ALBEMARLE COMMISSION BOARD OF DELEGATES MEETING

DATE: Thursday, April 16, 2020 TIME: 6:00 p.m. Board Meeting LOCATION: Conference Call #: 1 (646) 749-3122 Access Code: 948-373-117 Item 1. Opening Page 02 Item 2. Invocation Page 02 Item 3. Pledge of Allegiance Page 02 Item 4. Determination of a Quorum Page 02 Item 5. Adoption of Agenda VOTE Page 02 Item 6. Public Comments Page 03 Item 7. Consent Agenda VOTE Page 04

a. Approval of Minutes from January 2020 Page 05 b. Budget Amendment Resolutions. Page 10

1. Budget Amendment – AAA/EDA 2. Budget Amendment – NWDB

c. Emergency Paid Sick Leave & FMLA Policy Page 28 Resolution

d. Administrative Paid Leave Policy Resoluiton Page 32 e. Approval of the policy for Electronic Meetings Page 33

Item 8. New Business Page 34

a. Approval of David Whitmer as Interim Executive Page 35 Director of the Albemarle Commission VOTE

b. Approval of David Whitmer as EDA authorized Page 36 repersentive of the Albemarle Commission VOTE

c. Senior Nutrition Bids VOTE Page 37 Item 9. Old Business Page 40

a. Consideration of sponsorship of Water Quality Page 41 Planning Grant

Item 10. FY 2020-2021 Budget Presentation Page 45 Item 11. Staff Reports (if applicable) Page 105 Item 12. Executive Director’s Report Page 121 Item 13. Committee Reports Page 124 Item 14. Chairperson & Board Delegates Comments Page 125 Item 15. ADJOURNMENT Page 126

NEXT MEETING: May 21, 2020 @ 6 P.M

CAMDEN

CHOWAN

CURRITUCK

DARE

GATES

HYDE

PASQUOTANK

PERQUIMANS

TYRRELL

WASHINGTON

COLUMBIA

CRESWELL

DUCK

EDENTON

ELIZABETH CITY

GATESVILLE

HERTFORD

KILL DEVIL HILLS

KITTY HAWK

MANTEO

NAGS HEAD

PLYMOUTH

ROPER

SOUTHERN SHORES

WINFALL

1. Opening

2. Invocation

3. Pledge of Allegiance

4. Determination of a Quorum

5. Adoption of Agenda -VOTE

2

6. PUBLIC COMMENTS

3

7. CONSENT AGENDA

a. Approval of minutes from January 2020

b. Budget Amendment Resolutions1. Budget Amendment – AAA/EDA2. Budget Amendment – NWDB

c. Emergency Paid Sick Leave & FMLA PolicyResoltuion

d. Administrative Paid Leave Policy Resolution

e. Approval of the Policy for ElectronicMeetings

4

1

Minutes of the Albemarle Commission Board of Delegates

January 16, 2020 6:00 P.M. Opening Chairwoman Tracey A. Johnson called the meeting to order at 6 p.m.

Invocation Commissioner Robert Kirby led the Invocation. Pledge of Allegiance Staff member, NWDB Director, David Whitmer led the Pledge of Allegiance.

Determination of Quorum The presence of a quorum was determined by Clerk and Administrative & Benefits Coordinator, Ashley Stallings, with Eleven (11) Members present.

Name County Clayton Riggs Camden Sandra Duckwall Camden Robert Kirby Chowan Harriett DeHart Chowan Elizabeth White Currituck Rob Ross Dare Howard Swain Dare Linda Hofler Gates Fondella Leigh Perquimans Jordan Davis Tyrrell Tracey A. Johnson Washington Absent Members Paul Beaumont Currituck Earl Pugh Hyde Lloyd Griffin Pasquotank

Partners. staff, and guests present: Attorney John Leidy of Hornthal, Riley, Ellis and Maland was present. Staff members: Melody Wilkins, Executive Director Angela Welsh, RPO Director Laura Alvarico, AAA Director David Whitmer, NWDB Director Jeri Hansen, Finance Officer Ashley Stallings, Clerk and Administrative & Benefits Coordinator

Guests and Partners Alan Thompson of Thompson, Price, Scott, Adams & Co (TPSA) Agenda (VOTE): Chairwoman Johnson amended the Agenda adding Item 13-A Closed Session in accordance with North Carolina General Statue 143-318.(11)(a)(6) for a specific personnel matter. Commissioner Jordan Davis motioned to adopt the agenda as amended, seconded by Commissioner Linda Hofler, motion carried unanimously.

5

2

Approval of November 2019 Minutes (VOTE): Commissioner Kirby motioned to approve the Minutes as presented, seconded by Commissioner Davis, motion carried unanimously. Public Comment: None. Old Business: Commissioner Clayton Riggs asked the board about a previous discussion allowing Board Members to call in vs. being present during a board meeting. Chairwoman Johnson recalled this action being turned down. Attorney John Leidy discussed the background of this request as it was considered during the amendments to the Bylaws; however, the request was not approved. Commissioner Riggs asked if that meant it is not out of the question, just not approved at this time. Attorney Leidy responded by stating that is correct. New Business:

a. Selection of the 2020 Officers VOTE

Commissioner Fondella Leigh presented the nominations for 2020 Officers recommended by the nominating committee. The nominating committee recommended the current Executive Officers, Commissioner Tracey A. Johnson as Chairperson, Commissioner Rob Ross as Vice-Chairperson, and Commissioner Linda Hofler as Secretary to remain in their positions for 2020. Commissioner Leigh asked for any other nominations. With no other names presented, Commissioner Leigh motioned to close the nominations, seconded by At-Large Delegate Harriet DeHart, motion carried unanimously. Chairwoman Johnson called for a vote on the nominations as submitted. All were in favor for the nominations as submitted.

b. Audit Presentation by Thompson, Price, Scott & Adams Co (TPSA) Alan Thompson from TPSA presented our Audit to the board. Mr. Thompson stated our Audit was free and clear from any errors. There was one finding regarding timing of reimbursements for Northeastern Workforce Development Board (NWDB). The finding is currently being resolved by the new Finance Officer, Jeri Hansen.

c. Selection of Consultant for 2020 Essential Single-Family Rehab Loan Pool Program VOTE Executive Director Melody Wilkins discussed the 2020 Essential Single-Family Rehab Loan Pool Program (ESFRLP) for Chowan, Perquimans, & Washington. Director Wilkins advised the board Mike Barnett with McDavid Associates, Inc. was the only one to respond in the time frame to the RFP that was advertised. Director Wilkins asked the board to consider McDavid Associates, Inc. as the Albemarle Commissions consultant to the ESFRLP. Commissioner Davis motioned to approve McDavid Associates, Inc. as consultant to the ESFRLP, seconded by Commissioner Riggs. Commissioner Rob Ross questioned the rates listed for McDavid Associates, Inc. as listed on page 24. Director Wilkins stated their fee will not exceed $10,000 per house. The grant is $190,000 per county, with $50,000 set aside for soft costs. McDavid Associates, Inc. services will be included in the soft cost. With no further discussion the motion carried unanimously.

6

3

d. Area Agency on Aging Bank Change Finance Officer Jeri Hansen and Area Agency on Aging (AAA) Director Laura Alvarico discussed changing the AAA bank account from Atlantic Union Bank to Wells Fargo Bank to simplify the banking process for the AAA and Albemarle Regional Health Services. Commissioner Riggs motioned to allow AAA to switch to Wells Fargo Bank, as long as fees and penalties are not incurred. The motion was seconded by Commissioner Hofler, motion carried unanimously.

