) STOKES COUNTY GOVERNMENT
COUNTY OF STOKES ) DANBURY, NORTH CAROLINA
) MARCH 27, 2006
The Board of Commissioners of the
County of Stokes, State of North Carolina, met
for
regular session in the Commissioners’ Chambers of the Ronald Wilson Reagan
Memorial
Building (Administrative Building) located in Danbury, North Carolina on
Monday,
March 27, 2006 at 7:00 pm with the following members present:
Chairman Leon Inman
Vice-Chairman
Joe Turpin
Commissioner Sandy McHugh Commissioner
John Turpin
Commissioner
Jimmy Walker
County
Personnel in Attendance:
Clerk
to the Board/Interim County Manager Darlene Bullins
County
Attorney Jonathan Jordan
Finance
Director Julia Edwards
Tax
Administrator Wren Carmichael
Program
Director Lynn Martens – Senior Services
Support Services Supervisor
Danny Stovall
Health Director Don Moore
Budget
Director Dennis Thompson
Chairman Leon Inman called the meeting to order.
Commissioner Walker delivered the invocation.
Chairman Inman opened the
meeting by inviting the citizens in attendance to
join
the Board with the Pledge of Allegiance.
Chairman Inman entertained a motion
to approve or amend the minutes of the
March 13th
meeting.
Commissioner
John Turpin moved to approve the minutes of the March 13th
meeting. Commissioner
McHugh seconded and the motion carried unanimously.
PUBLIC COMMENTS
The following spoke during public comments: (Mr.
Hibner was the spokesperson for the group opposing the proposed C&D
Landfill)
Mr. Keith
Hibner
7775 Steele Road
Walnut Cove, NC
27052
RE: Proposed Landfill
Mr. Hibner presented a PowerPoint presentation to
the Board regarding the proposed C&D Landfill:
·
Site map of the proposed landfill
·
Main Access through Stokes County
·
Forsyth County Legacy Development Guide for Urban areas
o
Limit residential and commercial development
o
Retain Farmland and open space
o
Preserve the natural environment and rural character
·
Fulp Moravian Church
·
Residential home sites next to Old Salisbury Road Landfill
·
Old Salisbury Road Landfill
·
Main Access to Old Salisbury Road
·
Main Intersection for proposed Highway 311 Landfill
·
Proposed Fagg Road Access
·
Railroad crossing at Fagg Road and Highway 311
·
Main Access to 311 proposed site-traffic issues
·
What is Stokes County Cost?
·
City/County Utilities Annual Report
·
City/County Utilities -10 year Solid Waste Management Plan
·
Conclusion- Urged Commissioners to Vote against the proposed landfill
Ms. Tammy
Watts-Quesinberry
1618 US HWY 311
Walnut Cove, NC
27052
RE: Proposed Landfill
Ms. Quesinberry stated that the proposed landfill
would decrease property valuation, increase noise, increase dirt, increase
dust, and create traffic problems. Ms.
Quesinberry noted that Stokes County would be giving up 120 acres of value land
for a “dump” and stated that the Old Salisbury Road Landfill was not being
maintained as promised.
Ms. Quesinberry urged Commissioners to think about
what is being given up for a landfill.
Mr. Gary
Alley
1069 Pack Road
Walnut Cove, NC
27052
RE: Proposed Landfill
Mr. Alley challenged Commissioners to visit a
similar site (Alexandria, VA) to see how it operates. It has a crusher that would be similar to the one being
considered at the proposed landfill – very noisy. Mr. Alley also noted there was a miscommunication of whether it
is a “state” or “county” landfill and noted the increased traffic if it was a
“state” landfill.
Mr. Alley noted the statements were not consistent
of what was being told about the proposed landfill.
Commissioner
McHugh urged citizens to continue to lobby the Forsyth County Board of
Commissioners. Chairman Inman
reiterated Commissioner McHugh’s comments and also stated that Stokes County
only controls what is in Stokes County.
GENERAL GOVERNMENT – TAX
ADMINISTRATION REPORT
Tax Administrator
Wren Carmichael presented the following Real and Personal
Property Tax Release
Request in the amount of $205.67:
|
Jimmy Morton |
|
$ 205.67 |
Chairman
Inman entertained a motion to approve or deny the Real and Personal
Property Tax Release
Request in the amount of $205.67.
