AGENDA
UNION COUNTY BOARD OF COMMISSIONERS
REGULAR MEETING
7:00 PM
Board Room, First Floor
Union County Government Center
500 North Main Street
Monroe, North Carolina
5:00 P.M. – Special Meeting – Personnel Training Room, Room 131, Union County Government Center (Re: Possible Bond Election Concepts, Process, Considerations, and Projects)
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b. |
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a. |
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1. |
NCDA Division of Soil & Water Conservation Contract for Financial Assistance
Background: The North Carolina Department of Agriculture and Consumer Services (NCDA), Division of Soil and Water Conservation (DSWC) requires an annual contract in order to provide financial assistance to the Union County Soil and Water Conservation District. This contract is for the first of three years, with a required annual renewal. The contract number will be assigned by NCDA when received from the County. Terms of the contract have not changed from previous years.
Funding is in the form of two grants: • District Matching funds to help offset operational costs ($3600); • Cost Share Technical Assistance funds to partially subsidize the salary and benefit costs of our District Manager ($26,760).
The $30,360 in state funds have to be matched dollar-for-dollar, so the value of the contract is shown as $60,720. Budgeted County funds for the District exceed the match requirement so there is no cost to engage in this contract.
Financial Impact: $30,360 in revenue for the Soil and Water Conservation District |
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ACTION REQUESTED: |
Authorize the County Manager to approve the contract, pending legal approval, and submit the requisite forms to receive state funds for FY 2015.
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2. |
FY 2016 Consolidated Agreement (Union County Division of Health)
Background: The mission of the Division of Health is to promote health, prevent disease, and protect the health of the community. The approval of the Consolidated Agreement will allow the Division of Health to receive State funding and help provide affordable health care programs and services to the residents of Union County.
Financial Impact: Based on FY 14/15 figures, State funding of approximately $1.4M. |
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ACTION REQUESTED: |
Authorize the County Manager to approve the Consolidated Agreement between the State of North Carolina and the Union County Division of Health for FY 15/16, pending legal review.
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3. |
Background: Union County provides Employee and Retiree Group Health Benefits Plan(s) to more than 1800 eligible participants. These plans are self-funded plans and as such the County has implemented plans, designs, and effective administrative tools that enable the most cost effective use of each premium dollar while maintaining both the viability and sustainability of the Plan(s).
Growing concerns over the rising cost of primary care and ancillary services, limitations on appointment availability for immediate, non-critical healthcare needs, the trending shortage of primary care physicians and the continuing negative financial impact of the Affordable Care Act (ACA) on self-funded employer group plan(s), have prompted staff to explore cost effective options for primary care service delivery.
As part of our continued efforts to make the most efficient use of each premium dollar, Union County released a request for qualified firms to submit proposals to provide direct primary care services as a voluntary option to eligible participants of the Plan(s). Proposals were received and evaluated, and Paladina Health was selected as the direct primary care option provider of choice.
Union County entered into an initial agreement with Paladina Health that allowed the parties to begin the preliminary work of negotiating a final agreement, employee education and communication, physician recruitment, and clinic site identification.
The scope of activities covered by the initial agreement has been completed. Staff recommends proceeding with the next phase, employer-provider agreement that will allow Paladina Health to begin providing comprehensive, integrated Primary Care services to eligible participants who voluntarily enrolled in the direct primary care option beginning April 1, 2015.
Financial Impact: Use of the Direct Primary Care option does not add additional expense to the cost of providing the self- funded employee/retiree group health plans.
Traditionally, the employee/retiree group health plans cover eligible expense for primary and preventive care medical services on a “fee for service” basis. Therefore, each time a health plan participant receives service a new claim and expense is generated. The variable in the “fee for service “model is the frequency of service provided. This variable can create unexpected variance in the cost of the program. To offset the impact of these variances underwriters layer in additional margin in the premium and stop loss insurance is purchased as an ultimate safeguard.
In stark contrast, under the Direct Primary Care option, a flat, monthly, fixed-rate covers all primary and preventive care received by each enrolled participant. Regardless of the frequency with which participants receive primary and preventive medical services there is no variance in the expense incurred by the employee/retiree group health plan. There is no limit on the number of times a participant can receive primary or preventive care service. In addition, participants have direct cell phone, text, and email access to their physician on a 24/7 basis without incurring any additional cost. |
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ACTION REQUESTED: |
Authorize the County Manager to approve the employer/provider agreement with Paladina Health, LLC, pending legal review.
