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050718May 7, 2018 The Randolph County Board of Commissioners met in regular session at 6:00 p.m. in the 1909 Randolph County Historic Courthouse Meeting Room, 145 Worth Street, Asheboro, NC. Commissioners Allen, Frye, Haywood, Kidd and McDowell were present. Also present were County Manager Hal Johnson; Finance Officer Will Massie; County Attorney Ben Morgan; Clerk to the Board Amanda Varner; and Deputy Clerk to the Board Dana Crisco. Vice Chair Frye gave the invocation and everyone recited the pledge of allegiance. Special Recognition Chairman Allen announced that on April 24, 2018, the NC Board of Pharmacy adopted a resolution creating the L. Stanley Haywood Recovery Fund endowed with $1.1 million that will award grants to pharmacist and pharmacy personnel who might otherwise not be able to afford substance use assessments and/or treatment. Commissioner Haywood is a pharmacist and serving his third term as a member of the NC Board of Pharmacy. He championed the idea of assisting pharmacy professionals with substance use problems. The use of opioids and other substances has created a public health crisis in North Carolina and he has continually sought to find ways to respond to the crisis. Commissioner Haywood also is the Board's representative on the Randolph County Board of Health. Chairman Allen presented Commissioner Haywood with a Certificate of Recognition on behalf of the Commissioners. Public Comment Period Pursuant to N.C.G.S. § 153A-52.1, Chairman Allen opened the floor for public comment and closed it after hearing no comments. Consent Agenda On motion of Frye, seconded by McDowell, the Board voted unanimously to approve the Consent Agenda, as follows: • approve Board of Commissioners meeting minutes of 4/2/18; • appoint Alice Dawson to the Randolph County Nursing Home Community Advisory Committee • ap rove Budget Amendment #34 - 2018 Merit Pro ram, as,follows: 2017-2018 Budget Ordinance General Fund—Budget Amendment #34 Revenues Increase Decrease Appropriations Increase Decrease Administration $106,248 Information Technology $2,673 Tax $4,921 Register of Deeds $2,419 Public Buildings $2,146 Sheri $28,916 Emergency Services $11,368 5/7/2018 Building Inspections $2,523 Increase Adult Day Reporting Center $928 Juvenile Day Reporting Center $738 Increase Planning and Zoning $3,164 $44,624 Cooperative Extension $415 $79,440 Soil & Water $596 Public Works $889 Public Health $12,980 Social Services $23,489 Veteran Services $975 Child Support Services $2,515 Public Library $4,593 • reappoint Warren Dixon to the Randolph County Historic Landmark Preservation Commission (HLPC); • reappoint Steve Grove and Tami Hinshaw to the Randolph County Public Library Board of Trustees; • approve Request to Increase Stipend Compensation (NCGS 115C-38) for the Randolph County School Board of Education, as follows: Compensation (per month) Chairperson $500 Membership $400 • approve Lottery Applications for Randolph County Schools at $1,300,000 (Providence Grove HS 2013E LOBS) and Asheboro City Schools at $300,000 (Guy B. Teachey School 2013E LOBS); • ap rove Budget Amendment #10 Site Development Capital Project ($49,000), as,follows: 2017-2018 Budget Ordinance Site Development Capital Project Budget Amendment #10 Revenues Increase Decrease Rental Fees $49,000 Appropriations Increase Decrease Miscellaneous $49,000 • approve Budget Amendment # 9 —RCC Capital Project ($124,064), as follows: 2017-2018 Budget Ordinance Randolph Community College Capital Project Budget Amendment #9 Revenues Increase Decrease Appropriations Increase Decrease Construction $44,624 Equipment $79,440 Professional Services $124,064 5/7/2018 • reappoint David White to the Archdale Planning Board/Board ofAdjustment. • reappoint Dr. Terry Worrell to the Regional Partnership Workforce Development Board; • appoint Leslie Brown to the Tourism Development Board. Request from Zoo City Sportsplex Fundraising Committee Mayor David Smith, YMCA Chair Scott Dunn, Asheboro City Engineer Michael Leonard, NC Zoo Director Pat Simmons, and YMCA Director Patrick O'Hara spoke on behalf of the request of the Zoo City Sportsplex Fundraising Committee; a project which began almost ten years ago. They presented revised construction plans, preliminary cost estimate, fundraising efforts, and requested a multi-year contribution of $200,000/year for five years ($1 million) from Randolph County to help fund the construction of the Zoo City Sportsplex, a "regional sports tourism and recreation facility." They stated that numerous goals and strategies of the County's Strategic Plan support the funding and implementation of the facility. Lacrosse, field hockey, outdoor and indoor volleyball, soccer, picnic shelters, playground, concession area, walking/bike trails, and a dog park are being considered. Other activities will also be held throughout the year such as sporting tournaments, Christmas light festival, 5k races, haunted trail, high school cross country meets, sports camps, Play Daze, Big Sweep, nature hikes, and knocker ball tournaments. (Sportsplex conceptual plan attached to these minutes.) They said this is a unique opportunity to combine the assets and talent of the YMCA, the City of Asheboro, and the NC Zoo to create the finest regional sports facility in the southern piedmont