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HomeMy WebLinkAboutP-0370 - Contract Approval Procedures 05-16-2000-8t2 POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: October 3 1988 NUMBER: A:0370 EFFECTIVE DATE: October 3, 1988 REVISIONS: February 1, 1993* May 16, 2000** POLICY: CONTRACT APPROVAL PROCEDURES The County Manager is delegated authority to approve contracts in an amount not to exceed $5,000. Examples of contracts falling into this category would include, but not be limited to, selected recreation agreements, personnel training contracts and certain intergovernmental agreements. The Manager is also authorized to approve contracts and vendor agreements for Health and Social Services Departments. The vendor agreements are initiated by the State and are used by all NC counties. The Purchasing Director is authorized to approve purchases for an amount not to exceed $20,000 for apparatus, supplies, equipment, and construction repairs/renovations. The Purchasing Director is also authorized to enter into contracts for maintenance on County equipment. The Board of Commissioners will continue to authorize contracts with licensed professionals as-well-as all other contracts in excess of $5,000, all purchases of apparatus, supplies, materials, or equipment ~equiring an estimated expenditure of public money in excess of $20,000 as provided in G.S. 143-129, all construction or repair projects with cost in excess of $20,000, and grants regardless of dollar amount. *February 1, 1993: Addition of leases and lease/purchase contracts and any accompanying certifications in any amount not to exceed $20,000. **1VIay 16, 2000: Notwithstanding the provisions of this policy outlined above, the Manager may enter into professional services contracts for the purposes of evaluating the condition or utilization of property the County owns or may consider acquiring. Subject to available budget appropriations, the Manager may enter into contracts whose total shall not exceed $25,000 at one time to conduct technical, financial, or other professional service assessments of subject properties. The Purchasing Director is authorized to execute all related documents, as applicable. • • ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 1, 1993 SUBJECT: CLARIFICATION FOR AUTHORIZATION OF LEASE AND LEASE PURCHASE AGREEMENTS Action Agenda Item No DEPARTMENT: PURCHASING AND CENTRAL SERVICES PUBLIC HEARING: YES: NO:XX ATTACHMENT(S): Board Policy #370 INFORMATION CONTACT: Pam Jones, ext. 2650 and Geoffrey Gledhill Telephone Number- Hillsborough 732-8181 Chapel Hill 967-9251 Mebane 227-2031 Durham 688-7331 PURPOSE: To provide clarification for authorization of Lease and Lease/Purchase Agreements. BACKGROUND: In October,1988,theBoard generallyauthorizedthePurchasing Directortoexecute • purchasingcontractsfor apparatus,supplies,equipmentand constructionrepairs/renovationsin an amount not to exceed $20,000. The County Attorney and the Purchasing Director believe that this authorization should be clarified as it regards lease agreements and lease purchase agreements. These agreementsfrequentlycarry with them certain certificationsthat must be made by Orange Countywhich the Lender may subsequentlyuse for tax advantages. These tax advantages provided to the Lender can result in the County paying lower interest rates for its lease or lease/purchase items. RECOMMENDATION: TheManagerandtheCountyAttorneyrecommendthattheBoardamendpolicy #370to authorize the Purchasing Director to execute leases and lease/purchase contracts and any accompanying certificationsfor lease or lease/purchase agreementsfor apparatus or equipment in an amount not to exceed $20,000. APPROVED 4/3/2001 MINUTES • ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING May 16, 2000 The Orange County Board of Commissioners met in regular session on Tuesday, May 16, 2000 at 7:30 p.m. in the Southern Human Services Center in Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT• Chair Moses Carey, Jr. and Commissioners Margaret W. Brown, Alice M. Gordon, Stephen H. Halkiotis, and Barry Jacobs COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Rod Visser, and Clerk to the Board Beverly A. Blythe (all other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. 