NC - Durham: Board of County Commissioners Meeting Agenda

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Board of County Commissioners Meeting Agenda

Board of County Commissioners

Durham County

Meeting Agenda

200 E. Main Street Durham, NC 27701

Tagged Passions:streets

(919) 560-0025

Commissioners' Chambers9:00 AMMonday, May 6, 2019

Work Session

Public Charge

The Board of Commissioners asks its members and citizens to conduct themselves in a respectful, courteous manner, both with the Board and fellow

citizens. At any time, should any member of the Board or any citizen fail to observe this public charge, the Chair will ask the offending person to leave the meeting until that individual regains personal control. Should decorum fail to be restored, the Chair will recess the meeting until such time that a genuine commitment to the public charge is observed.

As a courtesy to others, please turn off cell phones during the meeting.

9:00 am Work Session Agenda

1. Citizen Comments (30 min)

Citizen Comments19-0228

The Board of County Commissioners will provide a 30-minute comment period at a meeting once a month. Any citizen of Durham County wishing to speak

shall have an opportunity to do so. The Board may direct staff to research and reply to the concerns, if appropriate. Speakers must sign in prior to the start of the meeting providing a mail/email address and telephone number so that staff may reply to comments and/or questions. Citizens who request an immediate response from the Board are encouraged to submit a brief description of the issue to the Clerk to the Board two weeks prior to the meeting to allow an opportunity for research prior to the meeting. All speakers shall have three minutes to speak and are requested to refrain from addressing issues related to personnel matters.
Tagged Passions:personnel

Alignment with Strategic Plan: Citizen engagement aligns with all five of the strategic goals by allowing the Board to receive comments and concerns

from the community related to important issues in Durham County.
Tagged Passions:strategic and citizen engagement

Resource Persons: Monica Toomer, Interim Clerk to the Board

County Manager s Recommendation: The County Manager recommends that the Board receive citizen comments and direct staff to respond, as deemed

appropriate.
Tagged Passions:administrator and manager

Agenda Text:

Page 1 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

2. Consent Agenda (15 min)

Slater Road Pump Station Construction Work Contract Amendment19-0168

Tagged Passions:construction, streets, and contract

The Board is requested to authorize the County Manager to enter into a contract amendment to increase the existing construction contract with

Carolina Civilworks (FR 18-651) for the construction of the Slater Road Pump Station Improvements (IFB 18-002) in the amount of 22,178.06, bringing the total contract amount from 391,921.60 to 414,104.66, and to extend the contract date to June 30, 2019. Work for this project was completed in March 2019 and this amendment will be for the final payment.
Tagged Passions:construction, streets, contract, administrator, and manager

Alignment with Strategic Plan: This action is in accordance with Durham County Strategic Plan Goal 4: Environmental Stewardship and Community

Prosperity, as this project will ensure adequate sewer pump station capacity to continue to serve the Slater Road Pump Station Sub-basin.
Tagged Passions:sewer, strategic, streets, utility, Utility, and environment

Resource Persons: Jay Gibson PE, General Manager; Peri Manns ASLA, Interim General Manager; Stephanie Brixey, Deputy Director of E ES

Tagged Passions:manager

County Manager s Recommendation: The County Manager recommends the Board to authorize the County Manager to enter into a contract amendment to

increase the existing construction contract with Carolina Civilworks (FR 18-651) for the construction of the Slater Road Pump Station Improvements (IFB 18-002) in the amount of 22,178.06, bringing the total contract amount from 391,921.60 to 414,104.66, and to extend the contract date to June 30, 2019.
Tagged Passions:construction, streets, contract, administrator, and manager

Agenda Text:

AAF Supplemental Document - Slater Rd Pump Station Contract Amendment

Tagged Passions:contract

CCW_Slater Rd_FR18-651_Original Contract

Tagged Passions:contract

CCW_Slater Rd_FR18-651_Change Order 1

CCW_Slater Rd_FR18-651_Change Order 2

CCW_Slater Rd_FR18-651_Change Order 3

Attachments:

Budget Ordinance Amendment No. 19BCC000054 - Approving a Hazardous Materials Emergency Preparedness (HMEP) Grant from the State of North Carolina

Division of Emergency Management (NCEM)
Tagged Passions:grant, ordinance, budget, materials, emergency, and hazardous materials

19-0177

The Board is requested to approve Budget Ordinance Amendment No. 19BCC000054 approving the HMEP Grant HM-HMP-0544-16-02-00 and recognizing 9,125 in

additional revenue and reducing General Fund-Fund Balance by 9,125. This grant reimburses the County for personnel expenses utilized for conducting a Commodity Flow Study. The HMEP Grant Program provides financial and technical assistance to enhance State, Territorial, Tribal, and local hazardous materials emergency planning and training. The HMEP Grant is a pass-through program that distributes funds from the state to emergency responders for hazmat training and to Local Emergency Planning Committees (LEPC's) for hazmat planning.
Tagged Passions:planning, funding, grant, ordinance, recognition, finance, budget, personnel, materials, program, emergency, training, and hazardous materials

Agenda Text:

Page 2 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

By conducting the Commodity Flow Study, Emergency Management and emergency responders now have a better understanding of what hazardous materials are

being transported through our community by rail, highway, and pipeline. Knowing which hazardous materials are most prevalent in our community helps emergency planners prioritize and better prepare for emergency incidents involving these substances.
Tagged Passions:transportation, materials, emergency, and hazardous materials

