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Nash County Board of Commissioners and Staff Robbie B. Davis, Chairman PO Box 7515 Rocky Mount, NC 27804 813-1508 (c) 977-6680 X31 (B) 937-8891 (H) 442-1126 (F) [email protected] [email protected] Marvin C. Arrington 6311 NC 48 Battleboro, NC 27809 314-7418 (c) 407-8376 (H) [email protected]
Fred Belfield, Jr. 3152 Greenfield Dr. Rocky Mount, NC 27804 443-6786 (H) [email protected] [email protected]
Dan Cone 4907 Stone Whitley Rd. Middlesex, NC 27557 236-8154 (c) 235-4447 (H) [email protected]
Sue Leggett 3593 W. Old Spring Hope Rd. Nashville, NC 27856 904-5594 (c) 459-4961 (H) [email protected]
J. Wayne Outlaw, Vice Chairman 3490 Cornell Drive Rocky Mount, NC 27803 904-0479 (c) 443-9350 (H) [email protected] [email protected]
Gwen Wilkins 632 Amos Street Rocky Mount, NC 27803 883-4184 (c) 883-4184 (C) [email protected]
G. Vincent Durham County Attorney PO Box 7100 Rocky Mount, NC 27804 904-3042 (c) 937-2200 (B) 937-8100 (F) [email protected] [email protected]
Janice Evans Clerk to the Board 813-3388 (C) [email protected]
Stacie Shatzer County Manager 904-4533 (C) [email protected]
Scott Rogers Assistant County Manager 904-3428 (C) [email protected] 2
1/18/2023
Warren County
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Halifax County
561
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1 in = 3.7 miles
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Whitakers
District - Representative
1 - Marvin Arrington
Johnston County 1/18/2023
Nash County, NC Commissioner Districts 3
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2 - Fred Belfield, Jr. 3 - Dan Cone
4 - Sue Leggett
5 - John Wayne Outlaw 6 - Gwen Wilkins
7 - Robbie B. Davis
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Marvin Arrington
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1/18/2023
NASH COUNTY APPLICATION FOR APPOINTMENT TO COUNTY BOARDS, COMMISSIONS AND COMMITTEES Full Name:
____________________________________________________________________
Home Address (including zip code): _____________________________________________ Place of work: __________________________________________________________________ Telephone:
______________________ Home (with area code)
_________________________ Business (with area code)
Email Address:
______________________________________________________________
Board, commission or committee on which you would like to serve: First choice: ______________________________________________________________ Second choice:
________________________________________________________
Third choice:
________________________________________________________
Why do you want to volunteer to serve? _________________________________________________________________________________ _________________________________________________________________________________ Why do you think you would be an asset to this board or commission? _________________________________________________________________________________ _________________________________________________________________________________ How did you learn of the opening on the board, commission, or committee for which you are applying? _________________________________________________________________________________ _________________________________________________________________________________ Please list current and previous service to the community, civic clubs, etc. _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ I would like to be considered for appointment to serve, without compensation, on a county board, commission or committee and I hereby certify by signing that all of my Nash County property taxes are paid in full. I realize that, because I have volunteered, it in no way guarantees that I will be appointed to a board, commission or committee by the Nash County Board of Commissioners. Signature
_____________________________
Date ________________________
Return to:
Nash County Clerk to the Board 120 W. Washington Street, Suite 3072, Nashville, NC 27856 (252) 459-9800 5
1/18/2023
Nash County Organizational Chart Citizens
Elections (2)
Board of Commissioners (1)
Tourism (2)
County Attorney
Register of Deeds (1)
Clerk to the Board
Law Enforcement (1)
Sheriff's Office
Detention Center
County Manager Assistant County Manager/Public Safety Liason
Administration
MIS
Buildings & Grounds
Public Utilities
Economic Development
Public Communication
Cooperative Extension
Emergency Services
Planning & Inspections
Safety & Security Finance
Recreation & Senior Services Soil Conservation
Grants
Tax
Human Resources
Human Services
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Public Health
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7
1/18/2023
2023 Holiday Schedule
Holiday
Observance Date
Day of Week
New Year’s Day
January 2, 2023
Monday
Martin Luther King, Jr. Birthday
January 16, 2023
Monday
Good Friday
April 7, 2023
Friday
Memorial Day
May 29, 2023
Monday
Independence Day
July 4, 2023
Tuesday
Labor Day
September 4, 2023
Monday
Veterans Day
November 10, 2022
Friday
Thanksgiving
November 23 & 24, 2023
Thursday & Friday
Christmas
December 25, 26 & 27, 2023
Monday, Tuesday & Wednesday
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1/18/2023
Municipality
Title
Name
Nash County Municipalities Contact Information Email Address
Telphone #
Mailing Address
Town of Bailey 3rd Monday 7pm
Mayor Thomas Richards Clerk Kellie Glover Administrator Joel Killion
[email protected] [email protected] [email protected]
235-4977
6260 Main St., Bailey, NC 27807
Town of Castalia 1st Tuesday,
Mayor Clerk
[email protected] [email protected]
459-3668
9507 Main St., Castalia, NC 27816
Town of Dortches 3rd Tuesday 7pm
Mayor Jackie B. Vick Administrator Nancy Nixon
[email protected] [email protected]
443-9131
3057 Town Hall Rd., Rocky Mount, NC 27804
Town of Middlesex 2nd Monday 7pm
Mayor Clerk
LuHarvey Lewis Gloria Vinson
[email protected] [email protected]
235-5761
10232 S. Nash St., Middlesex, NC 27557 PO Box 69, Middlesex, NC 27557
Town of Momeyer
Mayor Clerk
Kenneth Parker Sheila Alford
[email protected] [email protected]
459-4788
4868 Momeyer Way, Nashville, NC 27856
Town of Nashville 1st Tuesday 7pm
Mayor Manager Clerk
Brenda Brown Randy Lansing Lou Bennett
[email protected] [email protected]
459-4511
499 S. Barnes St., Nashville, NC 27856 PO Box 987
Town of Red Oak 2nd Monday 6:30pm
Mayor Clerk
Levell Langley Tracey Shearin
[email protected] [email protected]
443-1239
8406 Red Oak Blvd., Red Oak, NC 27868
City of Rocky Mount 2nd Monday 7pm
Mayor Manager Clerk
Sandy Roberson Keith C. Rogers, Jr. Kimberly Batts
972-1111
331 S. Franklin St., Rocky Mount, NC 27802 PO Box 1180
Town of Sharpsburg 1st Tuesday 7pm
Mayor Robert Williams Administrator Pauline Armstrong Clerk Tracy Sullivan
[email protected] [email protected] [email protected]
446-9441
110 W. Railroad St., Sharpsburg, NC 27878 PO Box 1759
Town of Spring Hope 1st Monday 7pm
Mayor Manager Clerk
[email protected]
478-5186
118 W. Railroad St., Spring Hope, NC 27882
Town of Whitakers 1st Monday 7:30pm
Mayor Esterine Gary Pitt Administrator Esterine Gary Pitt Clerk Margie Veal
437-4011
302 NW Railroad St., Whitakers, NC 27891 PO Box 727
James Alston Susan Haughalout
William "Kyle" Pritchard Andrew Delonno Michelle Collins
[email protected]
[email protected] [email protected] [email protected] 9
1/18/2023
Richardson Ave
N Court St
W Elm St
N Alston St
N Boddie St
E Elm St
Designated Employee Parking
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S Alston St
S Boddie St
W Washington St
E Washington St 1/18/2023
Nash County Human Resources Policy Manual Dress Standards/Appropriate Business Wear 1.0
Purpose The County considers it very important for you to be well groomed, neat, and dressed appropriately for your job function. Employees should practice good personal hygiene so as not to offend others. While we trust each employee’s common sense and good judgment, a dress standard must be established that is appropriate to the work environment. The purpose of these standards is to encourage County employees to adopt standards of dress and grooming, which will enhance their professional image with the citizens of Nash County and with their fellow employees.
2.0
Determination of Appropriate Dress Determinations as to the appropriateness of an employee’s dress and grooming will be made by the Department Head or designee. Employees are expected to use their best judgment, keeping in mind the goal of presenting a professional appearance in the workplace.
3.0
2.1
Appropriate dress for Men: 2.1.1 Suits, sports jackets, sweaters, turtlenecks, collared shirts with or without tie, polo shirts, denim shirts, dress slacks, khaki pants, work pants (i.e., Dickies or Carhartt) for field personnel and approved department uniforms. 2.1.2 Appropriate undergarments are required.
2.2
Appropriate dress for Women: 2.2.1 Long pants, pants to mid-calf, khaki pants, dresses, skirts and suits (no shorter than 3 inches above the front, back and side of the knee including the split). 2.2.2 Sandals are acceptable as long as they are dress sandals (i.e., no flip flops or Y shaped thong sandals). Keep in mind for your safety, shoes should cover the majority of the foot area. 2.2.3 Appropriate undergarments are required.
2.3
Athletic shoes approved for a medical need shall be a dark solid color (no neon, bright colors). Situations where prolonged wear of athletic shoes is necessary, a medical note shall be updated and provided to the supervisor or Department Head on an annual basis.
Examples of Inappropriate Dress a. b. c. d. e. f. g. h. i. j. k.
Shorts or mini skirts Skin tight clothing Midriff tops, tank tops, T-shirts, muscle shirts, spandex bike shorts or pants Athletic clothing (i.e., jogging suits, wind suits or sweatshirts) Skorts Excessively baggy or low riding Leggings or stirrup pants worn with a top shorter than three inches above the front, back and side of the knee Athletic shoes (unless required in writing by a medical provider) Sandals for men Rubber rain boots Denim jeans (any color)
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1/18/2023
Nash County Human Resources Policy Manual l. m. n. o. p. q. r. s. t. 4.0
5.0
Collarless shirts for men Any unsafe attire including a heel above 4 inches in height Sundresses, strapless dresses or dress tank tops unless worn under another blouse, shirt, sweater or jacket Halter-tops, tube tops Hats and head coverings are not appropriate in the office. Head Covers used for medical conditions or religious purposes. Clothing that reveals too much cleavage, back, chest, stomach, leg or underwear is not appropriate for a place of business, even in a business casual setting. Lace or fishnet stockings Flip flops or Y shaped thong sandals Logos other than small branding (i.e., Nike Swoosh or Polo horse – 1-2 inches)
Tattoos and Body Piercings 4.1
Tattoos and Piercings – If management determines an employee’s tattoos or piercings present a conflict or are offensive, the employee will be required to take appropriate action such as covering of tattoos or removing the object or other responsible means to resolve the conflict. In an effort to maintain a professional work environment, employees are discouraged from displaying any form of body art.
4.2
Employees attending professional meetings outside or inside County offices, Court, Seminars, Conferences, Workshops and any other professional event should not display body art. Tattoos should be covered and piercings should be removed.
Cologne, Aftershave, Perfume, Scented Lotion and Body Spray Employees are encouraged to use these products modestly – keeping in mind the potential sensitivities of fellow employees and customers. Should any fragrant product cause a disruption, the employee will be asked to refrain from use of the product.
6.0
Employee ID Access Card Employees are required to wear an Employee ID Access Card while conducting County business. Modifications to an ID Access Card in any form is strictly prohibited. Lost or stolen cards should be reported immediately to the Department Access Coordinator and a request for a new card must be made to the MIS Department. Employees are responsible for fees associated with the issuance of a replacement card.
7.0
Enforcement Department Heads and Supervisors are responsible for enforcing dress and grooming standards in their areas of responsibility. Department Heads have authority to adjust and make dress standards more restrictive as they see fit. This includes counseling employees whose appearance is inappropriate or unsafe by department standards. Employees who report to work dressed inappropriately may be: 1st Offense: A warning by the Department Head or designee. If needed, the employee will be asked to return home for the purpose of changing clothes. Depending on the violation,
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1/18/2023
Nash County Human Resources Policy Manual the employee may be allowed to wait until a lunch break or may be sent home immediately. If the circumstances are such that the employee is not allowed to wait until their lunch break, the time required to return home to change will be taken as annual leave. 2nd Offense: Same as 1st offense. Employee will also be subject to disciplinary procedures. 8.0
Exceptions Exceptions to the standards of dress may be made under isolated/exceptional work circumstances as designated by the Department Head.
9.0
Uniform Wear In a number of departments certain items of clothing are provided to employees, such as steel toed boots, logo shirts, baseball caps, outer wear or other protective clothing, and are required as part of a uniform so the employee can perform his/her job effectively. These items are prohibited from being worn off-duty.
10.0
Items not Addressed in this Policy These guidelines will be reviewed and/or updated periodically to address the fast changing fashions within our society; therefore, items not specifically addressed as appropriate will be considered inappropriate until an update is performed. Department Heads have authority to modify and make additional restrictions on the Standard of Dress for their individual departments. Employees should follow this policy and any additional Standard of Dress guidelines implemented in their department.
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1/18/2023
Citizen’s Academy Application To be considered for the Spring 2020 session, please complete the information requested below and return it to Nash County by 5 p.m. January 17, 2020. Full Name: ________________________ Mailing Address: ________________________________
Please list any civic, professional, business, religious, social, or other organizations which you are a member. If new to Nash County, you may include activities in other communities. How did you hear about the Citizen’s Academy? _____________________________________ Organization
Years as Member
Nash County Citizen’s Academy
Position Held
Street Address: (if different from mailing)
______________________ __________ _______________
________________________________
______________________ __________ _______________
City:_____________________________
______________________ __________ _______________
Zip:_______________
______________________ __________ _______________
Home Phone: (____)__________________
______________________ __________ _______________
Work Phone: (____)__________________ E-mail: ___________________________ Employer Name & Address: __________________________________
__________________________________ _______________________________ Current Position:_____________________ Have you ever served on a board or commission? □ Yes □ No If yes, please list:
Optional: Gender: ___Male ___Female | Age: _____ Do you need any special accommodations in order to participate in this program? □ Yes □ No Will you be able to attend all 10 classes? □ Yes □ No If not, please explain:__________________ _________________________________
__________________________________
Please list any food allergies (dinner will be provided): ________________________
________________________________
Please return this form by January 17, 2020 to:
Are you interested in serving on a town/city/county board or commission? □ Yes □ No How long have you been a Nash County Resident? _______________________ What is your Shirt size? (S,M,L,XL—XXXL) Men's ___________(available in tall sizes also) Women's _________
Patsy King McGhee Nash County 120 W. Washington St., Suite 3040 Nashville, NC 27856 The Citizen’s Academy is provided at no charge to participants. Questions? Call (252) 462-2434.
Nash County, North Carolina
Sign up by January 17!
Phone: (252) 462-2434 Fax: (252) 459-9817
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1/18/2023
WHAT IS A CITIZEN’S ACADEMY? The Nash County Citizen’s Academy provides an indepth look at many functions of county government from the citizen’s viewpoint. The program is a 10-week course that focuses on direct services, including: the sheriff’s office, emergency services, register of deeds, social services, health department, recreation & senior services, aging, elections, cooperative extension, soil & water conservation, planning/inspections, and water/sewer. We also learn about travel & tourism, economic development, the community college, & the public schools. This program is coordinated by a single staff member and each session is led by department and division heads. Graduates gain an appreciation for the county’s capacity to meet the needs of the community.
Benefits for Participants In exchange for their commitment of time and energy, the participants gain: • A “behind-the-scenes” familiarity with community services. • The chance to meet and make connections with other civic-minded residents. • Knowledge and personal contacts to become more effective leaders in their communities. • Greater understanding of some opportunities to serve our county.
BENEFITS FOR THE COMMUNITY Nash County benefits from the Citizen’s Academy, often in ways we did not anticipate, including:
This is what participants from past Citizen’s Academies had to say: “The Citizens Academy is quite interesting. You get to experience coverage of several different types of work that we take for granted..” - Betty Bissette (2018) “I have a PhD, but the Academy was a good and practical addition to my education. It was one of the most interesting and, yes, educational, courses I ever had.” - Mark Frohman (2009)
“Nash County Government Works” is a series of classes designed to inform citizens about their County Government.
“At the first meeting I was so impressed with the information about Nash County that when I went home and told my wife, she wanted to attend. We were thrilled with the Citizens Academy; it is wonderful for all ages.” - Roger Taylor (2014)
The 2020 Citizen’s Academy is scheduled for Monday evenings from 5:30 p.m. to 8:30 p.m.