Vice Chairman Joe Turpin moved to approve the Real and
Personal Property Tax
Release Request in the
amount of $205.67. Commissioner McHugh
seconded and the
motion carried
unanimously.
Tax Administrator Carmichael presented the total unpaid
2005-06 taxes per N.C.G.S.
105-369(a) that are liens
on real property:
|
County |
|
$872,830.49 |
|
Service Fire District |
|
49,603.44 |
|
King Fire District |
|
8,532.16 |
|
Rural Hall Fire District |
|
1,023.78 |
|
Walnut Cove Fire District |
|
8,865.44 |
|
Town of Danbury |
|
2,304.68 |
|
Town of Walnut Cove |
|
13,843.87 |
|
Total Amount Unpaid |
|
$957,003.86 |
Tax Administrator Carmichael requested the Board’s
approval to advertise the
unpaid 2005-06 taxes that
are liens on real property in the March 30th local newspaper.
Chairman Inman entertained a motion to allow the
advertisement of unpaid
2005-06 taxes that are
liens on real property in the March 30th local newspaper.
Commissioner McHugh moved that the Tax Administrator
advertise the unpaid taxes
that are liens on real
property. Vice Chairman Joe Turpin
seconded and the motion carried
unanimously.
Tax
Administrator Carmichael noted that the new software and hardware program
was going very well and
the merging of information was scheduled to start next week. Tax
Administrator Carmichael
commended the invaluable work being performed by Information
Systems Technology
Director Dianna Fulp in assisting Keystone during the transition.
GENERAL GOVERNMENT – SENIOR
SERVICES – BATEMAN SENIOR MEALS CONTRACT – AMENDMENT
Program
Director Lynn Martens presented the proposed Bateman Senior Meals
Contract Amendment for
Nutrition Services for Congregate Meals Program. Director
Martens noted the
following regarding the 12-month renewal option:
·
12-month extension is for the last year of the
existing 3-year contract to provide meals for Stokes County Senior Services’
Nutrition Programs
·
Increased fuel cost has made all costs for
Bateman to go up across the
Board
·
CPI-U (Consumer Price Index for all Urban
Consumers) indicates a 24% increase in fuel costs
·
CPI-U (Consumer Price Index for all Urban
Consumers) indicates a 3.2% increase in “Food Away from Home”
·
Cost have exceeded the CPI-U 3.2% increase but
Bateman is only requesting the 3.2% increase
·
Surry and Yadkin who are included in the three
year contract are renewing with Bateman
·
Meal price was $2.70 in fiscal year 2004-05
·
Meal price was $2.78 in fiscal year 2005-06
·
Meal price proposed for fiscal year 2006-07
$2.87
·
County Attorney Jonathan Jordan reviewed and
approved the contract renewal
·
Plans will be to send out RFPs for the 2007-08
fiscal year
·
2006-07 final year of the Bateman contract
·
Annual satisfaction survey completed with
clients
o
Number one negative comment- menu preferences
o
Negative comment- more home cooking meals
o
Positive comment – 92% are eating most of
their meal
o
Positive comment – 100% satisfied with the
amount of food
that
they receive
·
Positive comment regarding Bateman- meets the
service standards required by the state at a reasonable cost, remain required
temperatures, and maintain a regular schedule
Program Director Martens
recommends the contract renewal based on satisfactory
performance.
The Board discussed the client evaluations with Ms.
Martens.
Chairman Inman entertained a motion to approve the
12-month extension with
Bateman to provide meals
for Stokes County Senior Services’ Nutrition Program.
Commissioner McHugh moved to extend the 12-month
extension with
Bateman to provide meals
for Stokes County Senior Services’ Nutrition Program.
Commissioner John Turpin
seconded and the motion carried unanimously.
GENERAL GOVERNMENT –
ADMINISTRATION – PROPOSED CELL PHONE SERVICES USAGE POLICY
Support
Services Supervisor Danny Stovall presented the proposed administrative
cell phone policy for the
Board’s consideration and direction.