Since this is a reimbursement of expenditures already encumbered rather than increasing expenses, the General Fund Fund Balance as a revenue source

is being reduced in order to maintain a balanced budget.
Tagged Passions:budget

Alignment with Strategic Plan: Goal 3: Safe Community

Tagged Passions:strategic

Resource Persons: James E. Groves, Fire Marshal/Emergency Management Director

Tagged Passions:emergency

County Manager s Recommendation: The County Manager recommends that the Board approve Budget Ordinance Amendment 19BCC000054 approving the HMEP Grant

HM-HMP-0544-16-02-00 and recognizing 9,125 in additional revenue and reducing General Fund Fund Balance by 9,125. HMEP_AAF Supplemental Document - Noncontract 4.4.19
Tagged Passions:grant, ordinance, recognition, budget, administrator, and manager

HMEP 2018 Reimbursement

AAF-54 Legal Form Recognizing Grant Revenue from State for HM and reducing GF Fund Balance.docx

Tagged Passions:grant, recognition, and legal

Attachments:

Budget Ordinance Amendment No. 19BCC000055 - Approval of Local Emergency Planning Committee (LEPC) Grant reimbursement from the State of North

Carolina, Department of Public Safety
Tagged Passions:planning, grant, ordinance, budget, public safety, and emergency

19-0180

The Board is requested to approve Budget Ordinance Amendment No. 19BCC000055 approving the 2018 LEPC Grant and recognizing 948.09 in additional

revenue, as well as reducing General Fund-Fund Balance appropriation by 948.09. The 2018 LEPC Grant reimburses the County for items and materials used to support LEPC meetings such as printing supplies, handouts, marketing material, or food/beverage meeting support.
Tagged Passions:funding, grant, ordinance, recognition, market, budget, and materials

The Durham County Local Emergency Planning Committee (LEPC) is identified as an active LEPC in North Carolina and has a vital role in coordinating

information on chemical storage, emergency planning, and chemical spill response. Coordination is accomplished through effective partnerships between our Emergency Management Division staff, emergency responders, and business and industry that use and store hazardous substances.
Tagged Passions:planning, business, emergency, and commercial

The LEPC Grant is a federally funded program that is passed through the State of North Carolina Emergency Management (NCEM). NCEM provides up to

1,000 annually to active LEPCs across the state to support their planning and preparedness activities. Since this is a reimbursement of expenditures already expended, the
Tagged Passions:planning, grant, program, and emergency

Agenda Text:

Page 3 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

General Fund-Fund Balance appropriation is being reduced in order to maintain a balanced budget.

Tagged Passions:funding and budget

Alignment with Strategic Plan: County s Strategic Goal 3: Safe Community

Tagged Passions:strategic

Resource Persons: Jim Groves EM/FM Director.

County Manager s Recommendation: The County Manager recommends that the Board approve Budget Ordinance Amendment No. 19BCC000055 approving the 2018

LEPC Grant, and recognizing 948.09 in additional revenue, as well as reducing General Fund-Fund Balance appropriation by 948.09. LEPC _ AAF Supplemental 04.05.2019
Tagged Passions:funding, grant, ordinance, recognition, budget, administrator, and manager

2018 LEPC

AAF-55 Legal Form Recognizing Grant Revenue from LEPC and reducing GF fund balance

Tagged Passions:grant, recognition, and legal

Attachments:

Laboratory Services for the Utilities Division19-0182

Tagged Passions:utility, Utility, and services

The Board is requested to authorize the County Manager to enter into a service contract with Meritech, Inc. and Pace Analytical (RFP 19-0025) to

provide laboratory services for the Triangle Wastewater Treatment Plant (TWWTP) and Rougemont Water System for the upcoming fiscal year in the amounts listed below, subject to budget availability. The initial terms of the contracts will be from July 1, 2019 through June 30, 2020; with the option to renew by the County for four (4) successive one (1) year periods, under the same terms and conditions.
Tagged Passions:rfp, RFP, sewer, budget, utility, Utility, contract, services, water, plant, administrator, and manager

a) 80,048.00 with Meritech, Inc. for Triangle Wastewater Treatment Plant laboratory services, and sampling and laboratory services as required for

the industrial pretreatment program, not to exceed 85,000; and
Tagged Passions:sewer, industrial, services, program, and plant

b) 3,435.61 with Pace Analytical for Rougemont Water System laboratory services, not to exceed 4,000.

Tagged Passions:utility, Utility, services, and water

Alignment with Strategic Plan: This action is in accordance with Durham County Strategic Plan Goal 4: Environmental Stewardship and Community

Prosperity, as this project will ensure sampling compliance with current permits and results will confirm we are operating in a manner that is protecting the environment.
Tagged Passions:strategic, Conservation, environment, and compliance

Resource Persons: Jay Gibson PE, General Manager; Peri Manns ASLA, Interim General Manager; Stephanie Brixey, Deputy Director of Engineering

Environmental Services; Amy Moore, Utilities Compliance Manager
Tagged Passions:utility, Utility, services, environment, compliance, and manager

County Manager s Recommendation: The County Manager recommends the Board to authorize the County Manager to enter into a service contract with

Meritech, Inc. and Pace Analytical (RFP 19-0025) to provide laboratory services for the Triangle Wastewater Treatment Plant (TWWTP) and Rougemont Water System for the upcoming fiscal year in the amounts listed below, subject to budget availability. The initial terms of the contracts will be from July 1, 2019 through June 30, 2020;
Tagged Passions:rfp, RFP, sewer, budget, utility, Utility, contract, services, water, plant, administrator, and manager

Agenda Text:

Page 4 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

with the option to renew by the County for four (4) successive one (1) year periods, under the same terms and conditions.

a) 80,048.00 with Meritech, Inc. for Triangle Wastewater Treatment Plant laboratory services, and sampling and laboratory services as required for

the industrial pretreatment program, not to exceed 85,000; and
Tagged Passions:sewer, industrial, services, program, and plant

b) 3,435.61 with Pace Analytical for Rougemont Water System laboratory services, not to exceed 4,000.