“Learning about county government helped me appreciate the work our employees do to better all of our lives.” - Garry Hodges (2018)
“I feel better informed and enriched from my experiences from the well planned and organized class. I encourage everyone to participate.” - Barbara High Tyre (2008) “All of the sessions were interesting and well presented. It really makes you proud of Nash County when you see the positive things that are going on.” - Ken & Wanda Powell (2014)
15
(Dinner will be provided.)
February 3, 10, 17, 24 March 9, 16, 30 April 20, 27 May 4 Locations will vary, but will be in Nash County.
(Graduation is scheduled to be held at 12:30 p.m. on May 18, 2020.)
"Just as impressive as the competence and professionalism of our Nash County Administrators, is the enthusiasm, enjoyment, and sense of purpose they display." - Richard Cobb (2018) “In addition to networking with fellow citizens, the Citizen’s Academy also provided resources that are helpful for the citizens of Nash County.” - Joyce Winstead (2018)
• The opportunity to share new county initiatives. • A source of motivated applicants for appointed boards and committees.
“Nash County Government Works” Citizen’s Academy Class of 2020
For more information please contact: Patsy King McGhee, Nash County at (252) 462-2434 or [email protected] or visit www.co.nash.nc.us
Please sign Up by January 17 !! 1/18/2023
FY2O23-2024 Nash County Budget Calendar Day of
Week
Date/Due
Date
Description
JANUARY
Tuesday
January
tO,2023
County Manager's kickoff meeting with departments on the FY23-24 budget process
Tuesday
January
tO,2023
Budget lnstructions and Access to MUNIS Budget Entry FY23-24 available to departments (notify Melanie Eason of employees who need access and do not currently have it)
Friday
January
2O,2O23
Management Team Retreat
Tuesday
January
24,2023
5 Year Capital lmprovement Plan Worksheets distributed to Department Heads Fee schedule distributed
to departments for review
FY2O23 - Salary Projections (through June 30, 2023) available in MUNIS departments
Policy and funding application letters available for Outside Agencies
Department consultations w/HR begin for new positions/reclass requests (completed by February t5,2023l, (No position/salary requests will be considered unless processed through HR) FEBRUARY
Wednesday February 1, 2023
Tax office submits Fire District values to Finance Office
Friday
Finance Office sends letters
February 3,
Wednesday February
2023
L5,2023
Last day
to
Fire Districts with tax and fund balance information
for a scheduled consultation with
HR
for new position/reclassification
Current Year Fy22-23 expenditure projections due in MUNIS Budget module (Gas-COV calculated by Finance) (DSS,Health, Water/Sewer and Solid Waste) to key both revenue and expenditure projections Capital and CIP Project worksheets requests due to Finance quotes or controct pricing should be ovoiloble to substontiote requested omount Fee schedule change request returned
Wednesday February 22,2023
to Finance
FY2O24- Salary Projections available in MUNIS departments
Finance Office sends departmental salary detail to departments
Outside Agency Funding Applications Due
Tuesday
February
28,2023
HR submits
departmental requests and recommendations to Manager and Finance Budget Office
outside Agency Funding committee meets MARCH
2,2023
Thursday
March
Tuesday
March 7-10,
2023
Requested tY23-24 expenditures and updated detail due in MUNIS Budget Module -(Gas-COV by Finance) (DSS, Health, Water/Sewer and Solid Waste revenue projects for due) Departmental meetings with Manager/Assistant County Manager and Finance (Scheduling by Clerk)
Wednesday March 8, 2023 Wednesday March 15-U,
Tuesday
March
2023
28-29,2023
Fire District Budgets and Library Budget Requests are due to Finance Office
Agenda preparation for Budget Retreat Commissioners budget retreat/work session (Location TBD)
APRIL
April
(TBD)
Community College/Nash County Public School Budget Presentations
Monday
May
22,2023
Budget Submission - Recommended Budget to Board
Tuesday
May
23,2023
Public Hearing Notice to be submitted to News Papers and Nash County website Public Hearing Notice to be published no later than Wednesday, May 24,2023
MAY
JUNE
Monday
Monday, June
5
Public Hearing on Fy23-ZlRecommended Budget
Monday
Monday, June
19
Adopt Budget 17
1/18/2023
Current Year Projections in MUNIS Departmental Functions → Next Year Budget Entry OR Financials → Budget Processing → Next Year Budget Entry Projection Number should be 2024 If your accounts do not automatically appear on the screen Click the Green Check Accept at top left corner of screen (circled in red below) Type in your department Org next to Organization (example circled in red below) Click the Green Check Accept option at top left corner of screen again
All your accounts will appear on your screen. Select the account to update CY Projection Select
to Update the projection
Press Tab one time to get cursor to Current Year Projected Actual Enter the amount you project to spent in current FY and press Enter
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Go to the next account and Update each CY Projected Amount
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NEXT YEAR BUDGET ENTRY PROCEDURES Departmental Functions → Next Year Budget Entry OR Financials → Budget Processing → Next Year Budget Entry Projection Number should be 2024 If your accounts do not automatically appear on the screen Click the Green Check Accept at top left corner of screen (circled in red below) Type in your department Org next to Organization (example circled in red below) Click the Green Check Accept option at top left corner of screen again
All your accounts will appear on your screen.
Click on the Account Info tab,
circled in red below to see one account at the time
OR Double click on account you want “Supplies” circled in red and that account will come up Use scroll bar at red arrow to scroll thru all accounts to select
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You will see account information for one account at the time. Below is Supply account for Org 0104130 (Finance) Click on the left and right arrow buttons at the bottom of the screen to get to the Next or Previous accounts.
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Go to the account you want to update/add/delete any detail records. Click on the Budget Detail button circled in red above to get to the existing detail records, to add new detail record to an account, delete a particular existing detail record or modify an existing detail record.
The Detail Info box will appear on screen as shown below. Click on update the existing data record OR
to add new detail record to the account,
to
to delete that detail record if not needed for next FY Budget.
When you select Add to Add a detail record the box below will appear . . . Select type of detail to add = Operating/Capital and select OK
Tab through the whole screen once all information is entered for that detail record to Save. Click on right arrow at bottom to go to the next detail record and continue the same process. If Updating a detail or Adding a new detail just Tab thru the screen until you get to Quantity, Unit Cost and Description or use your mouse and highlight that cell to begin keying changes or new detail. (See Red Arrows below)
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EXAMPLE OF TRAVEL AND TRAINING DETAIL ENTRY
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EXAMPLE OF SERVICE MAINTENANCE CONTRACT DETAIL ENTRY
Please type short description in the Description box with a good but brief detail as needed to explain the item(s). This will save time in the long run by keeping Finance from calling to get more specific information later. EXAMPLE: Budgeting for uniforms should not be Quantity=1 Unit Cost=30,000 Description= Uniforms It should be Quantity=60 Unit Cost=200 Description=60 Deputies uniform replacement (each includes 3 shirts, 3 pants, belt, hat, raincoat, jacket, shoes) Detail for Travel & Training should include employee name attending, conference title, conference dates and location.
DETAIL MUST BE ENTERED FOR ALL ACCOUNTS EXCEPT SALARY, BENEFITS and GASOLINE which are keyed by Finance. Please email [email protected] or call Ext. 9888 with any questions as you can be walked thru most things over the phone or thru email.
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2023-2024 DEPARTMENT CONTRACT LIST List every contract or renewable agreement paid from your department accounts. Examples are software & hardware license renewals, service maintenance contracts such as janitorial services, HVAC, elevator, generator PM, postage machines, VMware, investigative systems, annual subscriptions, CAD System, lawn services, etc. Save this spreadsheet as "{your dept number} Contract List" EXAMPLE - "4290 Contract List" and email to [email protected] by 03/02/2023. GL ACCOUNT # VENDOR # VENDOR NAME Sample 0104290-519900 24327 Dianne Mazo Jones Sample 0104211-544000 43310 Anza Mailing & Shipping Systems Inc 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32
FY EXPENDITURE PURPOSE $3,200.00 EMS Medicaid Cost Report $1,610.00 Postage meter annual service agreement
26
CONTRACT DATES FROM TO 7/1/2023 6/30/2025 7/3/2023 7/3/2024
OPTIONS TO RENEW
ADDITIONAL INFORMATION
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33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50
GL ACCOUNT #
VENDOR #
VENDOR NAME
FY EXPENDITURE
PURPOSE
27
CONTRACT DATES FROM TO
OPTIONS TO RENEW
ADDITIONAL INFORMATION
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ADJUSTING JOURNAL ENTRY Nash County Month of: Date
AJE No.
Short Desc
Description
G/L Account Code
Page _____ of _____ Debit
Credit
Explanation/Comments:
Prepared by: Approved by:
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Nash County Procurement Card Policy Effective Date July 6, 2020
PURPOSE
The purpose of this Procurement Card Policy ("Policy") is to provide structure, limits and accountability in the use of a Procurement Card ("P-Card"). It is to establish a procedure for the issuance, use and oversight of controls of the P-card. To standardize the documentation and reporting of expenses so that all Nash County employees are guided by a common set of guidelines when using this form of procurement. OVERVIEW
The use of procurement cards has been proven to be a cost effective method of obtaining low cost supply and service and training/registration items without having to process the transaction through the traditional purchasing procedure, such as using purchase requisitions or purchase orders. Nash County Board of Commissioner’s approved a resolution June 18, 2018 authorizing “Electronic Payments” and adopted policies and procedures for electronic obligations and guidelines. Use of the procurement cards shall follow those guidelines. This Procurement Card Policy is an extension of those approved procedures and guidelines. Having a PCard is a privilege, and with its use, specific requirements and responsibilities are necessary. ADMINISTRATIVE OVERSIGHT
The Finance Director and those designated in the Finance office, are the County officials responsible for the administration of this policy and oversight of the P-Card program. As financial stewards of Nash County funds, Cardholders, Administrators and Department Heads/Approvers are responsible to review and confirm that all purchases made with a P-card comply with Nash County Policy and Guidelines. SCOPE
All Nash County elected officials, officers, professional staff, and any other individuals who may be granted P-Card privileges are subject to this Policy. The P-Card may be used for small-dollar goods or services and travel related expenditures. Small-dollar purchases are typically individual expenditures of less than $500. Some cardholders may be authorized to make purchases for greater or lesser Nash County – Procurement Card Policy
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amounts. The County Procurement Policy and Purchase Order Policy must always be followed. Exceptions to the purchase order policy and purchasing may be issued by the Finance Office to accommodate year end reporting requirements. These exceptions will apply to P-Card purchasing also. POLICY
1. The item(s) and/or services allowed to be purchased are for official use of Nash County. 2. Limited cards will be issued within the County. The following departments will maintain active P-Cards. Finance Administration– Clerk to the Board Parks and Recreation Aging Park Facility Facility Maintenance DSS Health Sheriff’s Office Emergency Services Cooperative Extension Management Information System Board of Elections Economic Development Travel and Tourism (Under the Direction of the Travel and Tourism Board) Department Heads, Elected or Appointed Officials should not maintain physical possession of a P-Card (unless specifically authorized and who are not designated as Approver of the transactions) and shall not be assigned as the Department Administrator/Notifier for coding detail into the MUNIS financial software for statement transactions. Each card issued shall maintain segregation of responsibilities designated as User, Administrator/Notifier and Approver to allow for multi-layer processing for internal controls.
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P-Cards issued to Departments for department internal operations should not be utilized by employees when traveling (see 4. Special Use P-Cards). Department issued cards can be used for registration and travel reservations. 3. Departments not issued P-Cards can request the Finance Office to procure the item(s) or establish a user who will “checkout” the Finance card for use when needed. Contact the Finance Department – Finance Specialist for details. 4. Special Use P-Cards may be issued for specific travel/training with adequate advance notice to the Finance office. Nash County employees traveling overnight for training can apply for a special use P-card. The special use P-card application shall be signed by the Department Head and the Finance Director. The approved request must be submitted with a minimum three week advance notice. The request should include third party documentation about the travel/training event. The card shall be returned to the Finance Office when the employee returns from the travel/training. 5. Each issued card will have a weekly transaction limit and monthly spending limit. Spending limits and transaction limits will be established by the Finance Director in coordination with the Department Head prior to issuance. Any limit increases must be submitted to the Finance Specialist to obtain approval from the Finance Director.
6. Each issued card will have a clear documented directive of users, administrator (notifier) and approver to set forth multi-layer controls. 7. The card users, administrators (notifier) and approvers are determined by Department Head along with the Finance Director. Each Department will internally maintain procedures for timely and proper processing of transactions to the accounts payable system that coincide with the procedures as required by the Finance Office for timely reconciliation of transactions.
8. Each assigned card user shall read and sign the Bank of America Enrollment Form (User Agreement).
9. Before any transaction, including travel arrangements, purchase of goods or services are secured with the P card the individual making the transaction is responsible for the following: i. ensure that there is a budget appropriation authorizing the obligation; ii. ensures that sufficient monies remain within the appropriation to cover the amount that is expected to be paid out; iii. a claim (encumbrance) for the transaction is identified. 10. All transactions shall have a detailed receipt, at a minimum, the receipt must
include the date of transaction, supplier's name, time of transaction, detail of item(s) purchased and location of the supplier. Nash County – Procurement Card Policy
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11.Transaction receipts shall include the following information when submitted for approval: i. Who: Specific names of the individuals or groups who incurred the expense or benefited from the purchase; name of the supplier if not indicated on the receipt (e.g. PayPal receipt). ii. What/Why: Explanation of the expense (what was purchased and location to be placed, why was the purchase made on behalf of the County). iii. When: The time/date of the transaction (if not clearly indicated on the receipt). iv. Where: The location of the supplier/event (if not clearly indicated on the receipt). This will allow for more transparency and less questions when reviewed in the multi layer review and approval process 12. Annual reoccurring P-Card charges shall be encumbered in the Financial Software at the beginning of each fiscal year regardless of the amount. 13. Monthly reoccurring P-Card charges shall be approved by the Finance Director. 14. The P-Card user shall inform the vendor that the County is not tax exempt and all applicable taxes apply. 15. P-Card meal purchase P-Cards should not be used for meals unless associated with an overnight travel/training and following the County Personnel Policy for meals The P-card should not be used to purchase meals in Nash County unless conducting business with a third party at a meal time. P-Card meal receipts must include itemized purchases in order to be valid. 16. Delivery of items orded with a Nash County issued P-Card will be to a Nash County Business Office address. 17. Lost Receipts: For purchases where a receipt is obtained but later lost, cardholders should first request a duplicate copy from the supplier. If a copy is no longer available, Cardholders must complete the Missing Receipt Form and obtain written signoff from the Finance Director. The Form must also be uploaded for reconciliation. Multiple instances of lost receipts shall result in termination of P-Card use priviledges.
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Procurement cards may not be used for: a. Personal charges of any kind or personal use of another party. b. The card does not supersede public contract rules in place and should not be used for public contracts related to formal or informal bids from provision of General Statute 143-129 & 131. c. Capital purchases without formal approval from the Purchasing Agent or Finance Director. d. Alcoholic beverages. e. Cash advances. f. Personal travel g. Gift Cards h. Parking, Moving or Vehicle Violations i. Gasoline for personal vehicles or county owned vehicles j. Sponsorships and Donations k. Splitting (When a single purchase is broken into multiple transactions to intentionally circumvent P-Card Limits). PROCEDURE
For the Procurement Card process to operate efficiently, a timely response to procedures is required from those concerned. Failure to do so can result in inactivation or cancellation of card. Employee absences should be anticipated and arrangements put in place so that the procedural process flow will not be delayed. I.
Issue of Procurement Card. A. The Finance Director and Finance Specialist, will review and process the Procurement Card enrollment form for the card users. The Assistant Finance Director will set up access for administrator/notifier and approvers (as identified). The procurement card will be issued with an established monthly limit. A Department Card may be issued in the name of the department rather than the name of an individual. This is only allowable when a designated P-Card coordinator and the users of the card are not identified with any level of approval authority over the transaction and when there is not a need for an individual P-Card. The card can be used for persons within the department that have read and signed the Bank of America Enrollment Form user agreement with the user list maintained in the finance office as well as with the designated P-Card Coordinator in the department. This can be helpful in cases where employees make charges locally. The card must be secured and tracked within the department.