Staff Reports AAA: AAA Director Laura Alvarico discussed her thoughts on the Audit presentation. Commissioner Ross mentioned how great it was to see 972 volunteers in Director Alvarico’s report. Director Alvarico discussed the need for more volunteers to help reduce the waiting list for services. Chairwoman Johnson asked Director Alvarico about the mandatory bid conference coming up on January 24th. Director Alvarico stated she sent out over 150 emails and notices to food vendors in our region. It is anticipated the current vendors would re-apply. There is a bidder’s conference next Friday from 10 am – 11 am for new vendors. Director Alvarico is hopeful the cost of meals doesn’t rise too much; however, she anticipates a slight increase in costs. Director Alvarico mentions she will need a committee of 3 board members to review bids. AAA will collect the bids due March 6, analyze the bids, collect additional options if needed, and then present them to the committee. Bids will be presented to the full board during the March Board meeting. Chairwoman Johnson asked the board for volunteers for the committee. At-Large Delegate Howard Swain, Commissioner Hofler and Commissioner Kirby volunteered to be on the committee. Director Alvarico advised the board AAA received a grant from the Southeast Area on Aging Association, for those impacted by Hurricane Dorian. She will be making visits to individuals in Tyrrell County and Hyde County in the upcoming week. Director Alvarico advised the board she is working on an area plan to be presented to the Division of Adult Services on May 1st. The plan will also be presented to the Albemarle Commission board at the March or April Board meeting. NWDB: NWDB Director David Whitmer presented their second newsletter. Director Whitmer stated the November/December total customers served was up 82% since last year. Additionally, tuition and books for participants in training is up 25%. In September 2019, a new service location opened at COA Elizabeth City called the Career Development Center. That location is averaging 52 customers a month. Starting in February, the Career Center in Chowan will be opening 3 days a week on Tuesday, Wednesday and Thursdays. Director Whitmer discussed the work they are implementing with the enhancement grant and the Career Essentials Program. Director Whitmer discussed his thoughts on the Audit and mentioned NWDB has numerous Audits throughout the year. Chairwoman Johnson asked Director Whitmer if the Northeastern Workforce Development Board was still in need of a business person. Director Whitmer responded yes, the board is still in need of a business representative from Camden and Dare Counties. RPO: RPO Director Angela Welsh discussed a paving project in Dare County that Commissioner Ross was questioning. She spoke of the budget issues Secretary Trogden spoke on when he attended a previous Albemarle Commission Board meeting. Director Welsh mentioned the NCDOT was recently audited. Chairwoman Johnson asked Director Welsh about the SPOT 6 mentioned in her report. Director

7

4

Welsh said it stands for Strategic Prioritization Office of Transportation, the prioritization of the STI Law, where they score projects. Report of the Executive Director: Executive Director Wilkins advised the Board Albemarle Commission was awarded the Economic Development Planning Grant of $210,000 over the next 3 years. Director Wilkins mentioned the staff is in the beginning stages of the 2020-2021 budget for the Albemarle Commission. Director Wilkins discussed the upcoming Broadband 101 session at the Albemarle Commission on January 29, 2020. Director Wilkins spoke of the upcoming Quarterly Manager/Chairperson meeting scheduled on February 11, 2020. Director Wilkins addressed term limits for our At-Large Members. Attorney Leidy stated with the amendments to the Bylaws our current At-Large members will remain on the board until December 2020. The counties that will hold the At-Large seats for the 2021 year would be Gates, Hyde, Pasquotank and Perquimans. Director Wilkins discussed proposed signage to be placed on the building and at our entrance door by R.O. Givens Signs. Commissioner Ross expressed his support of the signage. At-Large Delegate Swain asked if it would be designed with lights on the sign. Director Wilkins responded by stating at this time there were no lights in the proposal. Director Wilkins discussed the GREAT Grants that are open for applications. Director Wilkins mentioned she received a call from a gentleman from the Dare County area, whom she believes is with the North Carolina Coastal Federation. He asked if the Albemarle Commission would be willing to sponsor a grant for him, as the grant is only available to COG’s. Director Wilkins stated she will gather the information and bring this to the Clearing House Committee. Committee Report None. Chairperson Comments: None. Board Member Comments: Commissioner Riggs asked about the discussions from almost a year ago about moving buildings, repairs or expansions. Chairwoman Johnson stated the repairs were completed; however, she wasn’t sure about any expansions. Chairwoman Johnson stated it could be looked into during the budget process if the space was still a need. Commissioner Riggs mentioned Camden has 2 new sewer systems online and 2 new businesses coming to the county. Commissioner Kirby mentioned he would like to see an update on the progress of the CREDS. Commissioner Ross mentioned Dare County had their 150 anniversary of Dare County’s founding. Commissioner Hofler mentioned Gates County Commissioner Henry Jordan passed away in December. He was a former Albemarle Commission board member. Chairwoman Johnson mentioned the passing of Marion Gilbert. Closed Session Commissioner Davis motioned to enter into closed session in accordance with North Carolina General Statue 143-318.(11)(a)(6) in order to discuss a confidential personnel matter. The motion was seconded by Commissioner Ross, the motion carried unanimously. The Board entered into closed session at 7:42 p.m. The same members who were present for the open session were

8

5

present for the closed session, along with Director Wilkins and Attorney Leidy. Under Closed Session, Executive Director Wilkins submitted her resignation of employment, providing a two (2) week notice. Her last day of employment with the Albemarle Commission will be January 31st, 2020. Commissioner Riggs made a motion to return to open session. The motion was seconded by At-Large Delegate DeHart, the motion carried unanimously. The board returned to open session at 8:06 p.m. Commissioner Davis made a motion to accept the resignation of Director Wilkins. The motion was seconded by Commissioner Riggs, the motion carried unanimously. Adjournment Commissioner Hofler motioned to adjourn the meeting, the motion was seconded by Commissioner Ross, the motion carried unanimously. The meeting adjourned at 8:08 p.m. _______________________________ Chairwoman of the Board

Tracey A. Johnson

Attested by:

Clerk to the Board Ashley Stallings ________________________________ Date

9

To: Albemarle Commission Board Members

From: Jeri Hansen, Finance Officer

Date: April 16, 2020

RE: Budget Amendments

Staff Memo:

Attached are budget amendments for Area Agency on Aging (1B), Economic Development Administration (2B), and Northeastern Workforce Development Board (3B & 4B). Below is a brief description of the needed amendments to the budget.

Area Agency on Aging (1B) – Home Delivered Meals, Planning and Administration and the Ombudsman Program are reallocating funds within each program budget to zero out negative line items within the program. The AAA would like to move funds from their fund balance to meet the anticipated increase in needs from now until the end of the year in the Special Projects and Caregiver budgets. Special Projects has seen an increase in requests for hurricane repairs and home modifications. The Caregiver budget has always had a need for additional funds for In-Home Respite Care. With the increase in fund balance, and the addition of an $80,000 grant, funds are available to allocate to In-Home Respite Care on a one-time basis.

Economic Development Administration (2B) – The original EDA budget only accounted for salary & fringe benefits of the Executive Director. During the course of the year, the Finance Officer and Support Staff have charged time to the EDA budget, requiring a budget amendment to cover their salaries and fringe. As a result, salaries and fringe in the Indirect Budget will be underspent for the year.

Northeastern Workforce Development Board (3B & 4B) – The original NWDB budget is created using expected allocations from the state for all programs for the year, based on the previous year’s allocations and projected roll-over amounts. These budget amendments reflect amounts based on actual allocations from the state and actual roll-over amounts, as well as additional grant funds received.

10

A RESOLUTION APPROVING AMENDMENTS TO THE FY 2019-20 BUDGET OF THE ALBEMARLE COMMISSION ALBEMARLE COMMISSION BOARD OF DELEGATES April 16, 2020

Tracey A Johnson Board Chair

Dave Whitmer Interim Executive Director www.albemarlecommission.org 512 South Church Street

Hertford, NC 27944 P: 252.426.5753 F: 252.426.8482

RESOLVED, by the Board of Delegates of the Albemarle Commission, that WHEAREAS, this Commission needs to amend its budget between Program budget line items to eliminate any negative balances within the Program budgets; NOW THEREFORE BE IT RESOLVED that the Albemarle Commission’s Board of Delegates hereby approves: FY 2019-2020 Budget Amendment #1 (AAA Funds) FY 2019-2020 Budget Amendment #2 (EDA Funds) This Resolution is adopted pursuant to the previsions of North Carolina General Statutes Chapter 115C-433. This Resolution shall become effective upon adoption. Adopted this 16th day of April, 2020. ___________________________________ Tracey A. Johnson, Chairperson ATTEST: _________________________________ Ashley Stallings, Administrative and Benefits Coordinator

CAMDEN

CHOWAN

CURRITUCK

DARE

GATES

HYDE

PASQUOTANK

PERQUIMANS

TYRRELL

WASHINGTON

COLUMBIA

CRESWELL

DUCK

EDENTON

ELIZABETH CITY

GATESVILLE

HERTFORD

KILL DEVIL HILLS

KITTY HAWK

MANTEO

NAGS HEAD

PLYMOUTH

ROPER

SOUTHERN SHORES

WINFALL

11

12

13

A RESOLUTION APPROVING AMENDMENTS TO THE FY 2019-20 BUDGET OF THE ALBEMARLE COMMISSION ALBEMARLE COMMISSION BOARD OF DELEGATES April 16, 2020 , 2019

