to: from: date: wednesday, march 10, 2010 at 6:30 p.m. dinner … · 2020-04-20 · to: executive...

TO: Executive Board FROM: A. R. Sharp, Executive Director DATE: March 3, 2010 RE: Executive Board Meeting Chairman Robert Misenheimer has called the meeting of the Centralina Executive Board for Wednesday, March 10, 2010 at 6:30 p.m. Dinner will be served at 6:00 p.m. The meeting will be held in Centralina’s Conference Room, 1300 Baxter Street, Suite 400, Charlotte (see map below). Please respond by Monday, March 8, 2010 so we can assure a quorum will be present and plan for the meal reservations.

EMAIL [email protected]

CALL (704) 372-2416 or (704) 348-2728 (direct)

Midtown Plaza Building - 1300 Baxter Street, Suite 450 P0 Box 35008, Charlotte, North Carolina 28235

Phone: 704-372-2416 Fax: 704-347-4710 www.centralina.org

Centralina Executive Board Agenda – March 10, 2010

Executive Board Agenda March 10, 2010

1. Amendments to the Agenda – (if any)

2. Approval of Executive Board Minutes of the January 13, 2010 Meeting

The minutes of the January 13, 2010 meeting have been sent to all members of the Executive Board and should be approved if correct. (See Attachment #1)

ACTION REQUESTED: I move to approve the January 13, 2010 Executive Board minutes.

3. Report of Service Agreements:

The following agreements have been entered into with member governments since the last report. Under these agreements, staff provides technical assistance to the local government. No action required. Member Governments Cost Kings Mountain Bicycle Plan $37,499 Lincoln County EDA’s Trade Adjustment Assistance Program 4,800* Mecklenburg County CDBG Consolidated Plan TA 13,160 Town of Spencer Retreat 1,132 Estimated Total $51,791

Non-Members Salisbury community Development Corp. housing rehab $15,067* Wexford Point Tax Credit Assistance Program (TCAP) (ARRA funds) 20,000* Estimated Total $35,076

Grants Awarded-FY 2009-10: No additional grants have been awarded since last reported on February 10, 2010. *No member hours were used on these projects. [Note: On any other project, membership hours are provided in accordance with Centralina policy.]

4. Appointments to the Centralina Economic Development Commission: The CEDC was formed to maintain regional eligibility for grants from EDA and to implement the Comprehensive Economic Development Strategy that was adopted in the region in 2004. The Board of the Centralina Council of Governments formally appoints people recommended by COG members to the Board of the CEDC. The Commission has met regularly and undertaken new regional projects to stimulate jobs and investment in our regional economy. The CEDC has sponsored activities that are broad in scope, strengthen regional competitive advantage, develop nascent regional clusters and preserve our manufacturing heritage.

Recommendations for 2010-2012 (See Attachment #2) • Nancy Carter, Councilman, City of Charlotte • Tracey Philbeck, Commissioner, Gaston County • Chris Carney, Councilman, Town of Mooresville

ACTION REQUESTED: I move that the Centralina Executive Board appoint three (3) new members to the 2010 Centralina Economic Development Commission for the 2-year terms as set forth.


5. Review CCOG Travel Policy: Italian philosopher Nicolo Machiavelli once advised his followers, "Never waste the opportunities offered by a good crisis.” Then in November 2008, White House Chief of Staff, Rahm Emanuel rephrased the philosophy “Never let a serious crisis go to waste. What I mean by that is it's an opportunity to do things you couldn't do before." Therefore, we should take our observations from the recent freedom of information request and review our current policies and practices for efficiency and effectiveness. Centralina Council of Governments (CCOG) current travel policy as stated in the CCOG Personnel Manual for traveling out of the region or overnight as follows:

“Travel out of the region must be approved by the supervisor in advance. Requests for authorization of such travel should be submitted to the supervisor on the "Request for Authorization" form. All overnight travel out of the region or the State must be approved by the Executive Director, in addition to the supervisor.”

From that policy there have been several procedures developed to guide the travel activities and manage the reimbursement process.

Points for consideration:

• The policy has not been revised since prior to 2002. • As the number of funding sources expand, so do training, credentialing and travel

requirements. • Within North Carolina, CCOG uses the State Government rate for hotels whenever

possible. • Approval of out of state travel relies on judgment of the department heads and the

Executive Director; moreover, we use traditional criteria rather than external parameters and validation for the approval process.

• At the staff level when we considered the GSA reimbursement, there was a question of projecting costs, determining affordability and fairness for employees. (See GSA Attachment # 3a, 3b and 3c)

• There are working drafts for travel reimbursements included for your consideration: “Travel Related Expenses-In the Region” and “Travel Related Expenses-Outside of the Region.” (See Attachment 4a and 4b)

• Finally, we learned that creating additional cost codes will allow us to better analyze our expenditure patterns.

ACTION REQUESTED: No action is required, but if the Executive Board would like to frame any changes or new directions in travel policies and procedures, then active discussion would be helpful.

6. Financial Report (information only)

The management team reports the financial activity for the first seven months of FY2009-2010 presented in a comparison with the budget. This information will be used as a basis for forecasting CCOG’s financial position for the remainder of the fiscal year and to assist in making decisions with financial implications. Some explanations of the variances in Centralina’s actual revenues and expenditures compared to the budget for the seven-month period ending January 31, 2010 in Attachment #5 are as follows: Revenues – All federal and state grants incur expenditures on a reimbursement basis; therefore, the revenues received will lag behind the actual expenditures incurred on average by one month.


Additionally, some grants were awarded later in the reporting period. Staff vacancies and limited service requests are the causes of the low technical assistance and contract revenue compared to the budget. The revenues also lag behind actual expenditures by approximately one month. Low interest rates have resulted in lower interest revenue than anticipated. Management is reviewing budgeted revenues and evaluating where staff will focus its efforts for the remainder of the year. I will recommend a revision to the operating budget subsequent to this review. Expenditures – The expenditures for Planning, Assistance, and Administration exceed budget primarily due to significant advertising costs associated with the Stormwater Grant that were incurred early in the fiscal year. The annual budget will sufficiently cover the divisional costs. Additional grants have been awarded since the budget was initially approved; therefore, I will recommend a revision to the operating budget. As of January 2010, no other expenditures significantly (greater than 10%) exceed the year-to-date budget. No other revenue or expenditure variances are of concern.