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A designated Card Coordinator must be assigned who will be responsible for the card. The department must develop an internal policy to ensure the security of the card. The card is to be signed out and signed back in with the Coordinator on the same day. Authorized members of the department who have been granted permission by the P-Card Administrator can use the Card. The Coordinator can be the Card Administrator which is responsible for the bi-monthly reconciliation process of the statement and general ledger coding. B. The card must be picked up in person in the Finance Department. C. A cardholder/approved user must sign the Enrollment form, verifying agreement to the Electronic Transactions Guidelines and the Procurement Card Policy, for the conditions of use as well as acknowledgement of receipt of card. D. If a cardholder leaves employment with Nash County, the Department Head is responsible for obtaining the P-Card from the employee, notifying Finance and submitting the card to Finance. II.
Guidelines for Processing Charges and Statements
Administrator(Notifier)/Approver System training is available upon request with the Finance Office. Detailed instructions are documented on the Procurement CardProcessing Guidelines available by request from the Finance Office. A. The Finance Specialist will import the Bank of America activity statement into Munis on the 1st and 16th of each month for department coding, approval and scanning/importing receipts. The statement dates are 1st-15th and 16th- last day of the month. Each department will assign a card administrator in Munis known as the “Notifier”, who will first receive a statement notice via email, that a statement is ready for viewing. Once the Notifier codes and scans/imports receipts, they will release/approve the transactions, which will then go to the Department Head (or designated department management level approver) for approval before coming back to Finance for final approval and posting. B. Each Cardholder/approved user, who has been entrusted with a purchase card is responsible for verifying the charges based on reconciliation of original receipt to the item or service received. All receipts and documentation must be coded, approved and submitted to the department’s card administrator/Notifier at the time of purchase. The department administrator should not have to track down receipts, it’s the responsibility of the purchaser to submit immediately. All transactions are to be supported with appropriate documentation. Cardholders/approved users must add detailed description to any receipt that is unclear. Details must be added at Nash County – Procurement Card Policy
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the time of purchase to avoid delays in processing. (Who/What/Why/Where/When) The department administrator/notifier verifies that all items included on the activity statements are correct. The department administrator/notifier will reconcile the statement received from Bank of America with the approved/coded receipts to process in Munis. o Any receipts for purchases that are not on the statement should be retained until the next statement cycle. o The vendor should not charge your P-Card until the merchandise has been shipped. If your transaction appears and you have not received the merchandise, you must call the vendor to check the status of your order. o Discrepancies must be reported to Catryna Whitehurst in Finance immediately. Timeliness in uncovering unauthorized use is critical. From the date the statement is received, the County has a time limit of 15 days to file any dispute of charges. C. If any item purchased with the purchasing card is returned, the merchant must credit the card account. The cardholder/approved user should notify department administrator/notifier and supply the credit receipt. D. Department administrator/notifier will be given 5 business days from the date of statement notification email. Example: Import statement on May 16th, departments will have until May 23rd to process and have department head to approve. Finance will then have approximately 5 days to review all charges and reject any statements that are not complete (with proper documentation) and post to the General Ledger by the last day of the month. Statements will then be imported on the June 1st, due by departments June 8th and posted to GL by Finance on June 15th. In the event the these dates fall on the weekend or holiday: Example June 16th (Saturday), statement will be imported on June 18th and due back to Finance by June 25th to post to GL. E. Department Administrator/Notifier should always check to ensure that all charges were updated to the department’s expense account from the default code (0104290-589999) that automatically imports to every charge. F. Department Head will email Finance Specialist, prior to the 1st and 16th if the notifier or approver will be out of place and unavailable for processing and approving of card transactions. Email should include substitute name and email address, as well as date to reestablish. This notification is extremely important due to the Munis workflow rules that are set for each cardholder and administrator/notifier, that can only be performed by these individuals, unless notified in advance of the statement import. G. The Finance Office Finance Specialist is responsible for ordering the procurement card, making sure limits are set properly, overseeing use and Nash County – Procurement Card Policy
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maintaining a file of individuals authorized to make purchasing card transactions. The Finance Specialist is also the focal point for overall program administration including importing of statements, reviewing approved transactions, posting transactions to the GL and problem resolution. In the Finance Specialist absence, the Finance Technician at (252)462-2402, will serve as program administrator. LOST OR STOLEN CARD In the occurrence of lost or stolen cards, it is the responsibility of the cardholder to immediately notify both Bank of America and the Finance Office by the next business morning, including date and time Bank of America was notified. (Bank of America 888-449-2273) CONSEQUENCES Violations of this Policy and/or the Electronic Obligations and Guidelines may result in suspension or cancellation of P-Card privileges, and/or other disciplinary actions, up to and including termination of employment and prosecution.
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Bank of America Procurement Card Employee Agreement Form I, _______________________________ (print employee name), hereby acknowledge that I have read and understand the Procurement Card Policy. I also acknowledge being issued a Procurement Card, as the cardholder or have been entrusted as an approved user of the card issued to _____________________. As the cardholder and or user of this Card, I agree to comply with the following terms and conditions regarding my use of the Card. I understand that I am being entrusted with property of Nash County --Purchasing Card -- with which I will be making financial commitment on behalf of Nash County, ________________ Department.
I understand that I am the an authorized card holder and no other person shall have access to use my card, unless pre-approved as a user for this card and a card agreement form has been signed by the approved user for specific use of the card OR I am an approved user of this card by reading and signing this agreement form along with the Department Head for the department I am entrusted to make purchases and the Nash County Finance Director.
I understand that the county is liable to BANK OF AMERICA for all charges made on the card.
I agree to use this card for approved business purchases only and agree not to use it for personal purchases under any circumstances. I understand that there will be audits of the monthly statements regarding this card in that appropriate action will be taken against the user by management in the event of Card misuse.
I will follow the established procedures for the use of the Card. Failure to do so or any misuse of the Card may result in revocation of my use privileges and/or disciplinary action(s) up to and including possible dismissal and prosecution, in accordance with the disciplinary policies of the Nash County.
I have read and agree to the Bank of America Procurement Card Policy and understand the requirements for the Card use.
I agree to follow Nash County Procurement Card Policy and Electronic Transactions Guidelines
I agree to follow Nash County Procurement Policy and Purchase Order Policy.
I agree to return the Procurement Card to the County immediately upon use (if not direct card holder), request or separation from employment (including termination, transfer, resignation or retirement).
If the Card is lost or stolen, I agree immediately to notify BANK OF AMERICA and the Nash County Finance Office, Procurement Card Administrator – Catryna Whitehurst.
I am aware of my responsibility for reporting any misuse of this card.
_________________________________________ EMPLOYEE SIGNATURE
________________ DATE
_________________________________________ DEPARTMENT HEAD APPROVAL SIGNATURE- Required for User Access or issuance to non Department Head (Cardholder must sign granting user approval)
_________________________________________ FINANCE DIRECTOR Last 4 of Card Number: __________ Nash County – Procurement Card Policy
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________________ DATE 1/18/2023
Nash County PROCUREMENT POLICY
Effective: July 1, 2018 Revised: January 2020
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NASH COUNTY PROCUREMENT POLICY TABLE OF CONTENTS
SECTION
PAGE(S)
I.
INTRODUCTION
3
II.
EQUAL OPPORTUNITY
3
III.
CONFLICT OF INTEREST POLICY
3
IV.
APPROPRIATIONS AND ENCUMBRANCES
5
V.
COMPETITION Bidding: Informal and Formal Services Architectural/Engineering Services (mini-brooks act services) Request for Proposals Exceptions to Bidding
5-10
VI.
CONTRACTS Required Contract Elements Interlocal Agreements Leases Memorandum of Understanding Real Estate
11-14
VII.
SIGNATURE AUTHORITY
15
VIII.
CARD PROGRAMS
16
IX.
FEDERAL & STATE LAW COMPLIANCE
17
X.
IMPLEMENTATION
XI.
RELATED POLICIES AND PROCEDURES
17
ATTACHMENT: NASH COUNTY UNIFORM GUIDANCE PROCUREMENT POLICY 18-25
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I.
INTRODUCTION
This Policy is intended for use as a guide to Nash County’s purchasing methods and practices. This policy establishes rules and regulations to govern all purchases and contracts by Nash County. It also implements a system of internal controls that provide reasonable assurance that the County is in compliance with Federal Guidelines, North Carolina General Statutes and local policies. All County personnel shall be subject to the provisions within the Policy. These procedures may be modified at any time as deemed necessary. It is the policy of the County to comply with competitive bidding rules and regulations as required by the North Carolina general statutes, federal and state laws, and/or County policies when making purchases of supplies, materials, equipment, construction and repair work and services. The objective is to ensure fairness and an open process between competitors while in turn obtaining the best value for contracts involving the use of public funds. This policy is not intended as detailed instructions for purchase transactions but as an overall policy for County Procurement. Refer to Nash County Cash Disbursement and Procurement Procedures for detailed instructions.
II.
EQUAL OPPORTUNITY
It is the policy of Nash County to: (1) provide minorities equal opportunity to participate in all aspects of the County contracting and purchasing program, including but not limited to, participation in procurement contracts, professional and other service contracts, and construction contracts; (2) prohibit discrimination against any person or business in pursuit of these opportunities on the basis of race, color, sex, religion, disability or national origin, and to conduct its contracting and purchasing programs so as to prevent any discrimination and to resolve all claims of such discrimination.
III.
CONFLICT OF INTEREST POLICY
The policies of Nash County require that all business shall be transacted in compliance with law and shall be conducted in conformance to the highest ethical standards. The proper operation of government requires that public employees be independent, impartial, and responsible to the citizens, and that the public positions not be used for personal gain. Nash County’s conflict of interest policy is established to set guidelines that meet or exceed the requirements under state law and local policy when procuring goods (apparatus, supplies, material, and equipment), services, and construction or repair project paid for in part or whole by federal funds and required under 2. C.F.R. 200.318(c)(1). This policy applies when procuring goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects funded in part or whole with federal financial assistance (direct or reimbursed). This policy also applies to any sub recipient of the funds. 41
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Conflict of Interest In addition to the prohibition against self-benefiting from a public contract under G.S. 14-234, no officer, employee, or agent of the Nash County may participate directly or indirectly in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. A real or apparent conflict exists when any of the following parties has a financial or other interest in or receives a tangible personal benefit from a firm considered for award of a contract: 1. 2. 3. 4.
the employee, officer, or agent involved in the selection, award, or administration of a contract; any member of his or her immediate family; his or her partner; or an organization which employs or is about to employ any of these parties.
Any officer, employee, or agent with an actual, apparent, or potential conflict of interest as defined in this policy shall report the conflict to his or her immediate supervisor. Any such conflict shall be disclosed in writing to the federal award agency or pass-through entity in accordance with applicable Federal awarding agency policy. The employee responsible for managing the federal financial assistance award shall review the notice of award to identify any additional conflicts of interest prohibitions or requirements associated with the award, and shall notify all employees, officers, and agents, including sub recipients, of the requirements of this policy and any additional prohibitions or requirements. Gifts and Favors In addition to the prohibition against accepting gifts and favors from vendors and contractors under G.S. 133-32, officers, employees, and agents of the Nash County are prohibited from accepting or soliciting gifts, gratuities, favors, or anything of monetary value from contractors, suppliers, or parties to subcontracts. Items of nominal value valued at less than $25 which fall into one of the following categories may be accepted: 1. promotional items (cups, pens, etc.); 2. honorariums for participation in meetings; or 3. meals furnished at banquets. Any officer, employee or agent who knowingly accepts an item of nominal value allowed under this policy shall report the item to his or her immediate supervisor. Benefit From Confidential Information It is unethical and unlawful for any employee or former employee knowingly to use confidential information for actual or anticipated personal gain, or for the actual or anticipated personal gain of any other person, NCGS § 14-234.
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Violation Employees violating this policy will be subject to discipline up to and including termination. Contractors violating this policy will result in termination of the contract and may not be eligible for future contract awards.
IV. APPROPRIATIONS AND ENCUMBRANCES Under the Local Government Budget and Fiscal Control Act, all expenditures must be supported by an appropriation. In G.S. 159-28 (b), bills, invoices, or other claims against a local government or public authority may be approved if 1) the amount is determined to be payable and 2) the budget or project ordinance includes an appropriation authorizing the expenditure and either (i) an encumbrance has been previously created for the transaction or (ii) an unencumbered balance remains in the appropriation sufficient to pay the amount to be disbursed. Contracts, including purchase orders, must include a pre-audit certificate signed by the Finance Officer. Encumbrances include all outstanding purchase orders, unpaid invoices and agreements or contracts that have not been completed for which the County has an obligation to expend funds. Encumbrances against an appropriation are an obvious reduction in the amount available for future expenditures, and only when the encumbrances are recorded is a true report of the financial condition of a department or County evident. Refer to the Nash County Purchase Order Policy and Electronic Transaction Guidelines.
V.
COMPETITION
Public bidding promotes competition, reduces the risks of fraud, promotes fair play, and lowers costs; therefore, competition should be attempted and obtained for any purchase where competition is available. North Carolina General Statutes requires bidding for materials, supplies, equipment; construction, renovation and repair contracts; and certain types of services (architectural, engineering, surveying, construction manager at risk and data processing/information technology related services). Based on the County’s purchasing governance, the County must seek competitive offers from qualified suppliers unless the items can be obtained through existing contracts established by North Carolina State Purchasing and Contracts Division. Nash County participates in North Carolina State Contracts whenever feasible and cost-effective. Nash County has a decentralized process for purchasing in which individual departments identify their needs, obtain competitive pricing, and follow sound and legal purchasing practices, however, the County is not bound by any commitment to a vendor by a department. Assistance is provided from the Facilities Director with construction, repair and renovation projects and the Purchasing
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Agent in the Finance Office for all other purchasing to ensure legal procedural guidelines are followed including documentation, advertising, analysis and acceptance. A. Bidding Bidding promotes competition. There are two types of bidding that the County regularly uses, formal and informal. The term “bid” usually implies a competitive situation to acquire commodities (goods, supplies, materials, equipment, etc.) where the award decision is primarily based on cost (procurement of “services” is covered in section V.B. below). A “bid” may also be known or identified as a Request for Bid (RFB), Invitation to Bid (ITB) or Request for Quote (RFQ). Request for Information (RFI) documents are used as an information gathering process that may later serve as the basis for either an RFB or Request for Proposal (RFP) process. RFIs do not, as a rule, result in an award to a vendor. Bid processes differ based on the type and the anticipated amount of the contract. Contracts shall not be divided for the purpose of evading competitive bidding requirements. Competitive Quotes: are required when the estimated cost is $10,000 (County Policy) or more, but less than $30,000; o Obtain 2-3 quotes. Verbal pricing or quotes from a vendor must be documented in writing. Refer to the Quote Summary Sheet. Award Lowest, Responsible, Responsive Bid (LRRB) o A waiver of competition may be granted for purchases between $10,000 and $30,000 in special situations, but must be approved in writing by either the Purchasing Agent or Finance Director. Informal bidding is required when the estimated cost is $30,000 or more, but less than $90,000 for materials, supplies and equipment; and $30,000 or more, but less than $500,000 for construction, renovation and repair contracts (N.C.G.S.§143-131) unless an exception applies. NC General Statutes and County policy require the following for informal bids:
o o o o o
o o o o
Will be advertised on line minimum of 7 days. Obtain 2-3 quotes on vendor letterhead. The unit must keep a record of all bids submitted (submit with requisition) Informal bids are confidential until bid award. Purchases of multiple units must be bid according to the aggregate total, rather than the unit total. The contract must be awarded to the lowest responsible, responsive bidder, taking into consideration quality, performance, and the time specified in the bids for the performance of the contract For All construction, renovation and repair contracts exceeding $30,000, a licensed contractor must be used. The County Manager or department designee has authority to approve informal bid contracts. Minority & Women Owned Business Enterprises (MWBE) must be solicited for all construction, renovation and repair contracts $30,000 and above (N.C.G.S. §143-131(b)). At the completion of a construction, renovation and repair project that has MWBE requirements, the department must submit a MWBE Reporting form to the Facilities Director who will report MWBE information for each project to the North Carolina Office of Historically Underutilized Business on the HUBSCO Informal Project Report (G.S. 143-128.3). This will be
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*If project is $300,000 or more see HUBSCO reporting requirements under Formal Bidding below. The information reported shall consist of: type of project total dollar value of the project the dollar value of minority business participation in the project,and the unit's efforts to recruit minority participation The informal bidding statute does not require advertisement, notification, preparation of specifications, sealed bids, or a public bid opening. It does not require award by the governing board, nor does it require bid bonds or a minimum number of bids. Finally, although the informal bidding statute does not require performance and payment bonds, such bonds are still required for all contracts worth more than $50,000 that are part of a project worth more than $300,000.