Tracey A Johnson Board Chair

Dave Whitmer Interim Executive Director www.albemarlecommission.org 512 South Church Street

Hertford, NC 27944 P: 252.426.5753 F: 252.426.8482

RESOLVED, by the Board of Delegates of the Albemarle Commission, that WHEAREAS, the Commission needs to amend its budget to include additional funding awarded to Workforce Development programs from the Division of Workforce Solutions; NOW THEREFORE BE IT RESOLVED that the Albemarle Commission’s Board of Delegates hereby approves: FY 2019-2020 Budget Amendment #3 FY 2019-2020 Budget Amendment #4 This Resolution is adopted pursuant to the provisions of North Carolina General Statutes Chapter 115C-433. This Resolution shall become effective upon adoption. Adopted this 16th day of April, 2020. ___________________________________ Tracey A. Johnson, Chairperson ATTEST: _________________________________ Ashley Stallings, Administrative and Benefits Coordinator

CAMDEN

CHOWAN

CURRITUCK

DARE

GATES

HYDE

PASQUOTANK

PERQUIMANS

TYRRELL

WASHINGTON

COLUMBIA

CRESWELL

DUCK

EDENTON

ELIZABETH CITY

GATESVILLE

HERTFORD

KILL DEVIL HILLS

KITTY HAWK

MANTEO

NAGS HEAD

PLYMOUTH

ROPER

SOUTHERN SHORES

WINFALL

14

15

16

17

ACCO

UN

TS F

OR:

2019

-202

020

19-2

020

WD-

Adul

t/Di

sloca

ted

Wor

ker

ORI

GIN

AL B

UDG

ETRE

VISE

D BU

DGET

Diffe

renc

eAD

ULT 47

350

4110

00

Fe

dera

l Rev

enue

s -$

519,

646.

00-$

658,

229.

00-$

138,

583.

00Tr

ansf

erre

d $1

25,0

00 fr

om D

W, p

lus a

dditi

onal

mon

ey fr

om st

ate

4735

041

1100

Prog

ram

Yea

r Car

ry F

orw

ard

-$51

9,64

6.00

-$49

4,31

9.00

$25,

327.

00Ac

tual

car

ry fo

rwar

d w

as le

ss th

an e

stim

ated

5735

050

3515

S&W

-Adm

inist

rativ

e As

sista

nt

$11,

378.

00$1

4,02

5.00

$2,6

47.0

057

350

5212

20

O

ffice

Mac

hine

Lea

se A

gree

men

t $0

.00

$1,5

00.0

0$1

,500

.00

5735

052

1455

Cont

inui

ng E

duca

tion

$65,

000.

00$9

5,00

0.00

$30,

000.

00Ad

ditio

nal f

unds

to p

artic

ipan

ts57

350

5215

00

In

divi

dual

Trg

Acc

ount

s $6

5,00

0.00

$117

,609

.00

$52,

609.

00Ad

ditio

nal f

unds

to p

artic

ipan

ts57

350

5237

00

Tr

avel

- Re

serv

atio

ns

$3,2

50.0

0$5

,250

.00

$2,0

00.0

057

350

5239

60

M

eetin

gs/C

onfe

renc

es

$3,2

50.0

0$6

,250

.00

$3,0

00.0

057

350

5241

24

Te

leph

one

Loca

l/LD

$2,0

00.0

0$3

,500

.00

$1,5

00.0

057

350

5241

44

Eq

uipm

ent

$3,9

00.0

0$1

3,90

0.00

$10,

000.

0057

350

5263

50

Pr

inte

d M

ater

ials

$3,2

50.0

0$8

,250

.00

$5,0

00.0

057

350

5263

75

O

utre

ach

$6,5

00.0

0$1

1,50

0.00

$5,0

00.0

0

DIS

LOCA

TED

WO

RKER

41FE

DERA

L RE

VEN

UES

4735

541

1000

Fede

ral R

even

ues

-$36

8,90

0.00

-$42

6,70

7.00

-$57

,807

.00

Rece

ived

mor

e fu

nds f

rom

stat

e th

an e

stim

ated

4735

541

1100

Prog

ram

Yea

r Car

ry F

orw

ard

-$25

5,83

0.00

-$34

7,44

1.00

-$91

,611

.00

Carr

ied

forw

ard

mor

e m

oney

than

est

imat

ed

5735

550

3515

S&W

-Adm

inist

rativ

e As

sista

nt

$3,7

93.0

0$5

,043

.00

$1,2

50.0

057

355

5035

52

S&

W-D

irect

or W

orkf

orce

Dev

$7

,272

.00

$9,9

07.0

0$2

,635

.00

5735

552

1220

Offi

ce M

achi

ne L

ease

Agr

eem

ent

$6,0

00.0

0$6

,740

.00

$740

.00

5735

552

1455

Cont

inui

ng E

duca

tion

$16,

250.

00$5

6,25

0.00

$40,

000.

00Ad

ditio

nal f

unds

to p

artic

ipan

ts57

355

5215

00

In

divi

dual

Trg

Acc

ount

s $4

8,75

0.00

$88,

750.

00$4

0,00

0.00

Addi

tiona

l fun

ds to

par

ticip

ants

5735

552

9999

Carr

ied

Forw

ard

$184

,450

.00

$249

,243

.00

$64,

793.

00In

crea

se re

sulti

ng fr

om a

dditi

onal

fund

s fro

m st

ate

& h

ighe

r car

ry

forw

ard

from

last

yea

r

ADM

INIS

TRAT

IVE

FUN

D41

FEDE

RAL

REVE

NU

ES47

900

4110

00

Fe

dera

l Rev

enue

s -$

158,

680.

00-$

180,

138.

00-$

21,4

58.0

0Re

ceiv

ed m

ore

fund

s fro

m st

ate

than

est

imat

ed47

900

4111

00

Pr

ogra

m Y

ear C

arry

For

war

d -$

68,6

99.0

0-$

91,6

42.0

0-$

22,9

43.0

0Ca

rrie

d fo

rwar

d m

ore

mon

ey th

an e

stim

ated

5790

050

3515

S&W

-Adm

inist

rativ

e As

sista

nt

$11,

378.

00$1

4,98

3.00

$3,6

05.0

057

900

5239

60

M

eetin

gs/C

onfe

renc

es

$1,0

00.0

0$3

,000

.00

$2,0

00.0

057

900

5241

26

IT

- Se

rvic

es &

Fee

s $0

.00

$347

.00

$347

.00

5790

052

7275

Vehi

cle

Rent

$0

.00

$300

.00

$300

.00

5790

052

7300

Rent

$9

00.0

0$2

,700

.00

$1,8

00.0

0

5790

052

9999

Carr

ied

Forw

ard

$79,

340.

00$1

15,6

89.0

0$3

6,34

9.00

Incr

ease

resu

lting

from

add

ition

al fu

nds f

rom

stat

e &

hig

her c

arry

fo

rwar

d fr

om la

st y

ear

OU

T O

F SC

HO

OL

YOU

TH41

FEDE

RAL

REVE

NU

ES48

100

4110

00

Fe

dera

l Rev

enue

s -$

312,

554.

00-$

321,

782.

00-$

9,22

8.00

Nor

thea

ster

n W

orkf

orce

Dev

elop

men

t Boa

rd B

udge

t Am

endm

ents

18

4810

041

1100

Prog

ram

Yea

r Car

ry F

orw

ard

-$31

2,55

4.00

-$31

3,50

9.00

-$95

6.00

5810

050

3515

S&W

-Adm

inist

rativ

e As

sista

nt

$5,6

89.0

0$8

,195

.00

$2,5

06.0

058

100

5263

10

O

ffice

Sup

plie

s $1

,500

.00

$3,2

91.0

0$1

,791

.00

5810

052

6375

Out

reac

h $1

,875

.00

$3,3

75.0

0$1

,500

.00

5810

052

7100

Repa

irs&

Mai

nten

ance

-Gen

eral

$1

,000

.00

$2,0

00.0

0$1

,000

.00

5810

052

9000

Conf

eren

ce E

xpen

ses

$6,8

25.0

0$7

,902

.00

$1,0

77.0

058

100

5299

99

Ca

rrie

d Fo

rwar

d $1

56,2

77.0

0$1

58,5

87.0

0$2

,310

.00

IN S

CHO

OL

YOU

TH41

FEDE

RAL

REVE

NU

ES48

135

4110

00

Fe

dera

l Rev

enue

s -$

104,

160.

