Chatham County, NC Page 1

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1 Chatham County, NC Meeting Agenda - Final Board of Commissioners Monday, November 2, :00 AM Historic Courthouse Courtroom Meeting to Present the CIP Regular Session - 10:00 AM - Historic Courthouse Courtroom INVOCATION and PLEDGE OF ALLEGIANCE CALL TO ORDER APPROVAL OF AGENDA and CONSENT AGENDA The Board of Commissioners uses a Consent Agenda to act on non-controversial routine items quickly. The Consent Agenda is acted upon by one motion and vote of the Board. Items may be removed from the Consent Agenda and placed on the Regular Agenda at the request of a Board member or citizen. The Consent Agenda contains the following items: Vote on a Request to approve competitive bid exemption for sole source and standardization, of the Chatham County Sheriff s Department including Detention Facility Staff uniforms manufactured by Fechheimer Brothers Company Uniforms with a current sole source distributor Galls, LLC DBA Century Uniforms. Attachments: Gall LLC Exclusives NCGS e Vote on a request to approve competitive bid exemption for sole source and standardization on behalf of Chatham County for the standardization of the Telephone system Replacement Project -Countywide and authorize the standard vendor as TSM South. Attachments: NCGS e-6 UnifiedPhoneSystemOrdinance_signed Vote on a request to approve A Resolution Proclaiming November as Family Caregivers Month in Chatham County. Attachments: RES - proclaiming November as Family Caregivers Month Chatham County, NC Page 1 Printed on 10/28/2015

2 Board of Commissioners Meeting Agenda - Final November 2, Vote on a request to approve the naming of a private road in Chatham County Attachments: LONG LEAF TRAIL PETITION LONG LEAF TRAIL End of Consent Agenda PUBLIC INPUT SESSION BOARD PRIORITIES The Public Input Session is held to give citizens an opportunity to speak on any item. The session is no more than thirty minutes long to allow as many as possible to speak. Speakers are limited to no more than three minutes each and may not give their time to another speaker. Speakers are required to sign up in advance. Individuals who wish to speak but cannot because of time constraints will be carried to the next meeting and given priority. We apologize for the tight time restrictions. They are necessary to ensure that we complete our business. If you have insufficient time to finish your presentation, we welcome your comments in writing Presentation of the Recommended FY Capital Improvements Program Vote on a request to approve a Resolution Honoring Chatham Trades, Inc. for Thirty-five Years of Service to Chatham County, North Carolina. Attachments: resolution honoring chatham trades (2) Presentation on Affordable Housing by the Chatham County Housing Authority Vote on a request to adopt a Resolution Setting the Time and Place for Meetings of the Chatham County Board of Commissioners for Calendar Year 2016 and set dates for January 2016 Board of Commissioners Retreat. Attachments: 2016 BOC Meeting Calendar Resolution Discuss Chatham Arts using space in the Performance Building. MANAGER S REPORTS COMMISSIONERS REPORTS ADJOURNMENT Chatham County, NC Page 2 Printed on 10/28/2015

3 Chatham County, NC Agenda Date: 11/2/2015 In Control: Finance Text File File Number: Version: 1 Status: Approval of Agenda and Consent Agenda File Type: Agenda Item Vote on a Request to approve competitive bid exemption for sole source and standardization, of the Chatham County Sheriff s Department including Detention Facility Staff uniforms manufactured by Fechheimer Brothers Company Uniforms with a current sole source distributor Galls, LLC DBA Century Uniforms. Action Requested: Vote on a Request to Approve competitive bid exemption for sole source and award the purchase contract to Fechheimer Brothers Company Uniforms with a current sole source distributor Galls, LLC DBA Century Uniforms with an annual estimate of $70,000. Introduction & Background: The North Carolina General Statute (e)(6) authorizes Local Governments to purchase without bidding when standardization is the over-riding consideration and price competition for a product is not available. Chatham County Sheriff s Department currently uses Fechheimer Brothers Company Uniforms manufactured for Galls LLC. The regional provider is Galls, LLC DBA Century Uniforms. Discussion & Analysis: Chatham County would like to standardize the uniform pants, uniform shirts for the Sheriff s Department including Detention Facility Staff including emblems permanently attached to the pants and shirts. Fechheimer Brothers Company Uniforms is the manufacturer and Galls, LLC DBA Century is the only authorized source of supply. Budgetary Impact: None. The purchase of Law Enforcement Supplies has already been budgeted. Recommendation: Motion to Approve competitive bid exemption for sole source and award the purchase contract to Fechheimer Brothers Company Uniforms with a current sole source distributor Galls, LLC DBA Century Uniforms with an annual estimate of $70,000. Chatham County, NC Page 1 Printed on 10/28/2015