7. Amendment to the Centralina COG FY2009-10 Annual Operating Budget Ordinance (See attachment #6 of the agenda.) It is recommended that the Executive Board of Centralina Council of Governments approve the following amendment to the Centralina Council of Governments Annual Operating Budget Ordinance for the fiscal year ending June 30, 2010: To amend the Operating Budget, the revenues are to be changed as follows: Increase Decrease Federal Grants $334,702 State Grants $ 26 Program Revenue $ 16,239 Sales Revenue $ 2,156

______ _ Net Total $353,123

To amend the Operating Budget, the expenditures are to be changed as follows: Increase Decrease Area Agency on Aging $ 87,659 Workforce Development $265,464

_______________ _ Net Total $353,123 Both the Area Agency on Aging and Workforce Development programs were awarded additional funding, specifically related to the American Recovery and Reinvestment Act. Additionally, the Area Agency on Aging was awarded some grants to deliver specialized services to the region, including the Crossroads Communication grant and the Mecklenburg County Community Resource Connections grant. To allow these funds to be received and expended, the Federal and State Grants, Program and Sales Revenue, Area Agency on Aging, and Workforce Development budgets are increased. ACTION REQUESTED: I move to amend the Centralina COG Annual Operating Budget Ordinance in the amount of $353,123 to adjust revenues and expenditures as outlined above to a budget of $5,770,552.


8. Budget Parameters for FY 2010-11:

In order to prepare for the FY2010-11 Budget, Al Sharp, Executive Director, will outline the budgetary and financial factors that are being considered to produce a draft budget for planning purposes. This general outline becomes the basis of the annual requests for funding from our local member governments. We have already received a number of requests from local government finance directors who are working on their own local budget submissions. There will be an opportunity to ask questions or direct the Executive Director and staff. The Draft Budget will be presented to the Executive Board at its April 14th meeting and to the Board of Delegates on May 12th. For the April meeting, the public hearing on the Proposed Budget will be advertised. No specific action is requested, but active discussion is requested. Some suggested topics include:

• Economy steps that have been taken to date • Considerations for next year • Review of revenue projections and opportunities • Membership issues (Attachment #7) • Pay, classification and benefits • Performance adjustments and/or incentive bonuses • Post-employment benefit obligations

9. Comments from the Delegates:

10. Comments from the Chairman:

Announce Budget and Audit Committee

• Chairman George Arena, Commissioner of Lincoln County, CCOG Treasurer • Dottie Nash, Mayor Protem, City of Monroe • Rick Burleyson, Commissioner, Town of Mount Pleasant • Charles Seaford, Councilman, Town of China Grove • Tonya Frye, Finance Director

11. Comments from the Executive Director:

• Building Update if any Adjournment

Please review the seven (7) attachments included in this agenda. Centralina Council of Governments complies with the Americans with Disabilities Act (ADA), which prohibits discrimination on the basis of disability. Centralina Council of Governments will make reasonable accommodations in all programs/services to enable participation by an individual with a disability who meets essential eligibility requirements. Centralina Council of Governments’ programs will be available in the most integrated setting for each individual. If any accommodations are necessary for participation, please contact the Board Clerk, 1300 Baxter Street, Suite 450, Charlotte, NC, [email protected] or phone (704) 372-2416. Please allow 72 hours advance notice for preparation. Visit our website: www.centralina.org.

Executive Board Agenda Attachment #1

Centralina Executive Board Minutes – January 13, 2010 Page 1

Executive Board Minutes January 13, 2010

Officers Present Delegates Present Centralina Staff Others Bob Misenheimer, Chairman Martha Sue Hall, Vice-chairman Frank Deese, Secretary George Arena, Treasurer Joe Carpenter, Past Chairman

Elizabeth Poole Lindsey Dunevant Lanny Openshaw Ken Robertson Jennifer Roberts Jarvis Woodburn Dale Burkett Mitch Abraham Lloyd Austin Patsy Kinsey Raymond Coltrain Charles Seaford

Al Sharp Rebecca Yarbrough Tonya Frye Gayla Woody Bill Duston Venecia Rock Carol Lewis Barbie Blackwell

Bill McNair Thurman Ross Hazen Blodgett David Treme

1. Open and Welcome - Chairman Bob Misenheimer opened the meeting at 6:30 p.m. It was verified that there was a quorum present.

2. Installation of Officers - The 2010 CCOG Officers, elected at the December 2009 meeting of the

Board of Delegates, were installed by Bill McNair. They are as follows: Mayor Bob Misenheimer, City of Kannapolis, Chairman; Councilperson Martha Sue Hall, City of Albemarle, Vice-Chairman; Mayor Frank Deese, Town of Marshville, Secretary; Commissioner George Arena, Lincoln County, Treasurer and Commissioner Joe Carpenter, Gaston County, Immediate Past Chairman.

3. Amendments to the Agenda – The agenda was amended to include: Summary of EPA Action for

Ozone Draft Resolution for consideration by the Executive Board. Martha Sue Hall made a motion to amend the agenda to consider the resolution on ozone standards. The motion was seconded by Raymond Coltrain. The motion was approved.

4. Comments by Executive Board Officers - None 5. Approval of Executive Board Minutes - Frank Deese made a motion to approve the minutes of the

October 14, 2009 meeting. The motion was seconded by Joe Carpenter. The motion was approved. 6. Service Agreements - The service agreements outlined in the agenda packet and entered into with

member governments since the last report were accepted by the Board as information. Under these agreements, staff provides technical assistance to the local government.



7. Report from the Managers’ Focus Groups – Warren Miller, CCOG’s consultant on this project presented his report by PowerPoint and a recorded overview of the study results. CCOG conducted the focus group meetings with the region’s county and city managers in October 2009. Three regional meetings were held in Gastonia, Matthews, and Salisbury and were attended by nearly 50% of the managers. Specifically, the purpose of the focus group study was to gather input from professional managers in our region to assess CCOG’s roles. This input will be used by the Blue Ribbon Panel to explore the role for CCOG and determining how the organization can better serve the region. The complete report is available by contacting CCOG.

