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Home My WebLink AboutDecember 1 2015 Regular MinutesIREDELL COUNTY BOARD OF COMMISSIONERS PRE -AGENDA MINUTES December 1, 2015 The Iredell County Board of Commissioners met in pre -agenda session on Tuesday, December 1, 2015, at 5:30 PM, in the Iredell County Government Center (South Wing Conference Room), 200 South Center Street, Statesville, NC. Board Members Present Chairman James B. Mallory III Vice Chairman Marvin Norman Tommy Bowles Steve Johnson Ken Robertson Staff present: County Manager Ron Smith, County Attorney Bill Pope, Deputy County Manager Beth Jones, Finance Director Susan G. Robertson, Attorney Lisa Valdez, Public Safety Director David Saleeby, Assistant to the Manager Ben Stikeleather, and Clerk to the Board Retha Gaither. CALL TO ORDER: Chairman James Mallory called the meeting to order. ADJUSTMENTS TO THE AGENDA: County Manager Ron Smith made the following adjustments: Add: Administrative Matters Memo #2-A — Approval of Public Official Bonds' Renewal Closed Session Real Property G.S. 143-318.11 (a) (5) Personnel G.S. 143-318.11 (a) (6) Attorney Client G.S. 143-318.11 (a) (3) PUBLIC HEARINGS Public Hearing to Close Out the CDBG-Scattered Site Grant: Planning Director Matthew Todd said the grant was awarded in 2013 totaling $225,000 and is now being closed. The grant assisted four full rehabs and four emergency repairs under $5,000. There was a fifth home scheduled for a full rehab but declined at the last minute and it was too late to use the remaining $21,000 on another project. The completed projects included new roofs, heat pumps, water heaters, insulation, gutters, electrical, and handicap accessibilities for low to moderate income households. A committee consisting of staff fromStatesville, Troutman, and Iredell County, ranked each application involved. Commissioner Ken Robertson asked if this program was continuing and if so it should include Purple Heart Homes. Todd said the program is not continuing at this time. ADMINISTRATIVE MATTERS December 1, 2015 Annual Election of the Chairman, Vice -Chairman and Approval of the 2016 Meeting Calendar: Chairman Mallory turned the proceedings over to County Manager Ron Smith for the election of the Chairman. Smith opened the floor for nominations for Chairman. Vice -Chairman Marvin Norman nominated James Mallory. Smith closed nominations. VOTING: Ayes — 5; Nays — 0 Chairman Mallory opened the floor for nominations for Vice Chairman. Commissioner Ken Robertson nominated Marvin Norman. Mallory closed nominations. VOTING: Ayes — 5; Nays — 0 Chairman Mallory presented the 2016 calendar. Smith stated that traditionally the first meeting in July is deleted. MOTION by Vice Chairman Marvin Norman to approve the calendar with the deletion of July 5 and the current seating arrangement will stay the same. VOTING: Ayes — 5; Nays — 0 This item was added to the consent agenda. Request from Jean Hann, Risk Management Specialist for Approval of Public Officials Bonds Renewal According to G.S. 58-72-50: Finance Director Susan Robertson said the Tax Collector, Deputy Tax Collectors, Finance Officer, Sheriff, and Register of Deeds are required by statute to provide performance bonds each year. The cost is $1,254 and the total of the bond is $370,000. This item was placed on the consent agenda. Request for Approval to Negotiate a Jail Expansion Contract with Moseley Architects: County Manager Ron Smith stated a motion was made, at the Fall Retreat, to direct staff to move forward with the new jail expansion project within a range of $18-21 million. At the time, it was recommended to move forward with Design -Build -Construction -Delivery Method. However, while moving through the analysis of the project it has become apparent that Design - Build is not the best method. Design -Bid -Build is the traditional process for this type of project. Construction -Manager At Risk is another method being reviewed. There was a previous RFQ process for an architect. After interviewing seven companies Moseley was chosen. Smith recommended the approval to move forward with a contract negotiation with Moseley under the terms previously set forth. Commissioner Ken Robertson expressed his concerns of Moseley being objective with