MINUTES OF BOARD OF COUNTY COMMISSIONERS OF GUILFORD COUNTY WORK SESSION

Transcription

1 MINUTES OF BOARD OF COUNTY COMMISSIONERS OF GUILFORD COUNTY WORK SESSION Greensboro, North Carolina March 19, 2015 The Board of County Commissioners met in a duly noticed Work Session at 2:00 PM in the Blue Room, Old County Courthouse, 301 West Market Street, Greensboro, NC. PRESENT: ABSENT: ALSO PRESENT: Chairman Hank Henning, presiding; Vice Chairman Jeff Phillips; Commissioners Carolyn Q. Coleman, Kay Cashion, Alan Branson, Ray Trapp (in at 5:20 PM, J. Carlvena Foster (in at 4:20 PM), and Justin Conrad. Commissioner Alan Perdue. Marty Lawing, County Manager; Mark Payne, County Attorney; Robin Keller, Clerk to the Board; Paul Lowe, Deputy Clerk to the Board; Reid Baker, Finance Director; Michael Halford, Budget Director; Clarence Grier, Deputy County Manager; Bonnie Stellfox, Purchasing Director; Hemant Desai, Information Services Director; Robert McNiece, Facilities, Parks, and Property Management Director; Jeff Fowler, Security Director; Doug Logan, Court Alternatives Director; Leslie Bell, Planning & Development Director; John Dean, Human Resources Director; Deborah Alston, Internal Audit Director; Sheriff Barnes, Colonel T.R. Powers- Guilford County Sheriff s Office; Captain K.L. Whitesell, Special Projects Division-Guilford County Sheriff s Office; Thomas Marshburn, Parks Division Director; and members of the media and community. Call to Order Chairman Henning called the meeting to order at 2:05 PM and then recognized Marty Lawing, County Manager, to provide the Board an update regarding the Prison Farm Transition Plan. Prison Farm Transition Plan Lawing noted that staff had been working to prepare the Transition Plan since the Board s February 6 th Retreat when Commissioners voted to transfer the property from the Sheriff s Office to the Facilities Department. Lawing shared that prisoners were not housed at the facility for a number of reasons, including changes to State laws, and the construction of the new detention center in downtown Greensboro. Lawing explained that staff was looking to implement a new approach to improve the financial feasibility of County operations, which would include the restructuring of how the Prison Farm was managed. Lawing then introduced Robert McNiece Facilities, Parks, and Property Management Director-to review the draft Transition Plan.

2 McNiece shared that the trustee population which at one time helped to manage the Prison Farmhad reduced drastically over the last number of years, which in turn has made operating the facility more costly for the County. McNiece noted that if the Board approved the Transition Plan that the Sheriff s Office would retain their shooting range that is located at the Prison Farm. Commissioner Branson inquired what the value of the Prison Farm property was, and questioned what resources would be needed to improve the farming conditions found at the site. Chairman Henning asked for Commissioners to please hold their questions until the end of the presentation, and assured the Board that there would be adequate time allotted for debate concerning the measure. McNiece reviewed the building inventory for the Prison Farm, which included the white goods center, a number of greenhouses, and a fuel station. McNiece then commented on the proposed retention policy which included three classifications: equipment needed by Law Enforcement, items that could be utilized by other departments in the County, and property that could be surplused and sold. McNiece disclosed the current staffing levels found at the facility, noting that: fifteen law enforcement personnel, two white goods employees, and approximately twelve part-time retired call-backs work at the Farm at a cost of about $1.2 million dollars a year. McNiece provided an overview of educational programs provided to County inmates, and added that these initiatives could be relocated to the Raleigh Street Building. McNiece then shared that his Department was working to lease the Prison Farm property to farmers. Commissioner Branson questioned the term of the proposed lease, and commented that if the Board wanted to attract greater interest in the site- then longer lease terms of at least five years should be implemented. McNiece stated that under the proposed plan that the County s tire recycling operation would be consolidated into the Bishop Road facility, and shared that the fueling station and electronic drop off site would be retained at the Prison Farm. McNiece reported that under the plan the County s cost to operate the Prison Farm would fall to $261,000 by McNiece then reviewed three proposed staffing considerations associated with the Transition Plan: A) Eliminate all thirteen FTE positions and transfer the fifteen staff to existing Detention Services or Law Enforcement vacancies, B) add thirteen FTE positions to the Jail Central total and transfer two FTE to existing vacancies, C) Retain five FTE positions and eliminate ten. Those in eliminated positions will be transferred to existing vacancies in Detention Services or Law Enforcement. McNiece added that under the arrangement a senior grounds tech would be hired and temporary staffing would be retained to tend the Prison Farm facility. McNiece noted that the personnel costs associated with the proposal constituted $110,000, instead of the $1.2 million dollars that is currently being appropriated to operate the Prison Farm site each year. Commissioner Branson commented on the value of agricultural production in the County, and expressed concerns with the proposed personnel alternatives- that would transfer employees to the Detention Center.