00-$

107,

260.

00-$

3,10

0.00

4813

541

1100

Prog

ram

Yea

r Car

ry F

orw

ard

-$90

,076

.00

-$94

,976

.00

-$4,

900.

00

5813

552

9000

Conf

eren

ce E

xpen

ses

$1,2

50.0

0$2

,500

.00

$1,2

50.0

058

135

5299

99

Ca

rrie

d Fo

rwar

d $5

2,09

2.00

$58,

842.

00$6

,750

.00

WO

RK B

ASED

LEA

RNIN

G41

FEDE

RAL

REVE

NU

ES48

136

4110

00

Fe

dera

l Rev

enue

s -$

104,

185.

00-$

107,

260.

00-$

3,07

5.00

4813

641

1100

Prog

ram

Yea

r Car

ry F

orw

ard

-$10

6,01

2.00

-$10

2,12

1.00

$3,8

90.0

0

5813

650

3562

S&W

-Car

eer A

d IS

Y W

EX

$7,5

22.0

0$1

6,63

2.00

$9,1

10.0

058

136

5299

99

Ca

rrie

d Fo

rwar

d $1

6,66

9.00

$6,7

44.0

0-$

9,92

5.00

ENH

ANCE

MEN

T G

RAN

T41

FEDE

RAL

REVE

NU

ES48

144

4110

00

Fe

dera

l Rev

enue

s -$

86,5

85.0

0-$

73,2

02.0

0$1

3,38

3.00

5814

450

3553

S&W

-Wor

kfor

ce D

ev A

st D

irect

$1

4,22

2.00

$14,

395.

00$1

73.0

058

144

5035

99

S&

W-In

dire

ct

$3,6

60.0

0$3

,743

.00

$83.

0058

144

5042

00

FI

CA/M

CARE

Tax

$0

.00

$1,1

02.0

0$1

,102

.00

5814

450

4300

Heal

th In

sura

nce

$0.0

0$1

,530

.00

$1,5

30.0

058

144

5044

00

Re

tirem

ent

$0.0

0$9

70.0

0$9

70.0

058

144

5211

00

Co

ntra

cted

Ser

vice

s $4

0,56

0.00

$65,

560.

00$2

5,00

0.00

5814

452

6375

Out

reac

h $3

,750

.00

$10,

884.

00$7

,134

.00

5814

452

9999

Carr

ied

Forw

ard

$98,

750.

00$4

9,37

5.00

-$49

,375

.00

Estim

ated

we

will

onl

y ca

rry

forw

ard

half

of st

ate

fund

s

BUSI

NES

S SE

RVIC

ES F

UN

DS

41FE

DERA

L RE

VEN

UES

4814

241

1000

Fede

ral R

even

ues

-$78

,477

.00

-$75

,000

.00

$3,4

77.0

0

4814

241

1100

Prog

ram

Yea

r Car

ry F

orw

ard

$0.0

0-$

33,3

31.0

0-$

33,3

31.0

0Ca

rrie

d fo

rwar

d m

ore

mon

ey th

an e

stim

ated

due

to p

erso

nnel

cha

nges

5814

250

3518

S&W

-Bus

ines

s Ser

vice

s Rep

$4

7,01

1.00

$65,

233.

00$1

8,22

2.00

5814

250

3599

S&W

-Indi

rect

$1

6,19

4.00

$21,

964.

00$5

,770

.00

5814

250

4200

FICA

/MCA

RE T

ax

$3,5

96.0

0$4

,989

.00

$1,3

93.0

058

142

5043

00

He

alth

Insu

ranc

e $7

,544

.00

$8,4

83.0

0$9

38.0

0

19

5814

250

4400

Retir

emen

t $3

,662

.00

$5,3

00.0

0$1

,638

.00

5814

252

9999

Carr

ied

Forw

ard

$0.0

0$1

,893

.00

$1,8

93.0

0

FIN

ISH

LIN

E G

RAN

T41

FEDE

RAL

REVE

NU

ES48

143

4110

00

Fe

dera

l Rev

enue

s $0

.00

-$25

,000

.00

-$25

,000

.00

Addi

tiona

l fun

ding

from

stat

e48

143

4111

00Pr

ogra

m Y

ear C

arry

For

war

d-$

12,4

41.0

0-$

12,4

41.0

0Ca

rrie

d fo

rwar

d m

ore

mon

ey th

an e

stim

ated

5814

352

1450

Oth

er P

artic

ipan

t Cos

ts

$0.0

0$3

7,44

1.00

$37,

441.

00N

o bu

dget

set u

p fo

r thi

s gra

nt in

orig

inal

bud

get

INFR

ASTR

UCT

URE

GRA

NT

41FE

DERA

L RE

VEN

UES

4814

641

1000

Fede

ral R

even

ues

$0.0

0-$

60,6

47.0

0-$

60,6

47.0

0N

ew fu

ndin

g fr

om st

ate

4814

641

1100

Prog

ram

Inco

me

-$2,

924.

00-$

2,92

4.00

5814

652

4144

Equi

pmen

t$0

.00

$63,

571.

00$6

3,57

1.00

No

budg

et se

t up

for t

his g

rant

in o

rigin

al b

udge

t

20

21

22

23

24

25

26

27

A RESOLUTION APPROVING The Policy for Emergency Paid Sick Leave and Emergency Family and Medical Leave ALBEMARLE COMMISSION BOARD OF DELEGATES April 16, 2020

Tracey A Johnson Board Chair

David Whitmer Interim Executive Director www.albemarlecommission.org 512 South Church Street

Hertford, NC 27944 P: 252.426.5753 F: 252.426.8482

RESOLVED, by the Board of Delegates of the Albemarle Commission, that WHEAREAS, the Commission needs to amend its leave policy to comply with the Families First Coronavirus Act, which became effective on April 1, 2020, to provide Emergency Paid Sick Leave and Emergency Family and Medical Leave; NOW THEREFORE BE IT RESOLVED that the Albemarle Commission’s Board of Delegates hereby approves: The Policy for Emergency Paid Sick Leave and Emergency Family and Medical Leave attached hereto. This Resolution is adopted pursuant to federal law under the Families First Coronavirus Act. This Resolution and the policies approved hereby shall become effective as of April 1, 2020. Adopted this 16th day of April, 2020. ___________________________________ Tracey A. Johnson, Chairperson ATTEST: _________________________________ Ashley Stallings, Program Administrative

and Benefits Coordinator

CAMDEN

CHOWAN

CURRITUCK

DARE

GATES

HYDE

PASQUOTANK

PERQUIMANS

TYRRELL

WASHINGTON

COLUMBIA

CRESWELL

DUCK

EDENTON

ELIZABETH CITY

GATESVILLE

HERTFORD

KILL DEVIL HILLS

KITTY HAWK

MANTEO

NAGS HEAD

PLYMOUTH

ROPER

SOUTHERN SHORES

WINFALL

28

POLICY FOR EMERGENCY PAID SICK LEAVE AND EMERGENCY FAMILY AND MEDICAL LEAVE The Albemarle Commission provides eligible employees with emergency paid sick leave and emergency FMLA leave under certain conditions as required by the Families First Coronavirus Relief Act. These are two separate forms of leave that in some cases are governed by different rules, as set forth below. Eligibility All classes of employees are eligible for emergency paid sick leave and emergency FMLA leave. All employees are eligible for emergency paid sick leave under this policy regardless of the length of their employment. To be an “eligible” employee for purposes of emergency family or medical leave available under this policy, the employee must have been employed by the Albemarle Commission for at least 30 calendar days before requesting the leave. 1. Reason for Emergency Paid Sick Leave You may take Emergency Paid Sick Leave if you are unable to work (or telework, if allowed) due to a need for leave because:

1. You are subject to a federal, state, or local quarantine or isolation order related to COVID-19;

2. You have been advised by a health care provider to self-quarantine due to concerns related to COVID-19;

3. You are experiencing symptoms of COVID-19 and are seeking a medical diagnosis; 4. You are caring for an individual who is subject to an order as described in 1 above, or who

has been advised to quarantine or isolate due to concerns related to COVID-19; 5. You are caring for your own child (i) because their school or place of care is closed, or (ii)

because your child’s childcare provider is unavailable due to COVID-19 precautions; or 6. You are experiencing substantially similar conditions as specified by the Secretary of Health

and Human Services, in consultation with the Secretaries of Labor and Treasury. Duration/Compensation Employees are entitled to Emergency Paid Sick Leave:

• Full-time employees: Up to 80 hours of pay at their regular pay rate. However, when caring for a family member (for reasons 4, 5, and 6 above), Emergency Paid Sick Leave is paid at two-thirds the employee’s regular rate.

