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102621 ws agenda packet WORK SESSION AGENDA Date: Tuesday, October 26, 2021 Time: 9:00 a.m. Location: Training Room 103A Harnett County Resource Center & Library 455 McKinney Parkway, Lillington Harnett County Board of Commissioners Page | 1 1. Call to order – Chairman Matthews 2. Pledge of Allegiance and Invocation – Vice Chairman Weatherspoon 3. Joint Meeting with Harnett County Board of Education and Redistricting Consultant concerning the 2021 Redistricting of Election Districts. 4. Public Hearing on Proposed Amendments to Harnett Regional Water’s Water and Sewer Ordinance. Following the public hearing, the Board may consider adopting the amendments. 5. Discuss Partial Demolition at 599 Airport Road, Barry Blevins 6. Discussion of Facility Rental Policies and Staffing Needs, Brian Haney 7. Discuss Resolution of Adoption Fort Bragg Regional Land Use Advisory Commission Bylaws Revisions, George Wood and Jay Sikes 8. Discuss the Renaming of Fort Bragg 9. County Manager’s Report- George Wood, Interim County Manager  November 1, 2021 Regular Meeting Agenda Review  Review applications to serve on Boards and Committees  Upcoming meetings and invitations 10. Closed Session 11. Adjourn CONDUCT OF THE OCTOBER 26, 2021 MEETING Pursuant to action taken by the Board of Commissioners at the October 12, 2021 Work Session this Work Session is a voting meeting. Live audio of the meeting will be streamed on the Harnett County Government’s YouTube Channel at https://www.youtube.com/channel/UCU7mTF6HTD65x_98EhAMeMg/featured. HCBOC WS 102621 Pg. 1 NOTICE OF A PUBLIC HEARING ON PROPOSED AMENDMENTS TO HARNETT REGIONAL WATER’S WATER & SEWER ORDINANCE NOTICE IS HEREBY GIVEN to all interested parties that the Har- nett County Board of Commissioners will consider amendments to Sections 27(g) and 29.1(b) of Harnett Regional Water’s Water & Sewer Ordinance. The proposed amendments will increase the number of water and/or sewer capacity allocations for land subdivi- sion developments from 100 lots to 200 lots. Additionally, any land subdivision developments that exceed 200 lots will be permitted to escrow system development fees for up to an additional 200 lots. If a minimum of 50% of a development’s planned building permits are not issued within 4 years from the receipt of the Authorization to Construct Permit from Harnett Regional Water/NC Department of Environmental Quality, Harnett Regional Water will reserve the right to rescind the unused capacity allocations. NOTICE IS HEREBY GIVEN that the Harnett County Board of Commissioners will meet on Tuesday, October 26, 2021, at 9:00a.m. in Training Room 103A of the Harnett County Resource Center & Library, located at 455 McKinney Parkway, Lillington, North Carolina, to hold a public hearing pursuant to North Carolina General Statute §160D-601, at which time all interested individuals will have an opportunity to express their views, orally or in writing, on the proposed above-referenced amendments. At that time, any person who wishes to be heard concerning the proposed amend- ments to Harnett Regional Water’s Water & Sewer Ordinance may appear before the board or may submit their comments in writing to mdcapps@harnett.org no later than 5:00 pm on Monday, Octo- ber 25th and comments will be read aloud during the meeting. Published: Friday, October 15, 2021 By: /s/ Melissa D. Capps Clerk to the Board of Commissioners County of Harnett, North Carolina 10/15/2021 HCBOC WS 102621 Pg. 2 Board Meeting Agenda Item MEETING DATE: October 26, 2021 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Text Amendment for Harnett Regional Water & Sewer Ordinance REQUESTED BY: Steve Ward, HRW Director REQUEST: This is a formal request for the Board to consider a text amendment to the HRW Water & Sewer Ordinance. The department is recommending changes to to the policy concerning water and sewer capacity allocations for land subdivision developments. The revised ordinance is enclosed for your review. Please place this item on the agenda at the next available meeting. FINANCE OFFICER’S RECOMMENDATION: COUNTY MANAGER’S RECOMMENDATION: HCBOC WS 102621 Pg. 3 AN ORDINANCE TO AMEND HARNETT REGIONAL WATER’S WATER & SEWER ORDINANCE REGARDING WATER AND SEWER CAPACITY ALLOCATIONS FOR SUBDIVISION DEVELOPMENTS WHEREAS, the Harnett County Board of Commissioners adopted the the Harnett Regional Water (“HRW”) Water & Sewer Ordinance for the purpose of regulating the use of water and sewer facilities operated by HRW and for the purpose of fixing rates, fees, and other charges and providing for collection of the same; and WHEREAS, the Harnett County Board of Commissioners desires to amend Sections 27(g) and 29.1(b) of the Water & Sewer Ordinance regarding water and sewer capacity allocations for land subdivision developments; and WHEREAS, the Harnett County Board of Commissioners held a public hearing on October 26, 2021 to hear from all interested individuals on the proposed amendments in accordance with § 160D-601 of the North Carolina General Statutes. NOW THEREFORE BE IT ORDAINED by the Harnett County Board of Commissioners that Section 27(g): Water and Sewer System Development Fees and Section 29.1(b): Capacity Allocation Determination of Harnett Regional Water’s Water & Sewer Ordinance shall be amended to read as indicated in the document attached hereto. This ordinance shall be effective upon its adoption. Adopted this the 26th day of October, 2021. THE HARNETT COUNTY COMMISSIONERS ________________________ W. Brooks Matthews, Chairman ATTEST: _________________________________ Melissa D. Capps, Clerk to the Board HCBOC WS 102621 Pg. 4 28 from the HRW Wastewater Division. Waste from septic tanks and portable toilets shall be accepted if it fully conforms with the Harnett County Sewer Use Ordinance. (f) Rates for persons living outside the District.Rates for persons living outside of Harnett County and served by HRW water lines owned or operated by HRW or a Districtshall be equal to rates for persons living inside Harnett County so long as no tax is levied within Harnett County for support ofthe system; if a tax is levied on users inside Harnett County for the purpose of supporting the water system, then the usersoutside Harnett County shall pay an increased rate.