STATE OF NORTH CAROLINA                               )                    OFFICE OF THE COMMISSIONERS

                                                                                    )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                                              )                    DANBURY, NORTH CAROLINA

                                                                                    )                    APRIL 24, 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, April 24, 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

                                                DSS Director Jan Spencer

                                                Support Services Supervisor Danny Stovall

                                                Emergency Services Director Monty Stevens

                                                Tax Administrator Wren Carmichael

                                                Health Director Don Moore

                                                Information Systems Director Dianna Fulp

                                               

 

Chairman Leon Inman called the meeting to order.

 

Chairman Inman 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 theApril 4th and April 10th meetings. 

 

Commissioner McHugh moved to approve the minutes of the April 4th and April 10th meetings. 

 

Commissioner John Turpin seconded and the motion carried unanimously.

 

PUBLIC COMMENTS

 

The following spoke during public comments:

 

Ronnie Mendenhall

Principal

North Stokes High School

Danbury, NC  27016

RE:  Tennis and Basketball

 

Principal Ronnie Mendenhall expressed his appreciation to the Board of Commissioners for taking the time to honor the Girls’ Tennis and Boys’ Varsity Basketball Teams.  Principal

Mendenhall thanked the members of both teams and coaching staff for their hard work and dedication to making this a great season for both sports at North Stokes.

 

 

Rick Woodard

1477 Horseshoe Road

Westfield, NC  27053

RE:  Meadowbrook

 

Mr. Woodard expressed his concerns regarding the recent plans to move Meadowbrook School onto the North Stokes High School campus.  Mr. Woodard stated that the lack of information about the move from Superintendent Cartner was very upsetting to parents who have students at North. 

 

Chairman Inman noted that this was a Board of Education decision, not a Board of Commissioners’ decision.

 

GENERAL GOVERNMENT – GOVERNING BODY – RECOGNITION TO NORTH STOKES GIRLS’ TENNIS TEAM AND NORTH STOKES BOYS’ VARSITY BASKETBALL TEAM

 

Chairman Inman welcomed the members of the North Stokes Girls’ Tennis and Boys’ Varsity Basketball Teams.

 

The Board presented the following members of each team along with Principal Ronnie Mendenhall, Coach Julian McKenzie, and Coach David Anderson a Resolution adopted at the March 27th meeting honoring each team:

 

 

North Stokes Girls’ Tennis Team

Cassidy Goin, Jenni Kimmich, Kasey Mabe, Brittany Sams, Brooke Hill,

Laken Joyce, Tanna Tilley, Amber Nelson, Marah Nelson, Holly Whitener,

Summer Whitener, Elena Yanez

 

 

Boys Varsity Basketball Team

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

 

 

Each member of the Board expressed their congratulations to members of the Girls Tennis Team and Boys Varsity Basketball Team.

 

GENERAL GOVERNMENT – TAX ADMINISTRATION REPORT

 

Tax Administrator Wren Carmichael presented the following Real and Personal Property Tax Releases in the amount of $671.29:

               

Elaine R. Hobbs

 

$316.86

Stephens Farm Trust

 

$336.99

Howard Lee Cheek

 

  $17.44

 

 

$671.29

 

Chairman Inman entertained a motion to approve or deny the Real and Personal Property Tax Release Requests in the amount of $671.29.

 

Commissioner John Turpin moved to approve the Real and Personal Property Tax Release Requests in the amount of $671.29. 

 

Commissioner McHugh seconded and the  motion carried unanimously.

 

Tax Administrator Carmichael noted that the new software conversion was going very smoothly and staff training would begin the week of May 22nd.

 

Tax Administrator Carmichael presented Board members with a tax collection report, which he plans to present each month for the Board’s review.  Administrator Carmichael noted a possible estimated $300,000 shortfall in revenue for fiscal year 05-06 due to the overestimated 05/06 property valuations.

 

GENERAL GOVERNMENT – EMS – PROPOSED CONVALESCENT AMBULANCE ARE IN STOKES COUNTY

 

Emergency Services Director Monty Stevens presented the Board with a request from Calvary Ambulance Service in Winston Salem about the possibility of performing contractual convalescent ambulance services for Hospice of Stokes County and other convalescent transports within the County.

 

Director Stevens spoke with Ms. Margaret Avery –Stokes Hospice regarding the  request from Calvary Ambulance Service.  Ms. Avery stated that the need for Calvary was for back up services only (when Stokes EMS was not available) per requirements of Joint Commission. 

 

Ms. Avery requested that Director Stevens inform the Board that Hospice was completely satisfied with the services being provided by Stokes EMS, but that Joint Commission required a second contract in place.

 

Director Stevens stated that he was unsure if this type of request for back up services would fall under the stipulations of the County’s Franchise Agreement. 