Mr. Stovall noted that
that per direction of the
Board that all budgetary items must be reviewed by Budget Director
Dennis Thompson. Interim County Manager Darlene Bullins, Mr.
Thompson and Mr.
Stovall met to discuss
the proposed policy. Mr. Stovall noted
the following regarding the
proposed policy:
·
Current policy approved by previous County
Manager
·
Only EMS, Fire Marshal, Social Services,
Natural Resources, Emergency Management and Animal Control have submitted
requests for cell phone service
·
EMS will be using as a modem for 12 lead EKG
program
·
Estimated cost for the current requests
amounts to an additional cost of $13,661 for the proposed 2006-07 fiscal year
budget
·
Only five departments have made requests thus
far
·
Verizon being used as the carrier with a
Federal plan
·
Currently have a limited number of cell phones
using Alltel services, Home Health, Health Dept., Jail, EMS, Fire Marshal,
etc- 15 total
Interim County Manager
Bullins reiterated Mr. Stovall’s comments regarding the
budgetary effects for the
current 2005/06 budget along with the effects for the upcoming
2006-07 budget. Interim Manager Bullins noted that one
department had requested 17 cell
phones which would make a
drastic impact on the 2006-07 budget and that research reflects
that most all other
counties all have different cell phone policies. This cell phone policy was
actually a recommendation
from a committee of Stokes County department heads.
Budget Director Dennis
Thompson noted the following regarding the County’s
budgetary impact and the
proposed cell phone policy:
·
Should County cell phone assignment be
restricted to the traditional public safety departments (Sheriff, EMS, Fire,
and Rescue) or should all departments be eligible for cell phones?
·
If all departments are eligible for cell phone
assignment, should all employees be eligible for phones, or only those who work
routinely in the field?
·
Should each Department head have a “loaner”
phone for staff going on business trips out of the County?
·
Will Departments be allowed to increase their
budgets in the F/Y 2006-07 to provide for cell phones, or will they be expected
to find offsetting reductions in other line items?
·
The Board may prefer for their Management Team
to make the decisions.
·
Biggest concern is that widespread assignment
of cell phones should not result in an overall budget increase.
Budget Director Dennis
Thompson suggested that departments request their need for
cell phones in the
upcoming budget (2006-07) in order to see the total county wide impact
on the County’s
budget. Director Thompson also noted
the need for cell phones for public
safety employees and
departments that had on-call employees.
The Board discussed other
options such as reimbursement for a certain amount of the
employee’s personal plan,
county liability, justification of cell phones, current cell phones
being switched to
Verizon, possibly justifying the cost of
cell phone plans reducing travel
time and gasoline for
departments, and the need for public safety departments to have cell
phones.
Commissioner McHugh moved
to approve the following motion:
·
Allow Budget Director Dennis Thompson to
oversee the use of cell phones as the budget director
·
Justify any public safety department who has
turned or turns in a request for cell phones and that there is a need
·
Allow Danny Stovall to switch current cell
phones to Verizon since there is no cost involved and better service
·
Allow Budget Director Dennis Thompson to
require all other departments who request cell phones, turn in their request,
their need, and their justification
with no increase to their 2006-07 requested budget
·
Request Budget Director Dennis Thompson
justify the need for cell phones in his 2006-07 recommended budget if requested
Vice Chairman Joe Turpin
seconded the motion with the addition of the following:
·
Request that the Board of Commissioners have a
quarterly report of all cell phone users and minutes used
Commissioner McHugh
amended her motion to add Vice Chairman Joe Turpin’s
request and also add to
accept the submitted cell phone policy.
Vice Chairman Joe Turpin
seconded Commissioner
McHugh’s amendment.
The Board continued discussion of the submitted cell
phone policy. Mr. Stovall
noted that the cell phone
policy does prohibit the use of a cell phone while operating a
motorized vehicle. Commissioner Walker suggested that the
policy should have some type
of statement such as “the
employee by signing the cell phone policy has read and agreed to
all conditions of the
policy and any violation of the policy could lead to termination”.
Commissioner Walker
requested County Attorney Jordan return the revised cell phone
policy with the
appropriate language. The motion
carried unanimously.
