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Home My WebLink AboutABC Board minutes 032018 Orange County ABC Board Open Meeting/Board Retreat Minutes Tuesday Much 20, 2018 The Orange County ABC Board held its regular meeting and Retreat on Tuesday, March 20, 2018 at 8:30 AM at the ABC Board Administrative Office 601 Valley Forge Road Hillsborough, N.C. These are the minutes of the Open Session. Present: Greg Jarvies,Chairman Keith Bagby, Vice Chairman Mike Lassiter,Member Jamezetta Bedford,Member Jane Cousins,Member Renee Price,BOCC Liaison Tony DuBois,General Manager Angela Willoughby, Asst.General Manager Ron McCoy,Finance Officer Angel Neighbours,Board Secretary Absent: Chris Willett,Beemeq Hadler&Willett,P.A., Visitors: Elinor Landess,Campus&Community Coalition Marianne Hark, Paige Schildkam and Gayane Chambless, Orange Partnership for Alcohol and Drug Free Teens Jim Wise and Scarletl Steinert,Chapel Hill-Carrboro Schools Caitlin Fenhgan and Paul Atherton,Orange County Drug Treatment Court Dr.Luke Smith,El Puts. Jeffery Mynhiey Lutheran Services Carolina Trish Halsey,Carp,Diem Sherita Cobb,Orange County Schools Fiorello Horns,El Centro Trish Hussey,Freedom House Call to order: at 8:15am a quorum was Present! and Mc Jarvies, Board Chairman, called the regularly scheduled Board Meeting to Order. Mr.Jarvies read the Mission Statement: The Mission of the Orange County ABC Board and our employees is to serve our locality responsibly by controlling the sale of spirituous liquor, returning profits to Law enforcement,Alcohol Education,and the County Fund while providing excellent service in customer friendly,modern and efficient stores. Mr. Jarvies read the Conflict of Interest Statement. The question was asked: if anyone has a conflict of interest with respect to any matters on the agenda?All stated no. 1 Approval of the open meeting agenda:Mr. Bagby made a motion to approve the Open meeting agenda,Ma Lassiter seconded the motion and the vote carried 2 Meeting Minutes:The open and closed session meeting minutes from February 20,2018 were presented. Discussion was held.Mr.Bagby made a motion to approve open and closed session minutes,Ms. Cousins seconded the motion and the vote carried. 3 Consent Agenda: February 2018 a. Financial Reports: i. Comparative Statement of Net Assets it. Comparative Revenue and Expenses for Feb 2018 and Feb 2017 III. Actual-tc-Budget Feb 2018 b. February 2018 and Year-to-date Retail Sales c. Statewide Sales Report Open Session 3/20/2018 Page 1 of 3 pages Orange County ABC Baud Open Meeting/Board Retreat Minutes Tuesday March 20, 2018 Discussion was held.Ms.Bedford made a motion to approve the February 2018 Consent Agenda, Ms. Cousins seconded the motion and the vote carried 4 Management Updates: I. Safe Deposit: The new safes have all been installed and working as designed. 2. MACRO/ABS:A letter was sent to ABS inquiring about any open balance due.Macro sent us a letter to us detailing the remaining amount to be paid and confirming that there are no future outstanding invoices. 3. Willow Creek/Cerrbora/LBD: We moved out of the Caraboro Store on March 1la and Willow Creek became operational at 9am on March 141h.The current construction timeline for finishing the Carrbom remodel is August 20th. 4. Oakdale: We are finalizing designs on this project and have initial submittals in to the town 5 Audit Proposals: For the fiscal year ending June 30,2018,the Board has chosen to solicit proposals for audit services from firms in service to other governmental units in the local and/or regional area.Requests were submitted to(7)firms.Audit proposals were received from(4)of the firms approached.Prices were comparable to those fees for audits the Baud has paid in the past. Discussion was held. Mr.Lassiter made a motion to hire Davenport,Marvin,Joyce&Co.for a three year agreement with annual increases not to exceed 5%6. Mr. Baghy seconded the motion and the vote carried 6 Board Retreat: • The 20172018 Grantees presented a mid-year update to the Board. Each grantee reported on their goals,strategies,measurements of success and tools used.They answered questions from the Board members as well I Downtown Chapel Hill Collaborative 2 Orange Partnership for Alcohol and Drug Free Teens 3 Chapel Hill-Cambom Schools 4 Orange County Drug Treatment Courts 5 El Futuro 6 Lutheran Services Carolina 7 Carpe Diem 8 Orange County Schools 9 El Centro 10 Freedom House 12:00pm Ms. Price left the meeting • Policies to review. Baud Members reviewed the policy and procedure manual.Each Board member brought suggestions of a few policies that should be evaluated and possibly updated. Board suggested enlisting an intern from a local college to help with the manual and other special projects. • Board Goals: Baud members are to make suggestions of new Baud goals via email to be added to a current Board goals list.Mr.DuBois will update the list and bring it back to the April 2018 Board meeting. • Financing Proposal for the Carrboro Renovation: For the impending renovation of our Carrboro(Store #7)location,the Board had chosen to consider proposals for financing of the project.(6)requests for financing were sent out and the Board received(2)proposals to review.Discussions were held.The Open Session 3/20/2018 Page 2 of 3 pages Orange County ABC Board Open Meeting/Board Retreat Minutes Tuesday Much 20, 2018 Board decided to pay for the renovation project at the Carrhoro location with existing funds in the Capital Bank account. • Harassment Policy:A proposed Harassment Policy was presented Discussion was held Board members made suggestions and Ms. Willoughby will bring it back to the April 2018 Board Meeting for review. No Closed session needed at this time. Board Comments: Choirs meeting: Vice Chair,Mr.Bagby will schedule lire sprit roeding with the General Manager. Ms. Cousins will attend as well. At 2:46pin Mr.Bagby made a motion to adjourn,Ms. Cousins seconded the motion and the vote carried Meeting adjourned. Cha' ign d Date I BoardSecretary's Signature and Date Open Session 3/20/2018 Page 3 of 3 pages