3 Sheriff Barnes opined that three of the current fifteen employees at the Prison Farm facility would most likely retire rather than being transferred, and noted that the remaining staffers would face definite challenges in their new positions. Barnes stated that the Detention Center constitutes a very intense work environment, and questioned how long the former Prison Farm personnel would stay with the County if transferred. Commissioner Branson questioned the soil and water quality of the Prison Farm property, and inquired regarding the costs associated with stream restorations-and other site improvements. McNiece provided clarification concerning budget considerations associated with potential stream restoration projects, and added that the market for easements was directly correlated with the needs of developers and contractors. Commissioner Branson asked regarding potential cooperative arrangements between the County and local colleges and universities. McNiece replied that he had contacted a number of universities, and shared that some had expressed an interest in visiting the Prison Farm property. Commissioner Branson inquired concerning a Board decision from 1976 which included the Prison Farm on a listing of open space properties. Branson shared his interest in maintaining the parcel as a part of the open space program. Branson then asked for additional information regarding past Board actions detailing the advertising and public notice requirements that the County would be required to purse if the property was ever sold. Mark Payne, County Attorney, reported that the Board action that Branson was referring to would require the Commissioners to hold a public hearing if the County decided to sell the Prison Farm. Payne noted that each Board is entitled to make alternations to County policies, and commented that the current Board was not obligated to follow past actions of former Commissions. Payne opined that a sale of the Prison Farm would not warrant a public hearing, but a rezoning would- and added that any sale of the property would have to be approved by the full Board of Commissioners. Commissioner Branson questioned a past Board action which approved selling 100 acres of top soil from the Prison Farm, and asked what impact the transaction had on the property s value. McNiece reviewed the sale, and stated that he could provide the Board with the Farm s tax value. Commissioner Coleman asked how much of the property the Facilities Department was looking to lease. McNiece replied that his Department would work to lease the entire 700 acre property, expect for the twenty three acres that would continue to be utilized by the Sheriff s Department. Commissioner Coleman questioned if the County was still interested in selling the Prison Farm site.

4 McNiece stated that the County was not actively working to sell the property. Commissioner Coleman asked for an update regarding Project Haystack. Lawing explained that the County had spent almost all of the initial $30,000 allocated to Project Haystack, which helped to pay for legal expenses. Commissioner Coleman questioned if the County acquired any options with the initial appropriation. Lawing reported that no options had been obtained by County staff. Commissioner Coleman asked for staff to provide a listing of all expenditures relating to Project Haystack, and inquired how County mowing operations would be handled if the Transition Plan was approved. McNiece commented that if the proposed Plan was approved the Prison Farm property would be maintained by both County staff and private contractors, for a cost of approximately $110,000 a year. McNiece added that law enforcement personnel would be responsible for maintaining their bases- while the Facilities Department would handle lawn maintenance at all other County properties, under the provisions of the Transition Plan. Commissioner Coleman questioned why the Board would retain all of the positions at the Prison Farm if the County was only going to utilize 3% of the property. McNiece reviewed the various staffing options for the Board to consider. Chairman Henning shared his support for Option B- as it would help to alleviate over-time payouts. Sheriff Barnes opined that the Greensboro Detention Center had been under staffed since it opened in Barnes noted that he had asked for 126 positions, and received only 89. Barnes stated that with such chronic under staffing, overtime would be a regular occurrence- until the Board provided his Department with additional resources. Barnes reminded the Board that he had estimated that the annual overtime associated with operating the Detention Center would be about $1.2 million dollars, and noted that his prediction has been pretty accurate thus far. Barnes shared that he does not have the needed staff to efficiently operate the Greensboro Jail, and would be asking for nineteen additional detention officers in his budget request- as it would improve the safety of staff and reduce the amount of overtime which is paid to employees. Vice Chairman Phillips asked for clarification regarding challenges faced by the Sheriff s Office. Sheriff Barnes reviewed the staffing and training needs of his Department, and noted that the Detention Center has a high turnover rate- due to the long hours and intense nature of the work environment.