Tagged Passions:utility, Utility, services, and water

AAF Supplemental Document - Contract Approval RFP 19-025

Tagged Passions:rfp, RFP, and contract

Proposal Tablulation

MWBE Compliance Review Form-AAF for 19-025 RFP 040319

Tagged Passions:rfp, RFP, and compliance

Review Committee Evaluation Summary

Attachments:

Budget Ordinance Amendment No. 19BCC00050 Appropriating Parkwood Fire Tax District Fund Fund Balance ( 156) and Durham County Fire and Rescue Service

District Fund Fund Balance ( 299,844) and transferring 300,000 to the General Fund to Support Replacing of Driveways at Two Former Parkwood Fire Stations, General Fund Fund Balance Appropriation will be Reduced by 300,000
Tagged Passions:funding, ordinance, budget, taxes, Taxes, and fire departments and districts

19-0184

The Board is requested to approve Budget Ordinance Amendment No. 19BCC00050 appropriating 156 of Parkwood Fire Tax District Fund fund balance and

299,844 of Durham County Fire and Rescue Service District Fund fund balance and transferring these funds ( 300,000) to the General Fund to reimburse the General Fund for expenditures related to replacing the driveways at two former Parkwood Fire Stations (Stations 81 83). The General Fund fund balance appropriation will be decreased by 300,000 as expenditures will be supported by the transferred funds.
Tagged Passions:funding, ordinance, budget, taxes, Taxes, and fire departments and districts

As part of the consolidation of Durham County Fire and Rescue (DCFR) with the City of Durham there was an agreement that the aprons (driveways) at

the two former Parkwood Stations would be replaced by the County. This was budgeted in FY2017-18; however, the work was not completed during that fiscal year. The work is in process now and this amendment provides Fire District funds to reimburse the General Fund for expenditures related to this project.
Tagged Passions:funding, budget, and fire departments and districts

Alignment with Strategic Plan: Goal 5 Efficient Government. While directly impacting our ability to provide for a Safe Community (Goal 3), this

spending measure ensures the use of Fire District funds for directly related expenditures.
Tagged Passions:funding, strategic, and fire departments and districts

Resource Persons: James E. Groves, Fire Marshal/Emergency Management Director; David N. Ades, Assistant Director of Budget and Management; Motiryo

Keambiroiro, Director of General Services
Tagged Passions:budget, services, and emergency

Agenda Text:

Page 5 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

County Manager s Recommendation: The County Manager recommends that the Board approve Budget Ordinance Amendment No. 19BCC00033 appropriating 156 of

Parkwood Fire Tax District Fund fund balance and 299,844 of Durham County Fire and Rescue Service District Fund fund balance and transferring these funds ( 300,000) to the General Fund to reimburse the General Fund for expenditures related to replacing the driveway at two former Parkwood Fire Stations. The General Fund Fund Balance appropriation will be decreased by 300,000 as expenditures will be supported by the transferred funds. AAF-50 Supplemental Appropriate Parkwood and Durham County Fire and Rescue District Fund Balance ( 300,000) and transfer to General Fund to cover replacement of driveways at former Parkwood Stations.docx
Tagged Passions:funding, ordinance, budget, taxes, Taxes, fire departments and districts, administrator, and manager

AAF-50 Legal Form Appropriate Parkwood and Durham County Fire and Rescue District Fund Balance ( 300,000) and transfer to General Fund to cover

replacement of driveways at former Parkwood Stations.docx
Tagged Passions:legal

Attachments:

Budget Ordinance Amendment No. 19BCC00051 Appropriating Lebanon Fire Tax District Fund Fund Balance ( 37,076), and Transferring to the General Fund

for Personnel Costs Related to Implementation of the Classification and Compensation Study
Tagged Passions:compensation, ordinance, budget, taxes, Taxes, and personnel

19-0185

The Board is requested to approve Budget Ordinance Amendment No. 19BCC00051 appropriating 37,076 of Lebanon Fire Tax District Fund Balance and

transferring these funds to the General Fund to offset costs related to the implementation of the Classification and Compensation Study for 12 Durham County Employees at Lebanon Volunteer Fire Department.
Tagged Passions:compensation, funding, ordinance, budget, taxes, Taxes, fire departments and districts, and volunteer

As part of the FY2018-19 adopted budget, funds were placed in Non-Departmental Business Area for the implementation of the Classification and

Compensation Study for Public Safety Employees. Durham County has 12 employees that work at Lebanon Fire Department whose expense is covered by the Lebanon Fire Tax District through transfers from the District to the General Fund to reimburse actual expenditures. The Lebanon Fund Center in the Fire Marshal Business Area is where these employees are budgeted in the General Fund. The cost for implementation for the Lebanon employees is 37,076, requiring an increase in the appropriate Fund Center. This amendment ensures that all expenditures related to these 12 employees are still offset by District Funds transferred to the General Fund.
Tagged Passions:compensation, funding, business, budget, taxes, Taxes, public safety, and fire departments and districts

Alignment with Strategic Plan: Goal 5 Efficient Government. While directly impacting our ability to provide for a Safe Community (Goal 3), this

spending measure ensures the use of Fire District funds for directly related expenditures.
Tagged Passions:funding, strategic, and fire departments and districts

Resource Persons: James E. Groves, Fire Marshal/Emergency Management Director; David N. Ades, Assistant Director of Budget and Management.

