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THE BOARD OF COUNTY COMMISSIONERS DURHAM, NORTH CAROLINA Monday, June 24,
2002 AGENDA
4:00 P.M. Closed Session
The Board of County
Commissioners is requested to adjourn to closed session pursuant to N.C.G.S.
§143.318.11(6) to consider a personnel matter. ____________________
7:00 P.M. Regular Session
1. Opening of Regular Session?Pledge of Allegiance 2. Agenda Adjustments 3.
Minutes May 29, 2002 Regular Session 4.
Recognition of Employees? Budget Saving Suggestions The County Manager asked Department Heads to seek
money-saving ideas from County employees that could be incorporated into the
preparation of this year?s budget.
Several employees made suggestions that were included in the County
Manager?s Budget. These employees will
receive a $50.00 ?On the Spot" Award. They are: Mike Turner,
General Services He suggested County departments contact all contract service
providers to ask them to either: Reduce the contract dollar amount by 5 percent, reduce the
level of services by 5 percent to achieve the desired monetary reduction of 5
percent, or hold the line with a zero-dollar increase in the coming year. His department realized savings of $103,082. Audrey
Potts, Social Services and Beth Steenberg, Social Services They developed the idea of placing travel reimbursement
forms on the Intranet. The forms are
now automated, which has improved the turnaround and processing times as much
as two weeks, saving staff time. The
immediate cost savings are the printing costs for paper forms and using fewer
staff hours to process the forms. As
more forms are added to the agency Intranet, there will be the added benefit of
acclimating the staff to using more computer applications such as Excel
spreadsheets. County
Manager?s Recommendation:
Commend staff for their cost-saving ideas that were included in the
Durham County Budget. 5.
Consent Agenda a.
Budget Ordinance Amendment No.
02BCC000061?Office of the Sheriff?Bureau of Justice (approve the budget
amendment to accept $239,904 for the State Criminal Alien Assistance
Program?SCAAP); b.
Budget Ordinance Amendment No.
02BCC000062?Department of Social Services Request to Accept Additional Revenue
(approve the budget amendment to recognize $2,942,251 in revenue for four
programs); c.
Budget Ordinance Amendment No. 02BCC000063?Increase
budget of Lebanon Volunteer Fire Department (to cover salary and benefits for
County personnel for remainder of this fiscal year); d.
Capital Project Amendment No.
02CPA000017?Reduction of several completed Capital Projects budgets (reduce
Capital Projects budget by $302,358 due to completion of five projects); e.
Property Tax Releases and Refunds
for Fiscal Year 01-02, Month of May (accept the property tax release and refund
report as presented and authorize the Tax Assessor to adjust the tax records as
outlined by the report; f.
Cancellation of a Review Officer?s
Appointment (adopt the resolution canceling the appointment of F. Rose Taylor
as Durham County?s Review Officer); g.
Appointment of New Review Officers
(adopt resolution to appoint Jay V. Miller and Judy F. Hosford in the Durham
County Land Records Office as Durham County?s Review Officers regarding the
review of maps and plats prior to being recorded by the Register of Deeds
Office); h.
Resolution Calling for Adequate
State Funding for NC?s Human Services Programs (adopt the resolution and send
it to the General Assembly); i.
Standard Non-Reimbursable Contract
for the Extension of the County Sanitary Sewer System (authorize the County
Manager to execute the utility contract with Perfect Corporation to extend the
County sewer system by 1,126 linear feet to serve 20 townhouses for Pagehurst
Phase 4A); j.
Grant Power Easement to Duke Power
for the Triangle Wastewater Treatment Plant Expansion and the Solid Waste
Facility Upgrade (authorize the County Manager to execute the easement
documents needed for Duke Power to service these facilities); k.
Request to Approve Durham?s Home and
Community Care Block Grant Funding Plan Through the Department of Social
Services (approve the grant funding plan as presented in the amount of
$789,163); l.
Renewal of Interlocal Agreement with
the City of Durham for Tax Billing/Collections (renew the expired agreement for
one year, ending June 30, 2003); m.
Approval of Construction Contract
for the Durham County Detention Center Roof Repairs?Project RFP 02-025
(authorize the execution of a contract with Southern Roof Maintenance Inc. in
the amount of $145,684 and authorize change orders, if necessary, not to exceed
$21,852); n.
Final Offer to Purchase County
Property?2700 Boyle Street (approve the $1,830 offer submitted by Ms. Jennifer
Quast and prepare a non-warranty deed for the Chairman?s signature); o.
Final Offer to Purchase County
Property?0 Panama Terrace (approve the $3,800 offer submitted by Mr. Lee H.
Hicks Jr. and prepare a non-warranty deed for the Chairman?s signature); p.
