NC - Cumberland County, NC: CUMBERLAND COUNTY BOARD OF COMMISSIONERS

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CUMBERLAND COUNTY BOARD OF COMMISSIONERS

AGENDA CUMBERLAND COUNTY BOARD OF COMMISSIONERS

SPECIAL MEETING FEBRUARY 13, 2020

8:00 AM

1. APPROVAL OF AGENDA

2. REVIEW AND DISCUSSION OF BOARD PRIORITIES AND GOALS

A. Review and Discussion of Board Priorities and Goals

3. CONSIDERATION OF AGENDA ITEMS

A. Emergency Services Center Design and Committee Review Process

Tagged Passions:services and emergency

B. Contract for Professional Auditing Services

Tagged Passions:contract, services, and audit

C. Budget Ordinance Amendment 200011 to Provide Market Adjustment to Law Enforcement Salaries

Tagged Passions:ordinance, market, budget, and public safety

D. New Blower Skid and Flare and Associated Capital Project Budget Ordinance 200658

Tagged Passions:ordinance, budget, capital spending, and Capital Spending

4. OTHER

ADJOURN

OFFICE OF THE COUNTY MANAGER

Tagged Passions:administrator and manager

MEMORANDUM FOR BOARD OF COMMISSIONERS AGENDA OF FEBRUARY 13, 2020

TO: BOARD OF COUNTY COMMISSIONERS

FROM: AMY H. CANNON, COUNTY MANAGER

Tagged Passions:administrator and manager

DATE: 2/4/2020

SUBJECT: REVIEW AND DISCUSSION OF BOARD PRIORITIES AND GOALS

BACKGROUND

The session to discuss and set the Board's goals and priorities is scheduled for Thursday, February 13 at 8:00 a.m. in Room 564. As you know, we

began this process differently this year by meeting with each commissioner to gain an understanding of your individual vision and goals for the county. Thank you for taking the time to meet with us to gather preliminary information providing the basis for your session. Attached to this email you will find two documents. First you will find a document that provides a quick summary of each priority mentioned during the individual sessions and the number of commissioners that discussed that priority. As you can see from this summary, all seven board members discussed three goals: Public Water in Gray's Creek, the Emergency Services Center and the Performing A1ts Center. Many other topics were mentioned by multiple board members as listed on this document. The second attached document is a PowerPoint presentation that we will use at the February 13 session to guide the review and discussion of the priorities mentioned in the individual interviews. We will begin this session by reviewing each priority area seeking further discussion by the entire Board and ultimately consideration of the top priorities.
Tagged Passions:strategic, utility, Utility, services, emergency, and water

This session is important for multiple reasons:

Board priorities are discussed and established by consensus Goals and objectives are developed for each priority Management will then create

strategies to execute the Board's priorities Provides direction for resource allocation in the annual budget and the capital planning model
Tagged Passions:planning and budget

Since we are utilizing our normal Agenda Session date for this priority session, we do have four items which are time sensitive and need the Board' s

consideration. It is our recommendation that we add these items at the end of the priority setting session. We believe the entire session can be accomplished before noon. Please let me know if you have any questions.

ATTACHMENTS: Description Type Priority Quick Summary 2020 Backup Material Priority Setting Session Presentation Backup Material

Priority Setting

Cumberland County

Board of Commissioners

Agenda

Review feedback on priorities

Discussion, consideration of top priorities

Next steps

Feedback

Public Water in Gray s Creek (7)

Tagged Passions:utility, Utility, and water

Emergency Services Center (7)

Tagged Passions:services and emergency

Performing Arts Center (7)

Tagged Passions:arts

Feedback

Admin. Bldg./General Govt Complex (3)

Detention Center (3)

Tagged Passions:detention

Economic Development (3)

Tagged Passions:economic development, development, and Development

Education funding (3)

Tagged Passions:funding and education

Homelessness (3)

Mental Health (3)

Tagged Passions:health and mental health

Sheriff s Office (3)

Tagged Passions:public safety

Feedback

Communications (2)

Tagged Passions:communications and Communications

Health Department (2)

Tagged Passions:health

Human Resources (2)

Tagged Passions:human resources

New High School (2)

Tagged Passions:education

Recreation (2)