• Part-time employees: Emergency Paid Sick Leave provided under this Policy is calculated based on the number of hours the employee works, on average, over a two-week period. Except in extraordinary circumstances, the two-week period used will be the two full weeks immediately preceding the date the leave is requested.

• Paid leave under this policy shall not exceed $511 per day ($5,110 in total) where leave is taken for reasons 1, 2, and 3 described above (generally, an employee is unable to work because of their own illness or quarantine); or $200 per day ($2,000 in total) where leave is taken for reasons 4, 5, or 6 described above (where the employee is unable to work due to a need to care for others or school closures).

29

Leave Rules

• You may elect to use Emergency Paid Sick Leave before using any accrued paid leave. You are not required to use any other paid leave before using Emergency Paid Sick Leave.

• No leave provided by the Albemarle Commission before April 1, 2020 may be credited against your leave entitlement. In addition, Emergency Paid Sick Leave provided under this Policy cannot be carried over after December 31, 2020 and will not be paid out upon termination.

Requesting Emergency Paid Sick Leave

• If you need to take Emergency Paid Sick Leave, provide notice as soon as possible. Normal call-in procedures apply to all absences from work. You are not required to search for, or find a replacement employee, to cover the hours during which you are using leave under this policy.

2. Emergency Family and Medical Leave An Eligible Employee is entitled to Emergency FMLA leave if the employee is unable to work (or telework, if allowed) due to a need for leave to care of their own child < 18 y.o. because the school or childcare facility for the child has been closed due to a public health emergency, or because the childcare provider of such child is unavailable due to a public health emergency. Duration/Compensation

• No pay is available for the first 10 days of leave unless the employee elects to substitute any accrued vacation leave, sick leave, or Emergency Paid Sick Leave

• After 10 days, part-time and full-time employees will receive two-thirds of the employee’s regular rate of pay for the number of hours they would normally be scheduled to work, capped at $200/day and $10,000 total.

Leave Rules You may elect to use any accrued paid leave during the first 10 days of Emergency Family and Medical Leave. Requesting Emergency Family and Medical Leave Where the need for Emergency Family and Medical Leave provided for in this policy is foreseeable, the employee must provide their supervisor with as much notice of the leave as is practicable. Job Restoration The return to work provisions of the Albemarle Commission’s Family and Medical Leave policy shall apply to an employee who takes Emergency Family and Medical Leave under this policy.

30

3. General Provisions Retaliation The Albemarle Commission will not retaliate against any employee who requests or takes Emergency Paid Sick Leave, or Emergency Family and Medical Leave, in accordance with this policy. Expiration This policy, and the leave options provided for by it, expires on December 31, 2020.

31

A RESOLUTION APPROVING Administrative Paid leave ALBEMARLE COMMISSION BOARD OF DELEGATES April 16, 2020

Tracey A Johnson Board Chair

David Whitmer Interim Executive Director www.albemarlecommission.org 512 South Church Street

Hertford, NC 27944 P: 252.426.5753 F: 252.426.8482

RESOLVED, by the Board of Delegates of the Albemarle Commission, that WHEAREAS, the Commission needs to amend Article VII of the Albemarle Commission personnel policy to include Administrative Paid Leave; NOW THEREFORE BE IT RESOLVED that the Albemarle Commission’s Board of Delegates hereby approves: Amending Article VII of the personnel policy to read as follows: “Administrative leave with pay for all employees may be authorized by the Executive Director for purposes considered to be in the public interest, in severe weather conditions, in cases of civil disturbances, or in such other circumstances as good judgment and common practice would dictate. In the case of a pandemic, administrative leave specifically includes emergency closure paid leave for all employees up to thirty calendar days or longer, based on current federal, state, and local government orders, and current medical assessments by the Centers for Disease Control and state and local public health authorities.” This Resolution is adopted consistent with the provisions of North Carolina General Statues Section 153A-94. This Resolution shall become effective upon adoption. Adopted this 16th day of April, 2020. ___________________________________ Tracey A. Johnson, Chairperson ATTEST: _________________________________ Ashley Stallings, Program Administrative

and Benefits Coordinator

CAMDEN

CHOWAN

CURRITUCK

DARE

GATES

HYDE

PASQUOTANK

PERQUIMANS

TYRRELL

WASHINGTON

COLUMBIA

CRESWELL

DUCK

EDENTON

ELIZABETH CITY

GATESVILLE

HERTFORD

KILL DEVIL HILLS

KITTY HAWK

MANTEO

NAGS HEAD

PLYMOUTH

ROPER

SOUTHERN SHORES

WINFALL

32

ALBEMARLE COMMISSION

Electronic Meetings To enable all members of the Board of Delegates to participate fully in Board meetings, the following requirements shall apply whenever Board member(s) are unable to be physically present and are only able to participate in a Board meeting through electronic means:

In the event of a declared State of Emergency and/or when health or safety of the public, the Board members and staff may be adversely affected by the presence of Board members in the same meeting room the following rules apply:

A. The Board may meet electronically pursuant to this policy without a quorum physically present in the meeting room so long as a quorum of the Board is participating whether the Board members are acting remotely or present in the Board chambers. A remote Board member must be able to hear the Board’s discussion and any presentations made to the Board during the meeting.

B. A remote Board member must notify the Chair or Executive Director sufficiently in advance of the meeting to ensure that all requirements for remote participation, including technical and equipment needs can be addressed in advance of the meeting. Technical arrangements must be made so that a remote Board member’s comments can be heard by all present for the meeting.

C. Remote Board members may vote on matters before the Board as if they are present in the meeting room.

D. The Board may hold a closed session when it would be unreasonable to wait until a future in-person meeting to hold the closed session, and when the Board can confirm that the technology being used does not allow anyone who would not be allowed to participate in the closed session to intercept or participate in the closed session.

E. The Board should take reasonable precautions to limit voting actions to those items which must be voted on at that time or within the time that an in-person meeting could safely and conscientiously occur.

F. The Board should also consider taking action at the next meeting having an in-person quorum to ratify any actions taken electronically under this provision which occurred without a physically present quorum and without all the necessary votes for the action physically present in the meeting room.

33

8. NEW BUSINESS

a. Approval of David Whitmer as Interim

Exective Director of the Albemarle Commission VOTE

b. Approval of David Whitmer as EDA authorized repersentive of the Albemarle Commission VOTE

c. Senior Nutrition Bids VOTE

34

Approval of David Whitmer

as Interim Executive Director of the Albemarle

Commission

35

Approval of David Whitmer as EDA authorized repersentive of the

Albemarle Commission

36

Memorandum To: AC Board of Delegates From: Laura Alvarico, AAA Director Date: April 8, 2020 RE: 2021-2023 Nutrition Bids

In January 2020, the Albemarle Commission (AC) Area Agency on Aging announced the Request for Proposal (RFP) for food service vendors for the 2021-2023 Senior Nutrition Program (SNP). After receiving the proposals in March, the committee met to discuss and prepare the recommendation on the following pages. Due to the current events of COVID-19 and recent changes to the SNP service delivery, it is recommended that the AC Board of Delegates forego awarding a new contract at this time. The uncertainty with the future program structure and our vendors sustainability to provide services (post COVID-19), is a concern of meeting the expectations of the contract, effective July 1, 2020. Effective June 30, 2020, service contracts will be extended on a month by month basis until services are stabilized. At that time, the RFP process will be solicited for the remainder of the FY year through 2023. This allows us time to concentrate our efforts on effectively responding to the threat of COVID-19 and properly evaluating the needs of our program and clients. The following pages are the summaries and the recommendation for the original bids for the 2021-2023 Senior Nutrition Program food service vendors. Feel free to contact me if you have any questions, comments or concerns.