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Contract with Perkins+Will of North Carolina, Inc., for architectural services relative to the Union County Human Services Facility
Background: On September 29, 2014, the Board of Commissioners authorized the County Manager to approve an agreement with Perkins+Will as the Owner’s Design Consultant (ODC) using the design-build bridging construction delivery method for the new Human Services facility. As ODC, Perkins+Will was to prepare architectural design documents to 35% completion and to serve as the owner’s representative for design review and construction oversight of the design builder. The amount of the contract was not to exceed $2,050,173.
On January 5, 2015, upon request by staff, the Board of Commissioners reconsidered the construction delivery method for the Human Services Center. There had been recent discussion regarding the novelty of the design-build bridging process, as well as the uncertainty of the statutory competitive pricing requirements in practice. Ambiguity regarding the definitiveness of pricing at certain points in the process and whether negotiation of full construction pricing were ultimately required resulted in concerns as to risks regarding uncertain pricing that the County was attempting to avoid by selection of the design-build bridging approach. As a result of this reconsideration, the Board of Commissioners elected to proceed instead with the traditional design-bid-build construction delivery method. The ODC agreement authorized with Perkins+Will was never executed. Instead, the parties have proceeded under a simple agreement for preliminary work.
With the design-bid-build delivery method, Perkins+Will will be the County’s primary architect, providing the full range of traditional architectural services, to include schematic design, design development, construction document development, bidding, and construction administration. The purpose of this item on the Consent Agenda is to replace the County Manager’s authorization to approve the ODC agreement with authority instead to approve an agreement with Perkins+Will for traditional architectural services for the Human Services facility in an amount not to exceed $2,376,976, exclusive of amounts already expended with Perkins+Will. The higher amount reflects the fact that Perkins+Will will be conducting all of the architectural services and not just those that would have been assigned to the Owner’s Design Consultant under the design-build bridging delivery method.
Financial Impact: $ 2,376,976
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ACTION REQUESTED: |
Authorize the County Manager to approve a contract with Perkins+Will for the full range of architectural services relative to the design-bid-build (traditional) construction method for the Human Services facility, to include but not be limited to schematic design, design development, construction document development, bidding, and construction administration in an amount not to exceed $ 2,376,976 pending legal review
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Background: Union County has been under non-retainer engagement with a Financial Advisor since 2011, providing financial advice and support on both transactional and non-transactional basis. Current SEC regulations have made it difficult for a county of Union’s size to prosper and manage without having a Municipal Financial Advisor (MFA). The existing Financial Advisor contract ran out in November 2014, at which time Procurement released a Request for Proposal (RFP) for MFA services. There were six respondents, all of which met minimum criteria, and three were asked to interview.
A board of four County employees interviewed the three finalists companies, and it was determined that Stephens, Inc. was the best option moving forward for the County’s interest. The contract will last for 3 years, and offer 2 additional 1 year extension at the County’s behest.
Financial Impact: Costs will be paid from the costs of issuance associated with each transaction. |
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ACTION REQUESTED: |
Authorize the County Manager to approve Financial Advisory Agreement with Stephens, Inc., pending legal review |
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b. |
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ACTION REQUESTED: |
Approve Minutes |
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Regular Meeting of December 15, 2014
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c. |
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January 2015 NCVTS Motor Vehicle Refund Report
Background: The refunds on this report represent adjustments made that resulted in refunds of motor vehicle taxes paid under the Tax and Tag Together Program operated jointly between the counties and the NCDMV.
Financial Impact: Total amount of refunds: $7,717.44 |
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ACTION REQUESTED: |
Approve the January 2015 NCVTS Motor Vehicle Refund Report
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Tax Collector's Departmental Report for January 2015
Background: This report reflects the totals of all tax transactions within the Tax Collector's office for the month of January 2015.
Financial Impact: None |
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ACTION REQUESTED: |
Approve Report
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Background: As required by NCGS 105-369, tax collectors are to submit a report to the Board of County Commissioners reflecting the amount of unpaid taxes constituting liens on real property. The balance shown in the report for 2014 will be real estate taxes outstanding as of February 18, 2015. An electronic copy of this list is available in the Clerk's office.
During the month of February all delinquent taxpayers included in this report have received a second notice of taxes due. This notice also serves as the notification of the intent to advertise any remaining unpaid taxes at the end of February. Upon the approval of the initial report, any taxes remaining unpaid as of the end of February will be advertised during the month of March in the paper of largest local circulation in Union County.