5 Commissioner Coleman questioned if detention officers were paid the same as road deputies. Sheriff Barnes replied that both detention officers and deputies are paid the same. Commissioner Coleman suggested that improving the pay for detention officers could help to enhance morale, and address the staffing issues faced by the Sheriff s Office. Commissioner Branson expressed concerns with transferring staff from the Prison Farm to the Greensboro Jail. Vice Chairman Phillips inquired regarding the staffing needs of the Sheriff s Office. Lawing explained that as the Sheriff s Department has a high turnover rate, the County was working to accommodate impacted staff, and would offer each current Prison Farm employee a job in the County at their current pay grade. Vice Chairman Phillips shared that he favored a staffing plan which combined Options A and B. Commissioner Cashion opined that the Board should consider Detention Center staffing issues during the budget development process, and expressed concerns with some of the proposed projections associated with the Transition Plan Cashion shared her concern regarding the proposal to transfer County personnel to the Greensboro Jail. Cashion then asked for additional information regarding the misdemeanant confinement program. Sheriff Barnes reported that his Department could participate in the Program-noting that the Board could generate supplemental income, at $40.00 per inmate per day, but explained that doing so-would increase liability issues faced by the County. Barnes explained that when the misdemeanants are being housed in County detention facilities-his Department would be responsible for any and all medical expenses incurred by the inmates. Barnes stated that one catastrophic event could severely impact the County s financial position. Commissioner Cashion commented that NACo was working to address the issue by advocating for misdemeanants to remain on Medicaid while being housed in local jail facilities. Cashion then inquired regarding the term of the draft leases that were included in the proposed Transition Plan. McNiece responded that the proposed lease agreements featured a one year term, with four optional one year renewals, and included a termination clause. Commissioner Branson questioned whether the Board would be receptive to compensating farmers for their expenses associated with improving the Prison Farm land in the event that a lease is executed, and the County receives and accepts an offer to sale the Prison Farm property, and then employs the aforementioned termination clause to void the lease agreement between the farmer and the County. McNiece stated that such a policy was not included in the proposed Transition Plan.

6 Commissioner Branson opined that the farmers that would eventually lease the Prison Farm property would have to invest heavily in improving the land in preparation for planting, and deserved some consideration from the Board. Motion was made by Commissioner Carolyn Q. Coleman and seconded by Commissioner Justin Conrad to move the 15 staff assigned to the Prison Farm to existing vacancies in the Law Enforcement department and to hold the now unfilled 15 Prison Farm positions to be discussed during the County's annual budgeting process. Commissioner Coleman noted that the proposal would provide additional personnel for the Greensboro Detention Center. Lawing reviewed the various staffing plans, and the costs associated with each. Commissioner Branson questioned the anticipated savings associated with each of the staffing plans, and expressed concerns with transferring County employees from the Prison Farm to the Greensboro Jail. Branson then shared that the Farm could be operated at a profit- if it was properly managed. Commissioner Conrad inquired regarding the misdemeanant confinement program. Sheriff Barnes replied that before the new Detention Center in Greensboro was completed in 2012 that the County did not have the needed space to house misdemeanants, but now inadequate staffing at the facility prevented his Department from participating in the program. Barnes then revisited the liability issues associated with providing medical care to misdemeanant inmates housed in County detention facilities. Payne then provided an overview of the provisions associated with Option A. Motion was made by Commissioner Carolyn Q. Coleman and seconded by Commissioner Justin Conrad to move the 15 staff assigned to the Prison Farm to existing vacancies in the Law Enforcement department and to hold the now unfilled 15 Prison Farm positions to be discussed during the County's annual budgeting process. VOTE: Motion carried 5 1. AYES: Commissioners J. Phillips, C. Coleman, H. Henning, K. Cashion, and J. Conrad. NOES: ABSENT: Commissioner A. Branson. Commissioners R. Trapp, C. Foster, A. Perdue. Commissioner Conrad shared his interest in retaining the Prison Farm site as an open space property, and commented that easements could be employed to help protect the locale in the future. Vice Chairman Phillips expressed his appreciation for the farming community in the County, and noted that it was the Board s commitment to lease the Prison Farm property to local farmers.

