STATE OF NORTH CAROLINA    )                    OFFICE OF THE COMMISSIONERS

                                                            )                    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.

 

GENERAL GOVERNMENT-GOVERNING BODY-PLEDGE OF ALLEGIANCE

 

            Chairman Inman opened the meeting by inviting the citizens in attendance to

 

join the Board with the Pledge of Allegiance.

 

GENERAL GOVERNMENT –GOVERNING BODY-APPROVAL OF MINUTES

 

            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:

 

Option #1    36-month 50% discount renewal program              $2466.06

                            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

 

Option #2    36-month recast using existing phones                     $2862.51

                             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

 

This will result in a net increase of $155,000.00 in the appropriations of the General Fund.  

To provide the additional revenue for the above, the following revenues will be increased.

 

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

 

This will result in a net increase of $00.00 in the appropriations of the General Fund.

 

            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

 

This will result in a net decrease of $00.00 in the appropriations of the General Fund.

 

            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.

 

GENERAL GOVERNMENT – PLANNING BOARD – BOARD OF ADJUSTMENT – APPOINTMENT

 

            Chairman Inman noted the vacancy for an alternate member to serve on the Stokes

 

County Planning – Board of Adjustment.

 

            Clerk to the Board Darlene Bullins noted that the vacancy has been advertised on the

 

County’s web site.

 

            Chairman Inman requested the Board return nominations at the April 10th meeting.

 

GENERAL GOVERNMENT – NORTHWEST PIEDMONT WORKFORCE DEVELOPMENT BOARD

 

            Commissioner John Turpin presented and nominated the name of Economic

 

Development Director Ron Morgan to serve on the Northwest Piedmont Workforce

 

Development Board.  (Mr. Morgan can be considered at the April 10th meeting)

 

            Commissioner John Turpin noted that Mr. Morgan would be presenting business

 

members of the County for the Board’s consideration at the April 10th meeting.

 

GENERAL GOVERNMENT – STOKES COUNTY FIRE AND RESCUE ASSOCIATION - APPOINTMENT

 

            Chairman Inman entertained a motion to appoint the following to the Stokes County

 

Fire and Rescue Association: (Nominations were submitted at the March 13th meeting)

 

·        Appointment of David Manuel – Civilian position – (two-year term)

·        Appointment of L. G. Tilley – Fire service term – (two-year term)

 

Commissioner McHugh move to appoint Mr. David Manuel and Mr. L. G. Tilley to

 

serve on the Stokes County Fire and Rescue Association.  Vice Chairman Joe Turpin

 

seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – STOKES COUNTY ADULT CARE HOME COMMUNITY ADVISORY COMMITTEE

 

            Chairman Inman presented information from NWPCOG requesting one (1)

 

vacancy on the Stokes County Adult Care Home Community Advisory Committee. 

 

            Chairman Inman requested the Clerk to place the vacancy on the County’s website

 

and Commissioners to bring nominations to the April 10th meeting.

 

GENERAL GOVERNMENT – FINANCE – PROPOSED AUDIT COMMITTEE

 

            Interim County Manager Darlene Bullins presented the following information

 

regarding the proposed audit committee as requested by the Board:

 

·        Proposed Staff Committee:

o       Finance Director Julia Edwards – to serve as Chairman

o       Assistant Finance Director Lisa Lankford

o       Budget Officer/Interim County Manager Darlene Bullins

o       Budget Director Dennis Thompson

o       Support Services Supervisor Danny Stovall

 

·        Proposed Staff Committee will have but not limited to the following responsibilities:

o       Review and analysis of RFPs

o       Evaluation of the auditor’s qualifications, performance, and independence

o       Review and monitor auditor’s timeline for completion of the audit

o       Report to the Board on the Committee’s findings

o       Monitor the performance of the County’s internal audit function and system internal controls

 

Interim County Manager Bullins noted that the Committee be composed of staff

 

members only so that the Board will feel more comfortable in overruling the Committee’s

 

recommendation than would be the case if one or more Commissioners were on the

 

Committee.  Also, the committee will “report” to the Board rather than “recommend” to the

 

Board.

 

            The Board discussed the proposed Staff Audit Committee submitted by Interim

 

Manager Bullins and Budget Director Dennis Thompson.

 

            Vice Chairman Joe Turpin moved to approve the submitted proposed Staff Audit

 

Committee, which includes: Finance Director Julia Edwards, Assistance Finance Director

 

Lisa Lankford, Budget Officer/Interim County Manager Darlene Bullins, Budget Director

 

Dennis Thompson, and Support Services Supervisor Danny Stovall.   Commissioner

 

McHugh seconded and the motion carried unanimously.