(g) Water and Sewer System Development Fees.System development fees are a charge or assessment for service imposed with respect to new development to fund costs ofcapital improvements necessitated by and attributable to such new development, to recoup costs of existing facilities whichserve such new development, or a combination of those costs. The term includes amortized charges, lump-sum charges, andany other fee that functions as described by this definition regardless of terminology.These charges are reasonable and necessary and result in a more equitable and economically efficient method of recovery ofsuch costs to handle new growth and to serve new customers without placing an additional financial burden on existingcustomers solely through inordinate enhancement of water and sewer rates. A Water System Development Fee of $2,000.00 anda Sewer System Development Fee of $2,500.00 per connection, lot and/or unit will be charged for all new water and/or sewerservices connecting to any water supply or distribution system and/or sewer collection system owned and/or operated by HRW.Determination of water and sewer system fees were accomplished per a system development fee analysis that met therequirements of N.C.G.S 162A-205 and is posted on HRW’s website for review. New commercial/industrial systemdevelopment fees will be accomplished through the method of equivalent residential unit using the estimated water and sewerusage needed for the development. All system development fees shall be paid to HRW per N.C.G.S 162A-213 in the manner setforth below: The system development fees for new land subdivision development shall be payable at the time of application fora building permit. In instances of any other new development to include commercial/industrial developments, the full balance ofthese fees shall be due at the time of application for connection of the individual unit of development or when HRW commits toprovide water and/or sewer service to the development, whichever occurs sooner.In instances where separate agreements are established for land subdivisions that exceed 200 lots, as described in section 29.1(b) below, these fees will be paid at the time of execution of the agreement and held in escrow until such time as the balance ofHCBOC WS 102621 Pg. 5 29said fees are drawn down when individual building permits are issued within the development. The fees held in escrow will always be drawn down prior to any individual payments for lots at the time of application for a building permit. If the rate of said fees established by the Harnett County Board of Commissioners increase or decrease while still in escrow then any material difference must be paid or likewise credited to the escrow when the building permit is issued. If for any reason HRW rescinds the capacity allocation, as described in section 29.1 (b) below then all remaining fees for lots without building permits issued still held in escrow will be refunded to the payee. (h)Plan Review FeesPlan review fees for extensions of HRW’s water and sewer systems shall consist of a $250.00 Preliminary Plan Review for allprojects and a $40.00 per lot and/or residential equivalent unit for all types of development. These fees cover plan review, on-site inspections, and one-year warranty inspections.Section 28. Connection to Existing Systems. In the event that HRW desires to connect its water distribution system to previously existing systems, all such systems must have the approval of the Division of Health Services, of the North Carolina Department of Human Resources before such connection may take place and all previously existing sources of water must be completely abandoned and rendered incapable of future water production. Section 29.1 Water and Sewer Extension in New Developments. Article V, Section 5.3 of the Harnett County Subdivision Regulations describes the basic conditions under which water and sewer extensions are required in HRW’s jurisdiction. HRW reserves the right to provide or not provide water and sewer extensions depending upon the availability of water and sewer capacity. The responsibility for extending water and sewer mains to and within new subdivisions or within other new developments lies with the subdivider or Developer, although HRW may in its discretion contract with the subdivider or Developer to install such water or sewer lines with HRW personnel. (a) Water and Sewer Plan Requirements.If a water distribution or sewer collection system is to be installed in a subdivision in HRW’s jurisdiction, and thesystem is to be assumed and maintained by HRW immediately upon completion of installation, a complete set ofconstruction plans must be provided for the proposed system. The plans shall be prepared by a N.C licensedprofessional engineer serving as the Engineer of Record for the development and shall have their seal and signaturewith the date on each plan. Water and sewer plans shall include a determination of the estimated water and sewerHCBOC WS 102621 Pg. 6 30capacity needed to serve the development based on NCDEQ design standards and shall consist of an overall composite plan, large scale individual plans with profiles as needed, detail sheets, grading plans, erosion control plans, specifications and calculations. Plans must also be submitted in electronic formats to include Computer Aided Design (CAD) and/or Portable Document Format (PDF). Plans will provide for the construction of water infrastructure from the point of connection with existing HRW water mains to the meter boxes of the properties to be served and for sewer infrastructure from the sewer clean out to the connection with existing HRW sewer mains. The plans must conform to HRW specifications, N.C. Administrative Code 15A Subchapter 2T Waste Not Discharged to Surface Waters and to Title 15A Subchapter 18C- Rules Governing Public Water Systems.. The engineer shall provide sealed as-built plans and location maps for all valves and hydrant locations upon construction completion. (b) Capacity Allocation DeterminationHRW reserves the right to impose minimum and/or maximum lot counts for each proposed phase within a new landsubdivision development to help adequately determine future water and/or sewer capacity allocations and to prohibitexcessive review and administrative overhead. Minimum lot counts will be determined on a case by case basisdepending upon the development. Land subdivision developments are limited to a maximum of two hundred (200) lotsor residential equivalent units. Land subdivision developments that consist of lots greater than two hundred (200) canrequest an additional water and/or sewer capacity allocation of up to two hundred (200 lots) for a maximum of fourhundred (400 lots) per development. This request requires a separate agreement with different requirements forpayment of water and sewer system development fees, as outlined in Section 27(g) Water and Sewer SystemDevelopment Fees. All water and/or sewer improvements within approved phases must be constructed and lots withinapproved phases must be recorded within two (2) years of receipt of the Authorization to Construct Permit fromHRW/NCDEQ. If a minimum of fifty percent (50%) of its planned building permits are not issued within four (4) yearsfrom the receipt of the Authorization to Construct Permit from HRW/NCDEQ, HRW reserves the right to rescind theunused amount of capacity for future use and begin the review process again in earnest to include updated plans andconstruction drawings from the Engineer of Record for the development. Supplementary phase construction requestsof a maximum of two hundred (200) lots of the same land subdivision development will be reviewed but not permittedfor construction until the above described conditions are met.