of North Carolina while promoting tourism activities and projects that create jobs and attract visitors which would generate an increase in tax revenues. It was stated that the proposed park being located close to the NC Zoo will allow the Zoo and the Sportsplex managers to collaborate and market both facilities to create a sports tourism destination which will create overnight stays in hotels and restaurants. The property is located beside and behind Carillon Assisted Living on Zoo Parkway. They spoke of the charitable donations, pledges received, and other sources of financial support they have already received totaling $286,400 toward the estimated $4 million project. They will continue to raise money and apply for grants. Chairman Allen asked where the closest competition is currently. Mayor Smith replied that there are tournaments everywhere but this location is in the center of the state and near the Zoo, a major attraction. He said they would work hard to make it the best tournament location and most successful with the YMCA implementing their programs and the City of Asheboro maintaining the facility. Chairman Allen asked if a feasibility study had been completed. Mayor Smith replied they had not had one completed but many have traveled the soccer circuit for years and know the impact this will have on Asheboro and Randolph County. Mayor Smith said the Bryan Park Soccer Complex in Greensboro hosts a two -hundred team tournament. Mr. O'Hara said they had visited other sports complexes and this year-round complex could easily see 90,000 people a year. 5/7/2018 Commissioner Frye asked where teams are currently playing. Mr. O'Hara responded that they play on the YMCA fields, rented/leased fields in Seagrove, and North Asheboro Middle School. He added that Archdale/Trinity currently has its own leagues. Mayor Smith said they see those area fields as partners and inventory to host more teams. Commissioner Haywood asked about the security of the park and the surrounding residents. Mayor Smith said the City of Asheboro park rangers would patrol it and it would be locked up at night. Commissioner Haywood also asked about lights, noise, and traffic issues. Mayor Smith said current City parks have lights and the City ordinance says that lights are not allowed to bleed over to other property. There is a curfew on City parks. City Manager John Ogburn stepped forward to comment and said the "City has been in the park business since 1909," a traffic signal would be installed in the area of the entrance, and law enforcement could work traffic as well. Commissioner McDowell asked about the plan build out and if it would be built in phases. Mayor Smith said they don't plan on phasing it and are planning a ground breaking in the fall of 2018. The "City is committed" to the complex and plan to "build as quick" as they can by using fund balance and finance the amount they have not raised by that time. Mr. O'Hara said they have been approached about construction of an indoor soccer field and a disc golf course on the site. Chairman Allen stated that it is budget time and things are tight with a lot of priorities for the County right now but the Board will consider. Brandon McKenzie, 947 S. Fayetteville St., Asheboro, representing Central Carolina Soccer Club (CCSC) as their recently appointed President, requested to speak and the Board granted. He stated that the Central Carolina Soccer Club was part of the campaign to raise the funds for the complex and raised $55,000 of the initial monies but was ousted shortly after. He wanted to go on record that they are happy to be back on board with the project but requested a written commitment stating that if CCSC brings the sponsors on board that CCSC says they can, that they will in fact have a place to practice. Their fear is that they will get a verbal commitment and then if a change in leadership were to happen, they may no longer be allowed to practice or play on those fields. He agreed that there are a lot of talented players in Randolph County but many now play in larger cities with large complexes. He is in support of the complex. He added that the CCSC has recently hired some professional coaches "to take them to a whole new level" of soccer. He said they were hurt when they were "pushed out." They then purchased their own 65 acres for fields. If the City is interested in adding those to their plan, they would consider selling. They are located off of Mack Road with access from three directions. "If the City isn't interested, Uwharrie Charter may be." 5/7/2018 He concluded by saying again that they were happy to be back on board with the Sportsplex plan. North2ate Proiect Update County Engineer Paxton Arthurs stated that last March, the Commissioners awarded a contract to Smith Sinnett Architecture for design, bidding, and construction administration of the Northgate Complex. Three loading docks were removed and interior demolition of the areas to be renovated has been completed. He said the architects measured the buildings again for accuracy and rechecked the structure after completion. They have been developing the design for the interior spaces and some preliminary renderings for the exterior of the building. They are seeking comments on the proposed exterior design that Mr. Arthurs presented. It was the consensus of the Board to