the cost parameters. He suggested to allow continuance but not to specifically state who to contract with. December 1, 2015 Commissioner Steve Johnson asked if the motion for the range of $18-21 million had anything to do with the recommendation to decline the Design -Build method. Smith said it had some bearing. The Public Safety Building will be an easier project for Design -Build. The complicating factor is technology and ECOM which must be bomb proof. A combination of the range and the ability to have more control of the design is the reason for recommending against Design -Build. Commissioner Johnson asked if there was no range limits would the recommendation be the same. Smith said yes. Commissioner Johnson stated the Task Force recommended $18 million, but he wasn't completely satisfied with the justification behind that amount and if that amount was a legitimate base. He suggested to begin with the base amount then add as many beds as possible up to the $21 million without crowding the instructional integrity of the building or the quality of the components of the building. Mistakes were made with the original jail construction and would like to avoid expensive mistakes. If a quality product cost more, then use the quality product and make a justification for it. Chairman Mallory agreed to have some elasticity. Being involved with the design is important. He suggested to stay within the $18 million if possible but if adding some extra items will increase the functionality then it should be considered for a more quality product. Vice Chairman Marvin Norman asked if the building design will allow for expansion if needed in the future. Smith said yes. The method of Design -Build relinquishes quite a bit of control on the design because the architect is working for the contractor. Design -Build originally sounded like it would be the best method in order to save money, but would have less control. After further investigation it appears the savings is not significant. Commissioner Johnson asked Captain Bert Connolly to join in and asked if this procedure would work. Connolly said he believes it is important to get the most for the money and be able to expand if needed in the future. Previous conversations with Moseley and other architects proved that Moseley's design was the best, albeit not the cheapest. Other counties had advised not to use some of the other architects. Commissioner Johnson told Connolly that if some component is needed then make a justification to the Board. Smith said another possible need is a fulltime foreman or overseer of the project. It could be a current staff member or hire someone temporarily to cover the County's best interest. Commissioner Robertson stated be an engineering firm could be hired to assign someone. Chairman Mallory said the ability to have staff involved with the design process is important. December 1, 2015 3 Commissioner Johnson asked to clarify that they were not specifying Moseley but giving the authority to negotiate a contract. Commissioner Robertson stated to remove the statement "with Moseley Architects." It should read, "Negotiate a contract to design a proposed jail expansion project under the terms stated at the fall work session." This item was placed on the consent agenda. Request from ECOM/Emergency Management to Appoint an Emergency Management Coordinator: ECOM/EM Director David Martin stated he will be retiring on December 16 and according to the North Carolina General Statutes each county should have an appointed Emergency Management Coordinator. It was recommended to appoint Paul Webster as the Emergency Management Coordinator effective December 17. This item was placed on the consent agenda. Request from the Planning Division for Approval of Amendments to the Plat Review Officer Listing: Planning Division Matthew Todd said this request was to add a new staff member with no other changes. This item was placed on the consent agenda. IREDELL COUNTY PLAT REVIEW OFFICER LISTING IREDELL COUNTY: William Allison Rebecca M. Harper Matthew Todd John Lowman Daniel Swift TOWN OF MOORESVILLE: Timothy D. Brown Craig Culbertson Maureen Gable CITY OF STATESVILLE: David Currier Sherry Ashley Elaine Anthony TOWN OF TROUTMAN: Erika Martin Request from the Finance