(c) Shop Drawing Review.The developer’s Engineer of Record will review all shop drawings for conformance with HRW specifications prior tosubmittal to HRW. The shop drawing submittal to HRW shall include a cover letter by the developer’s Engineer ofRecord certifying conformance with HRW specifications and summarizing any exceptions or concerns relative toapproved drawings and/or HRW standards.HCBOC WS 102621 Pg. 7 HCBOC WS 102621 Pg. 8 HCBOC WS 102621 Pg. 9 HCBOC WS 102621 Pg. 10 HCBOC WS 102621 Pg. 11 HCBOC WS 102621 Pg. 12 MEMORANDUM To: Harnett County Board of Commissioners From: Brian Haney, Assistant County Manager Subject: Discussion of Facility Rental Policies and Staffing Needs Date: October 20, 2021 The purpose of this memo is to provide the Board with additional information related to the development of a policy governing the usage of the Harnett County Commons Area and Resource Center & Library Training Rooms. Following your work session on September 14, 2021, I distributed a questionnaire to each commissioner, asking them to list their preference for allowable uses for the Commons Area and RCL Training Rooms, along with their thoughts on which groups should or should not be charged a deposit and fees in order to use these spaces. I have taken the results of this questionnaire and used them to amend the current policy for the Commons Area to include the RCL Training Rooms. I have included a redlined version of the current policy, along with a clean version of the draft policy with this memorandum. Please review the draft policy and be prepared to discuss any additional questions you have or changes you wish to make at your October 26, 2021, work session. One question we would like the Board to consider is whether or not applicants who are exempt from paying the rental fee should also be exempt from paying any type of refundable deposit to reserve the space. As the draft policy states, the purpose of the refundable deposit is to provide assurance to the County that an applicant does not damage or abuse County facilities. Any costs incurred by the County to clean the facility or repair damage resulting from an applicant’s use is deducted from the deposit. Otherwise, the deposit is refunded to the applicant in full. Staff has expressed concerns that without a deposit, applicants may not have enough of an incentive to take proper care of the facility. One option could be that these groups could pay a lesser deposit in order to reserve the facility. Staffing Needs In terms of staffing, as I have noted previously, County staff do not currently have the capacity to implement this policy as proposed. The current policy requires that a “Facilities Manager” be on site for all events in the Commons, however this has not been happening due to staffing – instead, a Facilities Maintenance employee has been on call to address any issues that come up. Opening the RCL Training Rooms up for public use will add to this workload as the space is more complex than the Commons Area, both in terms of function and audio-visual capability. We believe that the proper implementation of this policy as the Board has directed will require additional work from Facilities Maintenance and IT. A member of the Facilities Maintenance staff should be on-site, particularly for non-County events. A member of the IT staff is required to manage technology when audio-visual capability is requested. Facilities Maintenance currently has two vacant part-time positions – one was responsible for maintenance duties at the Harnett County Courthouse and the other was created in order to provide supervision over the Commons Area. The employee who previously maintained the Courthouse retired July 15, 2021, and Facilities does not believe they will be able to find an adequate replacement to fill a part-time position. The position to supervise the Commons Area was filled briefly, however Facilities has been unable to keep this position staffed in its current form. In addition to these part-time positions, Facilities Maintenance requested an additional Facilities Maintenance Technician in the FY22 budget due to increased workload in the department and the opening of the new Resource Center & Library, however HCBOC WS 102621 Pg. 13 this position was not funded. We believe the following positions are needed to provide adequate staffing levels and to properly implement this policy: -Facilities Maintenance Technician (Grade 16 – Minimum Annual Salary & Benefits: $52,625) – This position would replace the two part-time positions Facilities currently has and would allow the department to continue maintaining the Harnett County Courthouse and address additional workload issues including the maintenance of the Resource Center & Library, the warranty for which will expire in February 2022. Facilities Maintenance currently has $25,107.21 available in part-time salaries, which could offset the cost of this position. The cost of funding this position for half a year is $26,313, requiring an additional $1,205.79 over what was budgeted in FY22. -Facilities Maintenance Assistant (Grade 14 – Minimum Annual Salary & Benefits: $48,146) – This position would primarily be responsible for managing/supervising the Commons Area and RCL Training Rooms. It would not need the technical knowledge of a Facilities Maintenance Technician and therefore, we felt this position could be hired at a lower grade based on its responsibilities. -Audio-Visual Technician/Trainer (Grade 20 – Minimum Annual Salary & Benefits: $59,239) – This position would primarily be responsible for managing audio-visual needs in the Commons Area and RCL Training Rooms, as well in the Resource Center & Library. This position was requested by IT in the FY22 budget, but was not funded. In addition to managing the above technology needs, this position would also provide technology training to County staff as the COVID-19 pandemic has resulted in considerably more technology use throughout our organization, and IT has frequently been called upon to provide support and technical assistance for these platforms. The Resource Center & Library also includes more technology than other County facilities, and as a result additional training is needed to allow staff to fully engage these enhancements for public benefit. At this time, staff recommends the Board consider approving the additional Facilities Maintenance Technician to replace the two part-time positions in Facilities Maintenance, as well as the Audio-Visual Technician/Trainer. As