Formal bidding is required where the estimated cost for materials, supplies and equipment is $90,000 or more; and when the estimated cost for construction, renovation and repairs contracts is $500,000 or more (N.C.G.S. §143-129). NC General Statutes and County policy require the following for formal bids:
o Require written specifications, legal advertisements, sealed bids, and in some situations a bid bond is required. Once bids are opened, these bids are available for public inspection. o Every effort will be made to obtain at least three (3) bids. o All formal bids must be opened in public. Bids must be sealed and opening a bid or package with knowledge that it contained a bid or disclosing the contents without the permission of the bidder prior to the time set for opening constitutes a Class 1 misdemeanor (N.C.G.S. §143-129(b)). o The Nash County Board of County Commissioners will approve formal bid awards based on recommendation by the Department purchasing. The County Manager is authorized to sign awarded contracts. o The Nash County Board of County Commissioners reserves the right to reject any and all bids. o A bidder may request permission to withdraw their bid after the bids are opened, without forfeiting their bid deposit, if they can produce credible evidence that the bid was based on a mistake containing a substantial, unintentional arithmetic error or unintentional omission of work. Withdrawal is not allowed due to errors in judgment. The request to withdraw must be made no later than 72 hours (excluding weekends & holidays) after the bid opening. A bidder that requests that their bid be withdrawn cannot participate in the contract, even if the project is rebid. o Awards are to be made to the “lowest responsible, responsive bidder or bidders taking into consideration quality, performance and the time specified in the proposals for the performance of the contract” (N.C.G.S. §143-129(b)). In the event the lowest responsible bid 45
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exceeds the funds available for the project or purchase, negotiations may be held with the low bidder to make reasonable changes in the plans and specifications to bring the price within the funds available. Construction, renovation and repair contracts of $500,000 or more require formal bidding. A construction project involves (1) A vertically constructed or erected building or facility for public use or for conducting the business of the citizenry; or (2) horizontal (surface or sub-surface) construction that is part of or done to support the construction of buildings or facilities. Renovation and repair projects are those that affect or change either the (1) building structure or support, exterior or interior or (2) the building’s systems that make the building useful (such as HVAC, electrical, plumbing, life safety and are an integral part of the building).
o Three bids are required for formal construction, renovation and repair bids. If at least three are not received, a second bidding process must be made. Bids may be opened on the second process regardless of the number of bids received (N.C.G.S. §143-132(a)). o Formal construction, renovation and repair contracts must contain a bid deposit equal to, not less than, five percent of the bid amount. The deposit may only be in the following forms: cash, cashier’s check, certified check, or bid bond executed by a surety licensed in North Carolina (N.C.G.S. §143-129(b)). Bid bonds will be maintained by the Facilities Director. o Contracts resulting from formal bids for construction, renovation and repair require the Board of Commissioners approval. o For All construction, renovation and repair contracts exceeding $30,000, a licensed contractor must be used o Minority & Women Owned Business Enterprises (MWBE) must be solicited for all construction, renovation and repair contracts $30,000 and above (N.C.G.S. §143-131(b)). o For building construction or repair projects costing $300,000, Nash County must report semiannually on each project using the HUBSCO Formal Project Report Form. The department must submit a MWBE Reporting form to the Facilities Director who will report MWBE information for each project to the North Carolina Office of Historically Underutilized Business (G.S. 143-128.3). The information reported shall consist of: The verifiable percentage goal The type and total dollar value of the project Minority business utilization by minority business category Trade (the type of contractor, i.e., general contractor, plumbing, etc.) Total dollar value of contracts awarded to each minority group for each project 600-3 The applicable good faith effort guidelines or rules used to recruit minority business participation Good faith documentation accepted by the county from the successful bidder
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B. Services Non-professional or professional services (other than construction/repair and the procurement of professional services performed by architects, engineers, surveyors, and construction managers at risk is governed by G.S. 143-64.31, sometimes referred to as the “Mini-Brooks Act.”), are distinguished by the provision of personal performance rather than the delivery of a tangible item. County departments should competitively solicit bids or proposals when there is a competitive market for the service and when it is in the best interest of the County. It is the policy of the County to attempt to obtain at least three (3) competitive quotes before a service contract is awarded. The competition process may be informal or formal. It may be an RFP, simple written quotes, or other methods that accurately reflect the competition process. Award should be based on the best overall, cost effective solution, based on the format of the which may include cost and other factors.
All contracts must be in writing and include a pre-audit certification. For contracts estimated to be $30,000 or more, the Purchasing Agent (Assistant Finance Director) should be contacted prior to initiation of the competition process to provide guidance for the process. Minority & Women Owned Business Enterprises (MWBE) must be solicited. Departments are responsible for documenting the competition process. At a minimum a Quote Summary should be included when a requisition is submitted to Finance for the start of a new service agreement. All Contracts for services should be reviewed annually, and attached to requisition when requesting a Purchase Order for the fiscal year services. Contracts should be subjected to competition every three to five years. Service Contracts must be signed by both County Manager and Department Head. Department Heads must contact Assistant County Manager to determine insurance requirements related to service contracts. Departments are responsible for obtaining required insurance documents.
C. Design/Consultant Selection Services (Construction Repair/Mini-Brooks Act Services) In certain cases, the County employs the services of an architect, engineer, surveyor, or construction manager at-risk to provide services on certain projects. Firms and/or individuals are to be selected based on “best qualified” criteria. The procurement of these services is defined by N.C.G.S. §143-64.31. Projects in which the estimated fees are less than $50,000, or other projects on a case-by-case basis, may be exempt from this requirement by approval from the Board of County Commissioners. (N.C.G.S. §143-64.32). County departments must consult with the Facilities Director when considering these services. Approval of Exemption Resolution is required for services $50,000 or less.
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D. Request for Proposals (RFP) The County uses RFPs as a competitive process or as an alternative to the standard bidding process. Typically, RFPs are used in situations where (1) detailed specifications cannot be or are difficult to develop; or (2) when obtaining a goal or providing a solution to a problem/issue is the main objective. N.C.G.S. §143-129.8 provides authority to use the RFP process as opposed to standard bidding for information technology goods and services. RFPs can be used in either a formal or informal process. RFPs are advertised in the same manner as standard bids and the award approval is the same as standard bids, with the exception of RFPs for architectural services, engineering surveying and construction managers at-risk. These require additional advertisement, MWBE, and approval requirements. (See Section V. A) E. Exceptions to the bidding requirements There are exceptions to the bidding requirements that apply to purchase contracts. Contact the Purchasing Agent to determine whether or not your situation is applicable. The following are considered exceptions:
o Purchases from other governmental agencies (G.S. 143-129(e)(1)) o Competitive group purchasing (G.S. 143-129(e)(3)) o Gasoline, diesel fuel, alcohol fuel, motor oil, fuel oil or natural gas – informal bids are required (G.S. 143-129(e)(6)) o Sole sources; requires Board of Commissioners approval and specific criteria must be met (G.S. 143-129(e)(6)). o Information technology goods and services purchased through the state Office of Information Technology (G.S. 143-129(e)(7)) or using RFPs (G.S. 143-129.8). o Purchase from State contracts o Used apparatus, supplies, materials or equipment; does not apply to remanufactured, prefabricated or demo items (G.S. 143-129(e)(10)). o Piggybacking previously bid contracts; requires Board of Commissioners approval and 10-day prior notice (G.S. 143-129(g)). o Purchases from nonprofit work centers for the blind and severely disabled (G.S. 143129.5). The following exceptions to the bidding requirements apply to purchase or construction, renovation and repair contracts: o Special emergencies involving the health and safety of the people or their property (G.S. 143-129 (e)(2). o Guaranteed energy savings contracts; requirements of G.S. 143-64.17 through 14364.17G apply to these projects (G.S. 143-129(e)(8)). o Solid Waste Management Facilities (G.S. 143-129.2). o Change order work (G.S. 143-129(e)(4)). o Construction management at risk projects; requirements of G.S. 143-128.1 apply to these projects (G.S. 143-129(e)(11)). o (“Force account work”) where work must be performed by labor on the permanent payroll, and does not exceed $125,000 for the total project cost including all direct and indirect 48
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costs of labor, materials, supplies, equipment; or the labor on the project does not exceed $50,000; must be approved by the governing board, (G.S. 143-135). o Projects using unemployment-relief labor paid for in whole or part with state or federal funds (G.S. 143-129(d)). o Contracts with NC Department of Transportation for street construction and repair (G.S. 136-41.3). Exceptions to bidding requirements shall be specifically documented by General Statute as noted above either on the purchase order or contract documents. VI.
CONTRACTS
Contracts are to be used for all types of purchases when the services or labor portion is the greater amount of the transaction and the amount paid to the vendor will exceed $5,000 with a business entity, corporation or governmental entity and $1,000 with an individual, including an individual engaging in a business or under an assumed name or Doing Business As. Services shall not begin until a fully executed contract is in place and reviewed by legal before agreeing, signing or processing it. Multi-year contracts for goods and services, defined as more than 12 months or crossing fiscal years, require County Manager approval. Each year of the contract must be budgeted and approved through the budget process in order for funding to be carried over. (Also see Purchase Order Policy). A. Required Contract Elements Contracts should define who, what, where, when, why, how much, and what happens if either party defaults. All County contracts are required, at a minimum, to address the following: Scope of Services This section provides a detailed description of the services that will be provided by the vendor. Term (length of time) This section specifies both beginning and ending dates or a project start and completion schedule. Maximum Amount Payable This section specifies the amount that the contract payments cannot exceed. Uncertainty as to the amount of the final obligation under a contract does not excuse the contract from containing a maximum amount payable. Relationship of Parties This clause clarifies the nature of the relationship between Nash County and the vendor. This clause confirms that the contract does not and should not be deemed to create a partnership or joint venture. 49
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Cancellation This clause gives both parties the right to terminate the contract upon the occurrence of specified conditions or events. Indemnification This clause protects the County from any legal issues related to the vendor performing the contract. Non-assignment This clause prohibits the assignment of specific rights or of the entire contract to another party without the consent of the County. Governing Law This clause specifies that any dispute resulting from the contract shall be determined in accordance with the laws of North Carolina. Insurance In order to control risks arising from the activities resulting from a business contract, the County requires all contractors have the following insurance at all times during the term of the Agreement (exceptions may be granted on a case-by-case basis): - Provide and maintain in force commercial general liability insurance covering bodily injury (including death) and property damage (including contractual liability covering the Undersigned’s indemnity obligations) under a policy or policies providing combined single limit coverage of not less than One Million Dollars ($1,000,000.00) for each occurrence with Two Million Dollars ($2,000,000.00) coverage on an annual aggregate basis, together with worker’s compensation and employer’s liability insurance in such amounts as shall be required by law from time to time. - All such insurance shall contain an endorsement naming Nash County as additional insured. - The insurance shall be primary with respect to any claim arising from or related to the performance or non-performance of the obligations under the terms of the Agreement. - A Certificate from an insurance company licensed to do business in the State of North Carolina shall be delivered to Nash County evidencing the required insurance coverage, which Certificate shall state that such insurance coverage may not be materially changed or cancelled without at least thirty (30) days prior written notice by certified mail to Nash County, identifying the person/office to be notified. Departments are responsible for obtaining insurance documents when procuring services. Copies of Insurance documents should be sent to finance along with quote for requisition.
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E-Verify As a condition of payment for services rendered under this agreement, contractor shall fully comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes (N.C.G.S). Further, if the contractor provides the services to the County utilizing a subcontractor, Contractor shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. Contractor shall verify, by affidavit, compliance with the terms of the section upon request by the County. B. Pre-Audit North Carolina General Statutes require that if an obligation is evidenced by a contract or agreement requiring the payment of money or by purchase order for supplies and materials, the contract, agreement or purchase order shall include on its face a certificate stating that the instrument has been pre-audited to ensure compliance (N.C.G.S. §159-28(a)). C. Legal Reviews Contracts for the purchase of goods and/or services create legal obligations of the County. There are some types of contract provisions that are prohibited or disfavored. It is the County policy for the County Attorney to be consulted and to review of contracts obligating the County before agreeing, signing and processing. D. Interlocal Agreements Interlocal agreements are joint efforts with other governmental units that are intended to address only complicated or lasting joint relationships or joint endeavors, such as joint funding, development and/or operation of a program of facility (N.C.G.S. §160A-461). All interlocal agreements require Board of Commissioners approval prior to execution. These agreements must contain the following elements as set forth in N.C.G.S §160A464: - The purpose or purposes of the contract or agreement; - The duration of the agreement; - If a joint agency is established, its composition, organization, and nature, together with the powers conferred on it; - The manner of appointing the personnel necessary to the execution of the undertaking; - The method of financing the undertaking, including the apportionment of costs and revenues; - The formula for ownership of real property involved in the undertaking, and procedures for the disposition of such property when the contract or agreement expires or is terminated; - Methods for amending the contract or agreement; - Methods for terminating the contract or agreement; - Any other necessary or proper matter
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E. Leases A lease is defined as a contract that conveys control of the right to use another entity’s nonfinancial asset (the underlying asset) as specified in the contract for a period of time in an exchange or exchange-like transaction. Examples of nonfinancial assets include buildings, land, vehicles, and equipment. Any contract that meets this definition should be accounted for under the leases guidance. The lease term is the period during which the lessee has a non-cancellable right to use an underlying asset, adjusted for certain options to extend or terminate the lease. The standard provides an exception for short-term leases. A short-term lease is defined as a lease that, at the commencement of the lease term, has a maximum possible term under the lease contract of 12 months (or less), including any options to extend, regardless of their probability of being exercised.. These leases are recognized based on the payment provisions of the contract. Anytime a unit enters into a lease of a capital asset (such as leasing equipment or leasing space in a building) or any other contract or agreement involving the acquisition or construction of a capital asset, it must first determine if LGC approval is required pursuant to G.S. 159-148. Department Head will consult with the County Attorney regarding the lease agreement and terms prior to presenting for approval. The County Manager, or designee is authorized to execute (1) leases of personal property for a duration of one year or less and within departmental appropriations; (2) lease of personal property for more than 12 months if the annual expense is less than $50,000 Leases for a term greater than one year and annual expense more than $50,000 per yearThe Board of Commissioners must approve for the County Manager and Department Head to enter into the contract. This includes lease renewals. Department Heads will present the lease contract to the Board of Commissioners for approval. If a budget amendment is required, the Department Head in consultation with the Finance Director will create a budget amendment and present when the lease contract is presented to the Board for approval Pre-Audit required for all leases and lease renewals prior to signature approval. If a budget amendment is required to lease equipment, facility or land, the pre-audit can be obtained after the budget amendment is approved.