 

 

 

 

GENERAL GOVERNMENT – GOVERNING BODY – LOCAL GOVERNMENT COMMISSION – FISCAL YEAR 2004-05 AUDIT – COUNTY RESPONSE

 

            As directed by the Board, Interim County Manager Darlene Bullins submitted the

 

following proposed correspondence to the Local Government Commission regard the

 

Stokes County Fiscal Year 2004-05 Audit:

 

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

 

            Interim Manager Bullins also noted that a copy of the correspondence from Randy

 

Brodd Dixon Hughes, PLLC regarding the lateness of the audit would be attached.

 

            Commissioner McHugh requested to add “at the time of the audit” to the end of the

 

following sentence:  “ The Board does share your concerns with the County being below the

 

recommended 8% of the total General Fund expenditures”.  Commissioner Walker

requested that the letter also be copied to Budget Director Dennis Thompson.

 

            The Board discussed the proposed letter to LGC.

 

            Chairman Inman entertained a motion to approve the proposed letter to the Local

 

Government Commission as amended.

 

            Commissioner McHugh moved to approve the proposed letter to the Local

 

Government Commission as amended.  Vice Chairman Joe Turpin seconded and the motion

 

carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – PROPOSED FISCAL YEAR 2006-07 BUDGET CALENDAR

 

            As directed by the Board, Interim County Manager Darlene Bullins submitted the

 

following proposed F/Y 2006-07 budget calendar: (Proposed 2006-07 Budget will be

 

delivered on Monday, May 22, 2006)

 

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

 

 

            The Board discussed the following issues regarding the submitted dates:

 

·        Monday, June 5, 2006- Scheduled Board of Education meeting

·        Tuesday, June 6, 2006 – Possible Planning Meeting

 

The Board agreed on the following dates for the F/Y 2006-07 Budget Calendar:

 

·        Wednesday, June 7, 2006 -  Public Hearing

         6:30 pm                             Courtroom “A”

·        Tuesday, June 13, 2006  -    Budget Work Session/Board of Education

   6:00 pm                              Commissioners Chambers

·        Wednesday, June 14, 2006 – Budget Work Session

   6:00 pm                              Commissioners Chambers

·        Monday, June 19, 2006   -     Budget Work Session

  6:00 pm                                Commissioners Chambers

·        Wednesday, June 21, 2006    Budget Work Session

               6:00 pm                               Commissioners Chambers

 

Commissioner McHugh moved to approve the following dates for F/Y 2006-07

 

Budget Calendar:

 

·        Wednesday, June 7, 2006 -  Public Hearing

         6:30 pm                             Courtroom “A”

·        Tuesday, June 13, 2006  -    Budget Work Session/Board of Education

   6:00 pm                               Requested Department Heads

                                                                      Commissioners Chambers

·        Wednesday, June 14, 2006 - Budget Work Session

   6:00 pm                              Commissioners Chambers

·        Monday, June 19, 2006   -     Budget Work Session

  6:00 pm                                Commissioners Chambers

·        Wednesday, June 21, 2006 - Budget Work Session

                          6:00 pm                               Commissioners Chambers

 

            Commissioner John Turpin seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – PROPOSED SCHOOL CAPITAL RESERVE FUND

 

            As directed by the Board, Interim County Manager Darlene Bullins submitted the

 

following Proposed School Capital Outlay and Reserve Fund Resolution prepared by Budget

 

Director Dennis Thompson:

 

 

 

 

 

STOKES COUNTY BOARD OF COMMISSIONERS

RESOLUTION BY THE BOARD OF COMMISSIONERS

IN SUPPORT OF THE CREATION OF A SCHOOLS CAPITAL OUTLAY & RESERVE FUND

WHEREAS, the Board of Commissioners of Stokes County desires to create a Schools Capital Outlay and Reserve Fund for the following purposes:

1.   To provide a discrete fund into which revenues can be received and disbursed for the following purposes:

a.   Payment of existing and future debt service costs for schools projects.

b.   Payment of costs of schools current capital projects and items.

c.   Periodically building new schools and renovating and enlarging existing

school buildings and related facilities.

d.   Meeting other capital needs of Stokes County schools, including emergency projects.

2.   To provide a permanent and continuing fund for the accumulation and retention of monies to be used for the cited purposes.

3.   To provide a fiscal instrument for clearly defining and accounting for the amounts and sources of revenues to be received, disbursed, and held in reserve for the cited uses.