noted above, Facilities Maintenance has funding available for part-time salaries that could offset nearly all of the cost of funding a fulltime Facilities Maintenance Technician for the remainder of FY22. The Audio-Visual Technician/Trainer is also necessary due to the complexity of the RCL Training Rooms and other training needs within the Resource Center & Library and other facilities. We recommend deferring the additional Facilities Maintenance Assistant position until FY23 when it will likely come back before you as an expansion request in the FY23 budget. We will have additional information on the usage of the Commons Area and RCL Training Rooms to help inform this request. In the interim, Facilities Maintenance plans to distribute the responsibility of staffing afterhours events in these spaces among current staff. Please let me know if you have any questions regarding any of the above information. HCBOC WS 102621 Pg. 14 COUNTY OF HARNETT POLICIES GOVERNING THE USE OF THE HARNETT COUNTY COMMONS AREA OF THE COMMONS ROOM AREAAND HARNETT COUNTY RESOURCE CENTER & LIBRARY TRAINING ROOMS PURPOSE The purpose of this policy is to govern the use of the Harnett County Commons Area and the Harnett County Resource Center & Library (RCL) Training Rooms by County, County-affiliated and County-sponsored users; as well as by other organizations and individuals permitted to use these spaces by the Harnett County Board of Commissioners as authorized by this policy. The Commons Area is located at 309 West Cornelius Harnett Blvd., Lillington, between the Harnett County Health Department and Department of Social Services, and consists of an assembly room, lobby, lunchroom, and public restrooms. The capacity of the Commons Area assembly room is 202 persons. The assembly room includes audio- visual equipment. The RCL Training Rooms are located within the Harnett County Resource Center & Library at 455 McKinney Parkway, Lillington, and consist of a large room that may be subdivided to accommodate smaller meetings. The full capacity of the RCL Training Rooms is 546 persons. The capacity is 279 for Room 103A, 134 for Room 103B, and 133 for Room 103C. The Training Rooms include audio-visual equipment, which must be configured and operated by qualified County staff. The RCL Training Rooms are only available to non-County entities for the purpose of holding meetings and training events. The primary purposeuse of the County of Harnett Commons Room Arease spaces is primarily for the County Departmentsdepartments, Boards boards and Commissionscommissions, and staff use to allow them to carry out the functions of County governmentconduct their education programs and work with affiliated groups. The purpose of this statement is to insure ensure that the above-named persons and groups receive top priority in the scheduling of these facilities and to provide written policies when these spaces Commons Area isare used by other responsible, recognized nonprofit, civic, business or religious organizations in the community county for worthy community activities. This policy is applicable to the Harnett County Commons Room Area and RCL Training Rooms (including public restrooms, lunchroom and lobby area), and as well as the immediate grounds surrounding these complex areafacilities, including parking. SCHEDULING AND SUPERVISION OF COMMONS ROOM AREA The responsibility for both scheduling the Commons Room Area and RCL Training Rooms is assigned to Harnett County Parks & Recreation. Parks & Recreation staff is authorized to coordinate the scheduling of these facilities, and to assign entities to any available space based on event function, projected attendance, space availability, and the needs of the County. The responsibility for and supervising the use thereof of these spaces is assigned to Public BuildingsHarnett County Facilities Maintenance. . The County Manager, or his their designee, is authorized to refuse or cancel any use of the building which in his their opinion is not in the best interest of the public or the County. Any appeals of a refusal or cancellation must be directed to the County Manager. Similarly, the County Manager has the authority to allow other uses not expressly authorized within this policy in the event they determine that there is a public benefit for doing so and that such a use is not in conflict with this policy. Parks & Recreation staff is authorized to reassign scheduled events as needed in order to accommodate the needs of the County. If the County requires the use of the Commons Room Area or RCL Training Rooms during the time an individual or organizationapplicant has reserved itthem, the individual or organizationapplicant will be notified of the conflict as soon as possible. Parks & Recreation staff will do their best to find suitable accommodations for the HCBOC WS 102621 Pg. 15 applicant in another County space. In the event a suitable alternative cannot be found, Any any deposit or fees will be refunded, if applicable, within 30 days. Such refund normally takes at least fourteen (14) days. OPERATING PROCEDURES 1. The Commons Room Area and RCL Training Rooms is are available for meetings between the hours of 8:30 a.m. and 410:30 00 p.m., Monday through SundaySaturday, and 6:00 p.m. to 12:00 p.m. on weekday nights and Saturday night. If you are using the facility during the weekdays, you must conclude your meeting and vacate the premises by 4:30 p.m. in order to allow staff time to secure the building prior to departure. 2. Use of these facility facilities does not include any other portion of the building in which they are located, with the exception of the public restrooms. The lobby areas immediately outside of these rooms may be used only for registration purposes, using not more than two (2) tables that do not block the doors. The capacity of the Commons Room Area is 202 persons. 2.3. A Facilities Maintenance staff member must be on duty at all times to supervise any event hosted by a non- County applicant. In the event audio-visual capability is requested, an IT staff member will make sure audio-visual is set up and functioning properly, and may be required to be on duty during the event to assist with technical issues. 3.4. A request for scheduling must be made by written application using the form at the end of this policy and must be submitted at least two (2) weeks prior to the date of use. See Form attached.Requests from non- County applicants will not be scheduled more than six (6) months prior to the date of an event. 4.5. The appropriate rental fees and a deposit, if applicable, are required when applications are submitted for approval. A Facilities Manager must be on duty at all times when the Commons Room Area is in use. This fee is mandatory. 