Mr. Miller noted that findings included: CCOG provides some valued services, specifically in

technical and consulting support; focus is too broad; should do 4 or 5 things well; business model is outdated; needs vary across member jurisdictions; CCOG faces challenges deploying services over a geographically large and diverse region; disconnect between fees charged for some services and level of service provided; opportunities to improve regional planning effectiveness and CCOG must demonstrate results. Considerations reported: Engage elected officials; empower CCOG; increase focus on successful services; revisit fee structure; emphasize and communicate services; explore development of new partnerships and invest in high quality staff. Hazen Blodgett, Town of Matthews Manager and David Treme, City of Salisbury Manager, gave their perspective of the group meetings. Mr. Blodgett noted that the managers were honest during their discussions and gave credit to CCOG for asking the questions. A number of the managers did not really understand what CCOG does and there needs to be a better way to educate them on CCOG services. Some are considering dropping membership in the CCOG and he stated that there were cities that would not miss CCOG if it were gone. Most cities do not currently need planning services from CCOG because they have their own planners. He believed that CCOG needs to change their business plan and noted that the cost of CCOG services was at many times equivalent to private companies. He also noted that cities consider dues to the League of Municipalities and the School of Government as no brainers as an expense to cities. He felt that CCOG did a good job with assessment centers and at the same cost as the private sector, but that it needed to find a nitch. David Treme started his career at a COG. Because of the diverse sizes of the jurisdictions CCOG needs to figure out how to provide services that will reach this diverse population. COGs do not have authority for implementation so it is hard to get a consensus. COG needs more specialization of services such as annexation plans, strategic plans and assessment centers. Human resources might be a good area to research as would the telecommunications field, public safety and compensation plans. Managers are under stress, but don’t mind paying for quality services. Felt there was good feedback in the meeting. A motion was made by Lloyd Austin to accept the findings of the report and forward them to the Blue Ribbon Panel for consideration. The motion was seconded by Jennifer Roberts. The motion was approved.

8. Blue Ribbon Panel – Chairman Misenheimer appointed the following to serve on the Blue Ribbon

Panel – Anna Baucom, Anson County; Elizabeth Poole, Cabarrus County; Ken Robertson, Iredell County; Steve Johnson, Iredell County; Lindsey Dunevant, Stanly County; Jan Winters, Gaston County, Scott Padgett, City of Concord, Anthony Foxx or Patsy Kinsey, City of Charlotte; Jennifer Roberts or George Dunlap, Mecklenburg County; Wayne Herron, City of Monroe; Sarah Haire Tice; Iredell County; Jill Swain, Town of Huntersville; Hazen Blogettt, Town of Matthews; George Wood, Lincoln County and John Howren, City of Gastonia. There will be additional appointees from Union



County (Lanny Openshaw or designee) and Rowan County. The Panel is asked to make recommendations on the role of CCOG in the region and consider how CCOG can better serve the region and its members.

A motion was made by Jennifer Roberts to authorize the Chairman to appoint others as needed to the Panel. The motion was seconded by Thurman Ross. The motion was approved.

9. CCOGs Annexation Protocol Policies - Bill Duston reviewed current protocol for annexation

technical assistance work with member governments and the recommended changes to clarify CCOGs role in annexation work.

Changes proposed include:

1. Prior to a contract being executed between CCOG and a member government for annexation technical assistance, CCOG shall send a letter by first class mail to the manager of the County(ies) in which a proposed annexation area is located. The letter shall state that a meeting will be held, should the County wish, between CCOG staff, County staff and staff from the annexing municipality to discuss (1) the general location of the proposed annexation area; and (2) the general steps to be followed in conducting an annexation study; and, (3) the timeframe in which the annexation could occur. The affected County(ies) shall have up to two (2) weeks from the date of that meeting to provide to CCOG and the annexing municipality any comments that they might have on the proposed annexation contract. With this input in place, the final decision to enter into contract for annexation shall lie between the municipality and CCOG.

2. In any contract for annexation technical assistance that CCOG enters into with a member

government, such contract shall clearly spell out the roles that CCOG staff and the staff of the member government shall play in the services to be provided. Among other things, staff from the annexing local government shall clearly identify CCOG staff at the beginning of any annexation public informational meeting or annexation public hearing and state that CCOG.

3. The CCOG reserves the right to have its Executive Director decline entering into contract with a

member government for the provision of annexation technical assistance. When such decision has been made by the Executive Director, such member government shall have the right to have such decision discussed before and/or appealed to the Executive Board as soon as practical.

A motion was made by Martha Sue Hall to approve the revised Annexation Protocol Policy and to notify all of our member governments. The motion was seconded by Patsy Kinsey. The motion was approved.

10. Withdrawal of Members - Centralina has received notification of the intent to withdrawal from the

following member governments: City of Concord, Town of New London, Rowan County, Town of Spencer and Cabarrus County.

CCOG has also received notice from Cabarrus County of their intent to withdraw from the Storm Water Partnership, NC 73 Council of Planning and the Centralina Economic Development Commission.

According to Elizabeth Poole the decision of the Cabarrus County Commissioners will be reconsidered in May or June. Notice was given because of the requirement of the CCOG Bylaws. Raymond Coltrain noted that the decision of the Rowan County Commissioners was based on the disagreement on the Salisbury annexation process. It is possible that the changes made in the CCOG Annexation Policy will be helpful in their final decision.



A motion was made by Frank Deese to accept the requests from the City of Concord, the Town of New London, Rowan County, the Town of Spencer and Cabarrus County to withdraw as Members from the CCOG. To ask each member to consider the forthcoming recommendations from the Blue Ribbon Panel before any final decision regarding withdrawal and to ask the Chairman to appoint an Ad Hoc Membership Committee to meet with the elected officials in each community to resolve any outstanding issues and ask for their continuing participation. The motion was seconded by Joe Carpenter. The motion was approved.

11. Summary of EPA Action on Grown-Level Ozone Standards – Rebecca Yarbrough noted that the EPA lowered the standard for ground level ozone to 70 ppb in 2008. In January 2010 it was recommended that the standard be between 60-70 ppb. The standard is based on human health studies and adherence to the standard will be determined using the same methodologies now in effect. The CCOG region is projected to be in non-attainment in 2020. The proposed resolution presented to the Executive Board requests that a public hearing be held in the southeast: Charlotte, Columbia, SC, or Atlanta, GA to facilitate public input into the establishment of the standard.