1. ADDITIONS OR CHANGES TO THE AGENDA The Board agreed to add to the agenda resolution "C" for Dog Bite Prevention Week and to postpone decision item 9b, "Interim Process for Town/County Parkland Collaboration." 2. CITIZEN 8 AUDIENCE COMMENTS • a. Matters on the Printed Aqenda (These matters were considered as the Board addressed the items on the agenda below.) b. Matters not on the Printed Aqenda Chair Carey said that five people have signed up to speak on the housing trust fund. He asked that the speakers not duplicate information. He pointed out that there would be more than one public hearing on this issue. He asked for the speakers to reserve most of their comments for the public hearing. Ellen Whitaker, who is an Orange County citizen and a member of the Committee for Human and Animal Safety, spoke in support of an ordinance that would ban the display of wild of exotic animals for entertainment purposes in the County. She made reference to a list of other communities that have already banned such exhibits. She said that this list is attached to the ordinance she distributed. This ordinance was modeled after the one that was passed in Corona, California. She urged the Commissioners to pass an ordinance to ensure the safety of the public and wild and exotic animals. Commissioner Brown said that she read the material. She asked that this be referred to the staff and the County Attorney for a report to come back to the County Commissioners. Commissioner Halkiotis thanked Ms. Whitaker for the materials. He said that he feels that this would fit in with the ordinance that the County now has for exotic animal control. Mark Chilton presented the County Commissioners with a petition with 632 signatures which he said is representative of a great deal of interest and a broad base of support for one cent of the property tax being allocated for affordable housing. Ruby Seinrich pointed out that the housing problem in Orange County is a local • problem. She said that the Chapel Hill Town Council has passed a resolution of support for the one-cent allocation for affordable housing. r. Creation of two Housing Task Forces This item was removed from the Consent Agenda for separate consideration. • s. Appointments This item was removed from the Consent Agenda for separate consideration. ,~`-o~.~-~ t. Amendments to Board Policy on Contract Approval Process The Board amended its policy relating to manager and staff approval of certain contracts and purchases. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM THE CONSENT AGENDA a. Minutes A motion was made by Commissioner Gordon, seconded by Commissioner Brown to approve the minutes from the following meetings with the two changes: Jan. 20, 2000 regular meeting/retreat; Feb. 14, 2000 regular meeting; Feb. 21, 2000 JPA public hearing; and, Feb. 29, 2000 regular meeting. VOTE: UNANIMOUS b. Little River Regional Park and Natural Area -Exercise of Option to Purchase The Board considered exercising an option to purchase 135.61 acres in Little River Township from Triangle Community Foundation for the Little River Regional Park and Natural Area at a cost of $352,586, to be paid by grant funds from the N.C. Clean Water Trust Fund and N.C. Parks and Recreation Trust Fund. Commissioner Halkiotis removed this so that the County Commissioners, County Manager, David Stancil, and Rich Shaw could be recognized. He is proud of the work that David Stancil and Rich Shaw have done. He feels that this will be part of the Lands Legacy Program that the County Commissioners have approved and supported. • A motion was made by Commissioner Halkiotis, seconded by Commissioner Brown to approve exercising an option to purchase 135.61 acres in Little River Township from Triangle Community Foundation for the Little River Regional Park and Natural Area at a cost of $352,586, to be paid by grant funds from the N. C. Clean Water Trust Fund and N. C. Parks and Recreation Trust Fund. VOTE: UNANIMOUS h. Renewal of Agreement with Town of Hillsborough for Fire Inspections The Board considered renewing an agreement with the Town of Hillsborough for fire inspections to be performed on behalf of the town. Commissioner Gordon asked for an update on this item. She recalls that the Town of Hillsborough wanted Orange County to do higher level inspections because they needed to train their personnel. She asked how