Financial Impact: The only financial impact will be the cost associated with printing the delinquent listing in a local newspaper. As per statute NCGS 105-369(d) this amount is prorated across all of the outstanding accounts and a fee is added to those accounts in order to recoup the costs resulting in no overall direct costs to the county. |
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ACTION REQUESTED: |
Accept report and order Tax Collector to advertise the liens in a local newspaper in accordance with NCGS 105-369 |
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d. |
Additional High Risk Maternity Funding
Background: The High Risk Maternity program provides prenatal care and consultation of Maternal Health clients with high risk conditions such as diabetes, hypertension, history of preterm delivery, etc. Care is provided by a multidisciplinary team consisting of an OBGYN MD, an LCSW, a RD and nursing staff. Due to the dissolution of a High Risk Maternity clinic elsewhere in the State, there is additional funding available for other High Risk Maternity clinics. Those funds were redistributed and Union County's High Risk Maternity clinic is receiving an additional $6,760.
Financial Impact: Additional $6,760 in State revenue. |
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ACTION REQUESTED: |
Approve Budget Amendment #19 for additional funding of $6,760 in the High Risk Maternity Program |
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Additional Preparedness & Response Funding
Background: To enhance the safety of Americans, the federal government developed the Strategic National Stockpile (SNS) and has worked directly with the Centers for Disease Control (CDC) to develop receipt, distribution and dispensing plans, and capabilities for providing stockpile items to citizens at the local level. In 2004, the CDC implemented the Cities Readiness Initiative (CRI) to work in collaboration with state, federal, and private sector partners for effective use of SNS assets in the event of a public health catastrophe or acts of terrorism. Additional funding has been granted by the State to facilitate North Carolina’s participation in CRI. Union County is slated to receive $10,000 to help fund its efforts in this endeavor.
Financial Impact: An additional $10,000 in revenue. |
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ACTION REQUESTED: |
Approve Budget Amendment #21 and accept an additional $10,000 in funding for the Bioterrorism program. |
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Additional Funding in the Division of Health’s Family Planning Program
Background: The State is awarding Local Health Departments’ Family Planning programs additional funds through the U.S. Administration for Children and Families (ACF) for TANF out-of-wedlock birth prevention. Union County is receiving $9,991 which will be utilized to provide clinical services to at-risk individuals who are not covered by Medicaid and for incentives for teen mothers to keep Family Planning appointments, stay on birth control, and extend intervals between pregnancies.
The State is also awarding Union County’s Family Planning program an additional $1,840 in Title X funds through the U.S. Office of Population Affairs (OPA) due to the increased number of Family Planning clients being seen.
Financial Impact: Additional revenue in the amount of $11,811. |
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ACTION REQUESTED: |
Approve Budget Amendment #22 and accept additional funding of $11,811 for Family Planning Programs. |
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g. |
Amendment to the Union County Pay and Classification Plan
Background: The Board of Elections is requesting approval to change the title of the Administrative Assistant II/Elections to Deputy Director, Elections.
This request comes due to the recent unexpected vacancy of the Administrative Assistant II/Elections. The title change to Deputy Director, Elections will align the classification title with the roles and responsibilities of the position.
The Deputy Director, Elections will maintain the pay grade currently assigned to the Administrative Assistant II/Elections, Pay Grade 64.
Financial Impact: Current funding allocations are adequate. No new funds required for FY15.
This action does not increase the Full Time Equivalent (FTE) personnel count approved by the Board. |
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ACTION REQUESTED: |
Approve the addition and deletion of the following job classifications and associated pay grades to the Union County Pay and Classification Plan.
Add: 1) Deputy Director, Elections, Pay Grade 64
Delete: 1) Administrative Assistant II/Elections, Pay Grade 64 |
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Authorization of Additional Legal Fees to Wyrick Robbins Yates and Ponton, LLP
Background: It has been determined that additional funding will be necessary to analyze the appellate court decision, when delivered, regarding the school funding lawsuit and to assist the County with the evaluation of options going forward. It is anticipated that an amount up to an additional $20,000 will be required to fund legal representation during this stage of the process. Approval of this item on the Consent Agenda will serve to approve a budget amendment transferring funds from the general fund reserve for contingency and to authorize the County Manager to approve an amendment to the agreement with the County’s legal counsel, both in amount not to exceed that specified.
Financial Impact: $20,000 from the general fund reserve for contingency |
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ACTION REQUESTED: |
(i) Authorize the County Manager to approve an amendment to the agreement with Wyrick Robbins Yates and Ponton, LLC by an amount not to exceed $20,000; and (ii) Approve the applicable budget amendment allocating $20,000 from the general fund reserve for contingency. |
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i. |
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Monthly Personnel Report for January 2015
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Background: On January 5, 2015 The Board of County Commissioners, directed staff to draft a solicitation for employee survey services.