A motion was made by Martha Sue Hall that the Board support the resolution presented on proposed revisions to the NAAQS for ground level ozone. The motion was seconded by Raymond Coltrain. The motion was approved

12. Department of Environment and Natural Resources – The DENR Strategic Plan was distributed

to the Board for review.

13. Annual Goals – Al Sharp recommended that the Executive Board review the 2008-2009 goals and that further discussion on refining the goals for 2010 be discussed at the next Executive Board meeting.

14. Comments from the Delegates – Dale Burkett commented that he feels items on the agenda are

rubber stamped at Board meetings after presentation and a quick motion and that this prevents discussion. Martha Sue Hall noted that information is sent to Board members well in advance of the meeting to allow for adequate time for review and that she hoped members would come prepared to make decisions on the items before the Board. Bill McNair noted that the Chairman has the authority to continue discussion on an item if he believes there is further information which needs to be considered by the Board.

15. Comments from the Chairman - None 16. Comments from the Executive Director – The Community and Economic Development

Department is sponsoring a “Link-Up” workshop on financing and grant for economic development on February 9 in Mooresville.

Martha Lide left last summer to accept a position with Lincoln County. After a search for a CCOG Deputy Director came up short it was decided to request that Rebecca Yarbrough come out of retirement for a six month period to assist with several pressing projects. She has accepted and will be working full-time through June, 2010.

There being no further business the meeting was adjourned at 8:07 PM.



Centralina Council of Governments complies with the Americans with Disabilities Act (ADA), which prohibits discrimination on the basis of disability. Centralina Council of Governments will make reasonable accommodations in all programs/services to enable participation by an individual with a disability who meets essential eligibility requirements. Centralina Council of Governments’ programs will be available in the most integrated setting for each individual. If any accommodations are necessary for participation, please contact the Board Clerk, 1300 Baxter Street, Suite 450, Charlotte, NC, [email protected] or phone (704) 372-2416. Please allow 72 hours advance notice for preparation. Visit our website: www.centralina.org.

CEDC Board MembersTerm 2009-2011

Executive Board AgendaAttachment #2

Board Member Term Representing Organization Recommended byAnderson, Tom 2009-2011 Lincoln Co. (Private) All American Fitness CCOGArbuckle, Keith 2009-2011 Stanly Co. (Private) Home Care of the Carolinas Stanly CountyArena, George 2009-2011 Lincoln County Lincoln County BOC Lincoln CountyBrady, Mark 2009-2011 Iredell Co. (Private) Fidelity Bank Town of MooresvilleCarpenter, Joe 2009-2011 Gaston Co. Gaston Co. BOC Gaston CountyChirinos, Astrid 2009-2011 Mecklenburg Co. (Private) DIVERSO Global Stategies CCOGDunlap, George 2009-2011 Mecklenburg Co. Mecklenburg Co. BOC Mecklenburg CountyLeeper, Ron 2009-2011 Mecklenburg Co. (Private) RJ Leeper Co. Mecklenburg CountyMarshall, Jonathan 2009-2011 Cabarrus County Cabarrus County Cabarrus CountyPuckette, Jim 2009-2011 Mecklenburg Co. (Private) Electro Painters, Inc CCOGRamirez, Dan 2009-2011 Mecklenburg Co. (Private) NOVA Engineering CCOGRey, Manuel 2009-2011 Mecklenburg Co. (Private) Banco de la Gente Mecklenburg CountySharp, Al Regional CCOG CCOGVan Geons, Robert 2009-2011 Rowan County Rowan Works Rowan CountyWarren, Steve 2009-2011 Iredell County Iredell County Iredell CountyWoodburn, Jarvis 2009-2011 Anson County Anson County BOC Anson County

Board Member Term Representing Recommended by Organization Nancy Carter 2010-2012 City of Charlotte City of Charlotte City of CharlotteMichelle Nance 2010-2012 City of Gastonia City of Gastonia City of GastoniaTracy Philbeck 2010-2012 Gaston County Gaston County Gaston CountyChris Carney 2010-2012 Town of Mooresville Town of Mooresville Town of MooresvilleJoel Randolph 2010-2012 Mecklenburg County CCOG Randolph & Son Builders/OwnerBill Thunberg 2010-2012 Regional CCOG Alexander Zachary JewelersElderidge Williams 2010-2012 Rowan County Rowan County Livingstone CollegeJeanie Moore 2010-2012 Rowan County Rowan County Rowan Cabarrus Community CollegeKevin Gullette 2010-2012 Stanly County Stanly County Stanly County

Lanny Openshaw 2010-2012 Union County Union countyUnion County Board of Commissioners/Commissioner

Tim Gause 2010-2012 Regional CCOG Duke EnergyJohn McKay 2010-2012 Union County Union County SPCC

CEDC Board Member RecommendationsTerm 2010-2012

Executive Board Agenda Attachment # 3a

Midtown Plaza Building 1300 Baxter Street, Suite 450 PO Box 35008, Charlotte, North Carolina 28235 Phone: 7043722416 Fax: 7043474710

www.centralina.org

The following chart represents the U.S. General Services Administration (GSA) domestic per diem rates for travel to some of the more common conference locations. A complete list of rates can be found at www.gsa.gov. GSA establishes the maximum CONUS (Continental United States) per diem rates for federal travel customers. Per diem is the allowance for lodging (excluding taxes), meals and incidental expenses. These rates are reviewed annually. CCOG staff has considered converting to GSA travel rates as an alternative to the reimbursement schedule currently in place for travel outside of the region but there are some disadvantages, especially when the use of conference facilities are included in conference room rates. We have tended to approve staff stays at the conference hotel to increase safety and reduce intra‐city travel.