GENERAL GOVERNMENT – PURCHASING-
TELEPHONE SYSTEM RENTAL – TOLL FREE STATISTICAL INFORMATION
Support
Services Supervisor Danny Stovall noted that the County’s current
telephone system rental
agreement with Inter-Tel Technologies is up for renewal and is
currently been rented
month by month. Mr. Stovall noted that
he has been in contact
with Inter-Tel
Technologies regarding the following options:
Service included in rental cost
Utilizing 15-year old desk sets
Minimum amount of replacement desk
sets available
Utilizing 5-year old internal telephone
equipment
New internal equipment and voice mail
system
Service included in rental cost
Minimum amount of replacement desk
sets available
OPTION #3 60-month rental $4716.47
All new campus wide telephone
equipment
Service included in rental
cost
The Board discussed the presented options, future
telephone needs, and the impact of
the budget. Vice Chairman
Joe Turpin requested if a new system could possibly use
“wireless” for the
workers who go into the field which could eliminate cell phones and also
spoke to the use of new
technology, which could save money in the long run. Commissioner
John Turpin also
requested that the RFP include bundling services such as telephone, cell
phones, etc.
The Board discussed bidding out the services for in house
telephone services and to
include the outside
departments such as vehicle maintenance, senior services, etc. and also
discuss the possibility
of including the state offices (Clerk of Court) if there was cost savings
and if the Clerk of Court
wishes the service.
Mr. Stovall discussed the traffic study recently
completed regarding the usage
of the incoming lines and
toll free lines during the month of February 2006. Traffic studies
have been requested to
Sprint and Alltel to further determine the usage of the toll free
numbers.
|
Campus Wide "593 Incoming
Lines |
|
Total Calls for |
|
|
|
the month |
|
February-06 |
|
46,033 |
|
|
|
|
|
Toll Free Numbers from King |
|
Total Calls for |
|
Four numbers being used |
|
the month |
|
February-06 |
|
4,041 |
|
|
|
|
|
Toll Free Numbers from Westfield |
|
Total Calls for |
|
Two numbers being used |
|
the month |
|
February-06 |
|
2,473 |
|
|
|
|
|
Toll Free Numbers from Pine Hall |
|
Total Calls for |
|
Two numbers bring used |
|
the month |
|
February-06 |
|
1,652 |
The Board discussed the toll free line usage by citizens
and county employees. The
Board also discussed the
need for additional lines, switching the 994 numbers to 983
numbers.
Commissioner John Turpin
noted the need for non long distance countywide service.
The
Board requested Mr. Stovall return the completed traffic study by Sprint and
Alltel to the Board for
further discussion regarding the toll free lines.
GENERAL GOVERNMENT – GOVERNING
BODY – RONALD WILSON REAGAN MEMORIAL BUILDING SIGNAGE – CONTINUATION
Support
Services Supervisor Danny Stovall presented several options to Board for
signage for the Ronald
Wilson Reagan Memorial Building such as lettering, a monument,
etc.
The Board discussed different options and possible
location of the signage for the
building.
The Board requested Mr. Stovall to return at least 3
different options with cost
figures at the next
meeting for their consideration.
GENERAL GOVERNMENT – HEALTH
DEPARTMENT – HEALTH DEPARTMENT POSITION REALLOCATION
Health
Director Don Moore requested the Board’s approval to reallocated the
Social Worker Supervisor
III (Grade 73) which was approved in January 2006 to a
Social Worker Supervisor
II (Grade 70). State Personnel recently
classified the position
as a Social Worker
Supervisor II. The reallocation will
result in an additional savings in
salary of $3,763
annually.
Chairman Inman entertained a motion to approve the State
Personnel’s reallocation
of the Social Worker
Supervisor III to a Social Worker Supervisor II.
Commissioner John Turpin moved to approve the
reallocation of Social Worker
Supervisor III to a
Social Worker Supervisor II.
Commissioner McHugh seconded and the
motion carried
unanimously.