the training was going. EMS Director Nick Waters said that County staff would only be doing level three inspections for the Town of Hillsborough. A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to renew and authorize the Chair to sign an agreement with the Town of Hillsborough for fire inspections to be performed on behalf of the town. I. Travel and Tourism/Economic Development Support Proposal The Board considered possible support of a North travel and tourism/economic development promotional event on July 4, 2000 in Ottawa, Ontario, Canada. Sam Hobgood thanked the County Commissioners for this opportunity. He said that he would involve Orange Economic Development, the Tourism Convention Bureau, and the Chapel Hill, Carrboro, and Hillsborough Chambers of Commerce. A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to • support a North Travel and tourism/economic development promotional event on July 4, 2000 in Ottawa, Ontario, Canada. • ORANGE COUNTY BOARD OF COMMISSIONERS • ACTION AGENDA ITEM ABSTRACT Meeting Date; May 16, 2000 Action Agenda Item No. SUBJECT: Amendment to Board Policy on Contract Approval Procedures DEPARTMENT: Purchasing/Central Services PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Revised Policy Pam Jones, ext 2652 _ TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider amending the Board's current policy relating to Manager and staff approval of certain contracts and purchases. BACKGROUND: The Board's current policy related to Manager and Purchasing Director approval of certain contracts and purchases was established in October 1988 and amended in February 1993. Staff recommends that the Board further amend the policy to permit the Manager to enter into professional services contracts for the purposes of evaluating the condition of property the County owns or may consider acquiring. Subject to available budget appropriations, the Manager would be authorized to enter into contracts whose total amount shall not exceed $25,000 at one time to conduct technical, financial, or other professional service assessments of subject properties. The Purchasing Director would be authorized to execute all related documents as applicable. BOCC adoption of the attached amended policy, with proposed changes noted in bold text, would authorize these provisions. FINANCIAL IMPACT: There is no direct financial impact associated with approval of this proposed policy change. However, the increased flexibility this would provide to the Manager and staff is expected to streamline the process for evaluating property and to have a positive impact on the price that may be paid in some cases when time is of the essence in acquisition decisions. RECOMMENDATION{S): The Manager recommends that the Board approve the amended policy. • • APPROVED 2/1/93 • 1 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING FEBRUARY 1, 1993 The Orange County Board of Commissioners met in regular session on February 1, 1993 at 7:30 p.m. at the Caldwell Community Building in Rougemont, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey, Jr., and Commissioners Alice M. Gordon, Stephen H. Halkiotis and Don Willhoit. COUNTY COMMISSIONER ABSENT: Verla C. Insko ATTORNEY PRESENT: Geoffrey Gledhill STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Albert Kittrell and Rod Visser, Deputy Clerk to the Board Kathy Baker, Assistant Public Works Director Mary Barbour, Planner Gene Bell, Clerk to the Board Beverly A. Blythe, Planning Director Marvin Collins, Economic Development Assistant Oli DeVaud, Housing and Community Development Director Tara Fikes, Purchasing Director Pam Jones, Budget Director Sally Kost, Commission for Women Director Lucy Lewis, Public Works Director Wilbert McAdoo, Sheriff Lindy Pendergrass, Health Director Dan Reimer, Major Don Truelove, EMS Director Nick Waters and Solid Waste Coordinator Beth Wickham. Chair Carey welcomed all the citizens to the meeting. For the record, approximately fifty citizens from Little River Township attended this meeting held at the Caldwell Community Building. I. ADDITIONS OR CHANGES TO THE AGENDA The Board added under Appointments an appointment to the Triangle J Regional Advisory Board on Aging and under the Consent Agenda Item "E" for Authorization of Lease and Lease Purchase Agreements. They deleted from