5.6. For a full refund of the fees and deposit, cancellation must be received at least seven (7) days prior to scheduled the date of use. This deadline does not apply in the event the County must cancel a scheduled event due to a conflict, or due to unforeseen circumstances not due to the fault of the applicant. 7. Use of these facility facilities does not obligate the County to provide any equipment not currently assigned to designated areas. Furnishings may not be removed from these this facility facilities under any circumstances. . 8. Requests for equipment including audio-visual and IT assistance, and all fees must be made at the time of request of the facilityreservation. . 6.9. The use of decorations is strictly limited to table or easel arrangements. Any decorations must meet the approval of the County Fire Marshal. Nothing shall be attached in any manner to any other surface. 7.10. Smoking inside any building or within fifty (50) feet of any building is prohibited by law. 11. Anyone who serves food or a catered meal in the Commons Area is responsible for removing all associated trash from the premises. Food and drink may only be served and consumed in the kitchen and large assembly area of the Commons Area. Food is not permitted in the RCL Training Rooms by non-County Applicants . HCBOC WS 102621 Pg. 16 12. Anyone having an event catered must ensure the caterer has obtained all the appropriate permitting from the Harnett County Health Department. 8.13. ALCOHOL IS STRICTLY PROHIBITED.Alcohol is strictly prohibited. 9.14. No private or public dances, birthday parties, reunions, or other similar social functions shall be allowed. 10.15. No charge shall be levied by the user against their participants except that amount necessary to cover cost incurred. It is not the purpose of this policy to allow individuals to rent facilities for personal profit. 11.16. Parking is permitted in the designated parking areas only. No parking is permitted on the grass. Applicants are responsible for orderly parking. Any damage to County grounds resulting from improper use will be the Applicant’s applicant’s responsibility. 17. No concealed weapons are permitted on posted County property. 18. .Pets are strictly prohibited from entering the Commons Area and RCL Training Rooms, with the exception of service animals. 19. The use of open fire is strictly prohibited in the Commons Area and RCL Training Rooms; any damage caused by fire will be billed against the individual or organization’s deposit. 12.20. Individuals and organizations should adhere to all local noise ordinances. Any noise complaints issued to the individual or organization will be the responsibility of the event host and the applicant will hold County of Harnett harmless in all actions resulting from said ordinance violation. 21. If the user applicant does not conclude their function in a timely fashion, applicable deductions will may be made from the deposit and the applicant may not be permitted to use County facilities in the future. 13.22. Occupancy codes set forth by the Fire Marshal must be adhered to in accordance with County policy. 23. Groups and individuals using the Commons Room Area and RCL Training Rooms are responsible for their behavior and compliance with local, County, State, and Federal Laws and Regulations. Failure to comply with any of the above mentioned Operating Procedures will result in the forfeiture of the deposit and/or future usage of said County facilityfacilities. Further, the groups and individuals are liable for any damage to the Commons Room Areathese County facilities or any injuries or damages sustained by any individual or organization during the rental period, and, by signature on the application, agrees to indemnify and save harmless the County of Harnett, its officials, employees and volunteers from any and all loss or damage resulting from or arising out of the rental and use of the Commons Room Area, and immediate grounds surrounding the complex area, including parking. 14.24. Applicants should contact Harnett County Parks & Recreation immediately if there is any change to their reservation. 15. Rental Fee Schedule Formatted: Font: Not Bold, No underline HCBOC WS 102621 Pg. 17 DEPOSIT AND RENTAL FEES It is the direction of the Harnett County Board of Commissioners that as County facilities, the Commons Area and RCL Training Rooms be made available for use by responsible, recognized nonprofit, civic, business or religious organizations in the county for worthy community activities, however there is also a cost to the County and county taxpayers to operate these facilities. Furthermore, the County has a responsibility to ensure these facilities are used appropriately and that they are not damaged or abused. As such, the County has established the following deposit and rental fee amounts for the use of these facilities. - A $250 refundable deposit is due at the time of application. The refundable deposit is intended to provide some assurance to the County that an applicant does not damage or abuse County facilities. Following each event, The Facilities Maintenance Manager or their designated staff will determine whether the facility has been properly cleaned and left in the same condition in which it was found prior to the event. Any costs incurred by the County to clean the facility or repair damage resulting from the applicant’s use will be deducted from the deposit. If no issues are identified, the deposit will be refunded to the applicant in full. The Facilities Maintenance Manager will inform Parks & Recreation staff of their assessment and a refund will be issued, if applicable, within 30 days. - A rental fee of $60 per hour is due at the time of application. The rental fee is intended to cover the costs of operating these facilities, including Parks & Recreation, Facilities Maintenance, and IT staff time; utility costs; and general wear and tear. This fee is not refundable. o If the Commons Area Lunchroom is rented independently from the assembly room, a rental fee of $30 per hour will be charged. Payment may be made in cash, or by check or credit card. Checks must be made payable to “County of Harnett”. Exceptions: The following group classifications are exempted from having to pay the above deposit and rental fee: - Harnett County departments, boards and committees, and staff conducting county business - County-affiliated or County-sponsored organizations - Other local, state, and federal government organizations - Recognized 501(c)(3) nonprofit organizations - Recognized political parties In the event an applicant who is exempted from having to pay a deposit and rental fee does not adhere to this policy, or it is found that they did not properly clean or damaged the facility, the applicant will be responsible for any costs incurred by the County and may be banned from using County facilities in the future. Fee waivers: The County Manager has the authority to waive fees