GENERAL
GOVERNMENT – SOCIAL SERVICES - BUDGET ORDINANCE
AMENDMENT
#82
Finance Director Julia Edwards requested the approval
of Budget Ordinance
Amendment #82, which is necessary to amend the General Fund
to appropriate CAP/DA
funds for in home services for clients at risk of
institutionalization and LINKS funding for
at-risk young adults formerly in Foster Care. The appropriations are to be changed
as follows:
|
Account |
EXPENDITURES |
|
|
|
|
Number |
|
Decrease |
|
Increase |
|
|
Social Services Department |
|
|
|
|
100.5310.182 |
Professional
Services-CAP/DA |
|
|
$150,000.00 |
|
100.5310.394 |
Independent
Living-LINKS |
|
|
$5,000.00 |
|
|
|
|
|
$155,000.00 |
|
Account Number |
|
REVENUES |
|
Decrease |
|
Increase |
|
100.3540.420 |
|
DSS-CAP/DA
|
|
|
|
$150,000.00 |
|
100.3301.202 |
|
DSS-State
|
|
|
|
$5,000.00 |
|
|
|
|
|
|
|
$155,000.00 |
Finance Director Edwards noted that the following justification of the
budget
ordinance
amendment for fiscal year 2005-06:
·
CAP/DA
is reimbursement for services and LINKS funding that is additional funds from
the State.
Chairman Inman entertained a motion to approve Budget Ordinance
Amendment #82.
Vice Chairman Joe Turpin moved to approve Budget Ordinance Amendment
#82.
Commissioner
McHugh seconded and the motion carried unanimously.
GENERAL
GOVERNMENT – ADMINISTRATION - BUDGET ORDINANCE
AMENDMENT
#83
Finance Director Julia Edwards requested the approval
of Budget Ordinance
Amendment #83, which is necessary to amend the General Fund
to transfer funds for payout
of employees who resigned or retired as of 03-10-06. The
appropriations are to be as
follows:
|
Account |
EXPENDITURES |
|
|
|
|
Number |
|
Decrease |
|
Increase |
|
|
Administration |
|
|
|
|
100.4120.000 |
Salaries and
Wages |
|
|
$5,422.00 |
|
|
|
|
|
|
|
|
Sheriff’s Department |
|
|
|
|
100.4310.000 |
Salaries and
Wages |
|
|
$17,566.00 |
|
|
|
|
|
|
|
|
Jail |
|
|
|
|
100.4320.000 |
Salaries and
Wages |
|
|
$2,240.00 |
|
|
|
|
|
|
|
|
Emergency Communications |
|
|
|
|
100.4325.000 |
Salaries and
Wages |
|
|
3,569.00 |
|
|
|
|
|
|
|
|
Emergency Medical Services |
|
|
|
|
100.4370.000 |
Salaries and
Wages |
|
|
1,032.00 |
|
|
|
|
|
|
|
|
Health Department |
|
|
|
|
100.5100.000 |
Salaries and
Wages |
|
|
3,308.00 |
|
|
|
|
|
|
|
100.9910.100 |
Leave Cost |
$33,137.00 |
|
|
|
|
|
$33,137.00 |
|
$33,137.00 |
Finance Director Edwards noted that
the following justification of the budget
ordinance
amendment for fiscal year 2005-06:
·
Funds
were budgeted for payout to employees
Chairman Inman entertained a motion to approve Budget Ordinance
Amendment #83.
Commissioner McHugh moved to approve Budget Ordinance Amendment #83.
Vice
Chairman Joe Turpin seconded and the motion carried unanimously.
GENERAL
GOVERNMENT – PUBLIC BUILDINGS - BUDGET ORDINANCE AMENDMENT #84
Finance Director Julia Edwards requested the approval
of Budget Ordinance
Amendment #84, which is necessary to amend the General Fund
to transfer funds to replace
a worn out air-conditioning unit located at the Board of
Education Offices and to repair
work on the compressors and the chiller at the Jail. The appropriations are to be changed as
follows:
|
Account Number |
EXPENDITURES |
Decrease |
|
Increase |
|
|
Public Buildings |
|
|
|
|
100.4190.330 |
Utilities |
$4,900.00 |
|
|
|
100.4310.350 |
Maint. &
Repair -Equipment |
|
|
$4,900.00 |
|
|
|
$4,900.00 |
|
$4,900.00 |
Finance Director Edwards noted that
the following justification of the budget
ordinance
amendment for fiscal year 2005-06:
·
Repairs
to air conditioning units at the Board of Education Offices and the Jail
Chairman Inman entertained a motion to approve Budget Ordinance
Amendment #84.
