THE BOARD OF
COUNTY COMMISSIONERS
DURHAM, NORTH CAROLINA
Monday, February 2, 2004
9:00 A.M. Worksession
AGENDA
1. Citizen
Comments?Ralph McKinney Jr. 5 min.
2. Citizen
Comments?Felicia McNeil 5 min.
3. Citizen Comments?Ephesus Church Road Sewer 15 min.
The following citizens have requested
time on the agenda to speak to the County Commissioners regarding the sewer on
Ephesus Church Road:
Ella Woods
Lillian Roberts
Mary R. Hart
Atty. Charles Day
Isaac Woods
4. Citizen Comments?Melvin Whitley 5 min.
5. Time
Warner Cable Presentation 15 min.
6. Quarterly
M/WBE Report on American Tobacco Project 15 min.
Officials from Capitol Broadcasting
Corporation (CBC) will provide a report about the status of the American
Tobacco Project and the M/WBE results achieved to date. The project represents a guaranteed minimum
private investment of $54 million.
CBC?s agreement with the County requires compliance with the County?s
M/WBE Ordinance, including the provision of quarterly reports as the project
progresses. Reports must include
verifiable percentage goals; type and total dollar value of projects; minority
business utilization by minority business category for each project; and the
applicable good faith guidelines or rules used to recruit M/WBE participation.
7. Advertising
of Tax Liens 15 min.
8. 9-1-1
Departmental and Surcharge Status Report 30 min.
Durham Emergency Communications Center
will make a presentation to the Board of County Commissioners outlining the
management changes that have occurred within the department and plans for expenditures
from the surcharge.
9. Interlocal
Reconciliations 15 min.
The Finance
Department requests that the BOCC approve the transfer of $148,417 from the
contingency fund and $349,327 from the 911-surcharge fund for payment of outstandings due under the 1996
through 1999 interlocal agreements with the City of Durham. These funds,
which total $497,745, are described below:
|
|
FY95-96
|
FY96-97
|
FY97-98
|
FY98-99
|
|
Emergency Comm. GF
|
51,432
|
97,839
|
(35,534)
|
(23,104)
|
|
Emergency Comm. Surcharge
|
(520,633)
|
690,514
|
103,869
|
75,576
|
|
Civic Center
|
(44,382)
|
(37,188)
|
(48,872)
|
23,782
|
|
Emergency Management
|
46,797
|
|
|
7,004
|
|
Planning Department
|
64,157
|
14,259
|
192,708
|
94,639
|
|
Inspections Department
|
(22,790)
|
(47,355)
|
(36,177)
|
(3,106)
|
|
GIS
|
|
|
|
9,290
|
|
Landfill Tipping Fee
|
95,648
|
(70,240)
|
(53,308)
|
|
|
Sales Tax Audit
|
|
|
(65,472)
|
|
|
TMA Tax Revenue Audit
|
|
|
(52,028)
|
|
|
Youth Coordinating Board
|
|
|
(1,857)
|
6,464
|
|
Payments
|
|
|
|
(117,138)
|
|
Total
**
|
$ (329,771)
|
$ 647,829
|
$ 3,329
|
$ 73,407
|
** ( ) = Due
to County from the City
without ( ) = Due from County to the City
Total
Interlocals $
394,794
800 MHZ Radios
$ 102,951
Total
due to City $ 497,745
The $102,951
payment for 800 MHZ Radios is an amount due to
the City and authorized for payment by the
BOCC in FY 99, but was never paid.
The amount results from a $687,451 bill charged incorrectly to
the Emergency Telephone System Fund rather
than to the General Fund during FY 98 and a $584,500 charge to the General Fund
in FY 96 that should have been charged to the
Emergency Telephone Fund (revealed in a FY 98 Internal Audit).
The $102,951
balance due the Emergency Telephone Fund was
due to be paid during FY 99, but was not, and
is part of this request.
It should be
noted that the City of Durham has netted our payment ($497,745) against the
amount due Durham County ($583,431?Agreed Upon
Procedure Audit/Utilities Audit) and forwarded to Durham County the difference
($85,686). Release of the above-mentioned
funds is necessary to close the transactions on the County books. With the closing of this transaction, all reconciliation of interlocals will be complete through
FY 2002.
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12. ERP
Project ? Final Vendor Selection 15
min.
On December 22, 2003, the ERP Committee
informed the Board of County Commissioners that it had reduced the possible
choices of venders to three: Peoples Software, Munis, and Siemens SAP. The committee also indicated that the cost
of the project could be as high as $3,600,000.
The committee has now completed the process and is prepared to recommend
Siemens SAP at a cost of $3,425,000.
This vender was the unanimous choice of the committee. Siemens SAP met
the requirements of all the stakeholders, was not the most expensive, was user
friendly and had very positive recommendations from its current users. The conversion is projected to be a 54-week
process. The budget for FY 2005 will
reflect the additional temporary manpower needed to complete the conversion.
As such, the committee recommends
approval of the selection and authorization for the Manager to sign the
appropriate contracts to move the process forward.
RESOURCE PERSON(S): George K.
Quick, Finance Director
COUNTY MANAGER?S RECOMMENDATION: The
Manager recommends that the Board receive the presentation and place the
recommendation by the ERP Committee on the Consent Agenda for the February 9,
2004 Commissioners? meeting.
13. Consideration of Ethics Policy and
Rules of Procedure 20 min.
The Board is requested to review the
current Ethics Policy and Rules of Procedure to determine if changes are
needed. The County Attorney has made
suggested revisions to the current Ethics Policy. The current laws regulating bidding were revised in 2002. The Ethics Policy must conform to existing
state statutes.