4.   To receive revenues from the schools dedicated portions of Article 40 and Article 42 local option sales taxes, and also from other revenue sources that the Board of Commissioners may designate from time to time.

WHEREAS, monies that are not used during a Fiscal Year for current year's needs shall be carried forward as a fund balance into the next Fiscal Year; and

WHEREAS, monies may be removed from this Fund for non-school capital uses only under emergency circumstances as determined by majority vote of the County Commissioners, and may not include the sales tax revenues that are required by statute to be dedicated to school capital uses; and

WHEREAS, the Schools Capital Outlay and Reserve Fund shall be placed into use with the Fiscal Year 2006-07 budget.

NOW THEREFORE BE IS RESOLVED, that the Stokes County Schools Capital Outlay and Reserve Fund is hereby created, under the exclusive control of the Stokes County Board of Commissioners. Revenues placed into the Fund may be used for the cited purposes, in such manner and in such amounts as the Board of Commissioners determines to be appropriate in its annual budget process, and by amendment throughout the Fiscal Year

Adopted by the Stokes County Board of Commissioners this 27th day of March 2006.

                                                                        ________________________________

                                                                           J. Leon Inman, Chairman

________________________________

Darlene M. Bullins, Clerk to the Board

 

 

            The Board discussed the proposed School Capital Outlay and Reserve Fund.

 

            Chairman Inman entertained a motion to adopt the proposed Resolution by the Board

 

of Commissioners in Support of the Creation of a Schools Capital Outlay and Reserve Fund.

 

            Vice Chairman Joe Turpin moved to adopt the proposed Resolution by the Board

 

of Commissioners in Support of the Creation of a Schools Capital Outlay and Reserve Fund.

 

Commissioner McHugh seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – EIGHT COUNTY NORTH CAROLINA/VIRGINIA REGIONAL TOURISM PLANNING INITIATIVE

 

            Commissioner John Turpin requested the Board’s direction regarding the funding

 

request for the Eight-County North Carolina/Virginia Regional Tourism Planning Initiative

 

presented to the Board on Monday, March 20th at the Economic Development Special

 

Session.

 

            Commissioner John Turpin noted that the $2000 request for consultant’s fees would

 

be used for the remainder of the F/Y 2005-06 which would be billed directly to Stokes

 

County.  Current funding is available in the Economic Development’s funding. 

 

Commissioner John Turpin noted that the $7500 would be considered in the 2006-07

 

Budget.

 

            The Board discussed the $2000 request for the Eight-County Regional Tourism

 

Initiative. 

 

            Vice Chairman Joe Turpin moved to approve $2000 funding request for the Eight-

 

County North Carolina/Virginia Regional Tourism Planning Initiative.  Commissioner

 

McHugh seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY - RESOLUTIONS

 

            Commissioner McHugh requested that the recent adopted Resolution renaming

 

The Seven Island Bridge to Brother Olen King Seven Island Bridge be signed by all

 

members of the Board of Commissioners and that a dedication be planned when approval is

 

received from the State.  Vice Chairman Joe Turpin seconded the motion.

 

            Commissioner John Turpin suggested that any further adopted Resolution be signed 

 

by all members of the Board if they wish.

 

            Commissioner McHugh amended the motion to include that all further Resolutions

 

be signed by all members.  Vice Joe Turpin seconded the amendment to the motion.

 

            The motion was unanimous.

 

GENERAL GOVERNMENT – GOVERNING BODY – PROPOSED RESOLUTION FOR THE NORTH STOKES GIRLS’ TENNIS TEAM AND BOYS’ VARSITY BASKETBALL TEAM

 

            As directed by the Board, Interim County Manager Darlene Bullins submitted the

 

following proposed Resolutions Honoring the North Stokes High School Girls’ Tennis

 

Team and the Boys’ Varsity Basketball Team for the Board’s consideration:

 

RESOLUTION

HONORING

NORTH STOKES HIGH SCHOOL

GIRLS’ TENNIS TEAM

 

WHEREAS, the North Stokes High School Athletic Department is providing an equal opportunity for all students to participate in the sports program, with great emphasis being placed upon physical fitness, sportsmanship, and character; and

 

WHEREAS, the North Stokes High School Girls’ Tennis Team and Coach Julian McKenzie have obtained a high level of achievement through hard work and dedication; and

 

WHEREAS, the 2005 North Stokes High School Girls’ Tennis Team completed the Season with a 20–0 record; earned the Northwest 1-A Conference Championship, Regional Championship and ended the season as the North Carolina High School Athletic Association State 1-A Dual Team Champions, and members include:

 

Cassidy Goin, Jenni Kimmich, Kasey Mabe,

Brittany Sams, Brooke Hill, Laken Joyce,

Tanna Tilley, Amber Nelson, Marah Nelson,

Holly Whitener, Summer Whitener, Elena Yanez

 

WHEREAS, members of this team have back to back State 1-A Dual Team Championship Titles; and

WHEREAS, the success of this team has brought honor to North Stokes High School and Stokes County.