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F. Memorandum of Understanding A Memorandum of Understanding (MOU) can be used to set forth the basic principles and guidelines under which the parties will work together to accomplish their mutual goals. It is considered a preliminary document to a contract; a contract should follow detailing the responsibilities of each party. MOUs must (1) identify the contracting parties, (2) spell out the subject matter of the agreement and its objectives (the contract should provide more detail) (3) establish the terms of the agreement and (4) must be signed by the contracting parties. All MOUs must be processed through contract control, with a few exceptions that will be documented in writing by the Procurement Office. G. Real Estate Approval by the Board of Commissioners is required for all real estate transactions except re-combinations of County-owned land. These transactions must be presented to the Board at a public meeting for approval. VII. SIGNATURE AUTHORITY The authority to enter into contracts is assigned to the Board of Commissioners consistent with N.C.G.S. §153A-13. In certain cases, the Board has delegated this authority to the County Manager or Designee. Contracts not included below must be approved by the Board of Commissioners prior to execution of the contract by the County. The County Manager has the authority to approve and shall sign the following types of contracts:
o Construction or repair projects that do not require formal competitive bid procedures ($30,000 to $500,000). o Purchases of apparatus, supplies and materials or equipment that do not require formal competitive bid procedures (less than $90,000) and within budgeted appropriations. o Short term leases (lease term of 12 months or less with no option to extend) o Lease of personal property for more than 12 months if the annual expense is less than $50,000. o Service contracts and service contract renewals within budgeted appropriations. o Grant agreements to or from governmental units and other public, private or non-profit organizations that are within budgeted appropriations, unless a grantor requires approval and execution by the Board of Commissioners. o Change orders and amendments to contracts previously approved by the Board of Commissioners, within appropriations, provided the dollar amount of the contract amendment does not exceed $25,000 Department Head: o Department Heads must sign all contracts in addition to the County Manager, regardless of the amount, duration or type of service. Department Heads cannot delegate their signature authority.
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VIII.
CARD PROGRAMS
A.Credit Cards (Procurement Cards) Procurement Cards (P-Cards) may be used for incidental (small value) purchases of goods or services as well as some travel and training costs at limits approved by a Department Director or designee pursuant to the Nash County Procurement Card Policies and Procedures. Employees using P-Cards must comply with the requirements and procedures set forth by the County Finance Department. P-Cards are considered an alternative payment tool and not a procurement method. Use of a P-Card does not exempt any County employee from following the requirements and procedures set forth in this Policy or other County policies, nor does it exempt compliance with applicable statutes, regulations, governing board directives, policies, procedures and best practices. Employees who have been issued a P-Card may initiate transactions in-person, by telephone, or internet, within the limits set forth in the Procurement Card Policy. The designated shipping of items purchased for the County shall be received at a County address. Refer to the Nash County Electronic Transaction Guidelines and the Nash County P-Card Policy for specific information related to P- Card use. B. Fuel Cards The fuel card program was established to provide a uniform method of purchasing fuel for County vehicles. The Fuel Program Administrator in the Finance Office is responsible for administration of the program. A fuel card is issued for each County-owned vehicle and specific county equipment. Each card is to remain secured inside the vehicle. A Fuel Personal Identification Number (PIN) should be issued to each County employee approved to drive County-owned vehicles. Each driver is responsible for using the appropriate PIN to fuel vehicles as necessary. Fuel cards are restricted to purchase of fuel only and shall be used as designated. Drivers may be held personally liable for any other charges incurred on the card (i.e. automated car washes, etc.) The card is to be used in the conduct of Nash County business only. The use of a Nash County card to acquire or purchase fuel for other than the official use of Nash County is fraudulent use. Refer to the Nash County Fuel Card Policy for specific information related to Fuel Card use.
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IX.
FEDERAL & STATE COMPLIANCE
North Carolina general statues allow local policy to be more restrictive than set forth in general statutes. This policy is more restrictive regarding bid requirements of services and dollar thresholds for contractual signatures. Periodically, legislation results in changes to general statutes. This policy shall be automatically updated upon changes in general statutes referenced within this policy, except for bid requirements of services and dollar thresholds for contractual signatures. Contracts funded with federal grant or loan funds must be procured in a manner that conforms with all applicable Federal laws, policies, and standards.
X.
IMPLEMENTATION
The Finance Director is responsible for implementing and enforcing this Policy and to interpret it consistent with its spirit and intent, fiscal prudence and accountability. The Finance Director is authorized to prescribe additional administrative instructions for implementing the above policy. XI.
RELATED POLICIES, PROCEDURES AND PUBLICATIONS
Nash County Procurement Card (P-Card) Program Policy and Procedures Nash County WEX Fuel Card Program Policy and Procedures Nash County Purchase Order Policy Nash County Fixed Asset Policy and Procedures Nash County Minority Business Participation Outreach Plan FORM: Nash County Quote Summary Sheet FORM: Nash County Fixed Asset Addition (Vehicle/Equipment) FORM: Nash County Fixed Asset Disposal/Transfer FORM: Nash County Exemption Resolution FORM: Nash County Contract/Service Agreement Control FORM: Nash County MBE Documentation for Payments UNC SCHOOL OF GOV PUBLICATIONS Basic Legal Requirements for Construction “Most Restrictive Rule” Procurement Requirements under the Federal Uniform Guidance for North Carolina Local Governments Comparison of Federal Uniform Guidance and State Procurement Requirements For North Carolina Local Governments Uniform Guidance Procurement Requirements for North Carolina Local Governments Webinar Questions and Answers
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ATTACHMENT: Nash County Uniform Guidance Procurement Policy NOTE: For individual contracts, departments should consult their grant award documents and with their federal grantor agency to determine whether additional procurement requirements apply. I. Purpose The purpose of this Policy is to establish guidelines that meet or exceed the procurement requirements for purchases of goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects when federal funds are being used in whole or in part to pay for the cost of the contract. II. Policy A. Application of Policy. This policy applies to contracts for purchases, services, and construction or repair work funded with federal financial assistance (direct or reimbursed). The requirements of this Policy also apply to any subrecipient of the funds. All federally funded projects, loans, grants, and sub-grants, whether funded in part or wholly, are subject to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for federal awards (Uniform Guidance) codified at 2 C.F.R. Part 200 unless otherwise directed in writing by the federal agency or state pass-through agency that awarded the funds. B. Compliance with Federal Law. All procurement activities involving the expenditure of federal funds must be conducted in compliance with the Procurement Standards codified in 2 C.F.R. § 200.317 through § 200-326 unless otherwise directed in writing by the federal agency or state pass-through agency that awarded the funds. Nash County will follow all applicable local, state, and federal procurement requirements when expending federal funds. Should Nash County have more stringent requirements, the most restrictive requirement shall apply so long as it is consistent with state and federal law. C. Contract Award. All contracts shall be awarded only to the lowest responsive responsible bidder possessing the ability to perform successfully under the terms and conditions of the contract. D.No Evasion. No contract may be divided to bring the cost under bid thresholds or to evade any requirements under this Policy or state and federal law. E. Contract Requirements. All contracts paid for in whole or in part with federal funds shall be in writing. The written contract must include or incorporate by reference the provisions required under 2 C.F.R § 200.326 and as provided for under 2 C.F.R. Part 200, Appendix II.
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F. Contractors’ Conflict of Interest. Designers, suppliers, and contractors that assist in the development or drafting of specifications, requirements, statements of work, invitation for bids or requests for proposals shall be excluded from competing for such requirements. G.Approval and Modification. The administrative procedures contained in this Policy are administrative and may be changed as necessary at the staff level to comply with state and federal law.
III. General Procurement Standards and Procedures: The Requesting Department with assistance from the Purchasing Agent in the County Finance Office shall procure all contracts in accordance with the requirements of this Section of the Policy. A.Necessity. Purchases must be necessary to perform the scope of work and must avoid acquisition of unnecessary or duplicative items. The Requesting Department should check with the federal surplus property agency prior to buying new items when feasible and less expensive. Strategic sourcing should be considered with other departments and/or agencies who have similar needs to consolidate procurements and services to obtain better pricing. B. Clear Specifications. All solicitations must incorporate a clear and accurate description of the technical requirements for the materials, products, or services to be procured, and shall include all other requirements which bidders must fulfill and all other factors to be used in evaluating bids or proposals. Technical requirements must not contain features that restrict competition. C. Notice of Federal Funding. All bid solicitations must acknowledge the use of federal funding for the contract. In addition, all prospective bidders or offerors must acknowledge that funding is contingent upon compliance with all terms and conditions of the funding award. D.Compliance by Contractors. All solicitations shall inform prospective contractors that they must comply with all applicable federal laws, regulations, executive orders, and terms and conditions of the funding award. E. Fixed Price. Solicitations must state that bidders shall submit bids on a fixed price basis and that the contract shall be awarded on this basis unless otherwise provided for in this Policy. Cost plus percentage of cost contracts are prohibited. Time and materials contracts are prohibited in most circumstances. Time and materials contracts will not be used unless no other form of contract is suitable and the contract includes a “Not to Exceed” amount. A time and materials contract shall not be awarded without express written permission of the federal agency or state pass-through agency that awarded the funds. F. Use of Brand Names. When possible, performance or functional specifications are preferred to allow for more competition leaving the determination of how the reach the required result to the contractor. Brand names may be used only when it is impractical or uneconomical to write a clear and accurate description of the requirement(s). When a brand name is listed, it is used as reference only and “or equal” must be included in the description.
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G. Lease versus Purchase. Under certain circumstances, it may be necessary to perform an analysis of lease versus purchase alternatives to determine the most economical approach. H.Dividing Contract for M/WBE Participation. If economically feasible, procurements may be divided into smaller components to allow maximum participation of small and minority businesses and women business enterprises. The procurement cannot be divided to bring the cost under bid thresholds or to evade any requirements under this Policy. I. Documentation. Documentation must be maintained by the Requesting Department detailing the history of all procurements. The documentation should include the procurement method used, contract type, basis for contractor selection, price, sources solicited, public notices, cost analysis, bid documents, addenda, amendments, contractor’s responsiveness, notice of award, copies of notices to unsuccessful bidders or offerors, record of protests or disputes, bond documents, notice to proceed, purchase order, and contract. All documentation relating to the award of any contract must be made available to the granting agency upon request. J. Cost Estimate. For all procurements costing $250,000 or more, the Requesting Department along with the Purchasing Agent in Finance shall develop an estimate of the cost of the procurement prior to soliciting bids. Cost estimates may be developed by reviewing prior contract costs, online review of similar products or services, or other means by which a good faith cost estimate may be obtained. Cost estimates for construction and repair contracts may be developed by the project designer. K. Contract Requirements. The Requesting Department must prepare a written contract incorporating the provisions referenced in Section II.C of this Policy. L. Debarment. No contract shall be awarded to a contractor included on the federally debarred bidder’s list. M. Contractor Oversight. The Requesting Department receiving the federal funding must maintain oversight of the contract to ensure that contractor is performing in accordance with the contract terms, conditions, and specifications. N. Open Competition. Solicitations shall be prepared in a way to be fair and provide open competition. The procurement process shall not restrict competition by imposing unreasonable requirements on bidders, including but not limited to unnecessary supplier experience, excessive or unnecessary bonding, specifying a brand name without allowing for “or equal” products, or other unnecessary requirements that have the effect of restricting competition. O. Geographic Preference. No contract shall be awarded on the basis of a geographic preference.
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IV. Specific Procurement Procedures The Requesting Department with assistance from the Purchasing Agent in the County Finance Office shall solicit bids in accordance with the requirements under this Section of the Policy based on the type and cost of the contract. A.Service Contracts (except for A/E professional services) and Purchase Contracts costing less than $10,000 shall be procured using the Uniform Guidance “micro-purchase” procedure (2 C.F.R. § 200.320(a)) as follows: 1. The contract may be awarded without soliciting pricing or bids if the price of the goods or services is considered to be fair and reasonable. 2. To the extent practicable, purchases must be distributed among qualified suppliers. 3. Contract must be in writing (this could be in the form of a purchase order) B. Service Contracts (except for A/E professional services) and Purchase Contracts costing $10,000 up to $90,000 shall be procured using the Uniform Guidance “small purchase” procedure (2 C.F.R. § 200.320(b)) as follows: 1. Obtain price or rate quotes from an “adequate number” of qualified sources (a federal grantor agency might issue guidance interpreting “adequate number,” so the Requesting Department should review the terms and conditions of the grant award documents to confirm whether specific guidance has been issued). 2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as required under 2 C.F.R. § 200.321. 3. Cost or price analysis is not required prior to soliciting bids. 4. Award the contract on a fixed-price basis (a not-to-exceed basis is permissible for service contracts where obtaining a fixed price is not feasible). 5. Award the contract to the lowest responsive, responsible bidder. C. Service Contracts (except for A/E professional services) and Purchase Contracts costing $90,000 and above shall be procured using a combination of the most restrictive requirements of the Uniform Guidance “sealed bid” procedure (2 C.F.R. § 200.320(c)) and state formal bidding procedures (G.S. 143-129) as follows: 1. Cost or price analysis is required prior to soliciting bids. 2. Complete specifications or purchase description must be made available to all bidders. 3. The bid must be formally advertised in a newspaper of general circulation for at least seven full days between the date of the advertisement and the date of the public bid opening. Electronic-only advertising must be authorized by the governing board. The advertisement must state the date, time, and location of the public bid opening, indicate where specifications may be obtained, and reserve to the governing board the right to reject any or all bids only for “sound documented reasons.” 4. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as required under 2 C.F.R. § 200.321. 5. Open bids at the public bid opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed. A minimum of 2 bids must be received in order to open all bids.
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6. Award the contract to the lowest responsive, responsible bidder on a fixed-price basis. Governing board approval is required for purchase contracts unless the governing board has delegated award authority to an individual official or employee. Any and all bids may be rejected only for “sound documented reasons.” D.Service Contracts (except for A/E professional services) costing $250,000 and above may be procured using the Uniform Guidance “competitive proposal” procedure (2 C.F.R. § 200.320(d)) when the “sealed bid” procedure is not appropriate for the particular type of service being sought. The procedures are as follows: 1. A Request for Proposals (RFP) must be publicly advertised. Formal advertisement in a newspaper is not required so long as the method of advertisement will solicit proposals from an “adequate number” of qualified firms. 2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321. 3. Identify evaluation criteria and relative importance of each criteria (criteria weight) in the RFP. 4. Consider all responses to the publicized RFP to the maximum extent practical. 5. Must have a written method for conducting technical evaluations of proposals and selecting the winning firm. 6. Award the contract to the responsible firm with most advantageous proposal taking into account price and other factors identified in the RFP. Governing board approval is not required. 7. Award the contract on a fixed-price or cost-reimbursement basis. E. Construction and repair contracts costing less than $10,000 shall be procured using the Uniform Guidance “micro-purchase” procedure (2 C.F.R. § 200.320(a)) as follows: 1. The contract may be awarded without soliciting pricing or bids if the price of the goods or services is considered to be fair and reasonable. 2. To the extent practicable, contracts must be distributed among qualified suppliers. F. Construction and repair contracts costing $10,000 up to $250,000 shall be procured using the Uniform Guidance “small purchase” procedure (2 C.F.R. § 200.320(b)) as follows: 1. Obtain price or rate quotes from an “adequate number” of qualified sources (a federal grantor agency might issue guidance interpreting “adequate number,” so the requesting department should review the terms and conditions of the grant award documents to confirm whether specific guidance has been issued). 2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as required under 2 C.F.R. § 200.321. 3. Cost or price analysis is not required prior to soliciting bids, although price estimates may be provided by the project designer. 4. Award the contract on a fixed-price or not-to-exceed basis. 5. Award the contract to the lowest responsive, responsible bidder. Governing board approval is not required.
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G. Construction and repair contracts costing $250,000 up to $500,000 shall be procured using the Uniform Guidance “sealed bid” procedure (2 C.F.R. § 200.320(c)) as follows: 1. Cost or price analysis is required prior to soliciting bids (this cost estimate may be provided by the project designer). 2. Complete specifications must be made available to all bidders. 3. Publically advertise the bid solicitation for a period of time sufficient to give bidders notice of opportunity to submit bids (formal advertisement in a newspaper is not required so long as other means of advertising will provide sufficient notice of the opportunity to bid). The advertisement must state the date, time, and location of the public bid opening, and indicate where specifications may be obtained. 4. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321. 5. Open the bids at the public bid opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed. A minimum of 2 bids must be received in order to open all bids. 6. A 5% bid bond is required of all bidders. Performance and payment bonds of 100% of the contract price is required of the winning bidder. 7. Award the contract on a firm fixed-price basis. 8. Award the contract to the lowest responsive, responsible bidder. Governing board approval is not required. Any and all bids may be rejected only for “sound documented reasons.” H.Construction and repair contracts costing $500,000 and above shall be procured using a combination of the most restrictive requirements of the Uniform Guidance “sealed bid” procedure (2 C.F.R. § 200.320(c)) and state formal bidding procedures (G.S. 143-129) as follows: 1. Cost or price analysis is required prior to soliciting bids (this cost estimate should be provided by the project designer). 2. Complete specifications must be made available to all bidders. 3. Formally advertise the bid in a newspaper of general circulation for at least seven full days between the date of the advertisement and the date of the public bid opening. Electronic-only advertising must be authorized by the governing board. The advertisement must state the date, time, and location of the public bid opening, indicate where specifications may be obtained, and reserve to the governing board the right to reject any or all bids only for “sound documented reasons.” 4. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321. 5. Open the bids at the public bid opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed and in paper form. A minimum of 3 bids must be received in order to open all bids. 6. A 5% bid bond is required of all bidders (a bid that does not include a bid bond cannot be counted toward the 3-bid minimum requirement). Performance and payment bonds of 100% of the contract price is required of the winning bidder. 7. Award the contract on a firm fixed-price basis. 8. Award the contract to the lowest responsive, responsible bidder. Governing board approval is required and cannot be delegated. The governing board may reject and all bids only for “sound documented reasons.”