move forward with the exterior design presented. Chairman Allen asked if there were any findings during the demo. Mr. Arthurs said the structure was sound and the demo came in under budget. They did find the flooring to have some moisture issues and that would be considered when making flooring choices. Commissioner Frye asked if it would be bid as a full project and Mr. Arthurs replied that the Board had approved it to go forward as one project. Mr. Arthurs said if the Board didn't feel the County could afford the full amount after bids come in, then the project could be broken into phases. Mr. Arthurs gave the following dates for the Board to keep in mind: • May 17 & Aug 9 - Meetings with User Groups • Aug 6 — 22 - Final cost estimate for construction of the full project • Sept. 4 - Commissioner approval of final renderings and approval to bid the full project • Sept. 18 - Advertise bid • Oct. 11 - Bid opening • Nov. 5 - Commissioners award contract • Nov. 26 - Start construction • Sept. 2019 - Estimated construction completion • Nov. 5, 2019 - Municipal elections Commissioner Kidd asked if all would be open by November or just Elections. Mr. Arthurs said they plan to have it all finished close together, but have Elections moved in before the municipal elections. Veterans Services Update Chad Gurley, Veterans Services Director, stated that according to the United States Census Bureau, there are approximately 9,522 veterans residing in Randolph County, NC. These totals were comprised between the years 2012 and 2016. He said he had heard the numbers have increased to around 15,000 residing here now. Randolph County Veteran Services has taken the responsibility of "serving with heart from the heart of North Carolina." He said we've created an atmosphere that is considered safe for our brave men and women; a place where they're treated with dignity, respect, and love, all the 5/7/2018 while administering prompt service. Randolph County is one of the few if not the only county in North Carolina that schedules veteran's appointments in the same week or month. He said he has also been able to assist veterans from other counties when they came to his office. Randolph County Veteran Services assists in the following: burial flag applications, scheduling of burials to the veteran affairs national cemetery, claims for compensation and pension, medical expense reports for pension, power of attorney applications for representation, appeals for denied decisions involving Veteran Affairs, claims for dependency and indemnity, claims for education benefits, etc. Mr. Gurley presented the statistical data from 01/01/2018 to the present date with focus on the claims and veterans assisted: January: 179 phone calls for service. 84 fax and email responses. 159 claims generated for compensation and pension/159 Clients seen. 16 medical enrollments. 0 education application. 6 insurance (champva) enrollments 12 Burial applications to include markers, medallions, and flags. February: *240 phone calls for service/triage. 300 claims generated for compensation and pension/300 Client seen. 26 fax and email responses. 42 medical enrollments. 1 education application. 20 Burial applications to include markers, medallions, and flags. 55 miscellaneous walk-ins, no appointments. 9 medical enrollments. March: *216 phone calls for service/triage. 369 claims generated for compensation and pension/369 Clients seen. 38 medical enrollments through Veteran Affairs. 1 education enrollment. 9 Champva enrollments. 9 Burial applications to include markers, medallions, and flags. 44 Miscellaneous walk-ins, no appointments. *Please add to clients seen. Phone triage consists of walking veterans, spouses, surviving spouse, and dependents through the application process over the phone. This totaled nearly 500 calls. Total generated, retro benefits paid to Randolph County veterans for the last 90 days: $106,165.95 (amount increases daily). 5/7/2018 Total generated, ongoing benefits paid to Randolph County veterans for the last 90 days: $32,770.68 (amount increases daily). The Commissioners thanked him for his service and his passion for other veterans. Approval of Southern Health Partners Contract Sheriff Graves said the Sheriff s Office would like to renew their Health Services Agreement with Southern Health Partners for the new fiscal year of July 1, 2018, through June 30, 2019. The pricing outlined in section No. 7.3 of last year's agreement includes a 2% increase effective on July 1, 2018. Pricing is broken down into payments of $32,789.78 per month. This is a total of $393,478.00 for the year, which is an increase of $7,714. Southern Health Partners provides medical coverage for all jail inmates and staffs the jail with qualified nurses who work under the direction of doctors. The contract also includes Southern Health Partners providing medical payments to third -party vendors up to a stop -loss maximum. He said Southern Health Partners has taken the proper action in addressing specific concerns and issues going into the review process. The Sheriffs Office is satisfied with the services provided by Southern Health Partners and will continue to evaluate their performance going forward. Other detention facilities that use Southern Health Partners also house some of the County's inmates and this creates continuity. Sheriff