During the Board’s discussion, references were made to various types of employee surveys. Differing viewpoints were expressed concerning the intent of the survey, its content and how it is to be administered. Based upon these perspectives, staff reviewed employment factors associated with the Board’s expressed intent of the survey and developed the attached Request for Proposal.
Employee engagement (the cause) is often confused with employee satisfaction (the symptom). Satisfaction surveys are limited to measuring responses based on the emotional fulfillment of a need or want and/or a perceived source of enjoyment or gratification. Employee engagement surveys measure the commitment an employee has to the organization and its goals; making the potential impact of addressing engagement survey results more effective in producing positive outcomes for the organization.
Financial Impact: No funding is allocated in the current budget for an employee survey.
No funding is required in order to solicit requests for proposals. |
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ACTION REQUESTED: |
Approve draft Employee Survey and authorize staff to advertise |
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Report from Anna Yon with Cardinal Innovations
Background: Anna Yon with Cardinal Innovations will be presenting the Board of County Commissioners with their Annual Report as it relates to services provided within Union County.
Financial Impact: n/a |
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ACTION REQUESTED: |
Receive Report |
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Union County Board of Education Radio System Interlocal Agreement
Background: The UCPS Transportation Department has requested that Union County assist in the purchase, installation and operation of a UHF Motorola MotoTrbo radio system. The current system has reached end of life and must be replaced to meet FCC standards. Union County will provide the initial funding with UCPS making payments over the next 5 years. This is a joint effort of UCPS and Union County to provide the best possible service for the safety of our children.
Financial Impact: The attached budget amendment appropriates General Fund fund balance and provides for an $835,000 inter-fund borrowing from the General Fund to the newly created Union County Radio Fund and the $835,000 appropriation to fund the project. This funding will be paid back during a five-year repayment period at $167,000 annually. It is expected that UCPS will repay these funds from State transportation funding. This inter-fund borrowing will be a long-term receivable on the County’s balance sheet and the long-term portion (amounts payable beyond one year) will be categorized as non-spendable fund balance on the County’s balance sheet. The only cost to the County is the foregone interest earnings during this period, which are estimated, based on current investments, at less than $10,000.
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ACTION REQUESTED: |
Authorize the County Manager to approve an Interlocal Agreement for the purpose of providing the UCPS Transportation Department a radio communications system, pending legal review, and adopt Budget Amendment #23 to appropriate General Fund fund balance for an Inter-fund Transfer to the Union County Radio Fund for capital and related expenditures for this radio system. . |
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Union County Public Schools (UCPS) Roofing Status Update
Background: At the February 2 Board of County Commissioners’ meeting, staff was requested to obtain an update from Union County Public Schools on the status of their roofing projects associated with the Board of County Commissioners’ allocation of $9.5M in funds for emergency roofing needs. As of February 5, 2015, $8,201,632 has been expended/encumbered with $1,376,964 remaining. UCPS has indicated that the remaining funds of $1.4M will be encumbered no later than June 2015. A report by school is attached as additional information.
Financial Impact: N/A |
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ACTION REQUESTED: |
Information Only |
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Appointments to Boards and Committees
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Union County Adult Care Home Community Advisory Committee
Background: Beverly Brubaker serves on the Union County Adult Care Home Community Advisory Committee. She served an initial term which expired in December 2014. Ms. Brubaker has applied for reappointment for a three-year term on this committee.
Financial Impact: N/A |
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ACTION REQUESTED: |
Consider appointment from application received |
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Background: There are three terms on the Fire Commission which expire in February 2015. An application has been received from Todd Elmore.
Financial Impact: N/A |
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ACTION REQUESTED: |
Consider appointment to Fire Commission from application received |
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Historic Preservation Committee
Background: The terms of Crystal Crump and John Dickerson on the Historic Preservation Committee expire February 2015. Both Ms. Crump and Mr. Dickerson have applied for reappointment.
Financial Impact: N/A |
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ACTION REQUESTED: |
Consider appointments from applications received |
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Home and Community Care Block Grant Advisory Committee
Background: There are at least three vacancies on the Home and Community Care Block Grant Advisory Committee. An application has been received from Jack Vesper Wilson.
Financial Impact: N/A |
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ACTION REQUESTED: |
Consider appointment from application received |
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Parks and Recreation Advisory Committee
Background: The terms of three members of the Parks and Recreation Advisory Committee expired in February 2015. Two of the members have applied for reappointment, and it is our understanding that the third member is not requesting reappointment. Four applications are included in the agenda package for consideration for the three positions: 1) Michael Romenick (reappointment); 2) Christopher Amodeo (reappointment); 3) Heather Henage; and 4) Jennifer Dodson.
Financial Impact: NA |
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ACTION REQUESTED: |
Consider appointments from applications received |
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