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5 NCGS (e)(6) (6) Purchases of apparatus, supplies, materials, or equipment when: (i) performance or price competition for a product are not available; (ii) a needed product is available from only one source of supply; or (iii) standardization or compatibility is the overriding consideration. Notwithstanding any other provision of this section, the governing board of a political subdivision of the State shall approve the purchases listed in the preceding sentence prior to the award of the contract. In the case of purchases by hospitals, in addition to the other exceptions in this subsection, the provisions of this Article shall not apply when: (i) a particular medical item or prosthetic appliance is needed; (ii) a particular product is ordered by an attending physician for his patients; (iii) additional products are needed to complete an ongoing job or task; (iv) products are purchased for over-the-counter resale; (v) a particular product is needed or desired for experimental, developmental, or research work; or (vi) equipment is already installed, connected, and in service under a lease or other agreement and the governing body of the hospital determines that the equipment should be purchased. The governing body of a hospital shall keep a record of all purchases made pursuant to this subdivision. These records are subject to public inspection.

6 Chatham County, NC Agenda Date: 11/2/2015 In Control: MIS and GIS Text File File Number: Version: 1 Status: Approval of Agenda and Consent Agenda File Type: Agenda Item Vote on a request to approve competitive bid exemption for sole source and standardization on behalf of Chatham County for the standardization of the Telephone system Replacement Project -Countywide and authorize the standard vendor as TSM South. Action Requested: Vote on a request to approve competitive bid exemption for sole source and standardization on behalf of Chatham County for the standardization of the Telephone system Replacement Project -Countywide and authorize the standard vendor as TSM South. Introduction & Background: The North Carolina General Status (e)(6) authorizes Local Governments to purchase without bidding when standardization is the over-riding consideration. The County sought quotes in for a phone system in the Detention Center. The awarded vendor was TSM South. Discussion & Analysis: The County began a discussion for a telephone system replacement Countywide during last year s CIP process. With the placement of the new system in the Detention Center, it provides a beginning for a countywide system. This new system has already been implemented in MIS, Parks&Rec, and the new Environmental Quality. With the project ordinance of $261,814 total, the County is requesting the authority to standardize future purchases for this project with one vendor, TSM South. Budgetary Impact: This is an approved CIP project. Equipment : $238,013 Contingency: 23,801 Total: $261,814 Recommendation: Approve competitive bid exemption for sole source and standardization on behalf of Chatham County for the standardization of the Telephone system Replacement Project -Countywide and authorize the standard vendor as TSM South. Chatham County, NC Page 1 Printed on 10/28/2015

7 File Number: Chatham County, NC Page 2 Printed on 10/28/2015

8 NCGS (e)(6) (6) Purchases of apparatus, supplies, materials, or equipment when: (i) performance or price competition for a product are not available; (ii) a needed product is available from only one source of supply; or (iii) standardization or compatibility is the overriding consideration. Notwithstanding any other provision of this section, the governing board of a political subdivision of the State shall approve the purchases listed in the preceding sentence prior to the award of the contract. In the case of purchases by hospitals, in addition to the other exceptions in this subsection, the provisions of this Article shall not apply when: (i) a particular medical item or prosthetic appliance is needed; (ii) a particular product is ordered by an attending physician for his patients; (iii) additional products are needed to complete an ongoing job or task; (iv) products are purchased for over-the-counter resale; (v) a particular product is needed or desired for experimental, developmental, or research work; or (vi) equipment is already installed, connected, and in service under a lease or other agreement and the governing body of the hospital determines that the equipment should be purchased. The governing body of a hospital shall keep a record of all purchases made pursuant to this subdivision. These records are subject to public inspection.