Graves asked the Board to approve the contract for twelve months ending on June 30, 2019, to authorize the County Manager to sign the contract. renewal of the Southern Health Partners at the base monthly fee of $32,789.78 and On motion of Haywood, seconded by Kidd, the Board voted unanimously to approve the renewal of the Southern Health Partners contract for twelve months ending June 30, 2019, at the base monthly fee of $32,789.78 ($393,478 total) and to authorize the County Manager to sign the contract. Approval of Bid for the Trinity Ambulance Base County Engineer Paxton Arthurs said that on March 26th the Randolph County Purchasing Officer issued a Request for Bids (#18-0326) for the construction of the Trinity ambulance base. This project consists of a two-bedroom site -built home which will serve as the living quarters for paramedics, along with a detached single -bay garage to house an ambulance. The deadline for receiving bids was April 23rd at 3:00. Three bids were received for this project and were presented, as follows: Asheboro Construction, Inc. $198,427.10 Smith & Allen, LLC. $427,000.00 Trollinger Construction, Inc. $230,525.00 Asheboro Construction submitted the low bid for this project. Asheboro Construction was also the contractor who built the Uwharrie ambulance base, which was a very similar project, as well as the garage for both the Coleridge and Randleman ambulance bases, all of which turned out well and were completed on schedule. 5/7/2018 Mr. Arthurs recommended that the Board award a contract to Asheboro Construction in the amount of $198,427.10 for the construction of the Trinity ambulance base and requested the Board authorize the County Manager to sign the contract. Commissioner Frye asked Mr. Arthurs to estimate completion and Mr. Arthurs replied that it would take around 150 days. Chairman Allen inquired if the pricing of Asheboro Construction was in line with the other bases and he responded that it was in line and under expectations due to rising constructions costs. On motion of Frye, seconded by Kidd, the Board voted unanimously to award the bid for construction of the Trinity ambulance base to Asheboro Construction, Inc., for $198.427.10 and authorize the County Manager to sign the contract. Mr. Arthurs informed the Board that the convenience site to be located on the same property will go out for bid late May. Commissioner Frye said having a 24/7 ambulance base beside the convenience site would help. Approval of Prequalification Policy County Engineer Paxton Arthurs stated that while working with the architects on the detention center project and going through a process to prequalify contractors ahead of bidding, he had to stop when he learned that this method was not available to the County. NCGS 143- 135.8 allows the prequalification of contractors; however, before a local government can use this method, they are required to have a board approved policy. Because Randolph County did not have such a policy, they were unable to use this technique. He explained that a prequalification process can be helpful to local governments and architects because it lets them know in advance what companies will be taking part in the bidding process and it does away with the vetting of contractors after bids have already been received. Having a prequalification policy does not require that process to be used for all construction bids; it is simply a tool that the County would have available. He asked for approval if they found the policy agreeable. Mr. Arthurs provided a copy of the proposed policy in the agenda packet. It was the State's policy modified for Randolph County and reviewed by County Associate Attorney Aimee Scotton. Chairman Allen said he likes having bidders qualified up front. On motion of Kidd, seconded by Frye, the Board voted unanimously to adopt the Pre - Qualification Policy, as follows: Randolph County - Prequalification Policy A. Governing Law (Session Law 2014-42) This policy is in effect for all prequalification on Randolph County projects, including single prime project delivery and construction manager at risk first-tier subcontractors. G.S. 143-135.8(b)(2)requires the governmental entity to "adopt an objective prequalification policy applicable to all construction or 5/7/2018 repair work prior to the advertisement of the contract for which the governmental entity intends to prequalify bidders. " B. Prequalification Criteria, Form, and Assessment 1. Uniform, consistent, and transparent in its application to all bidders. 2. All bidders who meet the prequalification criteria to be prequalified are allowed to bid on the construction or repair work project. 3. Criteria must be rationally related to construction or repair work. 4. The bidder is not required to have been previously awarded a construction or repair project by the governmental entity. 5. Bidders are permitted to submit history or experience with projects ofsimilar size, scope, or complexity 6. Assessment process ofprequalifzcation is stated in this policy. 7. A process for a denied bidder to protest is stated below in this policy. 