for non-exempted applicants in the event they determine that there is public benefit for doing so. It is the intent of this policy to direct that such action should be applied consistently. Similarly, the County Manager has the authority to allow other uses not expressly allowed within this policy in the event they determine that there is a public benefit for doing so and that such a use is not in conflict with this policy. Deposit: $250.00 – Deposit due at the time of application. $50.00 – (per hour) Room Rental Fee due on or before the day of event. Payment shall be made in cash or by cashier’s check. The Rental Fee covers the cost of the use of the Commons Room Area, plus a Facilities Manager at the event. The County requires the use of the Facilities Manager for each event without exception. The Deposit will be held until the Facilities Manager determines whether the Commons Rooms Area was properly cleaned and left in the same condition in which it was found prior to the event. The Facilities Formatted: List Paragraph, Bulleted + Level: 1 +Aligned at: 0.25" + Indent at: 0.5" HCBOC WS 102621 Pg. 18 Manager will inform Public Buildings of his decision the following day. Any refund may take up to ____ days to process. Additional Rental Fees: When applicable, due at the time of application submission IT/Audio-Visual: Please see the Fee Schedule for services which will be due at the time of application Cleaning Fee: $250.00 Table and Chair Setup/Take Down: $182.00 Security: At the discretion of the County Manager or his designee, security personnel may be required. HCBOC WS 102621 Pg. 19 Date received: ________ COUNTY OF HARNETT COMMONS ROOM AREA AND RCL TRAINING ROOM SCHEDULE REQUEST (Please Print or Type Information) Name of Group/Organization: _______________________________________________ Name of Person Responsible: ___________________________________________________________ Mailing Address: _____________________________________________________________________ Telephone Number: Home: ________________________ Work: ___________________________ Day and Date Requested: ______________________________________________________________ Time (including set up/take down): From: ___________(a.m.) (p.m.) To: ____________(a.m.) (p.m.) Number of People in Group: ______________________ Catered Event: ________________________ Purpose of the Use (in detail): _________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Need for pre-event preparations: Using Audio/visual equipment? ____________________ Scheduled Date of Training _____________ Room Set-Up (use diagram on back): ______________________________________________________ Rental Fee: Amount: ____________ Date Paid: ____________ Method of Payment: _____________ Deposit: Amount: ____________ Date Paid: ___________ Method of Payment: _____________ Additional Fees: Amount:____________ Date Paid:____________ Method of Payment:______________ I hereby certify that I am at least 18 years of age and the authorized and responsible representative of the applicant and that the above statements are true to the best of my knowledge. I have received and read a copy of the rules and regulations governing the use of the Commons Room Area and RCL Training Rooms, and that our group will comply with regulations, policies and fees governing the use of the facility being requested. I further understand that the applicant is liable for any damage to the Commons Room AreaCounty facilities or any injuries or damages sustained by any individual or organization during the rental period. By my signature below this applicant agrees to indemnify and save harmless the County of Harnett, its officials, employees, agents and volunteers from any and all losses, fees, costs, damages, and all other expenses or liabilities of any kind resulting from or arising out of the rental and use if of the Commons Room AreaCounty of Harnett facilities, and immediate grounds surrounding the complex area, including parking. Signed: _____________________________________________ Date: ___________________________ HCBOC WS 102621 Pg. 20 COUNTY OF HARNETT POLICIES GOVERNING THE USE OF THE HARNETT COUNTY COMMONS AREA AND HARNETT COUNTY RESOURCE CENTER & LIBRARY TRAINING ROOMS PURPOSE The purpose of this policy is to govern the use of the Harnett County Commons Area and the Harnett County Resource Center & Library (RCL) Training Rooms by County, County-affiliated and County-sponsored users; as well as by other organizations and individuals permitted to use these spaces by the Harnett County Board of Commissioners as authorized by this policy. The Commons Area is located at 309 West Cornelius Harnett Blvd., Lillington, between the Harnett County Health Department and Department of Social Services, and consists of an assembly room, lobby, lunchroom, and public restrooms. The capacity of the Commons Area assembly room is 202 persons. The assembly room includes audio- visual equipment. The RCL Training Rooms are located within the Harnett County Resource Center & Library at 455 McKinney Parkway, Lillington, and consist of a large room that may be subdivided to accommodate smaller meetings. The full capacity of the RCL Training Rooms is 546 persons. The capacity is 279 for Room 103A, 134 for Room 103B, and 133 for Room 103C. The Training Rooms include audio-visual equipment, which must be configured and operated by qualified County staff. The RCL Training Rooms are only available to non-County entities for the purpose of holding meetings and training events. The primary p urpose of these spaces is for County departments, boards and commissions, and staff use to allow them to carry out the functions of County government. The purpose of this statement is to ensure that the above- named persons and groups receive priority in the scheduling of these facilities and to provide written policies when these spaces are used by other responsible, recognized nonprofit, civic, business or religious organizations in the county for worthy community activities. This policy is applicable to the Harnett County Commons Area and RCL Training Rooms, as well as the immediate grounds surrounding these facilities, including parking. SCHEDULING AND SUPERVISION The responsibility for scheduling the Commons Area and RCL Training Rooms is assigned to Harnett County Parks & Recreation. Parks & Recreation staff is authorized to coordinate the scheduling of these facilities, and to assign entities to any available space based on event function, projected attendance, space availability, and the needs of the County. The responsibility for supervising the use of these spaces is assigned to Harnett County Facilities Maintenance. The County Manager, or their designee, is authorized to refuse or cancel any use of the building which in their opinion is not in the best interest of the public or the County. Any appeal