Tagged Passions:recreation

Feedback

Children s Museum (1)

Courthouse ADA changes (1)

Tagged Passions:disability

Farmers Markets (1)

Tagged Passions:market, agriculture, and farmers market

Foster Care/Group Homes (1)

Security Screenings (1)

Tagged Passions:security

Feedback

Children s Museum (1)

Courthouse ADA changes (1)

Tagged Passions:disability

Farmers Markets (1)

Tagged Passions:market, agriculture, and farmers market

Foster Care/Group Homes (1)

Security Screenings (1)

Tagged Passions:security

Discussion and

Consideration

of top priorities

Next Steps

Staff teams develop goals/objectives for each priority

(SMART: specific, measurable, achievable, relevant, time-bound); and action steps responsible parties, time lines, resources

Return for Board Consideration

ASSISTANT COUNTY MANAGER - ENVIRONMENTAL/ COMMUNITY SAFETY

Tagged Passions:environment, administrator, and manager

MEMORANDUM FOR BOARD OF COMMISSIONERS AGENDA OF FEBRUARY 13, 2020

TO: BOARD OF COUNTY COMMISSIONERS

FROM: TRACY JACKSON, ASSISTANT COUNTY MANAGER FOR ENVIRONMENTAL AND COMMUNITY SAFETY

Tagged Passions:environment, administrator, and manager

DATE: 2/5/2020

SUBJECT: EMERGENCY SERVICES CENTER DESIGN AND COMMITTEE REVIEW PROCESS

Tagged Passions:services and emergency

BACKGROUND

The County's 9-1-1 Committee met on February 3, 2020 and was provided an update on the design of 500 Executive Place which will serve as the new home

of Cumberland County Emergency Services. The Committee responded favorably to the presentation of the proposed schematic design and agreed the full Board of Commissioners should receive an update at the February 13, 2020 Agenda Session.
Tagged Passions:911, services, and emergency

The 9-1-1 Committee also indicated it would like the full Board to give the Committee authority to review and approve steps along the way to the

final design and bidding of the project. This will save time and allow the project to proceed with minimal procedural delays.
Tagged Passions:911

RECOMMENDATION / PROPOSED ACTION

The County 9-1-1 Committee requests approval of the architect's schematic design plans and approval for the committee to receive progress reports and

direct staff through the remainder of the pre-construction process. This item is requested for consideration on the February 17, 2020 Consent Agenda of the Board of Commissioners.
Tagged Passions:construction and 911

FINANCE OFFICE

Tagged Passions:finance

MEMORANDUM FOR BOARD OF COMMISSIONERS AGENDA OF FEBRUARY 13, 2020

TO: BOARD OF COUNTY COMMISSIONERS

FROM: VICKI EVANS, FINANCE DIRECTOR

Tagged Passions:finance

DATE: 2/6/2020

SUBJECT: CONTRACT FOR PROFESSIONAL AUDITING SERVICES

Tagged Passions:contract, services, and audit

BACKGROUND

An audit review team, made up of finance department staff, conducted a formal Request for Proposals (RFP) process for professional auditing services.

The RFP was emailed to audit firms listed on the Local Government Commission's website, the state procurement website, and was posted on the County's website through Vendor Self Service. A total of five proposals were received; four of those proposals were responsive.
Tagged Passions:rfp, RFP, finance, boards and commissions, services, purchasing, and audit

The proposals were reviewed in two phases based on a requirement of the RFP for each firm to submit two separately sealed packets. The firm's

educational and technical qualifications were detailed in packet one. The firm s audit approach and proposed cost were detailed in packet two. Based on a review of packet one, the review team determined that all four proposals met the educational and technical qualifications. The review team then considered the second packet, reviewed and ranked the firms based on audit approach and cost.
Tagged Passions:rfp, RFP, and audit

The top three ranked firms were then interviewed on site by the audit review team. A standardized interview process was conducted and all three firms

were asked questions that were designed to provide the team clarity on audit approach and other value-added services. A best and final cost offer was requested.
Tagged Passions:services and audit