Tagged Passions:budget and emergency

County Manager s Recommendation: The County Manager recommends that the Board approve Budget Ordinance Amendment No. 19BCC00051 appropriating 37,076

of Lebanon Fire Tax District Fund Balance and transferring these funds to the General Fund to offset costs related to the implementation of the Classification and Compensation Study for 12 Durham County Employees at Lebanon Volunteer Fire Department.
Tagged Passions:compensation, funding, ordinance, budget, taxes, Taxes, fire departments and districts, administrator, manager, and volunteer

Agenda Text:

Page 6 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

AAF-51 Legal Form Appropriate Lebanon Fund Balance ( 37,076) and transfer to General Fund to cover Class and Comp Implentation.docx

Tagged Passions:legal

AAF-51 Supplement Appropriate Lebanon Fund Balance ( 37,076) and transfer to General Fund to cover Class and Comp Implentation.docx

Attachments:

Utilities Division Biosolids Contract Amendment with McGill Environmental Systems, Inc.

Tagged Passions:utility, Utility, contract, and environment

19-0199

The Board is requested to authorize the County Manager to enter into a contract amendment to increase the existing contract with McGill Environmental

Systems, Inc. (FR 19-177) for the transport and disposal of wastewater treatment plant residuals (RFP 17-023) in the amount of 8,877.98, bringing the total contract amount from 252,920.00 to 261,797.98 and to execute any other related contracts, including amendments, not to exceed 265,000.
Tagged Passions:rfp, RFP, sewer, contract, environment, plant, administrator, and manager

Alignment with Strategic Plan: This action is in accordance with Durham County Strategic Plan Goal 4: Environmental Stewardship and Community

Prosperity, as this ensures we are complying with State and Federal regulations as well as protecting the environment.
Tagged Passions:regulation, strategic, Conservation, and environment

Resource Persons: Jay Gibson PE, General Manager; Peri Manns ASLA, Interim General Manager; Stephanie Brixey, Deputy Director of E ES

Tagged Passions:manager

County Manager s Recommendation: The County Manager recommends the Board authorize the County Manager to enter into a contract amendment to increase

the existing contract with McGill Environmental Systems, Inc. (FR 19-177) for the transport and disposal of wastewater treatment plant residuals (RFP 17-023) in the amount of 8,877.98, bringing the total contract amount from 252,920.00 to 261,797.98 and to execute any other related contracts, including amendments, not to exceed 265,000.
Tagged Passions:rfp, RFP, sewer, contract, environment, plant, administrator, and manager

Agenda Text:

Supplmental AAF Documnetaion - McGill Env. Systems

FR19-177_McGILL ENVIRONMENTAL

Tagged Passions:environment

Attachments:

Utilities Division Polymer Contract Amendment with Polydyne, Inc.19-0200

Tagged Passions:utility, Utility, and contract

The Board is requested to authorize the County Manager to enter into a contract amendment to increase the existing purchase of goods contract with

Polydyne, Inc. (FR 19-406) for polymer (IFB 18-042) in the amount of 5,399.20, bringing the total contract amount from 85,000 to 90399.20, and to execute any other related contracts, including amendments, not to exceed 101,784.20.
Tagged Passions:contract, purchasing, administrator, and manager

Alignment with Strategic Plan: This action is in accordance with Durham County Strategic Plan Goal 4: Environmental Stewardship and Community

Prosperity, as these chemicals are necessary for the Triangle Wastewater Treatment Plant to meet all permit limitations as specified in the facility s NPDES permit.
Tagged Passions:facility, sewer, strategic, environment, and plant

Resource Persons: Jay Gibson PE, General Manager; Peri Manns ASLA, Interim General Manager; Stephanie Brixey, Deputy Director of E ES

Tagged Passions:manager

Agenda Text:

Page 7 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

County Manager s Recommendation: The County Manager recommends the Board authorize the County Manager to enter into a contract amendment to increase

the existing purchase of goods contract with Polydyne, Inc. (FR 19-406) for polymer (IFB 18-042) in the amount of 5,399.20, bringing the total contract amount from 85,000 to 90399.20, and to execute any other related contracts, including amendments, not to exceed 101,784.20. AAF Supplemental Document - Contract Approval - Polydyne
Tagged Passions:contract, purchasing, administrator, and manager

FR19-406_POLYDYNE

Attachments:

Capital Project Amendment No. 19CPA000017 - Move Funds from the Collection System Rehabilitation Capital Project SE051 to the Stirrup Iron Creek Lift

Station Capacity Improvements Capital Project SE056 in the amount of 123,429 and Contract Amendment for Carolina Civilworks, Inc.
Tagged Passions:funding, capital spending, contract, and Capital Spending

19-0202

The Board is requested to approve Capital Project Amendment No. 19BCC000017 to move funds from the Collection System Rehabilitation Capital Project

SE051 to the Stirrup Iron Creek Lift Station Capacity Improvements Capital Project SE056 in the amount of 123,429. The Board is also requested to authorize the County Manager to enter into a contract amendment to increase the existing construction contract with Carolina Civilworks (FR 19-671) for the construction of the Stirrup Iron Pump Station Improvements (IFB 18-029) in the amount of 205,000, bringing the total contract amount from 897,280 to 1,102,280.
Tagged Passions:funding, construction, capital spending, contract, Capital Spending, administrator, and manager

Alignment With Strategic Plan: This action is in accordance with Durham County Strategic Plan Goal 4: Environmental Stewardship and Community

Prosperity, as this project will ensure backup emergency power which will reduce the risk of sanitary sewer overflows. No additional policy impacts are expected as a result of this project.
Tagged Passions:sewer, strategic, utility, Utility, risk, emergency, environment, and policy

Resource Persons: Jay Gibson PE, General Manager; Peri Manns ASLA, Interim General Manager; Stephanie Brixey, Deputy Director of E ES