8. A process for notifying a denied prequalified bidder is stated below in this policy. C. Review of Application 1. Prequalification Committee The Purchasing Officer and/or construction manager shall determine the members of the prequalification committee. The Prequalification Official shall be the County Manager, who shall not be on the prequalification committee. The prequalification committee will review prequalification applications submitted by the firms and will determine each firm 's prequalification eligibility for the project. 2. Review of Application The prequalification committee shall use the objective assessment process form developed by the Purchasing Officer. The prequalification committee shall approve or deny the applications in accordance with the prequalification criteria and scoring system based upon the applicants' initial response to the Counties solicitation for qualified bidders. With the possible protests and appeals on prequalification and the times associated with responses, the owner should have the advertisement for prequalification out to potential applicants at least two (2) months prior to actual bid date. 3. Notice of Decision All firms that submitted applications for prequalification shall be promptly notified of the prequalification committee's decision, including the reason for denial, via e-mail. Notice shall be provided prior to the opening of bids for the project and with sufficient time for the firm to appeal the denial of prequalification. 4. Informal Meeting - Upon denial, the applicant may request an informal meeting with the owner's representative and/or construction manager to receive feedback and suggestions for improvement. The Owner's representative and/or construction manager shall hold a feedback session for the applicants who do not appeal the decision within 2 weeks of the request. 5/7/2018 5. Firms wishing to appeal the decision shall follow the appeals process described below. D. Appeals Procedure 1. Firms may appeal the denial of Prequalification as noted below. a. Initial Protest A firm denied prequalification may protest the prequalification committee's decision by filing a written appeal via hand -delivery or e-mail to the applicable prequalification committee within three (3) business days of emailed notice that the firm has been denied prequalification. The written appeal shall clearly articulate the reasons why the firm is contesting the denial (i.e., explains how the firm satisfied all required criteria for prequalification in the government's solicitation in their initial response) and attach all documents supporting the firm's position. The prequalification committee may contact the firm regarding the information provided prior to ruling on the protest. The Prequalification Committee should review the written protest within five (5) business days. If the prequalification committee is satisfied that the firm should be prequalified, the firm shall be notified that it is prequalified to bid on the project and allowed to participate in the bid process. If the prequalification committee upholds its denial, the firm shall be notified in writing via e-mail. b. Appeal Within three (3) business days of the owner's emailed notice of the Prequalification Committee's written protest decision, the denied prequalified firm may appeal the prequalification committee's decision, in writing, via hand - delivery or e-mail, to the Prequalification Oficial (see C.1 above). The Prequalification Oficial should review the appeal within five (5) business days. In the event the Prequalification Oficial is unable to review in a timely manner, he/she may designate a representative that is not a member of the prequalification committee to handle the appeal. c. Decision on Appeal The decision of the Prequalification Oficial or Representative on the appeal shall be final, and the firm shall be promptly notified of the decision. d. General Rules for Protests and Appeals Firms submitting prequalification applications shall be provided an e-mail address for the communication with the owner and/or construction manager during the protest and appeal process. The firm shall provide at least two e-mail addresses for use by the owner and/or construction manager in communicating with the firm. In the event the Prequalification Oficial or Representative is unable to render a decision on either the initial protest or the appeal prior to the bid date, the firm shall be allowed to submit a bid on the project subject to a final decision on the protest or appeal. If the firm's bid is opened prior to a final decision on the protest or appeal and the bid is not the lowest monetary bid for the project, the appeal shall be terminated and rendered moot. Bids received from firms who have been ruled disqualified to bid shall not be opened. A firm's failure to comply with any requirements of the protest and appeals procedures of this section shall result in the firm's protest or appeal being terminated and rendered moot. 5/7/2018 Adopted by the Randolph County Board of Commissioners on May 7, 2018. Review of New Federal Procurement Requirements (Uniform Guidelines) Finance Officer Will Massie stated that the Office of Budget and Management (OMB) will officially implement new federal guidelines over procurement that are much more stringent than those under current federal, state and local requirements. These Uniform Administrative Requirements, Cost Principles, and Audit Requirements, commonly referred to as Uniform Guidance (UG) take effect July 1st and include competitive bidding, even when