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10 Chatham County, NC Agenda Date: 11/2/2015 In Control: County Manager's Office Text File File Number: Version: 1 Status: Approval of Agenda and Consent Agenda File Type: Resolution Vote on a request to approve A Resolution Proclaiming November as Family Caregivers Month in Chatham County. Chatham County, NC Page 1 Printed on 10/28/2015

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12 Chatham County, NC Text File File Number: Agenda Date: 11/2/2015 In Control: Emergency Operations Version: 1 Status: Approval of Agenda and Consent Agenda File Type: Agenda Item Agenda Number: Vote on a request to approve the naming of a private road in Chatham County Action Requested: Motion to approve the private drives as listed A. LONG LEAF TRAIL Introduction & Background: The Chatham County Commissioners adopted an ordinance providing for the establishment for the naming of private roads in Chatham County. The Office of Emergency Operations has received petitions requesting the re-naming of one (1) private road located in Chatham County on private property. These petitions are in order, complete and bear the proper number of required signatures. Discussion and Analysis: As part of its plan to develop the Enhanced-911 Emergency Response System, there is a vital need to maintain the County's established system providing for the naming of private roads. This is important so that there can be no duplications or similarities of these assigned names within Chatham County which could result in confusion and/or delay in the response to these roads, should an emergency exist in that location. Budgetary Impact: The cost of road signage for these roads will be $78.00 per sign. At the rate of one sign per road, this total cost will be $ The Chatham County Commissioners have decided to absorb this cost for the making and installation of these private road signs. Recommendation: Motion to approve the private drives as listed. Chatham County, NC Page 1 Printed on 10/28/2015

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15 PERRY FANNIE HEIRS STATE OF NORTH CAROLINA THE O OR SB TT PI F 50 N O N W TO ELLIS JAMES KENNETH & BETTY C US 15 SANDERS CHRIS Y A FREEMAN TODD DOUGLAS ET UX DO RO TH SWIRE REBECCA ANN 4222 CH AR LE S H 0 j j GO D W IN GESSNER TIMOTHY R &MARY LON G LE AF T RAIL REID HUGH ALAN HORTON GEORGE WAYNE LUCIER GEORGE WAYNE & JANE GALLAGHER 2055 j NI A CH JR R W ES LE Y IN N QU 246 LUCIER GEORGE WAYNE LUCIER RUTH ELLEN M 215 & FR IE DM AN M AL I MY LE S ND A S E& VI RG I ROBERTS ELIZABETH MCNEILL ROBERT C & EDNA 29 HOYLE KENNETH B & FLOYD W COLEMAN 53 51

16 Chatham County, NC Agenda Date: 11/2/2015 In Control: Board of Commissioners Text File File Number: Version: 1 Status: Board Priorities File Type: Agenda Item Presentation of the Recommended FY Capital Improvements Program Action Requested: Receive the Capital Improvements Program (CIP) Introduction & Background: The County Manager presents a recommended CIP to the Board of Commissioners. The presentation is followed by a public hearing and work session prior to adoption. Chatham County, NC Page 1 Printed on 10/28/2015

17 Chatham County, NC Agenda Date: In Control: Board of Commissioners Agenda Number: Text File File Number: Version: 1 Status: Board Priorities File Type: Agenda Item Vote on a request to approve a Resolution Honoring Chatham Trades, Inc. for Thirty-five Years of Service to Chatham County, North Carolina. Chatham County, NC Page 1 Printed on 10/28/2015