Elliott Davis meets the best overall expectation of experience, audit approach, and cost. The firm has been in business for over 95 years and has

audited governmental entities for over 60 years. They have dedicated teams of professional staff that are focused almost exclusively on service to governmental clients, including other local governments in North Carolina. In addition, this firm provided the best description of a smooth transition plan. The overall annual proposed cost by fiscal year totals: FY2020 103,340; FY2021 105,407; FY2022 107,515.
Tagged Passions:business and audit

Annual cost is inclusive of auditing the primary government unit - Cumberland County, the Cumberland County Tourism Development Authority, and

Fayetteville-Cumberland County Economic Development
Tagged Passions:economic development, development, tourism, Development, and audit

Corporation, as well as writing the financial statements for all. As a comparison, the annual cost for the FY2019 audit totaled 124,050 and was not

inclusive of all report writing sections that Elliot Davis has proposed.
Tagged Passions:finance, audit, and financial report

RECOMMENDATION / PROPOSED ACTION

Staff recommend that the following action be placed on the February 17, 2020 Board of Commissioners Consent Agenda:

Approval of bid award to Elliott Davis for professional audit services for fiscal years ending 2020, 2021, and 2022; and approval of the FY2020 audit

contract with Elliott Davis totaling 103,340.
Tagged Passions:rfp, RFP, contract, services, and audit

ATTACHMENTS: Description Type 20-13-CTY Professional Audit Services - Results Backup Material

Tagged Passions:services and audit

OFFICE OF THE COUNTY MANAGER

Tagged Passions:administrator and manager

MEMORANDUM FOR BOARD OF COMMISSIONERS AGENDA OF FEBRUARY 13, 2020

TO: BOARD OF COUNTY COMMISSIONERS

FROM: MELISSA C. CARDINALI, ASSISTANT COUNTY MANAGER

Tagged Passions:administrator and manager

DATE: 2/4/2020

SUBJECT: BUDGET ORDINANCE AMENDMENT 200011 TO PROVIDE MARKET ADJUSTMENT TO LAW ENFORCEMENT SALARIES

Tagged Passions:ordinance, market, budget, and public safety

BACKGROUND

The issue of detention center pay has been in the forefront across this state and this region. Only last month, our northern neighbor Harnett County

increased the entry level pay for a detention officer to 35,222. Cumberland County entry level pay for the same position is 34,225. Further, the turnover rate at the detention center remains high with a vacancy rate hovering around 45 .
Tagged Passions:detention

At the request of county management, the Human Resources department spent the last few months researching comparable counties and detention officer

pay. The result of the research is our entry level pay is 10 lower than comparable counties while average pay is 16 below the same counties.
Tagged Passions:human resources and detention

In an effort to have some impact on the turnover rate and the resulting tenure, it is recommended to adjust the entry level detention officer pay to

36,500, an increase of 2,300. This increase would apply to each detention officer s pay by 2,300 effective March 1, 2020. Further, to maintain the standard differential in entry level pay between sworn (deputy sheriff) and unsworn (detention officer) it is recommended to adjust the entry level for deputy sheriff to 39,237.50, an increase of 1,750. This increase would apply to all deputy classifications excluding the rank of captain and up.
Tagged Passions:public safety and detention

As we approach the upcoming budget, we will continue to explore a variety of options to recruit the best employees and retaining them countywide.

Tagged Passions:budget

RECOMMENDATION / PROPOSED ACTION

County Management recommends the following action be placed on the February 17, 2020 Board of Commissioners consent agenda:

Approve BR 200011 in the amount of 354,233 to:

Adjust the entry level detention officer pay to 36,500, an increase of 2,300 and increase each detention officers pay by 2,300 effective March 1,

2020.
Tagged Passions:detention

Adjust the entry level for deputy sheriff to 39,237.50, an increase of 1,750 for all deputy classifications excluding the rank of captain and up

effective March 1, 2020.
Tagged Passions:public safety

This revision requires the use of fund balance.