not required under state law and local policy. This applies to the purchase of goods and services, as well as construction and repair projects, which differs significantly from State laws that apply primarily to the purchase of goods or construction contracts. He said Finance would be evaluating what each department does regarding whether it is goods or services and if it involves federal money, which "would require extra hoops." There is a significantly lower threshold than is set by current State law. UG procurement requirements start at purchases of $3,500; $2,000 if Wage Rate requirements apply. Mr. Massie said a primary reason for this change is to encourage open competition. Federal rules will not allow exceptions for the full competition requirements, even for state purchasing programs and piggybacking. Multi -bids will be required. Use of a state purchasing program is only allowed if state contracts were procured in compliance with the new rules. He said units of government will not be able to have local preferences. The UG procurement standards require that units of government and public authorities place emphasis on contracting with small and minority businesses, women business enterprises, and surplus area firms. Contractors also are required to follow these procedures when hiring subcontractors. The unit's contracts must include a number of provisions required under federal law. Mr. Massie said County staff is currently reviewing the County's Purchasing Policy and Procedures to see if any amendments need to be made to comply with all the requirements. Any agency using federal funds must maintain oversight to ensure that the contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. Each participating unit must have written standards of conduct that cover conflicts of interest and the gift ban, for not only its elected board but all employees and agents of the unit. Mr. Massie said the County will need to amend its current conflict of interest policy. When comparing federal and state procurement requirements, local governments and public authorities should apply the requirements that are more restrictive, including requirements imposed by local policies. Mr. Massie stated that these rules apply not only to direct recipients of federal financial assistance but also to all sub -recipients including the organization(s) in final receipt of the funds. 5/7/2018 Chairman Allen asked if contracting services would need to be more defined. Mr. Massie said specifications and justification for vendor selection would need to be documented. Commissioner Frye said the underlying motive for bidding out Aging Services this year was to use monies for the intent to serve more elderly. County Manager Hal Johnson added that the County would be working with the Aging Services Committee in the upcoming weeks to make sure that their by-laws are in compliance with new federal guidelines and that appointments to their Board have no conflict of interest in serving. Approval of the Facility Use Policy for the Historic Courthouse County Manager Hal Johnson presented the Facility Use Policy to the Commissioners and explained that the County has always tried to make meeting space available but never really had any approved policies. Because of the equipment and historic artifacts in the Historic Courthouse, the Committee looked at the facility use policies of Randolph Community College and the City and County Schools to develop this Historic Courthouse Facility Use Policy to protect the County. A refundable security deposit of $100.00 is required and a user group must furnish a certificate of insurance for general liability coverage with a total limit of $1,000,000 for each claim made. A non-refundable fee of $100.00 is required for the use of the audio visual equipment in the meeting room. Mr. Johnson stated that the policy had been reviewed by legal staff and is being recommended by the Facilities Committee for consideration of approval. Chairman Allen asked if the amounts were too low and if there was a limit to the number of meetings that could be held by an organization. Mr. Johnson replied that the County has never had a repeat use problem and if it were to come up, the Policy could be revised. The Committee wanted to start with something basic and require the liability insurance. Mr. Johnson said it would be brought back before the Commissioners if it needed to be strengthened later. Commissioner Kidd said he liked it because it covers some liability matters they haven't thought of before. On motion of Frye, seconded by Haywood, the Board voted unanimously to approve the recommended Facility Use Policy for the Historic Courthouse meeting rooms, as follows: FACILITY USE POLICY RANDOLPH COUNTYHISTORIC COURTHOUSE MEETING ROOMAND BOARD ROOM Randolph County Government seeks to provide meeting facilities for community groups, agencies and organizations, subject to availability and speck property use regulations designed to ensure safety of its citizens and the public property. The Historic Courthouse Meeting Room (HCMR) seats a maximum of 180. The Historic Courthouse Board Room (HCBR) seats a maximum of eight (8). These limits are set by the Fire Marshal and will be strictly enforced. 