 

NOW, THEREFORE BE IT RESOLVED, that a copy of this Resolution will be presented to Principal Ronnie Mendenhall, Athletic Director Frank Sessoms, and Coach Julian McKenzie, and each member of the North Stokes Girls’ Tennis Team as an expression of the Board’s appreciation for their hard work and dedication.

 

Adopted this 27th day of March 2006.

 

                                                                        ____________________________

                                                                        J. Leon Inman

                                                                        Chairman

____________________________  

Darlene M. Bullins

Clerk to the Board

 

RESOLUTION

HONORING

NORTH STOKES HIGH SCHOOL

BOYS’ VARSITY BASKETBALL TEAM

 

WHEREAS, the North Stokes High School Athletic Department is providing an equal opportunity for all students to participate in the sports program, with great emphasis being placed upon physical fitness, sportsmanship, and character; and

 

WHEREAS, the North Stokes High School Boys’ Varsity Basketball Team and Coach David Anderson have obtained a high level of achievement through hard work and dedication; and

 

WHEREAS, the 2005-06 North Stokes High School Boys’ Varsity Basketball Team completed the Season with a 29-3 record; earned the Reidsville Review Holiday Classic Championship, Northwest 1-A Conference Regular Season Championship, Northwest 1-A Conference Tournament Championship, Sectional Championship, Western Regional Championship and ended the season as the North Carolina High School Athletic Association State 1-A Runner Up Champions, and members include:

 

 

Brent Hughes, Seth Johnson, Travis Lawson, Mitchell Livengood,

Matt Sexton, Andrew Steele, Jackson Smith, Josh Wilmoth, Tyler Wilson, Roy Hutchins, Brandon Joyce, Zach Lapinski, Adam Carter

 

WHEREAS, members of this team advanced further than any other basketball team in school history; and

 

WHEREAS, the success of this team has brought honor to North Stokes High School and Stokes County.

NOW, THEREFORE BE IT RESOLVED, that a copy of this Resolution will be presented to Principal Ronnie Mendenhall, Athletic Director Frank Sessoms, and       Coach David Anderson, and each member of the North Stokes Boys’ Varsity Basketball Team as an expression of the Board’s appreciation for their hard work and dedication.

 

Adopted this 27th day of March 2006.

 

 

                                                                        ____________________________

                                                                        J. Leon Inman

                                                                        Chairman

 

____________________________  

Darlene M. Bullins

Clerk to the Board

 

            Commissioner McHugh moved to approve submitted Resolutions Honoring the

 

North Stokes High School Girls’ Tennis Team and the Boys’ Varsity Basketball Team.

 

Vice Chairman Joe Turpin seconded the motion and the motion carried unanimously.

 

            The Board directed Clerk to the Board to invite members of both teams to the last

 

meeting in April for the presentation.

 

            Commissioner McHugh noted that these Resolutions should include all members

 

of the Board as approved by the previous motion to have all members sign adopted

 

Resolutions.

 

GENERAL GOVERNMENT – GOVERNING BODY – PROPOSED MEETING WITH STOKES HEALTH ALLIANCE

 

            Interim County Manager Darlene Bullins presented information from the Stokes

 

Health Alliance regarding a time that the Alliance could present the results from their

 

work session regarding their top priorities.  Alliance would be willing to meet at a special

 

work session or at a regular meeting. 

 

            The Board discussed the advantages of having a special work session in order to

 

have time to fully discuss priorities.

 

            Chairman Inman requested Interim Manager Bullins to request possible dates

 

from the Alliance for consideration and that all members of the Alliance if possible

 

attend the special work session.           

 

GENERAL GOVERNMENT – GOVERNING BODY – PROPOSED WALNUT COVE LIBRARY EXPANSION PROJECT

 

            Commissioner Walker requested if there was any update regarding the proposed

 

Walnut Cove Library Expansion Project.