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I. Construction or repair contracts involving a building costing $300,000 and above must comply with the following additional requirements under state law: 1. Formal HUB (historically underutilized business) participation required under G.S. 143128.2, including local government outreach efforts and bidder good faith efforts, shall apply. 2. Separate specifications shall be drawn for the HVAC, electrical, plumbing, and general construction work as required under G.S. 143-128(a). 3. The project shall be bid using a statutorily authorized bidding method (separate-prime, single-prime, or dual bidding) as required under G.S. 143-129(a1). J. Contracts for Architectural and Engineering Services costing under $250,000 shall be procured using the state “Mini-Brooks Act” requirements (G.S. 143-64.31) as follows: 1. Issue a Request for Qualifications (RFQ) to solicit qualifications from qualified firms (formal advertisement in a newspaper is not required). Price (other than unit cost) shall not be solicited in the RFQ. 2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided for under 2 C.F.R. § 200.321. 3. Evaluate the qualifications of respondents based on the evaluation criteria developed by the Purchasing Department and/or Requesting Department. 4. Rank respondents based on qualifications and select the best qualified firm. Price cannot be a factor in the evaluation. Preference may be given to in-state (but not local) firms. 5. Negotiate fair and reasonable compensation with the best qualified firm. If negotiations are not successfully, repeat negotiations with the second-best qualified firm. 6. Award the contract to best qualified firm with whom fair and reasonable compensation has been successfully negotiated. Governing board approval is not required. K. Contracts for Architectural and Engineering Services costing $250,000 or more shall be procured using the Uniform Guidance “competitive proposal” procedure (2 C.F.R. § 200.320(d)(5)) as follows: 1. Publically advertise a Request for Qualifications (RFQ) to solicit qualifications from qualified firms (formal advertisement in a newspaper is not required). Price (other than unit cost) shall not be solicited in the RFQ. 2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321. 3. Identify the evaluation criteria and relative importance of each criteria (the criteria weight) in the RFQ. 4. Proposals must be solicited from an “adequate number of qualified sources” (an individual federal grantor agency may issue guidance interpreting “adequate number”). 5. Must have a written method for conducting technical evaluations of proposals and selecting the best qualified firm. 6. Consider all responses to the publicized RFQ to the maximum extent practical. 7. Evaluate qualifications of respondents to rank respondents and select the most qualified firm. Preference may be given to in-state (but not local) firms provided that granting the preference leaves an appropriate number of qualified firms to compete for the contract given the nature and size of the project. 8. Price cannot be a factor in the initial selection of the most qualified firm. 9. Once the most qualified firm is selected, negotiate fair and reasonable compensation. If negotiations are not successfully, repeat negotiations with the second-best qualified firm. 10. Award the contract to best qualified firm with whom fair and reasonable compensation has been successfully negotiated. Governing board approval is not required. 62
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V. Exceptions Non-competitive contracts are allowed only under the following conditions and with the written approval of the federal agency or state pass-through agency that awarded the federal funds: A.Sole Source. A contract may be awarded without competitive bidding when the item is available from only one source. The Purchasing Department and/or Requesting Department shall document the justification for and lack of available competition for the item. A sole source contract must be approved by the governing board. B. Public Exigency. A contract may be awarded without competitive bidding when there is a public exigency. A public exigency exists when there is an imminent or actual threat to public health, safety, and welfare, and the need for the item will not permit the delay resulting from a competitive bidding. C. Inadequate Competition. A contract may be awarded without competitive bidding when competition is determined to be inadequate after attempts to solicit bids from a number of sources as required under this Policy does not result in a qualified winning bidder. D.Federal Contract. A contract may be awarded without competitive bidding when the purchase is made from a federal contract available on the U.S. General Services Administration schedules of contracts. E. Awarding Agency Approval. A contract may be awarded without competitive bidding with the express written authorization of the federal agency or state pass-through agency that awarded the federal funds so long as awarding the contract without competition is consistent with state law.
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Request for Permanent Vendor Number (Attach Completed W-9 Form) Date_____________________ Requested by: _____________________________________ Status= Active
Reason= _______________________ (Ex: Medical, Services, Supplier, Day Care)
Vendor
{Vendor Name}
Address:
{Vendor Street Address}
City:
{Vendor City} State: {Vendor State}
Zip: {Vendor Zip}
Taxpayer Identification Number: ___________________________ Vendor # assigned by Finance Dept: _______________________
Temporary Vendor Number Assignment Date_____________________ Requested by: _________________________________ Status = Temporary
Reason= _____________________ (Ex: Trust, Refund, etc.)
Vendor
________________________________________________________
Address:
________________________________________________________ ________________________________________________________
City:
_________________________ State: ______ Zip: ______________
Temporary Vendor # assigned: _____________________________
***Email Completed Form To Finance Office***
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Nash County Invoice Maintenance Request Form
Vendor #
Invoice #
Check #
Move from Account (Org‐Object)
Move to Account (Org‐Obect)
Amount
Reason for Invoice Maintenance
0.00
Department Head Approval Signature: _________________________________________________ Date: ______________________ Finance Approval Signature___________________________________________________________ Date: _______________________ 65
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Line Item Transfer Request {Department Name} January 4, 2023 INSTRUCTIONS: (1) Enter Department Name on Row 2 (2) Enter Org Name on Row 9 (3) Enter Org, Object, Account Name and Amount to Decrease or Increase that account in appropriate column - Insert additional rows as needed (4) Verify Decrease and Increase totals balance (5) Department approval signature (6) Email to [email protected]
Expenditures {Department Name} Org Object -
Decrease Amount
Account Name
$
-
Increase Amount
$
-
Summary - Type reason for transfer in box below
________________________________ Authorized Department Signature
_______________________________ County Manager
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Line Item Transfer Request Parks & Recreation January 9, 2023 INSTRUCTIONS: (1) Enter Department Name on Row 2 (2) Enter Org Name on Row 9 (3) Enter Org, Object, Account Name and Amount to Decrease or Increase that account in appropriate column - Insert additional rows as needed (4) Verify Decrease and Increase totals balance (5) Department approval signature (6) Email to [email protected]
Expenditures Parks & Recreation Org Object 0106120 - 526000 0106120 - 526500 -
Account Name Supplies Equipment Supplies
$
Decrease Amount 1,575 $
Increase Amount 1,575
$
1,575 $
1,575
Summary - Type reason for transfer in box below Transfer funds to correct account to purchase basketball goal for W.B. Ennis Memorial Park in Red Oak
______Thomas
Gillespie____
_______________________________
Authorized Department Signature
Stacie Shatzer County Manager
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Purchase Order Change Request {Type Department Name Here} {Date} INSTRUCTIONS: (1) Enter Department Name on Row 2 (2) Enter Purchase Order # on Row 7 (3) Enter Current Vendor # and Vendor Name for EVERY Change Request (4) Enter Current PO Information and Requested Change for every section that needs to be amended (5) If Adding a new Item to PO type NEW for Item # under Requested Change and complete every boxed section below it (6) Verify accuracy of completed form (7) Department approval signature (8) Email to [email protected]
Purchase Order # Current PO Information
Requested Change
Vendor # Vendor Name Ship To Address
Item # Description/Part No.
Quantity Unit Price Extended Price PO Total
Account Number Account Name
$ $ $
-
ORG
$ $ $ Object
ORG
Object
Summary - Type reason for change request in box below
______________________________ Authorized Department Signature
______________________________ Purchasing Agent
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NASH COUNTY TRAVEL REIMBURSEMENT FORM NAME: EMP ID #:
I hereby certify that the mileage for which charge is made in this statement was necessary
DEPT.
in the performance of my duties, and that expenses for which reimbursement is claimed
PERIOD BEGIN:
were incurred in the service of Nash County.
Effective: 1-1-2023
PERIOD END:
Employee Signature: _________________________________________________________
Supervisor Signature: ___________________________________________________________ Dept. Head Signature: ____________________________________________ Reimbursements will be made according to the Nash County Human Resources Policy
MILEAGE RATE EFFECTIVE 1-1-2023: 65.5 CENTS PER MILE TRAVEL DATE
FROM
TO
LINE ITEM Departure Time
Return Time
PURPOSE OF TRAVEL/OTHER
ORG
MILEAGE
ODOMETER READING
OBJ
BEGIN
END
TOTALS
Please attach all receipts to this form. All reimbursements will require legible detailed receipts. Meals, Lodging, parking, etc. Please refer to the travel and meals reimbursement policy for details.
OTHER
$ @ .655
MILES
MEALS
TOTAL
LODGING
OTHER
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0
0.00
0.00
0.00
0.00
Maximum Limit is per Meal (Not a daily total): Breakfast: Lunch: Dinner:
$ $ $
8.00 12.00 28.00
REV: 1-1-23
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0.00
Nash County Government ID Access Card Replacement/Cancellation Form
Please submit this completed form to MIS Department IMPORTANT INFORMATION Replacement ID Access Cards will be issued once the ID Access Card Replacement Fee has been paid, the cardholder has agreed to payroll deduction or the fee waived. Upon completion of the new card, MIS shall notify the Department Access Coordinator of its availability for pickup.
YOUR INFORMATION (please print) Name
Job Title
Employee ID Number
Department
Contact #
Contact Email:
Dept. Access Coordinator(DAC):
Date:
DAC (Signature): I am requesting cancellation of the card due to termination of employment I am requesting a replacement card due to the following reason: Original card lost or stolen Original card damaged (damaged card returned to MIS) I understand that the cost of a replacement ID Access Card is $15 Payment included: _______________check #/cash I agree to have the $15 fee payroll deducted from my paycheck____________________ (Payroll Deduction Period completed by Finance______________________) Fee waived by Dept. Access Coordinator ________________________ Justification Required:____________________________________________ ______________________________________________________________
Payment processed: check #___________ receipt #____________ ___________________________ Signature
____________________________ Date
MIS Released Access Card to (if applicable) or cancelled card and access: ____________________ __________________ Signature Date Fee deposit account: 010 0600 488010 70
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Link: https://www.nashcountync.gov/FormCenter/MIS-7/User-Change-Form-69
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ID ACCESS CARD REQUEST
Nash County Local Government Public Buildings – MIS Appointment Hours: Tuesday – Thursday 9:00 AM – 11:00 AM and 2:00 PM – 4:00 PM
ID CARD HOLDER INFORMATION REQUESTING DEPARTMENT: _____________________________________________________ REASON FOR REQUEST: *Attorneys are considered non-employees.
_____ New Employee _____ Contract/Vendor
_____ Non-Employee _____ Temporary Employee
CARD TO BE ISSUED TO (PLEASE PRINT OR TYPE): Name: _________________________________________________________________ Position: ________________________________________________________________
REQUESTED ACCESS AREAS _____ 911 Side Entry after Hours _____ Boiler Room Door _____ Courthouse All _____ DRC _____ DSS All Others _____ DSS Side Entrance _____ Human Resources _____ Planning _____ Register Of Deeds _____ Sheriff’s Office _____ Sheriff’s Office Narcotics _____ Tax Listing _____ Storage Area behind Wellness Room
_____ Boiler Room/Bay Door _____ County Manager / Finance _____ Courthouse Attorneys _____ DSS Administration _____ DSS File Room at Wellness _____ EMS All _____ Parks and Recreation _____ Public Utilities / MIS _____ Senior Center _____ Sheriff’s Office 3rd Floor Interview _____ Tax Collections _____ Tax Safe
AUTHORIZATION Card User Name: _________________________________________ By signing below I understand this card is for my use only. If the card stops working, I will be issued a temporary card. If I break or loose the card and it is determined that I am at fault in the damage or loss of the card, I will be required to pay $15.00 for a replacement. I also understand and agree this access card must be returned on my last day of employment or assignment. Signature:
___________________________________
Date: __________________
REV. 01/16 73
1/18/2023
Department Access Coordinator (Print Name): _______________________________________ Signature: ____________________________________ Date: _________________________ If Necessary: Additional Department Access Coordinator granting permission to their area: Print Name: _______________________________ Signature: ___________________________
Below for Facilities and MIS Use Only
ID CARD CREATION RECORD
New Card Date: _________________________________________ Card Number: _________________ Photo #: ______________________ System Placeholder #: _______________________ Employee ID#: _________________ Card processed By: _________________________
Submit Completed Form to MIS. Please allow up to 48 business hours for your card to be processed.
REV. 01/16 74
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Configuring Two-Factor Authentication for County Email You MUST login to the web client of Outlook to initiate this setup. To do this, click on the CHROME icon and follow the directions below.
Signing Into Your Email on the Computer •
Navigate to www.office.com and click Sign in
•
Once you have entered your credentials, you will see “More information required”. Click Next
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Receive Code from Text Message •
If you would rather receive a code in your text messages to authenticate then you can do so by choosing Authentication phone, changing the region to United States (+1), and entering your cell phone number.
•
Once you click Next, a code will be sent to your text messages. Enter the code and click Verify.
•
You should receive a message letting you know the setup was successful.
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Mobile App Set-up •
Under Step 1: How should we contact you?, click the down arrow and choose Mobile app
•
Check the button to Receive notifications for verification
•
Click Set up
•
Upon clicking Set up, the Configure mobile app pop-up will appear
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•
You will now need to download the Microsoft Authenticator app from the App Store (iPhone) OR Play Store (Android) on your phone
•
Open the Microsoft Authenticator app
•
It will now ask you to sign-in to the app. Click Skip for now
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+ symbol at the top right-hand side or the Add account button to begin
•
Click the
•
Click Work or school account
•
Click Scan QR code
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•
If asked, click OK to allow the app to access the camera
•
When the camera opens, hold your phone up to the computer screen to scan the QR code. Click Next after scanning the QR code
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•
You may receive another pop-up asking to allow notifications. Click Allow
*If you were asked to Allow notifications during the download process of the authenticator app, skip this step
•
The pop-up on the computer will change and you should get a message letting you know that the mobile app has been configured correctly. Click Next
•
The app will now test to see if the notifications and approvals are working properly.
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•
Click Approve
•
Once you approve sign-in, you will be asked to enter a mobile number in the case that you lose access to the authenticator app. Change the country to United States (+1), enter a number that you can receive text messages to, and click Next
•
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•
You will now see Step 4. You will not need to use the app password so click Done
Your two-factor authentication setup is now complete. When logging into your email, you will need to use the authenticator app to approve the sign-in from now on. *If you use your mobile phone to check your county email, continue to the next page.
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Signing Into Your Email on the Mobile App
The built-in Mail app for iPhone CAN NOT be used with two-factor authentication. The Outlook app is the ONLY app that we recommend using.
•
If you used the Outlook app prior to setting up two-factor authentication you will probably see a message telling you to sign back into your account. If so, click Sign in
•
You may receive a pop-up on your phone saying Please Authenticate. If so, click the Open Authenticator button
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•
One you sign into your account, you will be asked to Approve or Deny sign-in with the authenticator app. Click Approve to sign in
*If you use the Outlook desktop app, continue to the next page
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Signing Into Your Email on the Desktop App
•
Open the Outlook desktop app
•
If you were previously using the desktop you may be prompted to re-enter your credentials the next time you open Outlook.
