the budget. The average cost per trip has been $1 ,875.00, bringing the total additional cost to $22,500 USD, on top of the original $140,000 travel expense. T ravel will be invoiced a s per the original contract. Any additional travel cos ts beyond these will need t o b e re-visited by both AUS and Harnett . . ------. -· --··--·-· ---·------------ Hamett Count y Hamett Count y -Change Order 2 -Mar 9 201 8 15 -Mar-l 8 4 040218 HCBOC Page 41 Board Meeting Agenda Item Agenda Items __ L/.!..._-__ L!!!!!!!!. __ _ MEETING DA TE: April 2, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Board of Education request for additional capital funding REQUESTED BY: Allen L. Coats, Deputy Finance Officer REQUEST: The Harnett County Board of Education requested, via email, additional funds for the completion of their 2017-2018 capital projects. In his email, Mr. Aaron Fleming, Ed.D., Superintendent of the Harnett County Schools notified Interim County Manager Paula Stewart that with the addition of approximately $50,256 the Harnett County School system could wrap up several major projects this fiscal year (see attached email for list of those projects). At their March 27th work sess ion, Mrs . Stewart presented the Board of Education's request to the Board of Commissioners who will consider a pproval of thi s funding request at their next meeting. FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: C:\Users\gwhee ler\AppData\Local\Microsoft\ W indows\rNe tCach e\Conte nt.O ut look\TPTEQCL V\BoE Add it io na l Capital Needs 4 .02.2018.docx Page I of I 040218 HCBOC Page 42 Allen L. Coats From: Paula Stewart Sent: To: Cc: Monday, March 26, 2018 2:51 PM Allen L. Coats; Kimberly A. Honeycutt Brian Haney Subject: FW: Capital FYI From: Aaron L. Fleming [mailto:afleming@harnett.k12.nc.us] Sent : Monday, March 26, 2018 9:42 AM To: Paula Stewart <pstewart@harnett.org> Subject: Capital Paula, Let 's chat about this tomorrow. We can complete all of our projects this year for around $SOK. The key one being the paving at Western. Thanks!! Transfer approved from supplement funds to Capital- 422 ,916 by email 48,943 WHHS Boiler replacement 14,912 Lill/ST Cold Water Coil 359,061 Balance 595,805 Additional Transfer request 954,866 Balance 380, 136 WHHS Cooling Tower 574,730 Balance Available Additional Needs 338,469 WHHS Paving 305,375 WHMS Paving (69,114) Additional funds left from various projects 4,382.90 Available from $750,000 appropriated for 2017-18 466.16 Available from LY's carryover amount 8,891.65 Available from NH Chiller/Control 2,411.48 Available from water heaters/Ang/HCH 1,487.08 Available from Fire Alarms HCHS 1,219.10 Available Intercom OMS (50,255.43) Projected amount needed to complete paving project Aaron L. Fleming, Ed.D. Superintendent Hamett County Schools (910) 893-8151 afleming@ hamett.k12.nc.u s 1 040218 HCBOC Page 43 AGENDA ITEM 6 April 2, 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 PLANNING BOARD There is one (1) vacancy for a member representing District 2 on this board. HARNETT COUNTY PUBLIC LIBRARY BOARD There is one ( 1) vacancy on this board. HOME AND COMMUNITY CARE BLOCK GRANT COMMITTEE There are three (3) vacancies on this committee. MID-CAROLINA AGING ADVISORY COMMITTEE There are two (2) vacancies on this committee. NC CAPITAL AREA METROPOLITAN PLANNING Organization (CAMPO) Hamett County currently has a vacancy for an Executive Board Alternate. Chairman Gordon Springle currently serves as an Executive Board Member. NURSING HOME COMMUNITY ADVISORY COMMITTEE There are two (2) vacancy on this board. Page 1 -Appointments 040218 HCBOC Page 44 Agenda Items __ 7 _____ _ Board Meeting Agenda Item MEETING DATE: April 2, 2018 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: 2018/2019 Nonprofit Funding Committee Recommendations REQUESTED BY: Nonprofit Funding Committee REQUEST: The Harnett County Nonprofit Funding Committee would like to present their recommendations for the 2018 /2019 funding year. (See attached) FINANCE OFFICER'S RECOMMENDATION: COUNTY MANAGER'S RECOMMENDATION: P:\BOC\agendafonn 2018.docx Page I of I 040218 HCBOC Page 45 Angier Food Pantry Buddy Backpack CareNet Counseling Disabled Veterans Habitat For Humanity Harnett County Sheriff PAL HIS Daily Bread Mission Serve NC Economic Assistance SAFE of Harnett County Special Olympics The Grace Connection Transitions Life Care Triangle South Literacy Veteran 's Legacy Foundation Total recommended 2018/2019 2018/2019 Nonprofit Funding Committee Recommendation $ 500 .00 $ 5,000.00 $ 2,500.00 $ 5,000.00 land donation $ 5,000.00 $ 2,500.00 $ 10,000.00 $ 1,000.00 $ 5,000.00 $ 10,000.00 $ 2,500.00 $ 2,500.00 $ 3,500.00 $ 5,000.00 $ 60,000 .00 040218 HCBOC Page 46