 

Director Stevens also noted if approved for convalescent transport in the County, this would reduce revenue for the County.

 

Commissioner McHugh suggested County Attorney Jordan review the County’s Franchise Agreement regarding the request.

 

Director Stevens noted that Calvary must be certified just like Stokes EMS through the North Carolina Office of EMS.

 

The Board also discussed liability issues, a possible mutual aid agreement instead of the franchise,  and the effectiveness of privatization of EMS versus County owned EMS.

 

Chairman Inman directed Director Stevens to consult with the County Attorney Jordan and return to the Board at the next meeting especially investigating the County’s Liability if the request was approved.

 

GENERAL GOVERNMENT – FINANCE DEPARTMENT– PROPOSED AUDIT RFPS

 

Finance Director Julia Edwards presented the following proposals received on March 31, 2006 for auditing services:

 

 

 FISCAL YEAR

 FISCAL YEAR

 FISCAL YEAR

 FISCAL YEAR

 TOTAL

 

COUNTY AUDIT

 2005-06

 2006-07

 2007-08

 2008-09

 BID

 STAFF

 

 

 

 

 

 

 

MARTIN STARNES & ASSOCIATES

 

 $     40,500.00

 $    42,000.00

 $     43,600.00

 $   126,100.00

5

 

 

 

 

 

 

 

DIXON HUGHES

 $  42,500.00

 $     48,000.00

 $    48,960.00

 $     49,940.00

 $   146,900.00

5

 

 

 

 

 

 

 

MCGLADREY & PULLEN

 

 $     67,500.00

 $    70,875.00

 $     74,400.00

 $   212,775.00

5

 

 

 

 

 

 

 

 

 

 

 

 

 

 

WATER & SEWER

 FISCAL YEAR

 FISCAL YEAR

 FISCAL YEAR

 FISCAL YEAR

 TOTAL

 

AUTHORITY AUDIT

 2005-06

 2006-07

 2007-08

 2008-09

 BID

 

 

 

 

 

 

 

 

MARTIN STARNES & ASSOCIATES

 

 $       5,000.00

 $      5,250.00

 $       5,500.00

 $     15,750.00

 

 

 

 

 

 

 

 

DIXON HUGHES

 $    6,000.00

 $       6,000.00

 $      6,000.00

 $       6,000.00

 $     18,000.00

 

 

 

 

 

 

 

 

MCGLADREY & PULLEN

 

 $     15,000.00

 $    15,750.00

 $     16,500.00

 $     47,250.00

 

               

Director Edwards also presented information regarding each proposal, counties with similar population including amounts paid and firms conducting audit services, and information regarding audit services for counties in our region.

 

Director Edwards noted that the Audit Committee met on April 12th and reviewed the three submitted proposals and agreed that the three firms’ proposals met the RFPs’ requirements.  The Audit Committee agreed that the three proposals should be forwarded to the Board for consideration.  The Audit Committee consisted of the following individuals:

 

·         Finance Director Julia Edwards

·         Assistant Finance Director Lisa Lankford

·         Interim County Manager Darlene Bullins

·         Support Services Supervisor Danny Stovall

·         Budget Director Dennis Thompson

 

The Board discussed the submitted quotes, three-year proposed amounts, services proposed by each auditing firm, information pertaining to similar counties/counties in the region, and the need for the audit to be completed by the due date.

 

Mr. Martin Starnes (Martin Starnes & Associates) was present for the meeting.

 

Mr. Starnes spoke to the Board regarding the variations in the amounts being charged to different counties for audit services, this could possibly be due to the number of funds, complexity of the county (sewer, grant funds, etc.), and overhead cost.

 

Chairman Inman entertained a motion for contracting for audit services for Stokes County.

 

Commissioner McHugh moved to approve contracting with Martin Starnes & Associates for auditing services for 2006-2009.  Vice Chairman Joe Turpin seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – RONALD WILSON REAGAN MEMORIAL BUILDING SIGNAGE – CONTINUATION

 

Support Services Supervisor Danny Stovall presented the following quotes for the Board’s consideration regarding signage for the Ronald Wilson Reagan Memorial Building:

 

 

Southeastern Sign Works – 10” Black Plastic letters installed           $1,021.50

 

Carroll Signs & Advertising – 9” Black Plastic letters installed           $1,040.00            

Carroll Signs & Advertising - 10” Black Plastic letters installed       $1,125.00

 

                Southeastern Sign Works - 10” Cast aluminum letters installed         $1,762.82

 

 

 

Materials - Aluminum sign, 8” Vinyl letters and radius posts

 

42” x 14’ 4” x 7”d 1-sided installed                                                                                $2,975.00

42” x 14’ 4” x 7”d 1-sided County installs                                                    $2,675.00

 

42” x 10’ x 7”d 1-sided installed                                                                    $2,500.00

42” x 10’ x 7”d 1-sided County installs                                                         $2,200.00

 

 

Materials - Aluminum sign, 8” Vinyl letters and 2” x 2” posts

 

42” x 10’ 1-sided County installs                                                                   $756.56

 

36” x 48” 1-sided County installs                                                                   $475.00

 

 

Interim County Manager Darlene Bullins reported a balance of $616.18 that had been collected for the signage. (no county funding)

 

The Board discussed the options presented by Mr. Stovall.