Tagged Passions:manager

County Manager s Recommendation: The County Manager recommends the Board approve Capital Project Amendment No. 19CPA000017 to move funds from the

Collection System Rehabilitation Capital Project SE051 to the Stirrup Iron Creek Lift Station Capacity Improvements Capital Project SE056 in the amount of 123,429. The Board is also requested to authorize the County Manager to enter into a contract amendment to increase the existing construction contract with Carolina Civilworks (FR 19-671) for the construction of the Stirrup Iron Pump Station Improvements (IFB 18-029) in the amount of 205,000, bringing the total contract amount from 897,280 to 1,102,280.
Tagged Passions:funding, construction, capital spending, contract, Capital Spending, administrator, and manager

Agenda Text:

Page 8 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

AAF Supplemental Document - Contract Approval

Tagged Passions:contract

FNI Generator Replacement Letter

CCW Quote - Generator

CCW Contract - Stirrup Iron Creek Lift Stataion

Tagged Passions:contract

CPA-17 Legal Form Move funds Project SE051 to SE056 ( 129,429)

Tagged Passions:funding and legal

Attachments:

Capital Project Amendment 19CPA000018 to Increase the Detention Center Elevator Project Funding by 500,000 to Facilitate ATS Replacement and

Associated HVAC Upgrades
Tagged Passions:funding, capital spending, Capital Spending, and detention

19-0204

The Board is requested to appropriate 500,000 to facilitate the complete replacement of the Durham County Detention Center emergency generator

automatic transfer switches (ATS) and elevator equipment/control room HVAC systems. The automatic transfer switches safely provide emergency power to the Detention Center elevators and other essential life safety systems.
Tagged Passions:equipment, emergency, and detention

The General Contractor, Progressive Contracting, that is performing the Detention Center elevator modernization project (IFB No. 18-003, currently

underway), has provided a proposed cost of 852,826.25 for the complete replacement of the generator ATS and elevator related HVAC system. The available project budget in the Jail Elevator Upgrade Project 4190DC077 is 439,390.79. With the additional funding of 500,000, General Services intends to award a contract change order, not to exceeded 852,826.25, to Progressive Contracting for complete replacement of the emergency generator ATS and related elevator HVAC systems. After transfer of funding and change order execution, the remaining fund balance of 86,564.51 will be reserved for project contingency purposes.
Tagged Passions:funding, budget, contract, services, emergency, jail, and detention

The additional 500,000 will be funded by reducing the DSS Building Demolition Project by the remaining balance of 249,573 and an appropriation of

Debt Service Fund fund balance of 250,427 and transferring these funds to the Pay as You Go County Contribution Fund. Both amounts will be appropriated to the Detention Center elevator Project.
Tagged Passions:funding, demolition, and detention

Alignment with Strategic Plan: Goal 3: Safe Community and Goal 5: Accountable, Efficient and Visionary Government

Tagged Passions:strategic

Resource Persons: Motiryo Keambiroiro, Director of General Services; Shawn Swiatocha, Assistant Director of General Services; Joel Jones, Quality

Control Contract Specialist
Tagged Passions:contract and services

County Manager s Recommendation: The County Manager recommends that the Board approve Capital Project Amendment 19CPA000018 to increase the Detention

Center Elevator Project by the remaining balance of 249,573 and Budget Ordinance Amendment No. 19BCC000052 to Appropriate Debt Service Fund fund balance of 250,427 and transfer the funds to the Pay as You Go County Contribution fund and appropriate this amount to the Detention Center elevator
Tagged Passions:funding, ordinance, budget, capital spending, Capital Spending, administrator, manager, and detention

Agenda Text:

Page 9 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

Project to replace the emergency generator automatic transfer switch gear serving the Detention Center elevators and essential life safety systems.

Tagged Passions:emergency and detention

ATS Funding Supplemental Document revised

Tagged Passions:funding

AAF-52 Legal Form Transferring Debt Servcie Fund fund balance to the Pay Go County Contribtion Fund for Detention Center Elevator Project ( 250,427)

Tagged Passions:legal and detention

CPA-18 Legal Form Detention Center Elevator Project ( 500,0000

Tagged Passions:legal and detention

Attachments:

Approval of the City of Durham and County of Durham Housing Opportunities for Persons with Aids (HOPWA) Sub-Grant Agreement

Tagged Passions:grant and housing

19-0208

The Board is requested to authorize the County Manager to enter into a sub-grant agreement between the City of Durham (Grantee) and the County of

Durham (Project Sponsor) for the Housing Opportunities for Persons with Aids (HOPWA) Program. Under this federal program, HUD makes grants to local communities, States, and nonprofit organizations for projects that benefit low-income persons living with HIV/AIDS and their families. The Department of Social Services (DSS) is being awarded the HOPWA Program funds for eligible activities. DSS will provide services as stated in the scope of work.
Tagged Passions:funding, grant, social services, services, program, administrator, manager, poverty, and housing

Funding is incorporated in the FY18-19 Budget. Alignment with Strategic Plan: This action aligns with Goal 2: Health and Well-being for All.

Tagged Passions:funding, health, strategic, and budget

Resource Persons: William Rose, Director and Janeen Gordon, Assistant Director of Aging and Adult Services.