14. Consent Agenda 25 min.
The County Manager recommends that
the Board suspend the rules to approve the following consent agenda items:
b. Purchase of Vehicles for the
Department of General Services, Animal Control, and the Sheriff?s Office (IFB
No. 04-015) (authorize the County Manager to enter into a contract with
University Ford Inc. for $518,867.68);
d. Declaration of Surplus Personal Property
and Approval of Resolution to Donate to Nonprofit Corporations (declare the
personal property as surplus; authorize the donation of the personal property
to the Partnership for a Drug Free North Carolina Inc., the Freedom House Inc.,
and Coastal Horizons Inc. on the condition that said property be used for a
public purpose; authorize the County Manager to enter into an agreement which
reflects the terms of the conveyance as set forth herein);
e. Standard Non-Reimbursable Contract for
the Extension of the County Sanitary Sewer System (Alexander Crossing?Phases 2,
3, & 4) (authorize the County Manager to execute the Utility Contract for
this addition to the County sanitary sewer system);
f. Declaration of Surplus Personal
Property and Approval of Resolution to Sale to Another Governmental Unit (declare
the personal property as surplus, authorize the sale of the personal property
to Orange-Person-Chatham Mental Health Area Authority in the amount of
$10,494.00, and authorize the County Manager to enter into an agreement which
reflects the terms and conditions of the sale);
g. Lease Amendment and Subleases for 102 East
Main Street (approve the lease amendment for 102 East Main Street and the two
subleases for Carolyn Cordasco and Coastal Horizons Center Inc. for a portion
of the overall leased space; authorize the County Manager to execute the lease
amendment and both subleases);
h. Lease for DACCA Location at the Child Care
Resource Center (approve the contract with CCSA for a 10-year lease agreement
in the new Child Care Resource Center);
i. Reimbursement
Resolution for YMCA Project (adopt the resolution so that the County can reimburse
itself from the bond proceeds of the two-thirds bonds);
j. Capital Project Ordinance Amendment
No. 04CPA000008 and Contract Approval for a Reused Wastewater Capital Project
Study (approve Capital Project Ordinance Amendment No. 04CPA000008 to
establish the Reused Wastewater Capital Project in the amount of $100,000; authorize the Manager to execute a
contract with Camp Dresser and McKee for the Reused Wastewater Capital Project
Study at a cost not to exceed $75,500);
k. Welcome Baby Position Assignments
(authorize the assignment of three
part-time provisional positions to Cooperative Extension, Welcome Baby and
direct Human Resources to classify the noted positions); and
15a.Closed Session* 45 min.
The
Board is requested to adjourn to closed session in order to preserve the
attorney-client privilege and to discuss Brannon v. County, 03 CVS 14432
pursuant to G.S. § 143-318.11(a)(3).
15. Amendments to the
2000-2005 Durham Consolidated Plan and the
FY 2001-2002, 2002-2003, and 2003-2004 Consolidated Action Plans
20 min.
The City of Durham Department of Housing
and Community Development requests that the Board of County Commissioners, having
held a public hearing regarding an amendment to the 2003-2004 Consolidated
Action Plan on December 8, 2003, and having received citizen comments on how
City-County HOME Consortium funds can be used to address housing needs in
Durham, adopt Amendments to the
2000-2005 Durham Consolidated Plan and the FY 2001-2002, 2002-2003, and
2003-2004 Consolidated Action Plans.
Staff
from the City of Durham Department of Housing and Community Development has
reviewed this request and recommends adoption.
RESOURCE PERSON(S): Katherine
Simmons, Associate Director, City of Durham Housing and Community Development,
and Vickie Miller, Planning and Development Officer
COUNTY MANAGER?S RECOMMENDATION: The County Manager recommends that
the Board discuss Amendments to the 2000-2005 Durham Consolidated Plan and the
FY 2001-2002, 2002-2003, and 2003-2004 Consolidated Action Plans and take
action as it deems appropriate.
16. Budget
Ordinance Amendment No. 04BCC000044 and Capital Project Ordinance Amendment No.
04CPA000007?Establish the ERP Capital Project and Approve the Recommended
Financing of the Project
15 min.
On January 22, 2004, the bids for the
financing of the new financial software and related hardware were opened. The Board of County Commissioners is being requested
to approve the recommended bid.
In addition, the Board is being
requested to approve a General Fund fund balance appropriation for $3,425,000,
to allow the County to set up the capital project and to enter into a contract
for conversion of its financial system to SAP/Siemens. This approval will provide the funds needed
to bridge the period between February 10, 2004 and closing of the
above-mentioned loan that will actually fund the purchase. At this worksession, the proposed contract
for the purchase of the Financial System will be recommended for approval at
the February 9, 2004 meeting. The
vender has agreed to hold the negotiated price until February 10, 2004.
RESOURCE PERSON(S): George K.
Quick, Finance Director
COUNTY MANAGER?S RECOMMENDATION:
The County Manager recommends that the Board suspend the rules and approve the
recommended financing bid for the project.
In addition, approve Budget Ordinance Amendment No. 04BCC000044 and the
Capital Project Ordinance Amendment No. 04CPA000007 establishing the ERP
Capital Project for $3,425,000.
17. Board
Appointment 10 min.
Garry E. Umstead, CMC, Clerk to the
Board, will distribute ballots to make one business representative appointment
to the Farmland Protection Advisory Board.
RESOURCE PERSON(S): Garry E.
Umstead
COUNTY MANAGER?S RECOMMENDATION:
The County Manager recommends that the Board suspend the rules to appoint one
business representative to the Farmland Protection Advisory Board.
_________________________
*NOTE: The Commissioners will hold the
Closed Session during lunch break between 12:00 noon and 12:45 p.m.
_______
4˝ hrs.