37

Committee s Recommendation/Review:

Counties Served: Bid Price

Current Price

Increase:

Trinity Services Camden, Currituck, Dare 7.50 5.55 + 35% Trinity Services Gates, Pasquotank - 6.25 Trinity Services Camden, Currituck, Dare,

Pasquotank, Gates 6.25 -

Chowan, Perquimans 6.75 6.56 + 3% Chowan, Gates, Pasquotank

and Perquimans 6.75 -

Eastern 4-H Hyde, Tyrrell and Washington 8.53 7.45 + 14%

Daily Estimated Meals: Daily Estimated Meals: Trinity Services Grp- 315 Trinity Services Grp.- 190 - 130 - 255 Eastern 4-H- 95 Eastern 4-H- 95

Considerations:

The only two counties in question in this bid cycle are Pasquotank and Gates Counties. Both Trinity Services Group and Captain Bob s bid on Pasquotank and Gates Counties.

Trinity Services Group currently provides services to Camden, Currituck, Dare, Gates, and Pasquotank Counties. In this bid cycle, their price increased due to an increase in fixed assets after taking on two additional counties after the closure of Golden Corral in 2018. Since that time, the SNP has had some issues regarding timely deliveries, particularly in Gates and Dare Counties. Most of the issues have been resolved but the Director still has some concerns about the capacity of the organization to effectively carryout the contract and maintain a high-quality product and service delivery.

Due to the higher cost per meal for Captain Bob s, if awarded Pasquotank and Gates Counties, the overall cost is significantly higher. It would cost approximately $1,500 more per week for Pasquotank and Gates Counties, resulting in an annual cost of over $75,000 more in meal cost.

Gates & Pasquotank to Trinity: Gates & Pasquotank to Captain Bobs: Camden 25 6.25 156.25 Camden 25 7.5 187.5 Chowan 65 6.75 438.75 Chowan 65 6.75 438.75 Currituck 75 6.25 468.75 Currituck 75 7.5 562.5 Dare 90 6.25 562.5 Dare 90 7.5 675 Gates 35 6.25 218.75 Gates 35 6.75 236.25 Hyde 30 8.53 255.9 Hyde 30 8.53 255.9 Pasquotank 90 6.25 562.5 Pasquotank 90 6.75 607.5 Perquimans 65 6.75 438.75 Perquimans 65 6.75 438.75 Tyrrell 28 8.53 238.84 Tyrrell 28 8.53 238.84 Washington 37 8.53 315.61 Washington 37 8.53 315.61

Daily Cost $ 3,656.00 Daily Cost

$ 3,956.00

Captain Bob'sEastern 4-HTrinity

38

Committee Recommendation (if contracts are awarded):

After much discussion, the committee s recommendation is that if the board awards contracts, the following bid be awarded for 2021-2023:

Caterer Counties Cost Per Meal Trinity Services Group Camden, Currituck, Dare,

Gates, Pasquotank 6.25 per meal

Captain Bob s Chowan, Perquimans 6.75 per meal Eastern 4-H Hyde, Tyrrell, Washington 8.53 per meal

It was also discussed that it be included in the contract that Trinity Service Group s performance will be reevaluated at the end of the first year of the award and that the Albemarle Commission reserved the right to revise or cancel their contract, if deemed necessary based on their performance.

39

9. OLD BUSINESS

a. Consideration of sponsorship of Water Quality Planning Grant

40

To: Albemarle Commission Board of Delegates

From: Robert Murphy, Interim Executive Director

Date: April 16, 2020

RE: Staff Recommendation on Pursuing a 205 (j) Water Quality Management Planning Grant to improve stormwater management along Soundside Road in Nags Head, NC.

Attached for the board’s consideration is a letter from the North Carolina Coastal Federation requesting that the Commission apply for a 205 (j) Water Quality Management Grant, the funding from which would be used to develop a plan to improve stormwater management along Soundside Road in the Town of Nags Head. As the Federation’s letter notes, the area to be studied is a popular swimming and recreational area that suffers from water quality problems following heavy rainfalls. The Commission would serve as the grantee if funds are awarded, but would partner with another agency, which would be responsible for implementing and administering the program. The grant would not require any financial commitment from the Commission and any grant reporting requirements would be the responsibility of the Commission’s partner. The Commission’s Clearing House Committee has been made aware of the request and may have some comments on the project. Staff Recommends: Albemarle Commission staff to be authorized to submit a 205(j) Water Quality Management Grant application for the purpose of funding a plan to improve storm water runoff management along Soundside Road in Nags Head, NC.

41

42

43

44

10. FY 2020-2021 BUDGET

PRESENTATION

45

46

47

48

49

50

51

52

53

54

55

56

57

58

59

60

61

62

63

64

65

66

67

68

69

70

71

72

73

74

75

76

77

78

79

80

81

82

83

84

85

86

87

88

89

90

91

92

93

94

95

96

97

98

99

100

101

102

103

104

11. STAFF REPORTS

105

Area Agency on Aging (AAA) Report

March Services 2020

AAA Highlights:

The AAA is nearing the completion of our 2021-2024 Area Plan. This plan outlines the goals and objectives of the AAA over the next four years. This plan will be presented to the AC Board of Delegates before the June board meeting for final approval. For more information on the Area Plan, contact Laura Alvarico at 252-404-7078 or lalvarico@accog.org.

The AAA has been extremely busy responding to the COVID-19 pandemic. All staff are currently telecommuting and coming into the office as needed to ensure that there is no disruption to services to clients during this time.

The AAA remains in daily contact with the Division of Aging and Adult Services to report the status of services, service gaps and community needs.

The AAA is collecting toiletry items to distribute to homebound clients in need during the pandemic. For more information, contact Ashley Lamb at alamb@accog.org.

Home and Community Care Block Grant Services

In March 2020, the AAA provided the following services to older adults, 60+, in our 10-county region through the Home and Community Care Block Grant (HCCBG):

1,888 hours of in-home aide services

Due to COVID-19, many clients have requested that services be temporary suspended until further notice.

894 general and medical transportation trips in nine counties, (not including Dare County). Due to COVID-19, ICPTA stopped provided non critical care transportation, effective March 17, 2020 until further notice.

95 full days of adult day health care in five counties, including Camden, Chowan, Currituck, Pasquotank and Perquimans. Due to COVID-19, DayBreak, Adult Day Health Care, closed temporary on March 17, 2020. They are expected to be closed until May 31, 2020.

Information and Referrals services were provided to approximately 187 individuals.

FOR YOUR

May is Older

s Make Your Mark.

Stay informed!! Like us on Facebook @albemarlecommissionaaa

CONTACT

Laura Alvarico, MBA Director 252-426-5753 ext 7078 lalvarico@accog.org

106

Senior Nutrition Program (SNP)

COVID-19 Highlights All of the congregate nutrition program sites are closed until further notice. Most counties are offering delivery options to congregate clients or pick-up options to seniors 60 and over. The Home Delivered Meals (Meals on Wheels) program referrals are up by 35% from before the COVID-19 pandemic (as of 4/8/2020).

The request for the pick-up meals program (being offered in particular counties) increased by 59% from the week of March 23 to the week of March 30. (most recent increase will be provided at the next board meeting or in the weekly updates by Mr. Whitmer).

s furry friends do not go without during this pandemic! This program is possible through a partnership with Eastern Pet Company of Elizabeth City.

While doing weekly telephone reassurance calls to our clients last week, many expressed concerns about needing toiletries and toilet paper. The AAA is now collecting personal hygiene items, toilet paper, paper towels, hand soaps, etc., to share with homebound clients in need.

All Home Delivered Meals Volunteers were provided hand sanitizer and instructions to help protect our clients and themselves from the spread of COVID-19. Many routes have already established a no-contact delivery system in order to prevent any personal contact with our clients.

Many counties are currently using county personnel only to deliver meal rather than volunteers. This is being done in an effort to help protect our clients and volunteers from any possible exposure.

To keep in contact with our volunteers, our Volunteer Coordinator is sending regular correspondences to volunteers to let them know that we are thinking about them.

Senior Nutrition Program Totals: This information was not available on 4/8/2020. It will be provided at the next board meeting.

Ombudsman Services:

Our Long-Term Care Ombudsman (LTCO) has seen an increase in calls from families that are reporting concerns and frustration for not being able to visit their loved ones. The Ombudsman continues to address all of these concerns via telephone to ensure the safety of the long-term care residents and their families. Additionally, the LTCO is making weekly calls to LTC facilities throughout the region to assess their needs and concerns so that we can report this information to the Division of Aging and Adult Services in our daily updates.