Tagged Passions:services

County Manager s Recommendation: The County Manager recommends the Board authorize the County Manager to enter into a sub-grant agreement between the

City of Durham (Grantee) and the County of Durham (Project Sponsor) for the Housing Opportunities for Persons with Aids (HOPWA) Program.
Tagged Passions:grant, program, administrator, manager, and housing

Agenda Text:

HOPWA Contract signed by CityAttachments:

Tagged Passions:contract

Capital Project Amendment No. 19CPA000019- Moving 2016 General Obligation Bond Funds Between Multiple Durham Public School Capital Projects and

Closing Three Bond Funded Capital Projects
Tagged Passions:funding, capital spending, bond, Capital Spending, and education

19-0211

On April 11, 2019, the Durham Public Schools (DPS) Board of Education approved adjustments to multiple 2016 Bond funded Capital Projects. Pursuant to

the Interlocal Agreement with DPS, as amended, the Durham County Board of County Commissioners is requested to consider and approve the closing of three DPS Capital Projects and moving funds between multiple Capital Projects. The projects that DPS closed as part of this transfer are Merrick-Moore Renovations (SH242), Holt Kitchen Renovations (SH266), and High School Track Repairs (SH271).
Tagged Passions:funding, capital spending, bond, Capital Spending, and education

The projects that DPS is closing as part of this transfer are Merrick-Moore Renovations (SH242), Holt Kitchen Renovations (SH266), and High School

Track Repairs (SH271). All three projects were completed under budget based on the
Tagged Passions:budget and education

Agenda Text:

Page 10 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

original allocation of 2016 Bond Funds. The remaining balances for Merrick-Moore Renovations (SH242) and Holt Kitchen Renovations (SH266) will be

applied to the Eno Valley Renovations project which is underfunded due several factor including asbestos and mold found during the renovation work. The remaining balance of the High School Track Repairs will be transferred to the Existing Northern High School project specifically for track renovations.
Tagged Passions:funding, bond, and education

These projects are not officially closed yet in the County s asset management system. Any project that has had activity during the fiscal year cannot

be closed in the asset management system until the next fiscal year. The County will bring another amendment to BOCC in FY2019-20 to officially close these projects in the County s asset management system.

The table below indicates funds reconciled by DPS and the County that are available for transfer:

Tagged Passions:funding

Project Current Budget Increase/ Decrease Revised Budget Project Status 16 GO Bond - Eno Valley Renovations (SH241) 8,321,789.04 98,518.77

8,420,307.81
Tagged Passions:budget and bond

Amending 16 GO Bond - Merrick-Moore Renovations (SH242) 687,500.00 ( 64,292.97) 623,207.03

Tagged Passions:bond

Complete 16 GO Bond - Existing Northern High School (SH249) 256,061.44 54,600.02 310,651.46

Tagged Passions:bond and education

Amending 16 GO Bond - Holt Kitchen Renovations (SH266) 337,500.00 ( 34,225.80) 303,274.20

Tagged Passions:bond

Complete 16 GO Bond - High School Track Repairs (SH271) 937,500.00 ( 54,600.02) 882,899.98

Tagged Passions:bond and education

Complete Totals 10,540,350.48 0.00 10,540,350.48

Alignment with Strategic Plan: This capital project amendment aligns with Goal 1-Community and Family Prosperity and Enrichment, through providing

access to educational, vocational, economic and cultural opportunities and by providing support for educational opportunities that ensure high academic achievement.
Tagged Passions:strategic, vocational education, capital spending, and Capital Spending

Resource Persons: Fred Jernigan, Senior Project Manager, Construction Capital Planning.

Tagged Passions:planning, construction, and manager

County Manager s Recommendation: The County Manager recommends that the Board approve Capital Project Amendment No. 19CPA000019 closing three Capital

Projects and moving 2016 General Obligation (GO) Bond funds between other Capital Projects. CPA-19 Legal Form for Transfers and Closures of DPS Capital ProjectsAttachments:
Tagged Passions:funding, legal, capital spending, bond, Capital Spending, administrator, and manager

Budget Ordinance Amendment 19BCC000053 for the Department of Social Services - Recognize Subsidized Child Care Services Support Revenue of 166,545

and Family Reunification Revenue of 33,857
Tagged Passions:ordinance, recognition, budget, social services, services, and Child Care

19-0212

The Board is requested to approve the Department of Social Services request to Agenda Text:

Tagged Passions:social services and services

Page 11 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

recognize additional revenue subsequent to the adoption of the FY2018-2019 Budget.

Tagged Passions:recognition and budget

Subsidized Child Care Services Support Funds: The Subsidized Child Care Program allocates a portion of its funding to service support (administrative

cost) each year. Durham County received an increase of 166,545 for FY2018-2019. Attached is the SFY18-19 Subsidized Child Care Allocation Funding Allocation Form dated March 1, 2019.
Tagged Passions:funding, services, program, and Child Care

Family Reunification Services Funds: Family Reunification funds are intended to provide services to a child who is removed from his/her home and

placed in a foster home or a child care institution. These funds also provide services to the parents or primary caregivers to facilitate the safe and appropriate reunification of the family. The department recognizes 33,857 which is the difference between the adopted budget and the allocation. Attached is the SFY18-19 Family Reunification Funding Authorization.
Tagged Passions:funding, recognition, budget, services, Child Care, and parents

Alignment with Strategic Plan: Goal 2: Health and Well-being for All Goal 3: Safe Community

Tagged Passions:health and strategic

Resource Persons: William Rose, Director; Rhonda Stevens, Assistant Director; Candice Leathers, Child Care Program Manager, and Jovetta Whitfield,

Assistant Director
Tagged Passions:program, manager, and Child Care

County Manager s Recommendation: The County Manager recommends that the Board of County Commissioners approve Budget Ordinance Amendment No.