Vice Chairman Joe Turpin moved to approve Budget Ordinance Amendment
#84.
Commissioner
McHugh seconded and the motion carried unanimously.
March , 2006
Mr. T. Vance Holloman
Director-Fiscal Management Section
325 North Salisbury Street
Raleigh, NC 27603
Re: Stokes County
Fiscal Year 2004/05 Audit
Dear Mr. Holloman:
The information provided below is in response to your letter
dated February 24, 2006 to Stokes County, which addressed concerns with
lateness of the County’s audit and the County’s General Fund Balance being
below 8%.
As noted in your letter, the County’s audit was not received
by your office until January 26, 2006. The increased cost of audit services
being placed upon Stokes County as a result of GASB 34, has caused the County
to seek options to decrease cost. Per
the attached correspondence from Mr. Randall S. Brodd, Dixon Hughes, the
County’s Finance Department took on a new task during the FY 2004/05 audit to
save the county approximately of $10,000.
This involvement caused part of the delay, but this delay will not occur
in the future audits.
To ensure that the County meets the October 31, 2006
deadline for the upcoming FY 2005/06 audit, the Board has instructed the
Finance Director to proceed as follows:
·
Negotiate an audit performance calendar with the
County’s auditor for the
FY
2005-06 audit, listing audit milestones and percentage completion dates.
·
Submit a report at each Board meeting during each
annual audit period
starting
with the FY 2005/06 audit which will inform the Board of the status
of
the audit and percentage completed.
·
The Board has established an audit committee which
will also review the
status of the audit on a regular
schedule. At any time the audit falls behind the agreed upon schedule, the
Board will take immediate necessary actions to ensure
its completion on time.
The Board does share your concerns with the County being
below the recommended 8% of the total General Fund expenditures. To continue to increase the County’s fund
balance, the Board set the number one goal at its recent Budget Retreat -
“Continue to Build the Undesignated Fund Balance”.
The County continues with procedures the Board set in place
June 2005 to increase the fund balance. The County also had no allocation from
undesignated fund balance in the FY 2005/06 budget and $445,529.73 of the
County’s Hold Harmless funding was also not budgeted in the FY 2005/06 budget,
thereby going into fund balance.
The Board has also instructed its finance and budget team to
meet with all departments to work toward a reduction of expenditures for the
balance of FY 2005-06, with the saved monies being reverted to the General Fund
balance.
The Board has already started its FY 2006/07 budget process
and has given specific instructions to its budget team to make the desired
correction in the General Fund balance its highest budgetary priority.
I hope the above information provided reflects the dedicated
commitment that Stokes County has placed on the areas addressed in your
correspondence. If you have further
questions or would like additional information, please don’t hesitate to ask.
Also, please update your records to reflect that J. Leon
Inman as the Chairman of the Stokes County Board of Commissioners and Darlene
M. Bullins as Interim County Manager.
Sincerely yours,
J. Leon Inman
Chairman
cc: Interim County
Manager Darlene Bullins
Finance
Director Julia Edwards
Mr. Randall S.
Brodd – Dixon Hughes
Attachment
|
Monday, May 22, 2006 |
Submission of proposed FY2006-07 Budget |
|
7:05 PM |
to the Board of Commissioners |
|
|
Commissioners' Chambers |
|
|
|
|
Monday, June 5, 2006 |
Public Hearing - FY 2006/07 Proposed
Budget |
|
6:30 PM |
Courtroom "A" - Government
Center |
|
|
|
|
Tuesday, June 6, 2006 |
Budget Work Session |
|
6:00 PM |
Joint Meeting with Board of Education |
|
|
Commissioners' Chambers |
|
|
|
|
Wednesday, June 7, 2006 |
Budget Work Session |
|
6:00 PM |
Commissioners' Chambers |
|
|
|
|
Tuesday, June 13, 2006 |
Budget Work Session |
|
6:00 PM |
Commissioners' Chambers |
|
|
|
|
Wednesday, June 14, 2006 |
Budget Work Session |
|
6:00 PM |
Commissioners' Chambers |