18 Established 1771 A RESOLUTION HONORING CHATHAM TRADES, INC. FOR 35 YEARS OF SERVICE TO CHATHAM COUNTY, NORTH CAROLINA WHEREAS, from its beginning on November 3, 1980, when a group of concerned citizens established Chatham Trades on East Raleigh Street in Siler City, it has been a success; and WHEREAS, Chatham Trades is the first organization in Chatham County to provide real work and training opportunities for persons with disabilities, becoming the county s first sheltered workshop; and, WHEREAS, Chatham Trades mission is to maximize the vocational potential of persons with disabilities within the community, thereby increasing their level of independence; and, WHEREAS, on November 3, 1985 Chatham Trades broke ground on a new facility on Alston Bridge Road in Siler City and with the help of the community, constructed and moved into the new facility in 1986; and WHEREAS, the new facility allowed Chatham Trades to diversify its operations and provide additional and continued employment opportunities for local people with disabilities and become the first agency in Chatham County to earn a three-year Commission on Accreditation for Rehabilitative Facilities (CARF) certificate for its quality rehabilitation programs; and, WHEREAS, in the 1980s, Chatham Trades pioneered a Supported Competitive Employment Program, employing a Job Coach to assist persons with disabilities in finding and maintaining employment outside of Chatham Trades, and established a transportation program to overcome a barrier for people to come to work; and, WHEREAS, during the early years, Chatham Trades employees worked with its Board of Directors to develop its core strengths of contract packaging, a flexible workforce, and problem-solving emboldened by a pioneering spirit; and, WHEREAS, in 2013, Chatham Trades achieved Safety and Health Achievement Recognition Program (SHARP) status, demonstrating a commitment to workplace safety and health management and became the only employer in Chatham County to attain and maintain this status. NOW, THERERFORE BE IT RESOLVED, by the Board of Commissioners of Chatham County, North Carolina, that said Board, on behalf of our community, does hereby congratulate Executive Director Shawn Poe, the employees and Board of Directors of Chatham Trades for reaching this important milestone of providing thirty-five years of outstanding service for our community; and, BE IT FURTHER RESOLVED, that the Board applauds Chatham Trades for upholding the values of Accountability, Empowerment, Innovation, and Respect for all members of our community. Adopted this the 2 nd day of November, CHATHAM COUNTY COMMISSIONERS COUNTY MANAGER Jim Crawford, Chairman Mike Cross, Vice Chairman Diana Hales Karen Howard Walter Petty Renee Paschal P. O. Box 1809, Pittsboro, NC Phone: (919) Chatham County Board of Commissioners ATTEST: Lindsay K. Ray, Clerk to the Board Chatham County Board of Commissioners James Crawford, Chairman Chatham County Board of Commissioners

19 Chatham County, NC Agenda Date: 11/2/2015 In Control: Board of Commissioners Text File File Number: Version: 1 Status: Board Priorities File Type: Agenda Item Presentation on Affordable Housing by the Chatham County Housing Authority Chatham County, NC Page 1 Printed on 10/28/2015

20 Chatham County, NC Text File File Number: Agenda Date: 11/2/2015 Version: 1 Status: Board Priorities In Control: Board of Commissioners File Type: Resolution Vote on a request to adopt a Resolution Setting the Time and Place for Meetings of the Chatham County Board of Commissioners for Calendar Year 2016 and set dates for January 2016 Board of Commissioners Retreat. Action Requested: Adopt a Resolution Setting the Time and Place for Meetings of the Chatham County Board of Commissioners for Calendar Year 2016 and set dates for January 2016 Board of Commissioners Retreat. Introduction & Background: Each year the Board must establish a meeting schedule for the next calendar year and adopt that schedule by resolution as the official schedule of regular meetings for the Chatham County Board of Commissioners. Said schedule shall be posted in a location at or near the Historic Courthouse, the place of the Board of Commissioners regular meetings; be distributed to the local news media, and be kept on file by the Clerk to the Board of Commissioners in the County Manager s Office. Budgetary Impact: N/A Recommendation: Motion to Adopt a Resolution Setting the Time and Place for Meetings of the Chatham County Board of Commissioners for Calendar Year 2016 and set dates for January 2016 Board of Commissioners Retreat. Chatham County, NC Page 1 Printed on 10/28/2015