Department for Approval of and Signature on a Three - Year Lease for NC Department of Corrections (Adult Probations): Purchasing and Contracts Manager Dean Lail said this lease was acquired in 2009 when the State changed legislation. The owner has made several improvements and would like to increase the rate by $100 per month for a total of $955 per month with janitorial services included. She also asked for a three-year lease with a clause for no further increases for three years. There is also a sixty day cancellation notice included in the lease. This item was placed on the consent agenda. Request from the Finance Department for Adoption of a Resolution Authorizing the County Manager to Determine/Exempt Design Services in Accordance with NC G.S. 143- 64.31: Purchasing and Contracts Manager Dean Lail said there have been several small projects December 1, 2015 that required a design service, engineer consultation, and in some cases surveying. General Statutes require a RFQ process to choose the professional services. That process can take one or more months. For day-to-day projects that process time is too long. The statues also allow counties to exempt certain projects, in writing, from that process. The recommendation is to allow the County Manager to make that exemption on special projects that fall below $50,000. This items was placed on the consent agenda. RESOLUTION AUTHORIZING COUNTY MANAGER TO EXEMPT DESIGN SERVICES FOR CERTAIN PROJECTS FROM G.S. 143-64.31 WHEREAS, G.S. 143-64.31 requires the initial solicitation and evaluation of firms to perform architectural, engineering, or surveying services (collectively "design services") to be based on qualifications and without regard to fee; WHEREAS, the Board recognizes that the County undertakes many projects for which the design fee may be substantially less than 550,000; and WHEREAS, G.S. 143-64.32 authorizes units of local government to exempt, in writing, contracts for design services from the qualifications -based selection requirements of G.S. 143-64.32 if the estimated fee is less than $50,000; and WHEREAS, G.S. 143-64.32 does not require such exemptions be made by the Governing Board of the entity; NOW, THEREFORE, THE Ircdcll County Board of Commissioners RESOLVES that the Ircdell County Manager is hereby authorized to determine and exempt in writing such projects as may be beneficial to the orderly progress of County Business and for which the design fee will be less than $50,000 from the provisions of G.S. 143-64.31. This resolution shall be effective upon adoption. Adopted this Is` day of December, 2015. Request from the Finance Department for Approval of the Lincoln Harris Proposal and Adoption of BA #17: County Manager Ron Smith said the request is actually honoring the agreement and terms made in closed session for a joint venture with the Town of Mooresville. This item was placed on the consent agenda. BA#17 To Contingency Funds for 50/50 Joint Venture with the Town of Mooresville for 12/2/2015 Market/Asset Analysis and Predevelopment Services at Exit 31 Account # Current Budget Chane Amended Budget 105480 530200 Contingency 242,514 (70,350) 172,164 105475 565002 Exit 31 Economic Devlp Analysis 70,350 70,350 Request for Approval of the November 17, 2015 Minutes: There were no corrections to the minutes. This item was placed on the consent agenda. Chairman Mallory asked Assistant to the County Manager Ben Stikeleather to explain the functions of the Transportation Advisory Board. December 1, 2015 Stikeleather said there is no set number of members for this Board. The by-laws state there must be a representative from each of the agencies that contract with ICATS. NCDOT and FTA has decided there must be a certain number of members from other areas to meet their requirements. The Board needs to include someone from the minority, elderly, and disabled community. The Advisory Board does not have any authority other than to make recommendations. With the new members this Board may become a little more involved. Previously they met on the second Wednesday each quarter. Chairman Mallory recessed into Closed Session at 6:20 PM. IREDELL COUNTY BOARD OF COMMISSIONERS REGULAR MINUTES December 1, 2015 The Iredell County Board of Commissioners met