Family Caregiver Support Program:

The Family Caregiver Support Specialist continues to provide case management for caregivers needing support during COVID-19. Caregivers are expressing a lot of anxiety and frustration during this time due to interruption in their daily schedule and/or inability to receive a respite from their caregiving duties. Some clients that call are in crisis and in need of counseling support, which is difficult to provide over the phone. Recently our Family Caregiver Support Specialist received a call from one client who is caring for his wife with dementia. He expressed concerns that he feared his wife would commit suicide, as she had made several comments that lead him to believe that she capable of such actions.

107

Page 1 of 2

April 16, 2020

Albemarle Rural Planning Organization program update for the Albemarle Commission Board of Delegates April meeting

• The ARPO program continues to fully function outside of the office setting.

• Although numerous ARPO related in person meetings have been cancelled, I have worked

with ARPO partners to hold needed meetings via Zoom and Microsoft Teams.

• The NCDOT has extended the 3rd Quarter invoice deadline from May 10, 2020 to June 30, 2020. However, I will be submitting it the week of April 13th. I do not know how long approval will take, due to the COVID-19 situation, and I don’t want the RPO to be in the “red” for too long. This is the 80% reimbursement to the Albemarle Commission for funds spent on the RPO in the 3rd Quarter (salary, insurance, travel, office supplies etc.)

• At this time, I am not aware of Federal or State transportation related grants that have extended grant submission deadlines.

• Prioritization 6.0 deadlines have been extended, however, the ARPO RTAC has already

approved our project lists so we will not have to hold a special meeting to have them approved. If public health protocols are extended into the end of May, when the next RTCC and RTAC meetings are scheduled, the ARPO Bylaws state RTCC and RTAC meetings can be held via teleconference.

• We are having to make potential adjustments to the scope timeline for the Safe Routes to Schools grant. At this time, NC State is not approving any proposed travel for this project. If they are still under travel and social-distancing restrictions for months to come, they may need to adjust some of timelines and/or deliverables. The proposed adjustments, provided by NC State, are attached. All of these fall under year 1 of the project timeline. Unless travel and social distancing are restricted for months to come, I do not foresee any issue with all deliverables, in year 1, being completed. The changes are attached.

• In January, Chair Johnson asked me to provide an update on projects the NCDOT had to suspend due to their cash flow issues. The information was included in your February agenda packet but I have attached it for your review. I have checked with the NCDOT Division1 office and, at this time, there are no changes.

• The first NCDOT Division 1 stakeholder meeting for the NCDOT Great Trails State Plan was held via Zoom. The draft maps were reviewed and we discussed adding paddle trails as well as camping platforms and the Cashier River tree houses to the maps. I have been working with Kathryn Zeringue, Transportation Planner for the NCDOT integrated mobility Division, as well as Alta Planning + Design the consultants for the project this week. I compiled information from the I87 Feasibility study, Comprehensive Transportation Plans, and other plans as well as information found online that we feel needs to be in included on the maps. Information on the

108

Page 2 of 2

NCDOT Great trail State survey has been shared via the ARPO transportation update sent to member counties and municipalities each Friday.

• I participated in the NC Safe Routes to School Quarterly conference call. This call was in reference to the Commissions’ Safe Routes to School grant. While the call was meant for those who had been awarded the grant, we also discussed what we are doing locally to further bicycle and pedestrian safety during this time. We agreed that we should attempt to keep our messaging the same and that all messaging should state to follow State and local social distancing guidelines.

• Via social media, I have begun a project called “Find your Outside Voice” which provides information parents can use to teach their children bicycle and pedestrian safety. This information has also been sent out in the ARPO transposition update email for member counties and municipalities to share on their social media platforms.

• I can be reached on my cell phone 252.548.7789 or via email at awelsh@accog.org if you have any questions or concerns.

109

Spring/Summer 2020 Adjustments (COVID-19 response)

Videos ● Original Plan

○ Interview/film parents and their children during summer 2020, develop outreach videos with clips; film people walking/biking in target regions

● Current Restrictions ○ Cannot travel to target locations in the foreseeable future; no one will be out

traveling on local roads and will not want to be interviewed in close proximity; NCSU IRB (institutional review board) currently limiting non-essential human subjects research (need approval before interviews can start).

● Proposed Solution ○ Launch online survey for adults (18+) ASAP until in-person interviews can be

conducted (still need IRB approval, may experience delay in processing). ○ Resume plan for in-person interviews and filming once public health officials

have given the “all clear.”

Advertising (Radio + Social Media) ● Original Plan

○ Launch radio & social media ads in summer 2020 to encourage road safety during peak season.

● Current Restrictions ○ North Carolina public is under “stay at home” restrictions with no set end date

(experts estimate lockdown could last anywhere from one month to 18 months). If the general public is not traveling for vacations or other non-essential trips during the original peak months/launch, the project lead may consider preserving advertising funding for a time when it is more relevant.

● Proposed Solution: ○ Develop radio and social media ads while under social distancing orders. ○ Resume radio and social media ad purchases after normal travel has been

restored.

110

Public Educational Displays ● Original Plan

○ Attend public events with SRTS project information. ○ Display shoe memorial at public event in peak season 2020.

● Current Restrictions: ○ North Carolina has restricted large gatherings and many events have been

cancelled. ● Proposed Solution:

○ Develop bumper stickers and other handouts for future events. Continue to research potential events.

○ Reach out to local businesses for partnerships and start an email listserv for all people interested in participating or supporting the event. Send updates for social media posts, events, materials, etc. through the listserv.

111

Divi

sion

One

STI

P St

atus

Albe

mar

le R

POJa

nuar

y 20

20

Proj

ect

Coun

tyD

escr

iptio

nSt

atus

STIP

LET

Co

mm

ent

R-57

40Pe

rqui

man

sW

oodv

ille

Rd.

Activ

e (B

ond)

FY 2

020

Divi

sion

One

Man

aged

R-58

06Pe

rqui

man

sHa

rvey

Poi

nt R

d.Ac

tive

(12M

LL)

FY 2

021

Divi

sion

One

Man

aged

B-56

10Da

reRe

plac

e Br

idge

#8

over

A C

anal

on

NC

12Ac

tive

FY 2

023

Rale

igh

Man

aged

R-58

08G

ates

US

158

Gat

es C

ount

yAc

tive

FY 2

023

Divi

sion

One

Man

aged

R-57

17Ca

mde

n/

Cu

rritu

ckSo

uth

Mill

s/O

ld S

wam

p Rd

.Ac

tive

FY 2

024

Divi

sion

One

Man

aged

I-602

6Ca

mde

n

US

17 C

amde

n Co

.Ac

tive

(12M

LL)

FY 2

022

Pave

men

t Reh

abili

tatio

nI-6

027

Chow

anU

S 17

Ede

nton

Byp

ass

Activ

e FY

202

1Pa

vem

ent R

ehab

ilita

tion

I-602

9Pa

squo

tank

US

17 P

asqu

otan

kAc

tive

(12M

LL)

Und

er C

ontr

act

Pave

men

t Reh

abili

tatio

nI-6

030

Perq

uim

ans

US

17 P

erqu

iman

sAc

tive

FY 2

021

Pave

men

t Reh

abili

tatio

n

R-25

74Ca

mde

n/

Curr

ituck

US

158

(Sho

rtcu

t Roa

d)O

n H

old

FY 2

025

Rale

igh

Man

aged

/Pre

limin

ary

Engi

neer

ing

on H

OLD

R-58

07Ca

mde

n N

C 34

3 Ca

mde

nO

n H

old

FY 2

025

Prel

imin

ary

Engi

neer

ing

on H

OLD

U-5

939

Pasq

uota

nkO

ak S

tum

p Rd

. int

erse

ctio

nO

n H

old

FY 2

021

Prel

imin

ary

Engi

neer

ing

on H

OLD

U-5

940

Pasq

uota

nkHu

ghes

Blv

d. a

cces

s man

agem

ent

On

Hol

dFY

202

3Pr

elim

inar

y En

gine

erin

g on

HO

LD

NO

TE:

STIP

Let

Dat

e in

dica

tes w

hat i

s cur

rent

ly in

the

2020

-202

9 ST

IP a

nd is

subj

ect t

o av

aila

bilit

y of

fund

s.