7 Commissioner Cashion stated that as she was raised on a working farm, she understood the value and importance of farming. Cashion shared that she hoped the County would continue to be good stewards of the Prison Farm property. Chairman Henning asked what Board action was needed regarding the Transition Plan. Lawing replied that approval of the Plan would provide direction to County staff. Commissioners Branson and Cashion questioned the proposed bidding and leasing arrangements. McNiece reported that his Department would hold a pre-bid meeting on Tuesday, March 24 th and noted that bids would be due on Friday, March 27 th. McNiece shared that the highest responsive bidder for each individual parcel would be awarded a lease. Commissioner Coleman questioned what leasing terms would be amenable to local farmers. Ann Hice, of Pleasant Garden, responded that a lease agreement of at least five years would be more ideal-than the one year term that was included in the draft Transition Plan. Commissioner Coleman opined that she supported altering the proposed Plan to allow for five year lease agreements, to provide greater certainty to local farmers-who would eventually rent the land. Coleman then asked for clarification regarding proposed agricultural training programs. McNiece explained that County staff was exploring forming partnerships with local colleges and universities to develop course options that could be offered, in part, at the Prison Farm. Trudy Early, Guilford County farmer, thanked the Board for preserving the Prison Farm, and asked Commissioners to proceed with caution before making any lasting changes to the site. Vice Chairman Phillips commented that the Board needed additional time to consider the proposal. McNiece shared that even though the Plan would not be approved during the work session, he wanted to proceed with the pre-bid meeting to assess the interest from local farmers. Through general consensus the Board authorized staff to begin a Pre-Bid Process for the purpose of leasing parcels of the farm property to biding farmers starting March 24, Commissioners Coleman and Cashion reiterated the need for additional time to review the lengthy Transition Plan. The Board, through general consensus tabled the final adoption of the Transition Plan until their April 2, 2015 Regular Board meeting and announced that the proposed plan would be made available on the County's Website for public review at

8 Merit Pay Calculation Formulas Lawing reminded the Board that staff had recently implemented the Halogen Performance System to conduct evaluations of County employees. Lawing then commented that the merit pay adjustments were recently considered at the Board s work session on January 9 th. Lawing then introduced John Dean, Human Resources Director, to review the merit pay calculation formulas. Dean recounted the implementation and assessment process, and noted that most employees were grouped and compared with staff from their own departments. Dean explained that staff from smaller departments were placed in a single grouping. Dean reported that employees could earn between a 0%-3% salary adjustment depending on their assessment score, and noted that any alternations would be added to employees pay checks starting on April 24 th. Commissioner Foster questioned the timing of the Countywide evaluation review. Dean replied that implementing the assessment process had been very time consuming-as all employees had to be evaluated before the merit pay calculation formulas could be developed. Dean added that the program was designed to help the County reward excellent staff members. Commissioner Coleman questioned the value of the proposed pay adjustments. Lawing reported that due to the amount of County employees and a limited merit pool, the highest raise that could be given was a 3.2% adjustment. Commissioner Coleman inquired why department directors were evaluated separately during the Countywide assessment and review process. Dean explained that the measure was employed to assist County staff to have more access to finite merit pool dollars. Lawing stated that employees who scored an average rating would most likely receive a 2% increase, and added that only 19 of 2400 County staff were found to be ineligible for a merit adjustment. Lawing explained that this finding would require the County to reevaluate its assessment efforts. Commissioner Coleman expressed concerns with the proposed merit adjustments, and stated that the Board should do more to increase the pay of County employees. Coleman then asked how much of the merit pool was spent. Dean responded that all of the budgeted funds that were appropriated to the merit pool were directed to County employees. Dean opined that the goal of the Halogen Performance System was to ensure that staff was rewarded for quality work. Commissioner Coleman inquired how staff was able to appropriate all of the allotted funds.

9 Dean replied that Human Resources staff with support from the Information Services Department had developed a formula to help to calculate salary adjustments for each employee. Commissioner Cashion noted that the process was very subjective-due to the differences between the supervisors and department directors that completed the assessments. Commissioner Coleman echoed Cashion s concerns, and stated that the evaluation system could punish some employees with more demanding managers. Lawing agreed that subjectivity was involved in the current review process, but commented that it was an overall improvement over the previous system that the County employed. Chairman Henning asked regarding the need for Board action. Lawing replied that Board action would provide staff direction to implement the merit pay calculation formulas. Commissioner Coleman urged the Board to consider expanding the merit pool in future budget years. Motion was made by Commissioner J. Carlvena Foster and seconded by Commissioner Ray Trapp to approve the merit pay calculation formulas as presented. VOTE: Motion carried 8 0. AYES: Commissioners J. Phillips, C. Coleman, H. Henning, A. Branson, R. Trapp, C. Cashion, C. Foster, J. Conrad. NOES: ABSENT: None. Commissioner A. Perdue. Commissioner Foster requested that additional information be made available to the Board regarding how the merit pay formulas were calculated. There being no further business the meeting was adjourned at 5:20 PM by unanimous consent. Deputy Clerk to Board Paul Henry Hank Henning, IV, Chairman