FY2010 Domestic Per Diem Rates - Effective October 1, 2009 Executive Board AgendAttachment 3b

STATE Primary Destination CountySeason Begin Date

Season End Date Lodging M&IE Total

Standard CONUS Rate applies to all destinations or counties not specifically listed

$70 $46 $116

Arizona Phoenix / Scottsdale Maricopa 10/01/09 12/31/09 $120 $71 $191Arizona Phoenix / Scottsdale Maricopa 01/01/10 05/31/10 $140 $71 $211Arizona Phoenix / Scottsdale Maricopa 06/01/10 08/31/10 $89 $71 $160Arizona Phoenix / Scottsdale Maricopa 09/01/10 09/30/10 $120 $71 $191California San Diego San Diego $147 $71 $218

Colorado Denver / Aurora Denver, Adams, Arapahoe, and Jefferson $158 $66 $224

District of Columbia

District of Columbia

Washington DC (also the cities of Alexandria, Falls Church and Fairfax, and the counties of Arlington and Fairfax, in

Virginia; and the counties of Montgomery and Prince George's in Maryland) (See

also Maryland and Virginia)

10/01/09 10/31/09

$229 $71 $300District of Columbia District of Columbia same 11/01/09 02/28/10 $207 $71 $278District of Columbia District of Columbia same 03/01/10 06/30/10 $226 $71 $297District of Columbia District of Columbia same 07/01/10 08/31/10 $170 $71 $241District of Columbia District of Columbia same 09/01/10 09/30/10 $229 $71 $300Florida Miami Miami-Dade 10/01/09 12/31/09 $128 $66 $194Florida Miami Miami-Dade 01/01/10 03/31/10 $152 $66 $218Florida Miami Miami-Dade 04/01/10 09/30/10 $117 $66 $183Florida Orlando Orange 10/01/09 12/31/09 $108 $56 $164Florida Orlando Orange 01/01/10 03/31/10 $117 $56 $173Florida Orlando Orange 04/01/10 09/30/10 $108 $56 $164Georgia Atlanta Fulton, Dekalb and Cobb $140 $56 $196Illinois Chicago Cook and Lake 10/01/09 11/30/09 $205 $71 $276Illinois Chicago Cook and Lake 12/01/09 04/30/10 $158 $71 $229Illinois Chicago Cook and Lake 05/01/10 06/30/10 $211 $71 $282Illinois Chicago Cook and Lake 07/01/10 08/31/10 $176 $71 $247Illinois Chicago Cook and Lake 09/01/10 09/30/10 $205 $71 $276

03/04/2010 1

FY2010 Domestic Per Diem Rates - Effective October 1, 2009 Executive Board AgendAttachment 3b

STATE Primary Destination CountySeason Begin Date

Season End Date Lodging M&IE Total

Massachusetts Boston / Cambridge Suffolk, city of Cambridge 10/01/09 10/31/09 $240 $71 $311Massachusetts Boston / Cambridge Suffolk, city of Cambridge 11/01/09 03/31/10 $168 $71 $239Massachusetts Boston / Cambridge Suffolk, city of Cambridge 04/01/10 06/30/10 $231 $71 $302Massachusetts Boston / Cambridge Suffolk, city of Cambridge 07/01/10 08/31/10 $205 $71 $276Massachusetts Boston / Cambridge Suffolk, city of Cambridge 09/01/10 09/30/10 $240 $71 $311Nevada Las Vegas Clark 10/01/09 12/31/09 $109 $71 $180Nevada Las Vegas Clark 01/01/10 05/31/10 $118 $71 $189Nevada Las Vegas Clark 06/01/10 09/30/10 $109 $71 $180North Carolina Asheville Buncombe 10/01/09 10/31/09 $95 $51 $146North Carolina Asheville Buncombe 11/01/09 06/30/10 $85 $51 $136North Carolina Asheville Buncombe 07/01/10 09/30/10 $95 $51 $146North Carolina Atlantic Beach / Morehead City Carteret 10/01/09 05/31/10 $84 $56 $140North Carolina Atlantic Beach / Morehead City Carteret 06/01/10 08/31/10 $117 $56 $173North Carolina Atlantic Beach / Morehead City Carteret 09/01/10 09/30/10 $84 $56 $140North Carolina Chapel Hill Orange $91 $56 $147North Carolina Charlotte Mecklenburg $100 $51 $151North Carolina Durham Durham $97 $51 $148North Carolina Raleigh Wake $92 $66 $158North Carolina Wilmington New Hanover $98 $56 $154Pennsylvania Philadelphia Philadelphia 10/01/09 11/30/09 $170 $66 $236Pennsylvania Philadelphia Philadelphia 12/01/09 08/31/10 $153 $66 $219Pennsylvania Philadelphia Philadelphia 09/01/10 09/30/10 $170 $66 $236Pennsylvania Pittsburgh Allegheny $119 $71 $190Tennessee Nashville Davidson $119 $66 $185Texas Austin Travis 10/01/09 10/31/09 $121 $71 $192Texas Austin Travis 11/01/09 08/31/10 $115 $71 $186Texas Austin Travis 09/01/10 09/30/10 $121 $71 $192Texas Dallas Dallas County and City of Dallas 10/01/09 12/31/09 $117 $71 $188Texas Dallas Dallas County and City of Dallas 01/01/10 03/31/10 $122 $71 $193Texas Dallas Dallas County and City of Dallas 04/01/10 09/30/10 $117 $71 $188Texas San Antonio Bexar $117 $66 $183Washington Seattle King $159 $71 $230

www.gsa.gov

03/04/2010 2

Executive Board Agenda Attachment #3c

Executive Board Agenda Attachment #4a

For Discussion Purposes Only Reimbursements Travel Related ExpensesIn the Region

DRAFT

POLICY: Centralina will reimburse staff for reasonable and necessary expenses incurred in connection with approved travel on behalf of the organization. PROCEDURE: o Travel must first be authorized (using the “Request for Authorization” form) by the

employee’s supervisor. o Request for authorization to use personal car should be submitted on the designated

form, which must be approved by the Executive Director. Transportation costs for authorized travel will be reimbursed at the most current and approved reimbursement rate for the use of personal cars. (Staff must also record mileage on the “Personal Auto Mileage” form and attach to the “Expense Reimbursement Report”)

o Staff will be reimbursed for meals in the region when on COG business. Buying meals for

individuals not on staff is discouraged but may be allowed with prior approval from the Executive Director. The maximum amount of reimbursement for meals in the region is: $7.00 for breakfast; $12.00 for lunch; and $16.00 for dinner. These amounts include tips, which should stay in line with the allowable standard of 15‐20%. Ensure that all submitted receipts are itemized.

o COG will not reimburse expenses for alcohol purchases. Alcohol purchases, as well

as the associated tax, must be placed on a separate tab and receipt. o Upon return from business travel, requests for reimbursement of expenses should be

submitted on the “Expense Reimbursement Report”. This form must be accompanied by the original receipts for all reimbursable expenses.