Proj

ects

list

ed a

re in

the

"Del

iver

able

Pro

gram

" of

the

STIP

(FY

20-2

5).

Proj

ects

for F

Y 26

-29

are

not l

isted

as t

hey

are

in

the

"Dev

elop

men

t Pro

gram

" of

the

STIP

and

hav

e to

be

repr

iorit

ized.

Indi

cate

s Pro

ject

s pre

viou

sly p

lace

d on

HO

LD n

ow A

ctiv

e

Dare

Cou

nty

- The

let d

ate

for t

he C

olin

gton

Roa

d pr

ojec

t (R-

5014

) is n

ow Ju

ly 2

021

112

Prou

dly

serv

ing

Nor

thea

ster

n NC

Coun

ties

and

Mun

icipalities:

Cam

den,

Cho

wan,

Cur

ritu

ck, D

are,

Gat

es, H

yde,

Pas

quot

ank,

Per

quim

ans,

The

Alb

emar

le C

ommission

Tyrr

ell,

Was

hing

ton,

Cre

swel

l, D

uck,

Ede

nton

, Eliz

abet

h Ci

ty, G

ates

ville

,

Mon

thly F

inan

cial R

epor

t H

ertf

ord,

Kill

Dev

il H

ills,

Kit

ty H

awk,

Man

teo,

Nag

s H

ead,

Ply

mou

th,

For

the

Mon

th E

nding

Mar

ch 3

1, 2

020

Rope

r, S

outh

ern

Shor

es a

nd W

infa

ll

Budg

etYT

D E

xpen

ditu

res

MTD

Exp

endi

ture

sAva

ilable

Budg

et

210

- In

dire

ct F

und

452,

997.

00$

287,

990.

00$

38

,373

.00

$

16

5,00

7.00

$

320

- Ec

onom

ic D

evel

opm

ent

Adm

in10

0,00

0.00

$

80

,054

.00

$

84

4.93

$

19

,946

.00

$

365

- D

ept.

of

Tran

spor

tati

on (R

PO)

144,

531.

00$

92

,788

.00

$

10

,718

.00

$

51,7

43.0

0$

520

- A

ging

Pro

gram

2,91

2,13

2.00

$

1,

753,

388.

00$

18

0,90

6.00

$

1,

158,

744.

00$

Wor

kfor

ce D

evelop

men

t

735

- W

D-A

dult

1,15

3,86

5.00

$

57

3,10

7.00

$

63

,573

.00

$

58

0,75

8.00

$

735

- W

D-D

islo

cate

d W

orke

r77

5,11

2.00

$

206,

041.

00$

31,7

74.0

0$

56

9,07

1.00

$

790

- W

D A

dmin

istr

ativ

e Fu

nd27

2,21

0.00

$

85

,285

.00

$

15

,123

.00

$

186,

925.

00$

81

0 -

Yout

h1,

048,

503.

00$

48

2,99

4.00

$

72,1

36.0

0$

56

5,50

9.00

$

814

- W

D -

Spe

cial

Gra

nts/

Proj

ects

381,

296.

00$

110,

583.

00$

14,2

16.0

0$

27

0,71

3.00

$

3,63

0,98

6.00

$

1,45

8,01

0.00

$

196,

822.

00$

2,17

2,97

6.00

$

NOTE:

M

TD a

mou

nts

are

includ

ed in

the

YTD a

mou

nts.

Tota

l 7,

240,

646.

00$

3,

672,

230.

00$

427,

663.

93$

3,56

8,41

6.00

$

Endi

ng B

alan

ce a

s of

02-

29-2

020

Wel

ls F

argo

- C

omm

erci

al C

heck

ing

P

ublic

Fun

ds31

6,63

5.89

$

W

ells

Far

go -

Mon

ey M

arke

t34

2,34

5.93

$

N

C Ca

sh M

anag

emen

t1,

562,

313.

02$

NC

Cash

Man

agem

ent

- ED

A A

cct

19,4

93.6

9$

A

tlan

tic

Uni

on-A

AA

Sen

ior

Nut

riti

on5,

530.

46$

Bank

Acc

ount

s

Prog

ram A

ccou

nts

Talking

Points

*Re

port

is b

ased

on

the

Mar

ch 2

020

Reve

nue

& Ex

pend

itur

e Re

port

.

*MTD

Exp

endi

ture

s ar

e in

clud

ed in

the

YTD

Exp

endi

ture

s.

* Bu

dget

am

ount

s in

clud

e 2-

year

fun

d am

ount

s fo

r so

me

prog

ram

s.

*Ove

rall,

51%

of

tota

l bud

get

has

been

spe

nt.

Brea

kdow

n by

pr

ogra

m/f

und

is li

sted

bel

ow:

-In

dire

ct -

64%

-Ec

onom

ic D

evel

opm

ent

Adm

in -

80%

-RP

O -

64%

-A

ging

& S

enio

r N

utri

tion

-60

%-

Wor

kfor

ce D

evel

opm

ent

-40

%**

**W

orkf

orce

Dev

elop

men

t ha

s $

796,

268

of t

heir

bud

get

earm

arke

d fo

r Ca

rry

Forw

ard

to n

ext

fisc

al y

ear,

mak

ing

thei

r ac

tual

YTD

bud

get

spen

t 51

%.

113

Page 1 of 7 NWDB Report to Albemarle Commission Board – April 2020

• • • • •

114

Page 2 of 7 NWDB Report to Albemarle Commission Board – April 2020

•

•

•

•

•

•

o

115

Page 3 of 7 NWDB Report to Albemarle Commission Board – April 2020

▪

▪

▪

▪

▪

o

o ▪ ▪ ▪ ▪ ▪ ▪ ▪

o

o

116

Page 4 of 7 NWDB Report to Albemarle Commission Board – April 2020

•

o

o

•

o

•

117

Page 5 of 7 NWDB Report to Albemarle Commission Board – April 2020

o

▪ ▪

o

▪

o ▪ ▪

o ▪ ▪ ▪

o

118

Page 6 of 7 NWDB Report to Albemarle Commission Board – April 2020

o

o

•

119

Page 7 of 7 NWDB Report to Albemarle Commission Board – April 2020

•

•

▪

▪

•

120

12. EXECUTIVE DIRECTOR

REPORT

121

Page 1 of 2

Interim Executive Director Report by Dave Whitmer April 2020

• Since starting as Interim Executive Director on March 20, 2020, I have had to

focus on crisis management due to COVID-19. I have worked collaboratively with the Commission’s Directors and Finance Officer to ensure decisions made were focused on the safety of our staff and customers, the financial security of our staff, and the continuation of services. The Commission in currently closed to the public and staff are working remotely as much as possible while continuing to provide much needed services throughout the region. All staff have really stepped up and have worked together as a team to face the daily challenges resulting from the COVID-19 pandemic.

• I have been transitioning as many of my NWDB Director duties to Emily Nicholson who was appointed as NWDB Interim Director. While there are things that I will continue to have to be involved in, Emily has really stepped up and is doing an outstanding job.

• I submitted a request to the Executive Committee to amend the Commission’s personnel policies to include an Administrative Paid Leave Policy. This recommendation was based on what I have seen other COG’s throughout the state doing. It provides protection to our staff during a “worst case scenario” of an emergency closure. It also brings us in compliance with our hazardous weather policy, as this type of leave is not addressed in our personnel policies.

• We created a YouTube video with the intent of spreading the message that the Albemarle Commission continues to provide much needed services throughout the region in this very difficult time. We have starting planning for a second video and are working to improve the audio quality.

122

Page 2 of 2

• FY 2020-2021 County and Municipality Dues Statements have been mailed.

• The semiannual progress report for the EDA grant has been submitted on time.

• On April 3, Chair Tracey Johnson and I attended (via conference call) a NC Council of Government Board and Forum meeting. The meeting primarily focused on the COVID-19 pandemic and its effects throughout the state.

• AAA still needs volunteers as demand for services continues to increase. Also, they are trying to collect personal hygiene items such as toilet paper, paper towels, hand soaps, etc. for their clients. If you or anyone you know can volunteer or donate, please contact Laura Alvarico at 404-7078.

123

13. COMMITTEE REPORTS

124

14. CHAIRPERSON & BOARD DELEGATE

COMMENTS

125

15. ADJOURNMENT

NEXT MEETING

Thursday, May 21st, 2020 at 6:00 PM

126