consideration the appointments to the fire district. BOARD COMMENTS Chair Carey announced that the ground breaking for the new Home Health Agency building was held at Timberline that afternoon. This facility will provide home health services for several counties. Commissioner Halkiotis questioned if the area code change for part of the County will affect the extended area service that will be implemented next month. Manager John Link indicated he will investigate and let the Board know if there are any implications. Chair Carey stated that Triangle J telephone committee will also be addressing this issue. Pam Jones indicated there will be no impact on the extended area service already approved. Commissioner Halkiotis was asked by the News of Orange reporter if he had heard about NCDOT expanding 86N to 4-lanes from Danville to Hillsborough. John Link will report back on this issue. • 3 ITEM REMOVED FROM THE CONSENT AGENDA l'y~ E. CLARIFICATION FOR AUTHORIZATION OF LEASE AND LEASE PURCHASE / / AGREEMENTS In answer to a question from Commissioner Gordon, John Link stated that this authorization allows the County to proceed with the normal course of business. Motion was made by Commissioner Willhoit, seconded by Commissioner Halkiotis to amend policy #370 to authorize the Purchasing Director to execute leases and lease/purchase contracts and any accompanying certifications far lease or lease/purchase agreements for apparatus or equipment in an amount not to exceed $20,000. VOTE: UNANIMOUS IV. RESOLUTIONS/PROCLAMATIONS A. PROCLAMATION FOR ORANGE COUNTY SENIOR GAMES Motion was made by Commissioner Gordon, seconded Halkiotis to approve the proclamation for the Orange County stated below: P R O C L A M A T I O N by Commissioner Senior Games as Whereas, According to recent population figures, there are more than 14,000 persons over 55 years of age in Orange County; and Whereas, Orange County is concerned about the health, fitness, and social well-being of its older adult population; and, Whereas, Orange County Senior Games provides a special opportunity for older adults to grow positively in the areas of health, fitness and social well-being; and, Whereas, Orange County would like to encourage local business and resident support and participation from county residents age 55 and older;; NOW, BE IT THEREFORE PROCLAIMED, that the Orange County Board of Commissioners declares March 25-30, 1993 as Orange County Senic Games Events Days and encourages citizens age 55 and over t participate. VOTE: UNANIMOUS B. PROCLAMATION OF BLACK HISTORY MONTH IN ORANGE COUNTY Motion was made by Commissioner Willhoit, seconded by Chair CarE to approve the proclamation proclaiming the month of February, 1993 as Blac History Month as stated below: THE ORANGE COUNTY HUMAN RELATIONS COMMISSION SUBMITS THE FOLLOWING PROCLAMATION TO THE ORANGE COUNTY BOARD OF COMMISSIONERS WHEREAS, African-American men and women have made historic contributions the growth and strength of our Nation in countless recorded and unrecord ways; WHEREAS, African-Americans have been and continue to be vital contributors . the economic, social, cultural, moral, spiritual and political stability • ~ iV ~'~ `~~ I~ ~~ ,^ ~~ ~ r/ ORANGE COUNTY BOARD OF COMMISSIONERS 1 Action Agenda Item No. ~-~ ACTION AGENDA ITEM ABSTRACT Meeting Date: OCTOBER 3, 1988 SUBJECT: CONTRACT APPROVAL PROC~EDUR.ES -~._ - DEPARTMENT: MANAGERS PUBLIC HEARING YES: NO: XX ---------------------------------------------------------------------- ATTACHMENT(S): INFORMATION CONTACT: MANAGERS OFFICE Telephone Number- Hillsborough -732-8181 Chapel Hill -967=9251 Mebane -227-2031 ----Durham----------_588-7331 ------------------------------------- ----------- PURPOSE: To consider authorizing the County Manager approve certain contracts on behalf of Orange County; and to formally state the Purchasing Directors authority to approve certain purchases. BACKGROUND: Following an administrative review of my first six months as Orange County Manager I would request that the Manager be delegated authority to approve contracts on behalf of the County in an amount not to exceed X5,000. Examples of contracts falling into ~~his category would include, but not be limited to, selected recreation agreements, such as with basketball officials; personnel training contracts, such