FOR MORE INFORMATION CONTACT: Assistant Director

Executive Board Agenda Attachment #4b

For Discussion Purposes Only Reimbursements Travel Related ExpensesOutside of the Region

DRAFT

POLICY: Centralina will reimburse staff for reasonable and necessary expenses incurred in connection with approved travel on behalf of the organization. PROCEDURE: o Travel outside of the Centralina Region for conferences, workshops, and other

professional development activities must first be authorized (using the “Request for Authorization” form) by the employee’s supervisor and the Executive Director. The traveler must then make sure that travel is eligible for reimbursement before making travel arrangements.

o Request for authorization to use personal car to travel outside of the region should be

submitted on the designated form, which must be approved by the Executive Director. Transportation costs for authorized travel will be reimbursed at the most current and approved reimbursement rate for the use of personal cars. (Staff must also record mileage on the “Personal Auto Mileage” form and attach to the “Expense Reimbursement Report”)

Staff will be reimbursed for meals outside the region when on COG business. The maximum amount of reimbursement for meals outside the region is: $8.00 for breakfast; $13.00 for lunch; and $24.00 for dinner. These amounts include tips, which should stay in line with the allowable standard of 15‐20%. Ensure that all submitted receipts are itemized.

OR

Use U.S. GSA rates or Travel Policies for North Carolina State Employees.

o COG will not reimburse expenses for alcohol purchases. Alcohol purchases, as well

as the associated tax, must be placed on a separate tab and receipt.

The maximum amount of reimbursement for lodging is $75.00 per night plus tax for single occupancy. Pre‐approval by the Executive Director is required to exceed the daily limits for lodging.

OR

Use U.S. GSA rates or Travel Policies for North Carolina State Employees. (Be aware that the conference hotel sometimes exceed GSA rates.)

Executive Board Agenda Attachment #4b

o However, in these circumstances, the costs must not exceed the stated GSA rates for the

travel destination.

o When booking a hotel room, staff should request the government rate. Similarly, staff should always obtain the lowest available air/rail fare that reasonably meets business travel needs; book travel at least 30 days in advance to avoid premium pricing. Air/rail travel should be at a coach or economy rate except when such rates are not available. Hotel and air/rail fare costs may be purchased with the COG credit card with a completed “Request to Pay” form to Finance.

o Transportation costs for rental cars, taxi fares, bus and metro passes, etc. will be reimbursed at actual costs to the employee. The original receipts for these purchases must be attached to the “Expense Reimbursement Report” to receive reimbursement.

o Advances of anticipated travel costs are NOT encouraged but will be authorized for

specific situations that might cause undue financial hardship for staff. A request for an advance with an estimate of required expenses must be submitted to the Supervisor and approved by the Executive Director. Such advances in travel expenses must be reconciled against actual expenditures on the “Expense Reimbursement Report”.

o Upon return from business travel, requests for reimbursement of expenses should be

submitted on the “Expense Reimbursement Report”. This form must be accompanied by itemized receipts.

o In cases where vacation time is added to a business trip, any cost variance in airfare, car

rental, lodging, etc. must be clearly identified on the “Expense Reimbursement Report”. Centralina COG will not prepay any personal expenses with the intention of being “repaid” at a later time, nor will any personal expenses be reimbursed.

Things to consider before requesting authorization to travel:

• Is the purpose of the meeting /or conference consistent with COG’s Mission? • Is the time spent away from the office and the expense of the travel a good value for

what will be learned or achieved? • In the event that more than one staff member is traveling to the same conference,

workshop, etc., is it necessary for multiple staff members to attend? • Is the travel being done in the most efficient way – is it more cost effective to fly

than drive? If more than one staff member is attending is there a possibility of sharing a room? (Room sharing is encouraged as long as staff are of the same sex and are comfortable with sharing)

FOR MORE INFORMATION CONTACT: Assistant Director


FY2009-2010FY2008-2009 Adopted FY2009-2010 % Earned To-Date

Audited Annual Actual or Incurred Budget PeriodOPERATING REVENUES Activities Budget to-Date to-Date to-Date Variance

Program RevenuesFederal Grants 2,781,556 2,999,624 1,452,127 48% 1,749,781 (297,653) State Grants 168,875 315,175 140,741 45% 183,852 (43,111) Technical Assistance Projects 853,141 978,373 392,094 40% 570,718 (178,624) Contracts 40,774 36,600 16,755 46% 21,350 (4,595) Program Revenue 424,317 183,516 109,360 60% 107,051 2,309 Total Program Revenue 4,268,663 4,513,288 2,111,077 2,632,751 (521,674)

Other RevenuesMember Dues Support 852,564 791,587 805,160 102% 461,759 343,401 Interest and General Revenue 133,036 30,000 3,924 13% 17,500 (13,576) Sales Revenue - 82,554 62,335 76% 48,157 14,178 Total Other Revenues 985,600 904,141 871,418 527,416 344,003

TOTAL OPERATING REVENUES 5,254,263 5,417,429 2,982,496 3,160,167 (177,671)

OPERATING EXPENDITURESBoard and Executive Committee 227,499 191,965 103,656 54% 111,980 8,323 Executive Management and Administration 1,270,937 1,291,888 610,460 47% 753,601 143,141 Member Services 183,909 232,855 63,093 27% 135,832 72,739 Finance Division 214,608 237,430 125,651 53% 138,501 12,850 Information Technology Division 157,440 207,661 104,172 50% 121,136 16,963 Community and Economic Development 625,021 675,529 330,535 49% 394,059 63,524 Planning, Assistance, and Administration 1,114,195 1,112,642 716,425 64% 649,041 (67,384) Area Agency on Aging 1,819,858 1,956,616 1,090,394 56% 1,141,359 50,966 Workforce Development 1,043,537 1,259,794 531,258 42% 734,880 203,622 Indirect Costs Representation (1,439,941) (1,748,951) (865,664) 49% (1,020,221) (154,557)

TOTAL OPERATING EXPENDITURES 5,217,063 5,417,429 2,809,979 3,160,167 350,188

Statement of Activities (Unaudited)for FY2009-2010 Operating Budgetfor Period Ended January 31, 2010