Grant Easements to NCDOT for NC 55
Highway Widening Project Along Front of Tax Parcel 532-01-009 (authorize the
County Manager to execute the easement documents for consideration of $3,500
from NCDOT); q.
Request for Approval to Amend
Residential Curbside & Drop-Off Recycling Contract (authorize the execution
of a contract amendment with Tidewater Fibre Corps Inc. in the amount of
$300,813 for one additional year from July 1, 2002 through June 30, 2003, and
to extend the contract for additional periods of one year, not to exceed four
years); r.
Request for Permission to Extend an
Offer on Library Site for North Regional Library (authorize the Manager to
extend an offer not to exceed $25,000 per acre to Durham Public Schools for
five acres of land on Milton Road adjacent to Carrington Middle School for the
purpose of constructing the northern regional library); and s.
Agreement With Town of Cary for
Wastewater Treatment Services (approve the agreement, as it maintains affordable
rates to County wastewater customers while providing additional revenues to
increase the capacity of the treatment plant and enhance the treatment
capabilities for environmental protection). 6.
Public Hearing?Proposed Secondary Road Construction Program for Durham
County (2002-2003) Mr. M. Shane
Parker, P.E., District Engineer for the North Carolina Department of
Transportation, will present the Board with the Annual Secondary Road
Construction Program for Durham County (2002?2003). Division Engineer Jon Nance, P.E., and Division Maintenance
Engineer Ricky E. Greene Jr., P.E. will accompany Mr. Parker. Resource
Person(s): M. Shane Parker, P.E., North Carolina Department of
Transportation, Division of Highways, Division Five County
Manager's Recommendation: The Manager recommends that the
Board review the Proposed Secondary Road Program and hold the public
hearing. For the Board?s convenience, a
copy of the statutes has been attached which outlines the Board?s responsibility
and authority for the Secondary Road Program.
Note that any changes to the priorities impact others on the priority
listing. After the public hearing, if
appropriate, approve the Proposed Secondary Road Program. 7.
Public Hearing?West-Northwest Durham Plan The Board is being requested
to receive public comment and adopt the West-Northwest Durham Plan as
presented. The West-Northwest Plan was
presented to the Board at the June 3 worksession. The West-Northwest Durham Plan
combines two of 15 small areas that comprise Durham's total planning
jurisdiction. The planning area is a
mix of urban, suburban, and rural land uses ranging from older city
neighborhoods, to large-lot suburbs, to rural homesteads. The challenge of planning for the future of
the area is preserving the integrity of residential neighborhoods and viable
commercial areas; allowing reasonable planned growth; and protecting the rich
resources of the area?s natural and cultural heritage. Participants in the West-Northwest
Durham planning process recognized that growth would occur. The consensus was that it must be managed to
protect the well-being of existing residents and businesses, as well as the
environment and future residents. The plan
endorses the need for this protection, but it also realizes the realities of
the urbanized region. This vision
characterizes the challenge faced by the West-Northwest Durham planning process
and the growth management theme upon which it is based. The Planning Committee reviewed and
approved the plan on August 8, 2001.
The City Council held a public hearing and adopted the plan on March 18,
2002. Staff recommends that the Board
of County Commissioners adopt the West-Northwest Durham Plan as presented. Resource
Person(s): Frank M. Duke, AICP, Planning Director, and Dwight Yarborough,
Senior Planner County
Manager?s Recommendation: The
Manager?s recommendation is that the Board receive citizen comments and adopt
the West-Northwest Durham Plan as presented.
The Board had an opportunity to discuss this plan during the June 3, 2002
Worksession when the public hearing was scheduled. 8.
Public Hearing on Levying Additional ½-Percent Sales Tax The Board of
Commissioners is requested to hold a public hearing on the possible imposition
of an additional ½-percent sales tax.
The current statutory authority for this tax provides that the tax will
take effect on July 1, 2003. The
Legislature is currently considering advancing the date the tax could be
effective. Therefore, the attached
proposed resolution levying the tax would become effective on July 1, 2003, or
on the first day allowed by law. This
provision is inserted so that if the reimbursements from the State for various
repealed taxes are not included in the budget, which is expected, the new sales
tax may be received to partially or wholly replace the reimbursements without
interruption, depending on the effective date of the tax. Resource
Person(s): Chuck Kitchen, County Attorney. County
Manager?s Recommendation: Hold the
public hearing, and pass the attached resolution, with or without amendment, if
appropriate based on comments received. 9. Lease Agreement (Sarah Barker
Center?2611 Broad Street) The Board is requested to authorize the execution of a
three-year lease agreement between DURHAM COUNTY and The Arc of Durham County
Inc. for the Sarah Barker Center located at 2611 Broad Street. The Sarah Barker Center is a daycare
facility operated specifically for the benefit of children with mental and
physical disabilities. The lease term
is from July 1, 2002 through June 30, 2005.