as for facilitators of the goal setting sessions; and certain inter-governmental agreements such as providing the Clerk of Court with a terminal and port on the County's mainframe thereby providing access to certain records. It is further requested that the Manager be authorized to approve contracts and vendor agreements for Health and Social Services Departments. The vendor agreements are iniritated by the State and are used by all North Carolina counties. They include, but are not limited to: psycological services for children; in home chore providers; specialized foster care for children and utility assistance payments. In addition, I would ask pprove purchases be set ~or apparatus, supplies, epairs/renovations; and authorized to enter into such as typewriters, tel that the Purchasing Director's authority to for an amount not to exceed $20,000 for equipment, and construction that the Purchasing Director also be contracts for maintenance on County equipment, ephone equipment, radio equipment, etc. ' r d: - ' nn, _ _ - PAGE 1 -, • MINUTES . ORANGE COUNTX BOARD OF COMHISSIONERS RECULA6t MEETINfi OCTOBER 3, 1988 The Orange County Board of Commissioners met in regular session on Monday. October 3, 1988 at 7:00 in the old County Courthouse, Hillsborough, North Carolina. BOAR ~, RESENT: Chair Moses Carey. Jr., and Co~mrissioners Stephen- Halkiatis, John Hartwell, Shirley E. Marshall snd Don Willhoit. ATTORNEY gjtESEN'P~ Geoffrey Gledhill. sTAFF pgES NT: County Manager John M. Link, Jr., Assistant County Manager Albert Kittrell, Deputy Clerk to the Beard Kathy Baker, Recreation and Parks Director Mary Anne Black, Clerk to the Board Beverly A. Blythe, Planning Director Marvin Collins, Purchasing Director Pamela Jones, Finance Director E11en Liston, Tax .Assessor Kermit Lloyd, MPA Intern Beth McIver, Accounting Technician Rick Poole, Social Services Director Marti Pryor-Cook, and Planner Mary Scearbo. ~ BOARD ~ E~ coMMENTs Chair Moses Carey stated that he has signed the proclamation stating that the Stage II water restrictions for those citizens who live in the County portion of the Orange Water and Sewer Authority service area have been rescinded. He announced that the continued public hearing on the rezoning of Duke Forest will be on the agenda for October 18. A brief Executive Session was added to the agenda as item G.0 for the purpose of discussing a potential legal matter. ~ ~~ None ~ ~ None PL~~.~ cHAx~ Moses Carey read the public charge. $,,, RESOLUTIONS ~ PROClgMA_TIONS None ~ ~ T~ T PROJECT ~(A~copy of the report is in the permanent agenda file in the Clerk's Office) Manager Jahn Link stated that there is a good possibility that State funds will be available in November for this project. Until that time, the County would Like to continue with the planning and engineering phase of tho project by negotiating with Wilbur Smith and Associates to see what part of phase Y can be pursued if there is not state funding November 3. There will be a contract an the agenda for October 1$ with McDevco Associates. Pam Jones reported on what would be accomplished by contracting with Wilbur Smith and the things that would be expected once the County contracts with McDevco who is a management consultant. - PAGE 4 VOTE: UNANIMOUS. ~,,, ~~DGET ~$pINANCE ~ Motion was made by Commissioner Willhoit, seconded by Commissioner Marshall to amend the 19$8-89 Orange County Sudeet Ordinance by the following amendments: ~ ~.~ Appropriation ~ Contributions to Outside Agencies $ 4,000 Source - Miscellaneous General Ftixnd Appropriation 4,000 Appropriation - Human Services Source - Intergovernmental voTE: vNANIMOVS. $ 12,000 12,aoa . ~,, ~ AWARD ~S2B CONST~U~'ION Q~ ~F PUBLIC ~iDRKS ADMINISTRATION BUj~~ING (A copy of the bid sheet is attached to these minutes on page j -1? 