CENTRALINA COUNCIL OF GOVERNMENTSMarch 10, 2010


FY2009-2010 Workforce Area Agency 2010ANTICIPATED REVENUES Adopted Development on Aging Amended

Budget Amendment Amendment Budget

Program RevenuesFederal Grants 2,999,623 265,464 69,238 3,334,325 State Grants 315,175 26 315,201 Technical Assistance Projects 978,373 978,373 Contracts 36,600 36,600 Program Revenue 183,516 16,239 199,755 Total Program Revenue 4,513,288 265,464 85,503 4,864,255

Other Revenues - Member Dues Support 791,587 - - 791,587 Regional Planning Revenues - - Interest Revenue 30,000 30,000 Sales Revenue 82,554 2,156 84,710 Total Other Revenues 904,141 - 2,156 906,297

TOTAL ANTICIPATED REVENUES 5,417,429 265,464 87,659 5,770,552

EXPENSE APPROPRIATIONSBoard and Executive Committee 191,965 191,965 Executive Management and Administration 1,291,888 1,291,888 Member Services 232,855 232,855 Finance Division 237,430 237,430 Information Technology Division 207,661 207,661 Economic and Community Development 675,529 675,529 Planning, Assistance, and Administration 1,112,642 1,112,642 Area Agency on Aging 1,956,616 87,659 2,044,275 Workforce Development 1,259,794 265,464 1,525,258 Indirect Costs Representation (1,748,951) (1,748,951)

TOTAL EXPENSE APPROPRIATIONS 5,417,429 265,464 87,659 5,770,552

Fiscal Year 2010 Proposed Budget Amendment #1

Centralina Council of GovernmentsMarch 10, 2010


Memo

To: Al Sharp

From: Bill Duston

Date: 03/04/2010

Re: Membership of CCOG Communities in CCOG Sponsored Organizations

CCOG sponsors and administers a number of dues paying organizations and/or services that involve different numbers of member governments. Two of these organizations are the NC 73 Council of Planning (COP) and the Centralina Regional Stormwater Partnership. Cabarrus County and the City of Concord are members of each organization. In addition to withdrawing from CCOG, both communities may be cancelling their memberships in these organizations. There has been discussion of requiring non-member governments to pay a surcharge (i.e., 20-50% above and beyond normal dues) to CCOG for being a member of CCOG sponsored organization such as the COP and the Stormwater Partnership. The members of the Partnership have traditionally set the dues, which have been supplement by CCOG dues to cover the full costs of the program. The Partnership is enormously popular (it has 23 local governments as members) and best represents the economy of scale of regional programs. There were originally eight communities that formed the COP. Each community paid the same amount of annual dues, approximately $3,000 plus the use of a block of member hours. With the withdrawal of Cabarrus County and Concord, the COP may be forced to disband or redefine its mission. The purpose has been to support the communities along NC 73 in collaborating to preserve, protect or enhance the strategic regional east-west corridor, as well as to help implement the recommendations contained in the NC 73 Transportation/Land Use Corridor Plan. Concord ($4100) and Cabarrus County ($1950) paid these dues to the Stormwater Partnership for the current year. Concord and its staff have been very active in creatively meeting the State requirements and providing leadership to the Partnership. There has been some discussion that neither will be members of the Partnership in FY 2010-11, especially if a significant surcharge is added to their regular invoice amount. Although the Partnership will likely continue to operate successfully, if Cabarrus County and Concord choose to withdraw, CCOG staff needs clear guidance as to what surcharges, if any, should be applied to non-member governments who would like to continue to participate in organizations that CCOG sponsors.


Centralina Executive Board Minutes – March 10, 2010 Page 1

Executive Board Minutes March 10, 2010

Officers Present Delegates Present Centralina Staff Others Bob Misenheimer, Chairman Martha Sue Hall, Vice-chairman Frank Deese, Secretary Joe Carpenter, Immediate Past Chairman

Elizabeth Poole Jennifer Roberts Jarvis Woodburn Lloyd Austin Patsy Kinsey Raymond Coltrain Charles Seaford Carroll Heavner

Al Sharp Tonya Frye Gayla Woody Bill Duston Venecia Rock Carol Lewis Barbie Blackwell

Bill McNair

1. Amendments to the Agenda – Chairman Bob Misenheimer welcomed members to the meeting and

requested the addition of two items to the agenda 1) Consideration of a resolution on Sustainable Communities for the US Department of Housing and Urban Development and 2) Consideration of the Lease Agreement for the 525 North Tryon Street property. A motion was made by Elizabeth Poole to add the items to the agenda. The motion was seconded by Joe Carpenter. The motion was approved.

2. Approval of Executive Board Minutes – Elizabeth Poole made a motion to approve the minutes of the January 13, 2010 meeting as presented. The motion was seconded by Charles Seaford. The motion was approved.

3. Report of Service Agreements – The service agreements outlined in the agenda packet and entered into with member governments since the last report were accepted by the Board as information. Under these agreements, staff provides technical assistance to local government.

4. Centralina Economic Development Commission – At the February meeting of the CCOG Board of

Delegates appointments were made to the CEDC. The following additional recommendations for the commission were made to fill vacancies - Nancy Carter, Councilman, City of Charlotte; Tracey Philbeck, Commissioner, Gaston County and Chris Carney, Councilman, Town of Mooresville. A motion was made by Martha Sue Hall to appoint three members to the 2010 Centralina Economic Development Commission for the 2-year terms of 2010-2012. The motion was seconded by Joe Carpenter. The motion was approved.

5. Review CCOG Travel Policy – Al Sharp reported that since January over 150 hours of staff time have

been spent responding to a Freedom on Information request from WSOC on travel by CCOG employees. The CCOG travel policy has not been revised since 2002. CCOG employees travel within the region on a daily basis to provide services to member jurisdictions and travel outside the region for workshops and conferences related to programming, service on state and national boards and to receive training related to credentialing and as requirements of grant funding. Many times employees share rooms at meetings to reduce expenses.