19BCC000053 recognizing Subsidized Child Care Program Funds of 166,545 and Family Reunification Services Funds of 33,857. 6. CC Service Support 166,545 Family Reunif 33,857 AAF Suppl Doc
Tagged Passions:funding, ordinance, recognition, budget, services, program, administrator, manager, and Child Care

AAF-53 Legal Form DSS Recognize additonal Child Care Support Admin. Revenue and Family Reunification Revenue ( 200,402)

Tagged Passions:recognition, legal, and Child Care

Attachments:

Restaurant Lease for Admin Building II, Suite 14019-0216

Tagged Passions:leasing and restaurants

The Board is requested to approve and authorize execution of a Lease Agreement with Neighbor s LLC to operate a restaurant in the County

Administration Building II located at 201 E Main Street, in accordance with the terms and conditions as set forth in the Lease Agreement attached to this Agenda Item. This lease is for 3291 square feet of restaurant space located in the County Administrative Building II, Suite 140. The lease term is 10 years with options for two 5-year renewals. The starting lease rate for the first 10 years is 52,656 per year for the first two years, increasing to 65,820 for years 9 and 10. The lease agreement requires that Neighbor s complete all upfit construction within 180 days at their cost, with the County contributing 100,000 toward the total cost for all tenant improvements which will be provided in the form of a rental offset. We anticipate the restaurant will be open in the 4th quarter of 2019. Neighbor s will be a diner style restaurant, serving breakfast, lunch and dinner. The owners also intend to seek an ABC permit to sell beer and
Tagged Passions:alcohol, construction, leasing, streets, restaurants, and rental

Agenda Text:

Page 12 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

wine.

Tagged Passions:alcohol

Renovation of the Durham County Administration Building II included two unfinished spaces on the first floor designed and constructed to be leased

restaurant space, based on the Board s direction in 2015 to have ground floor commercial in the renovated building. In June 2018, staff presented to the Board a set of Guiding Principles that outlined the County s objectives for the new restaurant spaces. The Board sought a process and tenants that would activate East Main Street, offer strong business plans and solid financials, encourage diverse and small business participation, provide quality menu options at moderate prices, and offer something unique in the market.
Tagged Passions:business, finance, leasing, market, streets, restaurants, rental, small business, and commercial

Neighbor s LLC responded to the County s Request for Proposals in January 2019. Their proposal was evaluated, found to be in alignment with the

standards of the RFP, and a Letter of Intent and Lease Agreement were subsequently negotiated.
Tagged Passions:rfp, RFP, and leasing

Alignment with Strategic Plan: The attached Lease Agreement supports Goal 1 Community Empowerment and Enrichment, and Goal 5 Accountable, Efficient

and Visionary Government
Tagged Passions:leasing and strategic

Resource Persons: Jane Korest, Open Space Real Estate Manager; Nancy Mitchell, Senior Real Estate Officer; Peri Manns, Deputy Director of Engineering

and Environmental Services.
Tagged Passions:services, environment, and manager

County Manager s Recommendation: The County Manager recommends that the Board approve and authorize execution of a Lease Agreement with Neighbor s

LLC to operate a restaurant in the County Administration Building II located at 201 E Main Street, in accordance with the terms and conditions as set forth in the Lease Agreement attached to this Agenda Item.
Tagged Passions:leasing, streets, restaurants, administrator, and manager

AAF Supplemental Form Admin II retail 5-6-19 WS r

Attachment1 LEASE Summary Admin Retail 5-6-19 r

Tagged Passions:leasing

Attachment 2 Admin II Neighbors Lease 5-6-19 WS

Tagged Passions:leasing

Attachments:

Lease Agreement with the State of North Carolina Department of Agriculture Consumer Services (Forest Service)

Tagged Passions:leasing, agriculture, and services

19-0217

The Board is requested to approve a new Lease Agreement with the State of North Carolina, through the North Carolina Department of Agriculture

Consumer Services (NCDA CS), for the NC Forest Service, and authorize the County Manager to execute the lease. The lease is for approximately 1254 square feet of office space in the fifth floor of the County Administrative Building II.
Tagged Passions:leasing, agriculture, services, administrator, and manager

Durham County has a cooperative agreement with the North Carolina Department of Agriculture and Consumer Services to provide for the protection,

development, and management of forest land within the County. The staff costs to provide this service are shared between the County and the State, with the County paying 40 and the
Tagged Passions:agriculture, development, services, and Development

Agenda Text:

Page 13 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

State paying 60 . The NC Forest Service is a division within the NCDA CS. NCDA CS requires a lease for the space that the Forest Service staff

occupies. All communities that have a Forest Service agreement in place provide office space at a nominal rate of 1/yr.
Tagged Passions:leasing

This lease essentially replaces the prior lease to reflect that the Forest Service s location has been moved to the County Administrative II

Building. The Forest Service staff were previously located in the Cooperative Extension building at 721 Foster Street. They occupied that space for at least two decades before being relocated to the County Administrative II Building in September 2018. The decision was made to move the Forest Service to provide them with the office and storage space they needed, and to relieve the cramped office conditions for the Cooperative Extension. This is a one-year lease, with 4 additional one-year renewal periods. The lease also includes two surface parking spaces for Forest Service vehicles. The lease amount is 1/year.
Tagged Passions:leasing, streets, and parking

Alignment with Strategic Plan: The attached Lease Agreement with the state of North Carolina Department of Agriculture and Consumer Services (Forest

Service) supports Goal 3 Safe Community , and Goal 4 Environmental Stewardship and Community Prosperity .
Tagged Passions:leasing, strategic, agriculture, services, and environment

Resource Persons: Jane Korest, Open Space and Real Estate Division Manager; Nancy Mitchell, Sr. Real Estate Officer

Tagged Passions:manager

County Manager s Recommendation: The County Manager recommends that the Board approve a new Lease Agreement with the State of North Carolina, through

the North Carolina Department of Agriculture Consumer Services, for the NC Forest Service, and authorize the County Manager to execute the lease. AAF_Supplemental Forest Service Lease Agreement 2019-2020
Tagged Passions:leasing, agriculture, services, administrator, and manager