•
If not, click File at the top left side of the screen
•
Click Office Account from the left menu
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•
Click Sign out
•
When prompted with the Remove Account box, click Yes
•
Once your account has been signed out, click the Sign In button (If you do not see the Sign In button, click the Sign out button until you see the Sign In button appear)
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•
When prompted, enter your credentials
•
After entering your credentials, you will see the message on your computer letting you know that you need to approve the sign-in
•
You will be receive a notification on your phone to approve the sign-in. Click Approve You will now be signed into the Outlook desktop app as normal
•
To get into your county email account you will need to make sure you have access to this app or the phone that you set as the alternate device.
If you have any issues getting this setup, submit a ticket by sending an email to [email protected] and we will help you as soon as possible.
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Automatic Replies for Outlook Desktop Client •
In your Outlook desktop client, click File in the top left-hand corner
•
Click the Automatic Replies (Out of Office) button
•
Click the radio button to turn on Send automatic replies
•
Make sure the Inside My Organization tab is selected and type your automatic reply message
• •
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•
Next, click the Outside My Organization tab and type your automatic reply message here as well
•
Make sure to check the box for Auto-reply to people outside my organization and click the radio button for Anyone outside my organization
•
Click OK to save your changes
•
Your automatic reply message will now be active until you go back into the settings and turn it off
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Automatic Replies for Outlook Web Client •
In your browser, navigate to www.office.com and login to your email account
•
In the top right-hand side, click the gear icon
•
Type “automatic” in the search bar and click on Automatic replies
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•
Flip the switch for “Automatic replies on”
•
Enter your automatic reply in the box under “Send automatic replies inside your organization”
•
Check the box next to “Send replies outside your organization” and enter your automatic reply message here as well
•
Click Save to save your changes
•
Your automatic reply message will now be active until you go back into settings and turn it off
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Using OneDrive
•
Open Chrome and sign in to office.com with your email username, then select the OneDrive icon on the left side of the screen.
Adding Documents to OneDrive • • •
To import an existing document from your computer, select Upload > Files or Upload > Folder. Select the files or folder you want to upload. Select Open or Select Folder.
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Creating New Documents in OneDrive •
In OneDrive, you have the ability to create Folders, Word documents, Excel Workbooks, etc. right in your browser.
•
To do so, click New and choose the type of document you’d like to create.
•
Once you click one of the document types it will automatically open in another tab and will be added to the My Files section in your OneDrive.
•
To rename these documents, click the down arrow next to Saved and type the desired name. Once finished, press enter on your keyboard and the name will be changed.
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❖ Creating new folders allows you to easily organize and sort through your documents.
❖ Using OneDrive also gives you the ability to access these documents from anywhere, as long as you have an internet connection.
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Sharing a file in OneDrive •
To share a folder or file with a coworker, select the desired folder or file by checking the circle to the left of the folder or document and then click Share at the top of the page.
•
Once you click the Share button, you will be able to edit the permissions and specify who you would like to share the document with. To edit the permissions, click the arrow next to People you specify can edit
•
• •
Specific people is the best option in most cases You can also choose to give the person the ability to make changes to the document or you can give Read Only access when you uncheck the Allow editing option. (If you want to block the user from downloading the document, you can only do so by removing the Allow editing permissions)
•
Once you’ve edited the permissions, chosen the desired person, and added your message, click Send. The person will now get an email with the link to your folder or document.
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Accessing Shared Documents
•
To access files that you have shared or that have been shared with you, click the Shared icon on the left-hand side of the screen.
•
At the top of the Shared page you have 2 options to choose from: Shared with you and Shared by you
•
The Shared with you page will show you all of the documents that have been shared with you in OneDrive
•
The Shared by you page will show you all of the documents that you have shared with other people
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PERFORMANCE APPRAISAL SUPERVISOR INSTRUCTIONS The employee and supervisor should receive a system generated email 30 days before the employee’s annual review date and again 15 days before as a reminder. This email will contain the link for the employee to begin the self-evaluation. If the employee hasn’t received the automatic notification send them the following link: https://forms.nashcountync.gov/forms/performance Once the employee submits their self-evaluation, the Supervisor will receive email notification that an employee has submitted a performance review form to them, click on the link in the email At any time the Supervisor can access Performance Reviews at the following link: https://nash-lf.co.nash.nc.us/forms Login with your email address as the user name and your network password as the password. Select Evaluation Type.
The Overall Performance Rating box will automatically populate with the rating chosen at the end of the form. Tab through each section and select the appropriate rating for each item. The Job Specific Skills section should be populated with each skill on which the employee should be evaluated. Beginning with the employee’s second evaluation year, these fields will auto-populate based on the previous year’s evaluation.
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PERFORMANCE APPRAISAL SUPERVISOR INSTRUCTIONS The Management Skills section should be populated with each skill on which the employee should be evaluated. Beginning with the employee’s second evaluation year, these fields will auto-populate based on the previous year’s evaluation.
The Current Goals section should be skipped on an employee’s first evaluation. Beginning with the employee’s second evaluation year, these fields will auto-populate based on the Future Goals section of the previous year’s evaluation. Complete the Future Goals Section. (NOTE: This section will pre-populate the Current Goals section in the following year’s evaluation.)
The File Attachments section should be used to attach any supporting documentation to the evaluation. If other supervisor approvals are needed, select Yes and choose the next reviewer from the drop down list. Otherwise, select No. Click Sign under Employee and Digital Signature Click Draw and have Employee sign using the mouse
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PERFORMANCE APPRAISAL SUPERVISOR INSTRUCTIONS
When finished signing click Sign and repeat for Supervisor Signature.
After Signing Click Submit - an email, containing the final Performance Appraisal Form, will be sent to the Supervisor and the Employee If an immediate hard copy is needed, please print the PDF attachment contained in the final email
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RETIREMENT Local Government Employees Retirement System
Eligible on date of hire
County pays - 12.14% Local, 13.04% Law
Employee contributes 6% Pre-tax
May roll benefits in from State Retirement System 401k (Traditional and Roth) Eligible on date of hire
County contributes 5%
Annual maximum contribution applies
457 Deferred Compensation Eligible on date of hire
Annual maximum contribution applies
DEATH BENEFIT Employee qualifies after one year in retirement system. Benefit equals highest 12 months’ salary in a row during 24 months before employee dies ($25,000 minimum, $50,000 maximum)
County pays employee’s coverage
County pays for one times annual salary
Employee may elect pre-tax deduction
Dependent coverage
Includes AD&D benefit of one times annual salary
$1,000 dependent life may be added at no cost to employee (spouse must be under age 70)
Voluntary coverage available by payroll deduction
FLEXIBLE SPENDING ACCOUNT Employees may pay for the following expenses on a tax-free basis through payroll deduction:
Eligible unreimbursed medical, dental and vision expenses
Dependent care expenses
Health premium expenses
Adoption expenses
Employees must re-enroll each year to participate.
SHORT TERM DISABILITY
Can insure up to 70% of basic monthly salary ($2,000 maximum)
0 days waiting period for injury
7 days waiting period for illness
County shares in cost of employee’s coverage if wellness requirements are met
3/12 Pre-existing conditions clause applies
Maximum benefit period of 13 weeks
Dependent premiums vary based on plan choice
Portable for up to 1 year
Employee may elect pre-tax deduction
LONG TERM DISABILITY
Can insure up to 60% of basic monthly salary ($2,000 maximum)
90 days waiting period
3/12 Pre-existing conditions clause applies
Maximum benefit period of 5 years
Portable for up to 1 year
VISION BENEFIT
Annual eye exam, $160 annual allowance for eyewear Annual contact lens fitting, re-fit or evaluation Copays apply
TERM LIFE INSURANCE
HEALTH INSURANCE
DENTAL INSURANCE
WHOLE LIFE INSURANCE
Optional plan paid for by employee
Provides guaranteed death benefit, level premiums and cash-value accumulation
FAMILY AND MEDICAL LEAVE
Employee must have been employed with county government for at least 12 months (not necessarily consecutive) AND must have worked at least 1,250 hours during the previous 12-month period.
LONGEVITY Employees are paid longevity on a graduated scale after completing 5 years of continuous service on or before November 30th.
HOLIDAYS Employees receive 12 paid holidays per year: New Year’s Day Martin Luther King, Jr. Birthday Good Friday Memorial Day
Independence Day Labor Day Veteran’s Day Thanksgiving Christmas
07/01/2022
102
1/18/2023
SICK LEAVE
OTHER BENEFITS
Eligible to earn sick leave after ½ month’s service
8-hour shift employees earn 8 hours per month, 24-hour shift employees earn 11 hrs 10 min per month
Credit Union Wellness Room Teladoc Employee Assistance Program (EAP) Verizon Wireless discount Correction Enterprises discounted eyewear at www.correctionenterprises.com/state-employees/
NASH COUNTY GOVERNMENT
VACATION LEAVE
Limited to 240 hours per year
Eligible to earn vacation leave after ½ month’s service
Earning rate varies according to years of service and shift schedule as indicated below:
Years of Service in the NC Local Gov’t Retirement System (LGERS)
https://www.nashcountync.gov/9/Employment
Schedule other than 24-hr shift
Less than 2 years
8 hrs 0 min per month
2 but less than 5 yrs
9 hrs 20 min per month
5 but less than 10 yrs
11 hrs 20 min per month
10 but less than 15 yrs
13 hrs 20 min per month
15 but less than 20 yrs
15 hrs 10 min per month
20 years or more
17 hrs 10 min per month
LGERS Service
To Apply For Employment, Please Visit Our Website Listed Below:
24-hr shift Employees
Less than 2 years
11 hrs 10 min per month
2 but less than 5 yrs
13 hrs 0 min per month
5 but less than 10 yrs
15 hrs 50 min per month
10 but less than 15 yrs
18 hrs 40 min per month
15 but less than 20 yrs
21 hrs 10 min per month
20 years or more
24 hrs 0 min per month
120 W. Washington Street Nashville, NC 27856 (252) 459-9853 Office (252) 462-2446 Fax [email protected] www.nashcountync.gov
103
Your Benefits At A Glance 1/18/2023
120 W. Washington St., Suite 3072, Nashville, NC 27856 Office: (252) 459-9853 Fax: (252) 462-2446
BASIC EMPLOYEE INFORMATION Employee Name: _____________________________________________________________________ (Last)
(First)
(Maiden or Middle)
1. Soc. Sec. No.: (last 4 digits only) ________________ 2. Birth Date: _______/______/_______ 2. Physical Address: ______________________________________________________________ Street
City
State
Zip Code
3. Mailing Address: ______________________________________________________________ Street
City
State
Zip Code
4. Home Phone ______________________________ Cell Phone _________________________ 5. Email Address: ________________________________________________________________ 6. Ethnic Group: White African American Hispanic American Indian/Alaskan Native Asian or Pacific Islander Other ________________________ 7. Sex:
Male
8. Marital Status: Single
Female Married
Divorced
Widowed
Separated
9. Spouse’s Name (if applicable) ________________________________________
EMERGENCY CONTACT INFORMATION In case of an emergency, notify the following person(s): Name: _______________________________________Relationship:________________________ Address: ________________________________________________________________________ Home Phone: ____________________________ Business Phone: __________________________ Place of Employment: ______________________________________________________________ Address of Employment: ____________________________________________________________ Name: _______________________________________Relationship:________________________ Address: ________________________________________________________________________ Home Phone: ____________________________ Business Phone: __________________________ Place of Employment: ______________________________________________________________ Address of Employment: ____________________________________________________________
Should there be any changes in any of the above information, please notify Employee Self Services within 30 days and update [email protected] 104
Revised 11/1/2022
1/18/2023
Nash County
2022-2023 Job Class Schedule Old Grade 56
57
58
59
60
61
62
NEW GRADE 102
CODE
Class Title
TBD 2707 1302
COMMUNITY HEALTH ASSISTANT COMMUNITY HEALTH TECHNICIAN CUSTODIAN
1902 2812 2820 2728
ACTIVITY SPECIALIST HUMAN RESOURCES AIDE OFFICE ASSISTANT III PROCESSING ASSISTANT III
2745 1310
COMMUNITY SOCIAL SERVICE TECHNICIAN LEAD CUSTODIAN
2821 2725 2729 2746 2362 2405
OFFICE ASSISTANT IV PATIENT RELATIONS REP IV PROCESSING ASST IV PUBLIC INFORMATION ASST IV TRAVEL & TOURISM ASSISTANT UTILITY SYSTEM OPERATOR I
1634 2714 1924 1601 1923 1202
CIVIL RECORDS SPECIALIST FOREIGN LANGUAGE INTER I PROGRAM SPECIALIST II RECORDS SPECIALIST SENIOR CENTER SUPPORT SPECIALIST TAX CUSTOMER SERVICE REP
2801 2202 1502 1403 2848 2841 2905 3206 2835 2842 2409 1951
ACCOUNTING TECHNICIAN II ANIMAL CONTROL OFFICER II DEPUTY REGISTER OF DEEDS ELECTIONS SPECIALIST INCOME MAINTENANCE CASEWORKER I INCOME MAINTENANCE CASEWORKER I (WA) IMC II MACHINE OPERATOR III PARKS MAINTENANCE WORKER PERSONNEL ASSISTANT V PROCESS ASSISTANT V UTILITY SYSTEM OPERATOR II VETERAN SERVICE TECHNICIAN