of a refusal or cancellation must be directed to the County Manager. Similarly, the County Manager has the authority to allow other uses not expressly authorized within this policy in the event they determine that there is a public benefit for doing so and that such a use is not in conflict with this policy. Parks & Recreation staff is authorized to reassign scheduled events as needed in order to accommodate the needs of the County. If the County requires the use of the Commons Area or RCL Training Rooms during the time an applicant has reserved them, the applicant will be notified of the conflict as soon as possible. Parks & Recreation staff will do their best to find suitable accommodations for the applicant in another County space. In the event a suitable alternative cannot be found, any deposit or fees will be refunded, if applicable, within 30 days. HCBOC WS 102621 Pg. 21 OPERATING PROCEDURES 1. The Commons Room and RCL Training Rooms are available for meetings between the hours of 8:30 a.m. and 10:00 p.m., Monday through Saturday. 2. Use of these facilities does not include any other portion of the building in which they are located, with the exception of the public restrooms. The lobby areas immediately outside of these rooms may be used only for registration purposes, using not more than two (2) tables that do not block the doors. 3. A Facilities Maintenance staff member must be on duty at all times to supervise any event hosted by a non- County applicant. In the event audio-visual capability is requested, an IT staff member will make sure audio-visual is set up and functioning properly, and may be required to be on duty during the event to assist with technical issues. 4. A request for scheduling must be made by written application using the form at the end of this policy and must be submitted at least two (2) weeks prior to the date of use. Requests from non-County applicants will not be scheduled more than six (6) months prior to the date of an event. 5. The appropriate rental fees and a deposit, if applicable, are required when applications are submitted for approval. 6. For a full refund of the fees and deposit, cancellation must be received at least seven (7) days prior to the date of use. This deadline does not apply in the event the County must cancel a scheduled event due to a conflict, or due to unforeseen circumstances not due to the fault of the applicant. 7. Use of these facilities does not obligate the County to provide any equipment not currently assigned to designated areas. Furnishings may not be removed from these facilities under any circumstances. 8. Requests for equipment including audio-visual must be made at the time of reservation. 9. The use of decorations is strictly limited to table or easel arrangements. Any decorations must meet the approval of the County Fire Marshal. Nothing shall be attached in any manner to any other surface. 10. Smoking inside any building or within 50 feet of any building is prohibited by law. 11. Anyone who serves food or a catered meal in the Commons Area is responsible for removing all associated trash from the premises. Food and drink may only be served and consumed in the kitchen and large assembly area of the Commons Area. Food is not permitted in the RCL Training Rooms by non-County Applicants. 12. Anyone having an event catered must ensure the caterer has obtained all the appropriate permitting from the Harnett County Health Department. 13. Alcohol is strictly prohibited. 14. No private or public dances, birthday parties, reunions, or other similar social functions shall be allowed. 15. No charge shall be levied by the user against their participants except that amount necessary to cover cost incurred. It is not the purpose of this policy to allow individuals to rent facilities for personal profit. HCBOC WS 102621 Pg. 22 16. Parking is permitted in designated parking areas only. No parking is permitted on the grass. Applicants are responsible for orderly parking. Any damage to County grounds resulting from improper use will be the applicant’s responsibility. 17. No concealed weapons are permitted on posted County property. 18. Pets are strictly prohibited from entering the Commons Area and RCL Training Rooms, with the exception of service animals. 19. The use of open fire is strictly prohibited in the Commons Area and RCL Training Rooms; any damage caused by fire will be billed against the individual or organization’s deposit. 20. Individuals and organizations should adhere to all local noise ordinances. Any noise complaints issued to the individual or organization will be the responsibility of the event host and the applicant will hold County of Harnett harmless in all actions resulting from said ordinance violation. 21. If the applicant does not conclude their function in a timely fashion, applicable deductions may be made from the deposit and the applicant may not be permitted to use County facilities in the future. 22. Occupancy codes set forth by the Fire Marshal must be adhered to in accordance with County policy. 23. Groups and individuals using the Commons Area and RCL Training Rooms are responsible for their behavior and compliance with local, County, State, and Federal Laws and Regulations. Failure to comply with any of the above mentioned Operating Procedures will result in the forfeiture of the deposit and/or future usage of County facilities. Further, the groups and individuals are liable for any damage to these County facilities or any injuries or damages sustained by any individual or organization during the rental period, and, by signature on the application, agrees to indemnify and save harmless the County of Harnett, its officials, employees and volunteers from any and all loss or damage resulting from or arising out of the rental and use of the Commons Room Area, and immediate grounds surrounding the complex area, including parking. 