21 CHATHAM COUNTY COMMISSIONERS Jim Crawford, Chairman Mike Cross, Vice Chairman Diana Hales Karen Howard Walter Petty COUNTY MANAGER Charlie Horne P. O. Box 1809, Pittsboro, NC Phone: (919) Established 1771 Resolution of the Chatham County Board of Commissioners SETTING THE TIME AND PLACE FOR MEETINGS OF THE CHATHAM COUNTY BOARD OF COMMISSIONERS FOR CALENDAR YEAR 2016 WHEREAS, G. S. 153A-40 provides the manner by which the Board of Commissioners may establish regular meeting dates; and WHEREAS, in order that the Board, staff and public may plan as far in advance as is practical and reasonable the Board of Commissioners has deliberated the establishing of a meeting schedule for calendar year 2016; and WHEREAS, the Board believes that this is the most appropriate manner to schedule the meetings to conduct the public s business. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the County of Chatham, North Carolina that: SECTION 1. The meeting schedule shown as Attachment A to this resolution shall be the official schedule of regular meetings for the Chatham County Board of Commissioners for calendar year SECTION 2. Said schedule shall be posted in a location at or near the Historic Courthouse, the place of the Board of Commissioners regular meetings; be distributed to the local news media, and be kept on file by the Clerk to the Board of Commissioners in the County Manager s Office. SECTION 3. Any subsequent changes to those scheduled shall be made, posted and distributed in accordance with G. S. 153A-40 and G. S Adopted, this the day of. ATTEST: James G. Crawford, Chairman Chatham County Board of Commissioners Lindsay K. Ray, Clerk to the Board Chatham County Board of Commissioners

22 Chatham County Board of Commissioners Official Schedule for Regular Meetings Calendar Year 2016 Date Day/Time Location *January TBD TBD * BOC Retreat *January TBD TBD * BOC Retreat *January TBD TBD * BOC Retreat *January 19 th Tuesday at 6:00 PM Historic Courthouse, Pittsboro, NC *MLK Holiday Jan 18 th *February 1 st Monday at 10:00 AM Historic Courthouse, Pittsboro, NC *Followed by the Annual Cooperative Extension Luncheon February 15 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *March 7 th Monday at 10:00 AM Historic Courthouse, Pittsboro, NC *BOC reserves the right to hold a meeting on this date March 21 st Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *April 4 th Monday at 10:00 AM Historic Courthouse, Pittsboro, NC *BOC reserves the right to hold a meeting on this date April 18 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *May 2 nd Monday at 10:00 AM Historic Courthouse, Pittsboro, NC *Present the Budget May 16 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *May 16 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *Budget Public Hearing *May 17 th Tuesday at 6:00 PM Siler City Courtroom, Siler City, NC *Budget Public Hearing *May TBD TBD *Budget Work Session *May TBD TBD *Budget Work Session *June 6 th Monday at 10:00 AM Historic Courthouse, Pittsboro, NC *BOC reserves the right to hold a meeting on this date June 20 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC July 18 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *August 1 st Monday at 10:00 AM Historic Courthouse, Pittsboro, NC *BOC reserves the right to hold a meeting on this date August 15 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *September 6 th Tuesday at 10:00 AM Historic Courthouse, Pittsboro, NC *Labor Day Holiday Sept 7 th - BOC reserves the right to hold a meeting on this date September 19 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC

23 *October 3 rd *BOC reserves the right to hold a meeting on this date Monday at 10:00 AM Historic Courthouse, Pittsboro, NC October 17 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *November 7 th Monday at 10:00 AM Historic Courthouse, Pittsboro, NC *Meeting to present the CIP *November 21 st Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *CIP Public Hearing *November 22 nd Tuesday at 9:00 AM Historic Courthouse, Pittsboro, NC *CIP Work Session *December 5 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC Swearing In of Commissioners December 19 th Monday at 6:00 PM Historic Courthouse, Pittsboro, NC *January 3 rd, 2017 Monday at 10:00 AM Historic Courthouse, Pittsboro, NC *New Year s Holiday Jan. 2 nd - BOC reserves the right to hold a meeting on this date *January 17 th, 2017 Tuesday at 6:00 PM Historic Courthouse, Pittsboro, NC *MLK Holiday Jan 16 th New Year s Day January 1, 2016 Friday Martin Luther King, Jr. Birthday January 18, 2016 Monday Good Friday March 25, 2016 Friday Memorial Day May 30, 2016 Monday Independence Day July 4, 2016 Monday Labor Day September 5, 2016 Monday Veteran s Day November 11, 2016 Friday Thanksgiving November 24 &25, 2016 Thursday and Friday Christmas December 23, 26 & 27, 2016 Friday, Monday and Tuesday

24 Chatham County, NC Agenda Date: 11/2/2015 In Control: Board of Commissioners Text File File Number: Version: 1 Status: Board Priorities File Type: Agenda Item Discuss Chatham Arts using space in the Performance Building. Chatham County, NC Page 1 Printed on 10/28/2015