5/7/2018 1. The rooms are reserved on a first come, first served basis by submitting a completed Application and Agreement for Facility Use to the Randolph County Manager's office during normal business hours (M -F, 8-5). The County Manager will review the application and accept or reject it. Any person or organization may request a review by the County Facilities Committee of the County Manager's decision regarding the application. The decision of the County Facilities Committee is final. 2. An individual must be an adult (18 years of age or older) in order to make application for the use of a County facility. 3. Permission to use either room does not constitute or imply an endorsement by the County. 4. Use of the HCMR/HCBR is open to any non -denominational organization, group, or government agency. 5. Use of the HCMR/HCBR will not be approved for activities that do any of the following: • Violate federal, state, or local laws • Violate Randolph County Government policies or regulations • Advocate violence • Damage or have the potential to damage County buildings, grounds, or equipment • Conflict with or disrupt first floor tenants or County related events • Conduct a rally, campaign, etc. for specific partisan political candidates or issues. (Political party executive boards or committees can meet for planning or business purposes of their organization) • Solicit business, sell items or services, charge admission, or solicit donations • Conduct recruitment of individuals, personnel or associates • Raise funds, except as sponsored by the County 6. Food and beverages are strictly prohibited in the HCMR/HCBR. 7. Smoking or other tobacco use is strictly prohibited. 8. Alcohol or drug possession and consumption is strictly prohibited. 9. Possession of weapons of any kind (i.e. knives, guns, explosives etc.) is not allowed, except in the limited circumstances permitted by state law. 10. Open flames of any kind are not allowed. 11. Nothing may be attached in any manner to the doors, windows or walls. 12. The HCMRIHCBR can be used during the following hours only: Monday Friday, 8 AM to 9 PM- Saturday 8 AMto 5 PM. The meeting rooms will not be available on Sunday. 13. Meetings can be booked up to one year in advance, but no earlier. 14. An Application and Agreement for Use shall be accompanied by a security deposit of $100.00. If there is no damage to the facility and the closing procedures outlined in this paragraph are performed, then the security deposit will be returned to the applicant within 15 days after his/her use of the facility. The following closing procedures must be performed in order to secure a return of the security deposit: • All trash must be collected and disposed of in trash cans provided. • The thermostat must beset to the appropriate seasonal setting in the AUTO mode. In the summer (June through August) 75 degrees; in the fall/winter (September -May) 68 degrees. 15. Presenters must provide their own laptop for visual presentations. A nonrefundable upfront fee of $100.00 is required for the use of County audio visual equipment. 16. At the time of reservation, the applicant must present evidence (the signature of Sheriff's Office Major over Administration as provided on the application) that the applicant has 5/7/2018 engaged the services of an off-duty Sheriff's deputy to be present during the applicant's use of the facility. 17. Problems with the room should be reported to County Manager's Office at 318-6300 or 336- 302-2471. DO NOT SEEK ASSISTANCE FROM THE FIRST FLOOR TENANTS. 18. Users of County facilities are responsible for any and all damage to the facilities, property or equipment that occurs while being used or as a result of use by the group, regardless of who caused the damage. 19. Users are responsible for the conduct of all persons present at the users' meeting. 20. All user groups, except County departments, must furnish a certificate of insurance for general liability coverage with a total coverage limit of $1,000,000 for each claim made. Said certificate must indicate that Randolph County has been added as an additional insured. FAILURE TO COMPLY WITH REGULATIONS OR ABUSE OF ANY OF THE ABOVE MENTIONED PRIVILEGES WILL RESULT IN FORFEITURE OF SECURITY DEPOSIT AND SUSPENSION OF RIGHT OF USE. County Manager Update County Manager Hal Johnson informed the Board that County Staff Attorney Aimee Scotton was elected Chair of the North Carolina Bar Association Government and Public Sector Section in April. Regional Update Chairman Allen said he has been invited by the Randolph County Partnership for Children to be involved with them and the Institute for Emerging Issues (IEI). It is a public policy organization that exists to enhance North Carolina's long-term prosperity. Four KidsReadyNC partner communities were selected to participate in IEI's new, 18 -month initiative designed to help selected Tier 1 or Tier 2 communities strengthen leadership capacity within their local early childhood development systems. He said they are focusing on work force development early in childhood. Adjournment At 7:41 p.m., on motion of McDowell, seconded by Frye, the Board voted unanimously to adjourn. David Allen, Chairman Darrell Frye Stan Haywood Maxton McDowell Kenny Kidd Amanda Varner, Clerk to the Board 5/7/2018 m o A 11 �G r -i P 0 c 0 0 U m L W L ❑ 1z a a Of 0 � 'o 00 W aw O0 u} ¢ n a r V 3 4 0Y -0 0 � - r NO n Do, LUN - a 0 a q q CL < a lQ a 0 X Q a u 0 -,,/2018