24. Applicants should contact Harnett County Parks & Recreation immediately if there is any change to their reservation. DEPOSIT AND RENTAL FEES It is the direction of the Harnett County Board of Commissioners that as County facilities, the Commons Area and RCL Training Rooms be made available for use by responsible, recognized nonprofit, civic, business or religious organizations in the county for worthy community activities, however there is also a cost to the County and county taxpayers to operate these facilities. Furthermore, the County has a responsibility to ensure these facilities are used appropriately and that they are not damaged or abused. As such, the County has established the following deposit and rental fee amounts for the use of these facilities. - A $250 refundable deposit is due at the time of application. The refundable deposit is intended to provide some assurance to the County that an applicant does not damage or abuse County facilities. Following each event, The Facilities Maintenance Manager or their designated staff will determine whether the facility has been properly cleaned and left in the same condition in which it was found prior to the event. Any costs incurred by the County to clean the facility or repair damage resulting from the applicant’s use will be deducted from the deposit. If no issues are identified, the deposit will be refunded to the applicant in full. The Facilities Maintenance Manager will inform Parks & Recreation staff of their assessment and a refund will be issued, if applicable, within 30 days. HCBOC WS 102621 Pg. 23 - A rental fee of $60 per hour is due at the time of application. The rental fee is intended to cover the costs of operating these facilities, including Parks & Recreation, Facilities Maintenance, and IT staff time; utility costs; and general wear and tear. This fee is not refundable. o If the Commons Area Lunchroom is rented independently from the assembly room, a rental fee of $30 per hour will be charged. Payment may be made in cash, or by check or credit card. Checks must be made payable to “County of Harnett”. Exceptions: The following group classifications are exempted from having to pay the above deposit and rental fee: - Harnett County departments, boards and committees, and staff conducting county business - County-affiliated or County-sponsored organizations - Other local, state, and federal government organizations - Recognized 501(c)(3) nonprofit organizations - Recognized political parties In the event an applicant who is exempted from having to pay a deposit and rental fee does not adhere to this policy, or it is found that they did not properly clean or damaged the facility, the applicant will be responsible for any costs incurred by the County and may be banned from using County facilities in the future. Fee waivers: The County Manager has the authority to waive fees for non-exempted applicants in the event they determine that there is public benefit for doing so. It is the intent of this policy to direct that such action should be applied consistently. Similarly, the County Manager has the authority to allow other uses not expressly allowed within this policy in the event they determine that there is a public benefit for doing so and that such a use is not in conflict with this policy. HCBOC WS 102621 Pg. 24 Date received: ________ COUNTY OF HARNETT COMMONS AREA AND RCL TRAINING ROOM SCHEDULE REQUEST (Please Print or Type Information) Name of Group/Organization: _______________________________________________ Name of Person Responsible: ___________________________________________________________ Mailing Address: _____________________________________________________________________ Telephone Number: Home: ________________________ Work: ___________________________ Day and Date Requested: ______________________________________________________________ Time (including set up/take down): From: ___________(a.m.) (p.m.) To: ____________(a.m.) (p.m.) Number of People in Group: ______________________ Catered Event: ________________________ Purpose of the Use (in detail): _________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Need for pre-event preparations: Using Audio/visual equipment? ____________________ Room Set-Up (use diagram on back): ______________________________________________________ Rental Fee: Amount: ____________ Date Paid: ____________ Method of Payment: _____________ Deposit: Amount: ____________ Date Paid: ___________ Method of Payment: _____________ Additional Fees: Amount:____________ Date Paid:____________ Method of Payment:______________ I hereby certify that I am at least 18 years of age and the authorized and responsible representative of the applicant and that the above statements are true to the best of my knowledge. I have received and read a copy of the rules and regulations governing the use of the Commons Area and RCL Training Rooms, and that our group will comply with regulations, policies and fees governing the use of the facility being requested. I further understand that the applicant is liable for any damage to County facilities or any injuries or damages sustained by any individual or organization during the rental period. By my signature below this applicant agrees to indemnify and save harmless the County of Harnett, its officials, employees, agents and volunteers from any and all losses, fees, costs, damages, and all other expenses or liabilities of any kind resulting from or arising out of the rental and use of County of Harnett facilities, and immediate grounds surrounding the complex area, including parking. Signed: _____________________________________________ Date: ___________________________ HCBOC WS 102621 Pg. 25 HCBOC WS 102621 Pg. 26 HCBOC WS 102621 Pg. 27 HCBOC WS 102621 Pg. 28 HCBOC WS 102621 Pg. 29 HCBOC WS 102621 Pg. 30 HCBOC WS 102621 Pg. 31 HCBOC WS 102621 Pg. 32 HCBOC WS 102621 Pg. 33 HCBOC WS 102621 Pg. 34 HCBOC WS 102621 Pg. 35 HCBOC WS 102621 Pg. 36 HCBOC WS 102621 Pg. 37 HCBOC WS 102621 Pg. 38 HCBOC WS 102621 Pg. 39 HCBOC WS 102621 Pg. 40 HCBOC WS 102621 Pg. 41 HCBOC WS 102621 Pg. 42 HCBOC WS 102621 Pg. 43 HCBOC WS 102621 Pg. 44 RESOLUTION OF ADOPTION FORT BRAGG REGIONAL LAND USE ADVISORY COMMISSION BYLAW REVISIONS WHEREAS, The Fort Bragg Regional Land Use Advisory Commission (RLUAC) was established in 1991 at the conclusion of the Joint Land Use Study to serve as a regional forum to advance planning and communication between the military bases and the surrounding local governments; and WHEREAS, RLUAC was established in 1991 under the authority of NCGS 160A-461 for the purpose of interlocal cooperation and was subsequently incorporated as a 501(c)3 membership-based non-profit organization in 2004; and WHEREAS, RLUAC is the leading advocate for coordination and collaboration between Fort Bragg and local governments on issues related to compatible growth and environmental sustainability in the North Carolina Sandhills region; and WHEREAS, Harnett County is a member of RLUAC; and WHEREAS, On November 19, 2020, and on August 19, 2021, RLUAC approved amendments to modernize its governance structure and implement the organization's strategic plan; and WHEREAS, Approval of two-thirds of the local government members of the Commission is needed to officially amend the bylaws. NOW, THEREFORE, BE IT RESOLVED, that the Board of Commissioners of Harnett County hereby approves the revised RLUAC Bylaws as amended on November 19, 2020 and on August 19, 2021 at the quarterly membership meetings of RLUAC. Adopted this___ day of November, 2021, by the Board of Commissioners of Harnett County. HARNETT COUNTY BOARD OF COMMISSIONERS By: ___________________________________________ W. Brooks Matthews, Chairman Attest: _____________________________________ Melissa Capps, Clerk HCBOC WS 102621 Pg. 45