 

            Chairman Inman updated the Board regarding the recent meeting on Friday,

 

March 24th with members from the Town of Walnut Cove Board.  Chairman Inman

 

noted the following individuals met to discuss the proposed Walnut Cove Library Expansion

 

Project:

 

·        Chairman Leon Inman

·        Interim County Manager Darlene Bullins

·        County Attorney Jonathan Jordan

·        Budget Director Dennis Thompson

·        Support Services Supervisor Danny Stovall

·        Town Manager Jack Gardin – Walnut Cove

·        Mayor Ken Starnes – Town of Walnut Cove

·        Town Attorney – Kevin Burger

·        Ms. Betty Smith – Walnut Cove Librarian

·        Mr. Tom Grubbs – Walnut Cove Library Board Chairman

 

Chairman Inman noted the Town of Walnut Cove is ready to proceed with

 

working with the County to get the Walnut Cove Library Expansion Project started.  The

 

Town has already talked with representatives from the USDA-Rural Development regarding

 

financing options.  Town Manager Gardin will be obtaining further financial information,

 

along with updated project costs for submission to the Town of Walnut Cove Board and to

 

Chairman Inman for submission to the Board of Commissioners. 

 

GENERAL GOVERNMENT – GOVERNING BODY – DAYMARK RECOVERY SERVICES INC. – LEASE

 

            Interim County Manager Darlene Bullins presented the proposed lease with

 

DayMark Recovery Services, Inc. who is currently occupying space in the upper level of the

 

Community Services Building in Danbury for the Board’s consideration.

 

            Interim Manager Bullins noted that Daymark, Truimph, nor CenterPoint does not

 

wish to occupy any space in the lower level of the building, which will leave approximately

 

8-9 offices empty.  County Attorney Jonathan Jordan has reviewed and approved the

 

proposed lease.  The Board discussed the available space.

 

            Commissioner John Turpin moved to approve the lease with DayMark Recovery

 

Services, Inc.  Commissioner McHugh seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – PROPOSED MEDICAID RESOLUTION

 

            Chairman Inman presented a Resolution adopted by Columbus County in

 

Support of State Assumption of County Share of Medicaid for the Board’s information.

 

            Interim Manager Darlene Bullins noted that per direction of the Board,

 

Representative Bryan Holloway had been contacted and would be sending a copy of his

 

Bill which will eliminate the County’s Medicaid’s burden over the next three years without

 

taking away the revenue from the Article 39 Sales Tax.

 

            Commissioner McHugh moved to approve the submitted Resolution changing the

 

County name and the dollar and percentage amounts to reflect Stokes County’s share of

 

Medicaid funding and also add a Whereas that the Stokes County Board of Commissioners

 

Support the Legislation introduced by Representative Bryan Holloway.  Commissioner

 

Walker seconded the motion.  Interim Manager Bullins noted that the information from

 

Representative Holloway for the Board’s review should be available within the next two

 

days. 

 

            The Board discussed the proposed Resolution and suggested amendments.

           

            Commissioner McHugh amended the motion to have the proposed Resolution for

 

the Board’s consideration ready for the April 4th Planning meeting.  Commissioner Walker

 

seconded Commissioners McHugh’s amendment.

 

            The Board further discussed the proposed Resolution.

 

            Commissioner McHugh withdrew her motion and Commissioner Walker withdrew

 

his second to the motion until information is received from Representative Bryan Holloway.

 

 

CLOSED SESSION

           

            Chairman Inman entertained a motion to enter Closed Session for the following:

 

·        To consult with the Attorney employed or retained by the Public Body in Order to preserve the attorney-client privilege between the Attorney and the Public Body, which privilege is hereby acknowledged, and to consider and give instructions to an attorney concerning the handing or settlement of a claim judicial action, mediation, arbitration, or administrative procedure pursuant to G.S. 143-318.11(3).

 

 

            Commissioner John Turpin moved to enter into Closed Session for the following:

 

·        To consult with the Attorney employed or retained by the Public Body in Order to preserve the attorney-client privilege between the Attorney and the Public Body, which privilege is hereby acknowledged, and to consider and give instructions to an attorney concerning the handing or settlement of a claim judicial action, mediation, arbitration, or administrative procedure pursuant to G.S. 143-318.11(3).

 

 

 

 

            Vice Chairman Joe Turpin seconded and the motion carried unanimously.

 

 

The Board entered back into the regular session of March 27th meeting.

 

 

            There being no further business to come before the Board, Chairman Inman

 

entertained a motion to adjourn the meeting.  Commissioner John Turpin moved to adjourn

 

the meeting.  Vice Chairman Joe Turpin seconded and the motion carried unanimously.

 

 

 

 

 

 

 

 

 

 

_________________________                                  _____________________________

Darlene M. Bullins                                                    J. Leon Inman

Clerk to the Board                                                     Chairman*