8~-~:4 Motion was made by Commissioner Willhoit, seconded by Commissioner Marshall to award the bid•for the'canstruction of the proposed Public Works Administration Building to Holt Construction Company in the amount of $127,5b0. VOTE: UNANIMOUS. („i,, S(~GGESTED CONTRACT APB PROCEDURES (This procedure is in the permanent agonda file in the Glerk's.Office and 1s included in the Policy Manual). Motion was made by Commissioner Halkiotis, seconded by Commissioner Hartwell to approve giving the County Manager authority to approve certain contracts on behalf of Orange County in an amount not to exceed $5,000, approve contracts and vendor ogreements for Health and Social Services Departments and to give the Purchasing Director authority to approve purchases for Orange County in an amount not to exceed $20,000 for apparatus, supplies, equipment and construction • repairs/renovations, and that the Purchasing Director be authorized to enter into contracts for mainCenance on County equipment such as typewriters, telephone equipment,. radio equipment, etc. VOTE; UNANIMOUS. 7,, ~,1j~jING ~jQjNANCE TEXT p NT5 Motion was made by Commissioner Willhoit, seconded by Commis:loner Marshall to approve the following Zoning Ordinance Text Amendments. the Subdivision Regulations Teut Amendments and Private Road Standards Text Amendments as recommended •by the Planr-ing Board and the Administration and as prese:rted at rile Joint Public Hearings held on August 22, 1988 and September 6. 1988 with the exception. of item.G-9B which was rewaxded to clarify that certification applies only where private road inspection is zequired. e. Article 6.6 Visibility at Intersections b. Article 7.2.8 Planned Developments c. Article b.25 MTG District Requiremsnts_ d. Article 23 - Vialationa, Penalties and Remedies e. Article 7.20 Planned Developments (Mobile Home Parts - Size Limitations) f. Article b.3 Regulation of Principal Uses • _. ~ C7 ORANrig COUNT1t BOARD OF COMNiSSIONERS Action Agenda Its llo_ ~.~. AcTxoN AosNDA r~'sM Aa$TRACr Meeting Dat®: OCTOBER 3, 1988 $UBJSCT : g[T(ja793'1'~D ' COIi'T3~l1C~' APFgOYAI, - PROGIDiki~ DSPARTM1iNT: MANAf3ERS PUBLIC HRARIlB; YSSS !~: XX ATTACHIfSE1T (S j : INa'Ow1ATION CONTACT: MANAf3ER8 OFFICE Telephone Nusber- gillsborough -732-8181 Chapel gill -967-9251 Mebane -227-2031 Durham -688-7331 PvRPOSB: To consider authorizing the County Manager approve certain contracts on behalf of Orango County; and to formally state the Purchasing Directors authority to approve certain purchases. BACKGROUND: Following an administrative review of my first six months as Orange County Manager I would request that the Manager be delegated authority to approve contracts on behalf of the County in an amount sot to exceed $5,000. Examples of contracts falling into this category Kould include, but not be limited to, selected recreation agreements, such as with basketball officials; personnel training contracts, such as for facilitators of the goal setting sessions; and certain inter-governmental agreements such as providing the Clerk of Court with a terminal and port on the County's mainframe thereby providing access to certain records. It is further requested that the Manager be authorized to approve contracts and vendor agreements for Health and social services Departments. The vendor agreements ar• inititated by the Btate and are used by all North Carolina counties. They include, but are not limited to: psycolo~gical services for children; in home chore providers; apecializsd foster care for children and utility assaiatance payments. In addition, I would ask that the Purchasing Director's authority to approve purchases be set for an amount not to exceed $20,000 for for apgaratua, supplies, equip~-ent, and construction repairs/renovationts; and tbat the Purchasing Director also be authorized to enter into contracts for maintenance on County equipment, such as typewriters, telephone equipment, radio equipment, etc. wf • x The Hoard of Commissioners would continue to authorize contracts pith licensed professionals such as architects, engineers; all other contracts in excess of $5,000; all purchases of apparatus, supplies, materials, ar equipment requiring an estimated sxpsnditure of public money in excess of X20,000 as provided in a.8. 143-729; all construction or repair projects with cost in excess of X20,000; as pall all grants, regardless of dollar amount. RECOMMENDATION: Authorize the Manager to approve contracts on behalf of the County in an asount not to exceed X5,000 as pall as contracts for Social Servioes and Health Departments as previously defined; sad to authorize the Purchasing Director to approve purchases of apparatus, supplies, equipment, and construction repairs/renovations in an amount not to exceed $20,000; as sell as to enter into contracts for maintenance on County equipment.