The Sarah Barker Center has occupied this facility for a number of
years. The current lease expires June
30, 2002. The one-story building comprises approximately 5,700 square
feet. It is situated at the southwest
corner of Broad Street and Stadium Drive.
The proposed rent for the premises is as follows: Year 1 $6.00/sf $34,200/year $2,850/month Year 2 $6.30/sf $35,910/year $2,992.50/month Year 3 $6.62/sf $37,734/year $3,144.50/month Five-percent annual increases are indicated. During the current term (July 1, 1999
through June 30, 2002) the rent has been constant at $5.75 per square
foot. The increase from $5.75 to $6.00
is 4.35 percent. In March of 1999, market
rent for this property was estimated to be $9.00 to $10.00 per square foot. At present, market rent for this property is
estimated at $11 to $12 per square foot.
Annual rent increases for this type of property are not unusual. Durham County will be responsible for utilities, janitorial
services, and routine maintenance. The
Landlord will be responsible for taxes and assessments and insurance coverage
on the building. Major repairs such as
a new roof or HVAC will be the Landlord?s responsibility. The Landlord will be responsible for the
first $10,000 of expense per repair.
Expenses for repairs exceeding $10,000 will be portioned equally between
Landlord and Tenant (the amount in excess of $10,000). If it is determined that either party is the
sole cause of the condition warranting repair, that party shall be solely
responsible. The Durham County Attorney?s office
has had the opportunity to review the lease agreement and has approved it as to
form. The Landlord has also reviewed
the lease agreement and is in agreement with it. Resource
Person(s): Laurel Drobits, Director, Sarah Barker
Center; George Quick, Finance Director; and Bill Martin, Real Property Manager County
Manager?s Recommendation: This Lease
Agreement is a continuation of a long-standing arrangement for suitable
facilities for the Sarah Barker Center.
The Board is requested to authorize the execution of a three-year lease
with The ARC of Durham County Inc. for 2611 Broad Street in accordance with the
attached lease. 10. FY 2002-2003 Budget Adoption The Durham County Manager will
formally present the adopted budget for FY 2002-2003 to the Durham County Board
of Commissioners. This submission is in
accordance with the Local Government Budget and Fiscal Control Act which
requires adoption of the budget no later than July 1. County
Manager's Recommendation: Approve the recommended budget. 11. Printing
Services for Durham County Tax Department and Animal Control (RFP 02-028)
Approval to enter
into Service Contract for Printing Services for Durham County Tax Department
and Animal Control (RFP 02-028) with Total Billings. The bid was
advertised on March 1, 2002
in The Herald-Sun. Thirty-two proposal
packages were mailed to various printing agencies. On April 11, 2002, four proposals were received from Professional
Mail Services, Inc; American Business & Promotions; South Data, Inc; and
Total Billings. After a committee review of the submitted proposals, Total
Billings? proposal was considered the best responsive bidder.
Durham
County?s M/WBE goal for ?Other Professional Services" is 13% for
African-Americans. However, the County
did not have 13% of African-American vendors who provide this service on its
vendor list from which to solicit responses.
Therefore, in an effort to receive M/WBE responses, 13% of the vendors
solicited were women- and/or minority-owned businesses. (Please see the attached mailing list.) None of the four companies met Durham County?s
M/WBE goal for ?Other Professional Services."
Total Billings did submit a 100% Own Work Force affidavit for this
project. According to Total Billings,
its work force consists of: Total number of employees: 40 Non-minority 18
(45%) Minority 22
(55%) Male 28
(70%) Female 12 (30%) Seven (7) of
the twelve (12) management-level positions are held by minorities and women
(58%). Total
Billings does not currently have any subcontracting opportunities
available. However, the Tax Department
will continue to work with the vendor, if approved, to identify any possible
subcontracting opportunities and with the Purchasing Division to identify any
possible minority subcontractors to work towards achieving the expenditure goal
for minority participation. Also, Total
Billings is the current vendor providing printing services for tax bills and
animal fees. It has provided the
service for the Tax Department for six (6) years and has provided the service
for Animal Control for two (2) years. The Tax Department has been satisfied with the service received
from this vendor. Resource
Person(s): Kimberly Simpson, Deputy Tax Administrator, and
Steve Crysel, Tax Administrator County
Manager?s Recommendation: After review
of the Request for Proposals for Printing Services for Tax and Animal Control
submitted by the four firms, the Manager?s recommendation is that the Board
enter into a service contract with Total Billings. |
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