SOLID WASTE MANAGEMENT

Tagged Passions:utility, solid waste, and Utility

MEMORANDUM FOR BOARD OF COMMISSIONERS AGENDA OF FEBRUARY 13, 2020

TO: BOARD OF COUNTY COMMISSIONERS

FROM: AMANDA L. BADER, PE, SOLID WASTE DIRECTOR

Tagged Passions:utility, solid waste, and Utility

DATE: 2/4/2020

SUBJECT: NEW BLOWER SKID AND FLARE AND ASSOCIATED CAPITAL PROJECT BUDGET ORDINANCE 200658

Tagged Passions:ordinance, budget, capital spending, and Capital Spending

BACKGROUND

The landfill gas collection and control system (GCCS) extract landfill gas (LFG) from the landfill to control surface emissions and odors. The GCCS

is a requirement of the landfill s Title V Air Operating Permit and State and federal regulations. The GCCS includes LFG extraction wells, piping, valves, sumps and a blower skid and flare. Our permit requires continuous operation of the blower and flare. The blower and flare cannot be down for more than 120 hours ever. In addition to the blower and flare needed for compliance, the system can treat and send gas to Cargill. The gas is pumped to Cargill by a separate blower than the blower associated with the flare that is used for compliance with our Title V Air Operating Permit. The blower skid and flare have been operational since 1998.
Tagged Passions:regulation, landfill, solid waste, and compliance

The blower skid was significantly damaged by water intrusion during Hurricane Florence. Water entered the large blower that sends the gas to the

flare. Eventually bearings for that blower had to be replaced on site. Water also entered the second blower that sends gas to Cargill. That blower was so badly damaged that it had to be taken off-line and rebuilt. We were able to maintain compliance by sending the gas to flare, but we were not able to deliver gas to Cargill. In the weeks after Hurricane Florence, the magnitude of water in the system became increasingly apparent. The gas collection system was watered in and manual pumping could not evacuate the water at a rate to protect the system. Pneumatic pumps were installed to continuously pump out the gas collection header. We have not been able to consistently deliver gas to Cargill since the hurricane.
Tagged Passions:utility, Utility, water, and compliance

To prevent damage in the future by excessive wet conditions, the new blower skid and flare project will include a generator. The generator will not

only operate the blowers in the event of a power outage, it will operate the compressor which operates the pneumatic pumps. The generator will allow the system to continuously operate to purge water from headers even during a power outage. We have also
Tagged Passions:utility, Utility, events, and water

included additional and replacement force mains to convey excess water from the system. The weight of water in a system designed for air can cause

catastrophic damage to mechanical equipment as experienced in the aftermath of Hurricane Florence.
Tagged Passions:equipment, utility, Utility, and water

The new skid will include two blowers for redundancy for sending gas to the flare. The new skid and flare are sized to handle the maximum expected

gas flow for the life of the landfill. We will continue to operate the treatment system and a remanufactured blower to send gas to Cargill.
Tagged Passions:landfill and solid waste

The project is being funded by FEMA reimbursement for damages associated with Hurricane Florence. There were damages to the landfill, gas system, and

landfill borrow pit. The County has elected to proceed with a Section 428 Alternative Procedures for Permanent Work Project. Instead of restoring all damaged landfill areas back to pre-disaster conditions, such as the borrow pit, the New Blower Skid and Flare project will be funded. Any excess funds will be used to purchase a new equipment for the landfill in accordance with FEMA policies. We plan to clear additional areas on the landfill for new borrow areas instead of repairing the damaged areas.
Tagged Passions:funding, equipment, landfill, solid waste, procedure, purchasing, and FEMA

The estimated cost was provided by SCS Engineers for budgetary purposes. The project is expected to be completed within 1 year.

Tagged Passions:budget

RECOMMENDATION / PROPOSED ACTION

County Management recommends the proposed action be placed on the February 17, 2020 Board of Commissioners agenda as a consent item:

Approve the Blower Skid and Flare project and the associated Capital Project Budget Ordinance 200658.

Tagged Passions:ordinance, budget, capital spending, and Capital Spending

ATTACHMENTS: Description Type Capital Project Budget Ordinance 200658 Backup Material

Tagged Passions:ordinance, budget, capital spending, and Capital Spending

Meeting Agenda Review and Discussion of Board Priorities and Goals Emergency Services Center Design and Committee Review Process Contract for

Professional Auditing Services Budget Ordinance Amendment 200011 to Provide Market Adjustment to Law Enforcement Salaries New Blower Skid and Flare and Associated Capital Project Budget Ordinance 200658
Tagged Passions:ordinance, market, budget, capital spending, contract, public safety, Capital Spending, services, emergency, and audit

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