in regular session on Tuesday, December 1, 2015, at 7:00 PM, in the Iredell County Government Center (Commissioners' Meeting Room), 200 South Center Street, Statesville, NC. Board Members Present Chairman James B. Mallory III Vice Chairman Marvin Norman Tommy Bowles Steve Johnson Ken Robertson Staff present: County Manager Ron Smith, County Attorney Bill Pope, Deputy County Manager Beth Jones, Finance Director Susan G. Robertson, Attorney Lisa Valdez, Assistant to the Manager Ben Stikeleather, Public Safety Director David Saleeby, and Clerk to the Board Retha Gaither. CALL TO ORDER by Chairman Mallory. INVOCATION: Chairman James Mallory asked everyone to bow their heads for a moment of silence. PLEDGE OF ALLEGIANCE led by Chairman Mallory. ADJUSTMENTS TO THE AGENDA: County Manager Ron Smith made the following adjustments: Add: Administrative Matters Memo #2-A — Approval of Public Official Bonds' Renewal Closed Session Real Property G.S. 143-318.11 (a) (5) Personnel G.S. 143-318.11 (a) (6) Attorney Client G.S. 143-318.11 (a) (3) Remove: Closed Session December 1, 2015 6 Economic Development PRESENTATION OF SPECIAL RECOGNITIONS & AWARDS (None) APPOINTMENTS BEFORE THE BOARD (None) PUBLIC HEARINGS Public Hearing to Close -Out the CDBG-Scattered Site Grant: Planning Division Matthew Todd said the request is to close out the Scattered Site Housing Grant awarded to the County in 2013. The grant assisted four full rehabs and four emergency repairs. These repairs included new roofs, heat pumps, water heaters, insulation, gutters, electrical, and handicap accessibilities designed to help low to moderate income families. Chairman Mallory asked if there is an extension of the program. Todd said at the current time there is no extension. Chairman Mallory opened the public hearing. No one from the audience wished to speak. Chairman Mallory closed the public hearing. OTIO by Vice Chairman Marvin Norman to approve, VOTING: Ayes — 5; Nay — 0 ADMINISTRATIVE MATTERS County Manager Ron Smith summarized the consent agenda as follows: • Annual Election of the Chairman, Vice Chairman and approval of the 2016 meeting calendar. James Mallory remains Chairman and Marvin Norman remains Vice Chairman. The 2016 calendar was approved with the exception of July 5 which will be removed from the schedule. • Approval of a Public Officials' Bond renewal. • Approval to negotiate a jail expansion contract. • A request from ECOM/Emergency Management to appoint Paul Webster as Emergency Management Coordinator. • A request from the Planning Division for approval of amendments to the Plat Review Officer listing. • A request from the Finance Department for approval of and signature on a three-year lease with NC Department of Corrections (Adult Probations). • A request from the Finance Department for an adoption of a resolution authorizing the County Manager to determine and exempt design services in accordance with NC G.S 143-64.31. • A request from the Finance Department for approval of a contract with Lincoln Harris and adoption of budget amendment # 17. • Approval of the November 17, 2015 minutes. December 1, 2015 OTIO by Commissioner Steve Johnson to approve the consent agenda. VOTING: Ayes — 5; Nays — 0 ANNOUNCEMENT OF VACANCIES OCCURING ON BOARDS & COMMISSIONS Recreation Advisory Committee (2 Announcements) Advisory Committee for Home and Community Care Block Grant (2 Announcements) Zoning Board of Adjustment (1 Announcement) Iredell County Transportation Advisory Board (8 Announcements) APPOINTMENTS TO BOARD AND COMMISSIONS (None) UNFINISHED BUSINESS (None) PUBLIC COMMENT PERIOD (None) NEW BUSINESS (None) County Manager Ron reminded the Board of the Annual Employee Christmas Luncheon on Wednesday, December 9, 11:30-1:30, at the Statesville Civic Center. CLOSED SESSIONS MOTION by Commissioner Johnson to move into Closed Session at 7:10 PM. VOTING: Ayes — 5; Nays — 0 ADJOURNMENT MOTION by Commissioner Steve Johnson to adjourn at 7:40 PM. (The next meeting will be Tuesday, December 15, 2015, 7:00 PM, in the Commissioners' Meeting Room, Pre -Agenda Discussion at 5:30 PM in the South Wing Conference Room, Government Center, 200 South Center Street, Statesville, NC) VOTING: Ayes — 5; Nays — 0 Date Approved Retha C. Gaither, Clerk December 1, 2015 8