2361 1220 1016 2108 2128
ADMINISTRATIVE SUPPORT SPECIALIST APPRAISAL TECHNICIAN COMMUNITY DEVELOPMENT SPECIALIST CV SERVICE COORDINATOR C\/ EMT CV EMT (WA) PARAMEDIC CV EMT (WA) PARAMEDIC FTO CV EMT (WA) INTERMEDIATE CV INTERM (WA) PARAM CW EMT (WA) PARAMEDIC ASST SUPERVISOR EMT EMT (WA) INTERMEDIATE EMT (WA) PARAMEDIC FOREIGN LANGUAGE INTERPRETER II LAND RECORD SPECIALIST MOTOR VEHICLE SPECIALIST NUTRITIONIST I PARKS & RECREATION ADMINISTRATIVE ASSISTANT SR ADMINISTRATIVE SUPPORT SPECIALIST TAX COLLECTIONS SPECIALIST TELECOMMUNICATOR UTILITY OPERATOR
103
104
105
106
107
108
2132 2126 2125 2131 2107 2114 2115 2751 1218 1211 2720 3209 2005 1221 1803 TBD
105
Effective July 1, 2022 Min
Mid
Max
27,481
35,868
44,255
28,855
37,661
46,468
30,298
39,544
48,791
31,812
41,522
51,231
33,403
43,598
53,792
35,073
45,778
56,482
36,827
48,066
59,306
1/18/2023
Nash County
2022-2023 Job Class Schedule Old Grade 63
64
65
66
67
NEW GRADE 109
CODE
Class Title
2747 1921 1501 2852 2104 2116 1304 2503 1029 2814 2853 2717 1404 2403 2858 1810 1805 2407
ACCOUNTING TECHNICIAN III AGING SERVICES COORDINATOR ASSISTANT REGISTER OF DEEDS CHILD SUPPORT AGENT I EMT- INTERMEDIATE EMT- INTERMEDIATE (WA) PARAMEDIC FACILITIES MAINTENANCE TECHNICIAN I FARMERS MARKET & LOCAL FOOD COORDINATOR HUMAN RESOURCES TECHNICIAN INCOME MAINTENANCE CASEWORKER II INCOME MAINTENANCE CASEWORKER II (WA) IMC III MEDICAL LAB TECHNICIAN II SR ELECTIONS SPECIALIST SR UTILITY SYSTEM OPERATOR SOCIAL WORKER I (WA) SOCIAL WORKER II TELECOMMUNICATOR QA TELECOMMUNICATOR-TAC OFF UTILITY CUSTOMER SERVICE REP
1207 1212 1640 TBD 2857 2301 2855
ADMINISTRATIVE ASSISTANT II BUSINESS/PERSONAL PROPERTY APPRAISER CIVILIAN EVIDENCE TECHNICIAN CONVENIENCE CENTER SUPERVISOR PERSONNEL TECHNICIAN I PLANNING TECHNICIAN STAFF DEVELOPMENT TECHNICIAN II
2203 2805 1808 1311 1102 1206 2815 2816 2602 2721 3208 2733
ANIMAL CONTROL SUPERVISOR I CHILD SUPPORT AGENT II COMMUNICATION ASST SHIFT SUPRVISOR FACILITIES MAINTENANCE TECHNICIAN II FINANCE ACCOUNTING TECHNICIAN I GIS TECHNICIAN INCOME MAINTENANCE CASEWORKER III INCOME MAINTENANCE INVESTIGATOR II NATURAL RESOURCES CONSERVATIONIST NUTRITIONIST II PARKS MANAGER PUBLIC HEALTH EDUCATION SPECIALIST
1801 1022 2105 1112 1109 TBD
COMMUNICATION SHIFT SUPRVISOR ECONOMIC DEVELOPMENT ADMINISTRATIVE ASSISTANT EMT PARAMEDIC FINANCE ACCOUNTING TECHNICIAN II FINANCE SPECIALIST I SENIOR MAINTENANCE TECHNICIAN
1860 2702 2303 1024 2810 1309 2817 2856 1018 2822 3204 1922 2832 2850 2845 2402 1950
CAD/GIS COORDINATOR CLERK TO BOARD COMMISSIONER CODE ENFORCEMENT OFFICER I COMMUNICATION SPECIALIST DAY CARE SERVICES COORDINATOR I FACILITY MAINTENANCE CREW LEADER INCOME MAINTENANCE SUPERVISOR II INCOME MAINTENANCE SUPERVISOR II (WA) IM SUPERVISOR III ONBOARDING & DEVELOPMENT SPECIALIST PARALEGAL I RECREATION PROGRAM SUPERVISOR SENIOR CENTER SUPERVISOR SOCIAL WORKER II SOCIAL WORKER II (WA) SW I A&T STAFF DEVELOPMENT SPECIALIST I UTILITY ACCOUNTS SPECIALIST VETERANS SERVICE OFFICER
110
111
112
113
106
Effective July 1, 2022 Min
Mid
Max
38,668
50,470
62,271
40,602
52,993
65,385
42,632
55,643
68,654
44,763
58,425
72,087
47,001
61,346
75,691
1/18/2023
Nash County
2022-2023 Job Class Schedule Old Grade 68
69
70
71
72
73
NEW GRADE 114
CODE
Class Title
2008 2710 1105 1009 2117 1214 1919 2861
EMERGENCY MANAGEMENT PLANNER SPECIALIST ENVIRONMENTAL HEALTH SPECIALIST FINANCE SPECIALIST II HUMAN RESOURCES SPECIALIST PARAMEDIC STATION OFFICER REAL PROPERTY APPRAISER SENIOR SERVICES SUPERVISOR SOCIAL WORKER II (WA) SW I A&T (INVESTIGATIONS)
2806 2758 TBD 2110 2846 2719 5236 2307 3207 2834 2851 1952
CHILD SUPPORT SUPERVISOR II CLINICAL SUPPORT SUPERVISOR EMS COMMUNITY PARAMEDIC EMT-P FIELD TRAINING OFFICER INCOME MAINTENANCE SUPERVISOR III MEDICAL LAB TECHNOLOGIST II NUTRITION PROGRAM DIRECTOR I PLANNER RECREATION PROGRAM SUPERINTENDENT SOCIAL WORKER III SOCIAL WORKER III (WA) SW I A&T VETERAN SERVICES DIRECTOR
2304 TBD 2002 2122 1812 2734 2735 2601 2833 2862 1205 1201 2360 2400
CODE ENFORCEMNT OFFICER II COMMUNITY PARAMEDIC COORDINATOR DEPUTY FIRE MARSHAL DISTRICT CHIEF PROGRAM SUPERVISOR/TRAINING OFFICER PUBLIC HEALTH NURSE I PUBLIC HEALTH NURSE I (WA) PHN II RESOURCE CONSERV DIRECTOR SOCIAL WORKER I A&T SOCIAL WORKER III (WA) SW I A&T (INVESTIGATIONS) TAX COLLECTIONS SUPERVISOR TAX LISTING SUPERVISOR TOURISM DIRECTOR UTILITY FIELD OPERATION SUPRVISOR
1107 2709 1209 1007 2309 2860 2828
ACCOUNTANT ENVIRON HEALTH PROGRAM SPECIALIST GIS ANALYST INFORMATION TECHNOLOGY SPECIALIST SENIOR PLANNER SOCIAL WORKER IA&T (INVESTIGATIONS) SOCIAL WORKER SUPERVISOR II
1111 2112 2123 1110 2819 1015 2737 2320
COMMUNITY DEVELOPMENT PROJECT MANAGER CV EMT PARAMEDIC/SUPERVISOR BATALLION CHIEF GRANT MANAGER INCOME MAINTENANCE ADMINISTRATOR I LEAD INFORMATION TECHNOLOGY SPECIALIST PUBLIC HEALTH NURSE II RPO TRANSPORTATION PLANNER
2314 2101 1013 2738 1027 2829 1025
CHIEF CODE ENFORCEMENT OFFICER EMT PROGRAM SUPERVISOR/TRAINING OFFICER NETWORK SERVER ADMIN PUBLIC HEALTH NURSE III SAFETY/SECURITY OFFICER SOCIAL WORKER SUPERVISOR III SYSTEMS SECURITY SPECIALIST
115
116
117
118
119
107
Effective July 1, 2022 Min
Mid
Max
49,351
64,414
79,476
51,819
67,634
83,449
54,410
71,016
87,622
57,130
74,566
92,003
59,987
78,295
96,603
62,986
82,210
101,433
1/18/2023
Nash County
2022-2023 Job Class Schedule Old Grade 74
75
76
77
78
79
80
81
82
83
84 85
NEW GRADE 120
CODE
Class Title
2001 1802 2749 1402 2134 1208 2739 1503 2859
ASST EMERGENCY SERVICES DIRECTOR-F & R SER/ EM ASST EMERGENCY SERVICES DIRECTOR-COMMUNICATIONS BUSINESS OFFICER II ELECTIONS DIRECTOR EMS OPERATIONS OFFICER GIS ADMINISTRATOR PUBLIC HEALTH NURSE SUPERVISOR I REGISTER OF DEEDS SOCIAL WORKER SUPERVISOR III (IA&T)
1900 1008 1020 3200 1023 2757 1213
AGING SERVICES DIRECTOR INFORMATIONS SYSTEMS MANAGER NETWORK ENGINEER PARKS & RECREATION DIRECTOR PUBLIC COMMUNICATIONS DIRECTOR PUBLIC HEALTH NURSE SUPERVISOR II REAL PROPERTY APPRAISER MANAGER
2103 1014 2827
ASST EMERGENCY SERVICES DIRECTOR-EMS ECONOMIC DEVELOPMENT MANAGER SOCIAL WORKER PROGRAM ADMINISTRATOR II
1103 2408
ASSISTANT FINANCE DIRECTOR PUBLIC UTILITIES & FACILITIES ASST DIRECTOR
2804 2726 2748
ATTORNEY I PHYSICIAN EXTENDER I PUBLIC HEALTH NURSE DIRECTOR II
2401 TBD 2825
ASST TO COUNTY MANAGER DEPUTY HEALTH DIRECTOR HUMAN SERVICES DEPUTY DIRECTOR
2840 1005 2306 1216
ATTORNEY II HUMAN RESOURCES DIRECTOR PLANNING DIRECTOR TAX ADMINISTRATOR
2004 1003 1617
EMERGENCY SERVICES DIRECTOR INFORMATION TECHNOLOGY DIRECTOR SHERIFF
2808 1019
DSS DIRECTOR ECONOMIC DEVELOPMENT DIRECTOR
2404 1104
COUNTY ENGINEER/PUBLIC FACILITY DIRECTOR FINANCE DIRECTOR
2716
HEALTH DIRECTOR
121
122
123
124
125
126
127
128
129
130 131
Effective July 1, 2022 Min
Mid
Max
66,136
86,320
106,505
69,442
90,636
111,830
72,915
95,168
117,422
76,560
99,927
123,293
80,388
104,923
129,457
84,408
110,169
135,930
88,628
115,677
142,727
93,060
121,461
149,863
97,713
127,534
157,356
102,598
133,911
165,224
107,728
140,607
173,485
113,114
147,637
182,159
118,770
155,019
191,267
Currently Not In Use 86
132 1001
ASSISTANT COUNTY MANAGER
108
1/18/2023
Request for New Position/Reclassification/Salary or Title Change DEPARTMENT EFFECTIVE DATE TYPE OF REQUEST NEW POSITION* Permanent
Temporary
Full Time
Part Time
Annual Salary
(number of hours)
Hourly Rate (if part time)
RECLASSIFICATION Current Title Current Grade Current Salary
Requested Title Requested Grade Requested Salary
TITLE CHANGE ONLY Current Title
Requested Title
SALARY CHANGE ONLY
Grant Funded
Current Salary
Requested Salary
REASON FOR REQUEST
To be completed by Human Resources EEO Class
1 Officials/ Administration
5 ParaProfessionals
2 Professionals 3 Technicians 4 Protect/Serve
6 Admin Support 7 Skilled Craft 8 Service/Maintenance
01 03 04 05 06 08
EEO Function
Financial Administration Public Welfare Police Protection Fire Protection Natural Res/Parks & Rec Health
10 11 12 13 15
Community Dev. Corrections Utilities/Transportation Sanitation/Sewage Other
*Please attach detailed job description.
109
Exempt Job # Allocation %
Non-Exempt
Department Head
Date
Human Resources Director
Date
County Manager
Date
1/18/2023
Prescription Eyeglasses for State Employees Up to 50% Off of Retail Prices Why pay $400, $500 or even $700 when you only pay from $88-$300 by using our Optical shop. Limited to North Carolina government employees and retirees and National Guard members and retirees. Before a quote can be given or an order taken, all State Employees should visit our website at https://www.correctionenterprises.com/prescription-eyewear/ in order to access an account application form. This form must be completed and submitted to Correction Enterprises Customer Service. You may be asked for a copy of your state identification badge before a quote can be issued.
How to Get Started: 1. Get your prescription from your doctor. 2. Fill out an Account Application if you don't already have an account with us. 3. Make an appointment using the form below. Payments for optical products are due when your order is placed. Once an order for prescription eyeglasses has been placed with Correction Enterprises, it cannot be canceled. Appointments must be made for eyeglass orders to be taken. Please call Optical Services at 919716-3600 (option 2) in order to make your in-person appointment.
Standard Glasses
The price for all frames is $49
Correction Enterprises offers a large selection of designer frames and prescription sunglasses as well as other options such as progressive lenses, Transitions (TM) lenses and anti-reflective coating, all at a huge savings to you! Visit https://www.correctionenterprises.com/prescription-eyewear/ to view lens/frame options and pricing.
110
1/18/2023
Negligent Hiring & Negligent Retention: Avoiding Claims A Reprint from Risk Control Services (RCS) Negligent hiring is the potential liability of an employer for the actions of an employee who was selected for employment without adequately determining the person's qualifications for the job Negligent retention is the prospective liability an employer faces by retaining employees who it knows (or should know) are not qualified to perform their job tasks or have mental or physical conditions or propensities that result in them being hazards to themselves or others. Employers face a tricky Catch-22. The law forbids them from asking prospective employees certain questions, yet they can be sued for the negligent hiring or retention of a dangerous employee. lf the applicant looks good on paper, by all means, the employer should take the time to interview the applicant. Although there are limits to the questions an employer can ask an applicant, there are plenty of legitimate questions employers can ask prospective employees. Using effective job applications along with good interview techniques to include questions that can be asked will be important in avoiding negligent hiring lawsuits. Ask questions such as:
What would I find if I ran a background check relative to the use of illegal drugs? Have you ever been fired or asked
to resign from a job?
Do you work well under pressure?
How well do you get along with your current supervisor/co-workers? How do you think your current supervisor will respond to my request for a reference?
What a re you r strengths/weaknesses? Reference checks, education checks, along with background checks and drug testing are all an important part of screening processes. The amount of screening required for each worker must be proportionate to the degree of risk presented by the position to be filled; the greater the risk, the more effort must be made to investigate a prospective employee's background. The amount of information that needs to be checked about a worker's history depends on the amount of harm or the level of influence an employee may have.
Documentation and consistency are important to avoid negligent hiring liability. Like it or not, the cold, hard reality is that employers can be held responsible for the harm their employees cause. There are a handful of legal theories imposing liability on employers for the intentional or negligent bad acts of their employees. These theories include negligent hiring and negligent retention. lt is much easier and more effective to avoid, rather than to defend, negligent hiring or retention claims. The keys to avoiding these types of claims include understanding their elements and then executing a preventative maintenance plan. State and local laws vary with regard to the standard of care necessary to prevent legal problems due to negligence in hiring and retention. Consulting a labor attorney is always in your best interesU with proper legal advice, negligent hiring and retention problems can be avoided. The cost of prevention is affordable
- the cost of neglect
may not be.
103 112
1/18/2023
PROPERTY AND LIABILITY INSURANCE Nash County belongs to the North Carolina Association of County Commissioners Risk Management Pools for insurance coverage. Stacie Shatzer is the contact person
for departments that do not have an internal claims reporter. Below is a list of the County's areas of coverage.
o o o o o o o o o
Property General Liability Business Automobile
Crime Public Officials Law Enforcement
Employment Practices Cyber Liability
Workers Compensation
lf someone in your department has an accident while performing county business whether in a county owned vehicle or their personal owned vehicle, a claims report should be filled out. Once the claim form is complete with as much information as is available to you, it should be taken to Stacie. ldeally, the individual who was in the event would bring the paperwork to Stacie and they will call in the claim report
together to Sedgwick.
!f Stacie is not available, the Department Head can call the claim in with the employee available to help answer questions. Just like with our Workers'
Compensation reporting, it is best to call in the claim as soon as possible
- no matter
ifyouhaveall oftheinformationatthetimeofthecall. Tocall inaclaimdial
(1-
877-622-22761. This service is available 24 hours a day, 7 days a week. The afterhours emergency number to speak with the claims supervisor on call regarding a serious claim is 1-856-261-5788. Any serious claim, no matter the time of day/night/weekend, Stacie Shatzer shou ld be contacted 252-904-4533.
L04 113
1/18/2023
NonrH
CenoLrNA DATE (MM/DDTYYYY)
C LOSS NOTICE Organization:
SUBMITTED BY
PROPERW LOSS NOTICE LOCATION OF LOSS DESCRIPTION OF LOSS & DAITAGE (Use separate sheet, if necessary) POLICY INFORMATION
SUBJECT OF
AMOUNT
COVERAGE AND/OR DESCRIPTION OF PROPERTY INSURED
INSURANCE BLDG
CNTS
E BLDG E cNrs REMARKS/OTHER INSURANCE
LIABILITY LOSS NOTICE LOCATION OF OCCURRENCE: DESCRIPTION OF OCCURRENCE TYPE OF LIABILIry PREMISES: INSURED IS
TYPE OF PREMISES
)TH :R:
OWNER'S NAME & ADDRESS (if not insured) OWNER'S PHONE(A/C, No, Ext) INJURED/PROPERTY PHONE (A/C, No, Ext)
INJURY
WHERE TAKEN
WHAT WAS INJURED DOING?
FATALITY
DESCRIBE PROPERW (Type, model, etc) INSURED VEHIGLE VEH # YEAR
MAKE
BODY TYPE:
v.t.N.: DRIVER'S NAME & ADDRESS
BUSINESS PHONE (A/C, No, Ext)
DESCRIBE DAMAGE
WHERE CAN VEHICLE BE SEEN?
PROPERW DAMAGE DESCRIBE PROPERTY (lf auto, year, make)
OTHER VEH/PROP INS?
EYEs N
OWNER'S NAME & ADDRESS
No
OTHER DRIVER'S NAME & ADORESS DESCRIBE DAMAGE
WHERE CAN DAI,IAGE BE SEEN?
INJURED PHONE (A/C. No)
NAME & ADDRESS
PED
INS VEH
OTH VEH
AGE
EXTENT OF INJURY
WITNESSES OR PASSENGERS PHONE (A/C, No)
NAi'lE & ADDRESS
{Use
FAX TO SCMS:
reverse for additional remarks
423-6210
By 105 114
1/18/2023