Currently CCOG bases reimbursement for travel on state rates, allows employees to stay at conference hotel as a safety factor and has considered using GSA rates as a comparison of costs across the country. All requests for travel are approved by supervisors and the Executive Director. Mr. Sharp also recommends that CCOG set up accounting codes to for travel to better track types of travel. Staff will come back to the Executive Board with a written policy which recommends reviewing GSA rates, staying at conference hotels and new internal accounting codes to better track travel.

6. Financial Report – Tonya Frye, Finance Director, presented a report of the financial activity for the first

seven months of FY2009-2010 in comparison with the budget. This information will be used as a basis for forecasting CCOG’s financial position for the remainder of the fiscal year and to assist in making decisions with financial implications. Aging has received a request from the State of NC to look at administrative costs.

7. Amendment to the Centralina COG FY2009-10 Annual Operating Budget Ordinance – Tonya Frye recommended that the Executive Board of Centralina Council of Governments approve the following amendment to the Centralina Council of Governments Annual Operating Budget Ordinance for the fiscal year ending June 30, 2010: To amend the Operating Budget, the revenues are to be changed to reflect Federal Grants, State Grants, Program Revenue and Sales Revenue in the amount of $353,123 and to amend the Operating Budget expenditures for the Area Agency on Aging and Workforce Development in the amount of $353,123. Additional funding has been received through the American Recovery and Reinvestment Act (ARRA) as well as other grant fund. A motion was made by Jennifer Roberts to amend the Centralina COG Annual Operating Budget Ordinance in the amount of $353,123 to adjust revenues and expenditures as outlined for a total budget of $5,770,552. The motion was seconded by Patsy Kinsey. The motion was approved.

8. Budget Parameters for FY 2010-11 – Al Sharp reported that as the budget process begins for FY 20010-11

CCOG is aware that many jurisdictions in the region are hurting. His recommendation is that CCOG freeze the population estimate for one year and base CCOG dues on that estimate at the $ .25 per person level as in the past year. An anticipated increase of 1% in the NC retirement funding can be managed as long as healthcare costs are not too large. One issue does arise as budget preparations begin – members who are considering withdrawal from CCOG who want to continue as participants in the Regional Storm Water Partnership. Members agreed that jurisdictions who withdraw from CCOG should be offered the opportunity to continue as members of the Partnership to keep the regional scope of the project, that a symbolic dollar amount be considered to stay as a member and that the Board consider a time limit on this arrangement. The NC 73 Council of Planning faces the same situation although this is a much smaller group. Members agreed that this group also needs to remain regional in scope and that CCOG work at a lower level on quarterly meetings and maintain staff support a half for a year. The Draft Budget will be presented to the Executive Board on April 14 and to the Board of Delegates on May 12. The public hearing on the Proposed Budget at the April 14 meeting will be advertised.



9. US Department of Housing and Urban Development – The US Department of Housing and Urban Development has requested comments on their notice of a $100 million Sustainable Communities Planning Grant program. Al Sharp noted that information on the grant is not clear as to the involvement of COGs and staff has requested that the Board issue a comment as to involvement of COG. Jennifer Roberts reported that at the National Association of County Commissioners it was stated that funding could also be used for implementation of a visioning process. Catawba Regional COG and Western Piedmont COG have been contacted about presenting a joint application for funding. Members also stated that letters should be sent to our NC Legislators, Congressmen and Senators requesting their letters of support for the funding and that they be asked for letters of support during the application process. A motion was made by Martha Sue Hall to approve the resolution regarding Docket No. FR-5396-N-01 (as amended). The motion was seconded by Jennifer Roberts. The motion was approved.

10. Lease Agreement with Bank of America – Al Sharp reported that after four to five months of negotiations a lease agreement has been achieved with Bank of America the exception that if Bank of America defaults or the Gramercy Building owners we have no protection of going back for any damages. This is a very low risk. The lease provides for one year of free rent to be received during the first three years of the lease, moving expenses, $500,000 worth of equipment and $10,000 for IT. The lease agreement would be for the 12th floor of the Gramercy Building at 525 North Tryon Street. The space includes 16,298 square feet at the rate of $18.50 full service plus 3% per year for a term of eight years, with CCOG receiving one year of free rent during the period with an option for an additional five years. Occupancy would be available approximately 60 days after the lease is signed. Leased parking spaces have been negotiated for parking for employees and guest and/or transit options. A motion was made by Jennifer Roberts to enter into the lease after considering the terms and conditions of the lease negotiated with Bank of American and understand that there are risks if the Landlord or Property Owner defaults and that the Executive Board authorizes the Chairman or the Executive Director to sign the lease with Bank of America. The motion was seconded by Raymond Coltrain. The motion was approved.

11. Comments from the Delegates - Martha Sue Hall noted that Piedmont Behavioral Healthcare was sponsoring a workshop on continuing care housing in Concord on March 30. Jennifer Roberts and Joe Carpenter reported that the National Association of Counties Conference was good and it stressed partnerships on the local level. Raymond Coltrain expressed thanks to the CCOG Board for support on securing funding for the replacement bridge on I-85 crossing the Yadkin River.

12. Comments from the Chairman – Chairman Misenheimer announced the following members of the Budget

and Audit Committee - Chairman George Arena, Commissioner of Lincoln County, CCOG Treasurer; Dottie Nash, Mayor Protem, City of Monroe; Rick Burleyson, Commissioner, Town of Mount Pleasant; Charles Seaford, Councilman, Town of China Grove and Tonya Frye, CCOG Finance Director.

The Chairman noted that the first meeting of the Blue Ribbon Panel had been held and that he looks forward to their work over the next few months.



13. Comments from the Executive Director – Copies of the Audit were distributed to the members. Al Sharp expressed thanks to Tonya Frye for a clean audit. Meetings are continuing with jurisdictions who have given notice of withdrawal from CCOG. The meeting was adjourned at7:52 pm.

Centralina Council of Governments complies with the Americans with Disabilities Act (ADA), which prohibits discrimination on the basis of disability. Centralina Council of Governments will make reasonable accommodations in all programs/services to enable participation by an individual with a disability who meets essential eligibility requirements. Centralina Council of Governments’ programs will be available in the most integrated setting for each individual. If any accommodations are necessary for participation, please contact the Board Clerk, 1300 Baxter Street, Suite 450, Charlotte, NC, [email protected] or phone (704) 372-2416. Please allow 72 hours advance notice for preparation. Visit our website: www.centralina.org.

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