Attachment 1 LEASE Summary Forest Service 201 East Main

Tagged Passions:leasing

Attachment 2 Draft Lease for Forest Service in Admin II 5-6-19 WS

Tagged Passions:leasing

Attachments:

Conservation Easement Amendment for the Van Ellis Farm19-0218

Tagged Passions:Conservation and easement

The Board is requested to approve an amendment to the county s existing conservation easement on the Van Ellis farm. The Ellis farm was protected

with a conservation easement on 69.1 acres that was completed in December 2013. The farm easement was acquired with the grant assistance from the USDA NRCS s federal farm and ranchland protection program. The Ellis s are interested in permitting Wildlands Engineering (Wildlands) to perform a restoration on two stream sections of Dry Creek, totaling 3,818 linear feet and upstream from Lake Michie. The stream restoration would have a long-term positive impact on the water quality on the farm and downstream by reducing stream bank erosion, improving the floodplain function, and providing additional vegetation enhancements. The stream restoration would be undertaken by Wildlands under a contract with the State of North Carolina Division of Mitigation Services and the US Army Corps of Engineers to provide
Tagged Passions:grant, agriculture, utility, Utility, contract, services, program, water, Conservation, military, and easement

Agenda Text:

Page 14 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

compensatory mitigation credits by restoring streams on the Ellis farm and four other downstream properties.

Tagged Passions:agriculture

The stream restoration project requires that an additional easement be conveyed for the stream restoration area totaling 10 acres. The State of NC

requires a stream restoration conservation easement to permanently protect the improvements/enhancement on the 10-acre area. The county s conservation easement explicitly permits additional easements so long as the new easement is compatible with the conservation purposes the underlying farm easement. OSRE staff have reviewed the detailed request and determined that the proposed additional easement is compatible with, and supportive of, the overall conservation values of the property and county-held agricultural easement. The additional easement along the stream would be subordinate to the County s conservation easement.
Tagged Passions:agriculture, Conservation, property, and easement

The State and the Army Corps of Engineers require that additional language be added to the County s existing easement in Section 3.8 Water Rights

(additional language is underlined): 3.8. Water Rights. Except for the water rights given to the State of NC in the Deed of Conservation Easement and Right of Access recorded in the Durham County Register of Deeds at Book____ Page ___, Grantor shall retain and reserve the right to use any appurtenant water rights sufficient to maintain the agricultural productivity of the Protected Property. Grantor shall not transfer, encumber, lease, sell or otherwise separate such water rights from title to the Protected Property itself.
Tagged Passions:leasing, agriculture, utility, Utility, water, Conservation, property, military, and easement

The county s conservation easement requires any amendments also be reviewed and approved by the State NRCS office, and that they be a signatory to

the document. The State NRCS office has reviewed the Ellis amendment request and concurred with the County that the request is consistent with the easement. The State NRCS Office forwarded the request to the USDA national office, which also approved the requested amendment. With national approval Wildlands has completed their design work, secured required permits, and are ready to proceed with the physical restoration work which will take place in the fall of 2019.
Tagged Passions:Conservation and easement

Alignment with Strategic Plan: The support of a stream restoration easement on the Ellis farm directly supports the County s Strategic Plan Goal 4,

Environmental Stewardship, Strategy 4.1A Water Quality - Maintain, protect, and improve water quality by permitting a stream restoration project on the Ellis farm which is upstream from Lake Michie.
Tagged Passions:strategic, agriculture, utility, Utility, water, environment, and easement

Resource Persons: Jane Korest, Open Space Real Estate Manager; Celeste Burns, Open Space and RE Coordinator, Peri Manns, Deputy Director of

Engineering and Environmental Services
Tagged Passions:services, environment, and manager

County Manager s Recommendation: The County Manager recommends that the Board approve the additional conservation easement for limited portions of

the
Tagged Passions:Conservation, administrator, manager, and easement

Page 15 Durham County Printed on 5/6/2019

May 6, 2019Board of County Commissioners Meeting Agenda

Van Ellis Farm, approve the amended language to Section 3.8 of the easement, and authorize the Manager to sign the amendment.

Tagged Passions:agriculture, manager, and easement

AAF Supplemental Document - Ellis Easement Amendment 5-6-19

Tagged Passions:easement

Attachment 1 - Dry Creek Restoration Project Area MAP

Attachment 2 Ellis Conservation Easement 2013

Tagged Passions:Conservation and easement

Attach 4 Van_Ellis_Easement_Amendment_DRAFT_5-6-19

Attachments:

Durham County Juvenile Crime Prevention Council Local Funding Recommendation FY 2019-2020

Tagged Passions:funding, council, and crime

19-0219

The Board is requested to receive and approve the Durham County Juvenile Crime Prevention Council s (JCPC) local funding recommendation for FY

2019-2020. At their regular scheduled meeting on April 24, 2019, with a quorum present, the JCPC members voted to recommend the attached local funding plan for the allocation of 536,666 in state funding for FY 2019-2020.
Tagged Passions:funding, council, and crime

These funds are anticipated to be included in the State of North Carolina s FY 2019-2020 budget and allocated to Durham County by the Department of

Public Safety Division of Juvenile Justice based on a formula. The funding is available only for programs serving youth who are delinquent, undisciplined, or at risk of court involvement and is restricted to services providing intermediate and community sanctions to the courts. Programs are required to offer treatment, rehabilitation and/or educational enrichment as prioritized in the publicly advertised Request for Proposals (RFP). This year, JCPC received applications requesting a total of 672,982.
Tagged Passions:rfp, RFP, funding, legal, budget, public safety, advertising, risk, services, program, youth, and court

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