 

Commissioner John Turpin stated that the funding could be raised once the decision is made and the price determined.

 

Chairman Inman entertained a motion regarding the options presented by Mr. Stovall for signage.

 

Commissioner McHugh moved to approve the purchase of lettering from Southeastern Sign Works -10” Black Plastic Letters installed for $1,021.50 and the Board actively pursue the raising of the additional funding. 

 

Vice Chairman Joe Turpin seconded and the motion carried unanimously.

               

GENERAL GOVERNMENT – HEALTH DEPARTMENT- BUDGET ORDINANCE AMENDMENT #90

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #90, which is necessary to amend the General Fund to transfer funds from lapsed salaries to professional services for a contracted employee in WIC Program.  The appropriations are to be changed as follows: 

 

Account

EXPENDITURES

 

 

 

Number

 

 Decrease

 

 Increase

 

Health Department

 

 

 

100.5100.000

Salaries & Wages

$2,500.00

 

 

100.5100.180

Professional Services

 

 

$2,500.00

 

 

$2,500.00

 

$2,500.00

 

This will result in a net increase of $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:

 

·         Request to transfer lapsed salaries for contracted employee in WIC.

 

Health Director Don Moore noted the contracted employee was used for training employees within the WIC Department.

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment  #90.

 

Commissioner McHugh moved to approve Budget Ordinance Amendment #90.

 

Vice Chairman Joe Turpin seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – DSS - BUDGET ORDINANCE AMENDMENT #91

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #91, which is necessary to amend the General Fund to appropriate funds for TANF Domestic Violence for expenditures.  The appropriations are to be as follows: 

 

Account

REVENUES

 

 

 

Number

Public Assistance

 Decrease

 

 Increase

100.5410.004

TANF Domestic Violence

 

 

$7,138.00

 

 

 

 

$7,138.00

 

This will result in a net increase of $7,138.00 in the appropriations of the General Fund.  To provide the additional revenue for the above, the following revenues will be increased.

 

Account

REVENUES

 

 

 

Number

 

 Decrease

 

 Increase

100.3301.202

DSS-Federal

 

 

$7,138.00

 

 

 

 

$7,138.00

 

Finance Director Edwards noted that the following justification of the budget ordinance amendment for fiscal year 2005-06:

 

·         Funds allocated to Stokes County 100% Federal Funding

 

DSS Director Jan Spencer reiterated that it was additional 100% Federal funding.

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment #91.

 

Vice Chairman Joe Turpin moved to approve Budget Ordinance Amendment #91.

 

Commissioner McHugh seconded and the motion carried unanimously.  

 

GENERAL GOVERNMENT – SHERIFF’S DEPARTMENT- BUDGET ORDINANCE AMENDMENT #92

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #92, which is necessary to amend the General Fund to transfer funds to provide training for the remainder of the fiscal year.  The appropriations are to be changed as follows: 

 

Account Number

EXPENDITURES

 Decrease

 

 Increase

 

Sheriff’s Department

 

 

 

100.4310.310

Travel

$3,760.00

 

 

100.4310.311

Training

 

 

$3,670.00

 

 

$3,760.00

 

  $3,670.00

 

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:

 

·         Request to transfer funds from travel to training to cover expenditures for

the remainder of the fiscal year

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment  #92.

 

Commissioner McHugh moved to approve Budget Ordinance Amendment #92.

 

Commissioner John Turpin seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – JAIL- BUDGET ORDINANCE AMENDMENT #93

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #93, which is necessary to amend the General Fund to transfer funds for part time salaries on behalf of a full time employee on military leave. The appropriations are to be changed as follows: 

 

Account

EXPENDITURES

 

 

 

Number

Jail

 Decrease

 

 Increase

100.4320.000

Salaries & Wages

$13,000.00

 

 

100.4320.020

Salaries & Wages – Part Time

 

 

$13,000.00

 

 

$13,000.00

 

$13,000.00

 

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:

 

·         Transfer funds to cover full time employee deployed to Iraq.

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment  #93.

 

Vice Chairman Joe Turpin moved to approve Budget Ordinance Amendment #93.

 

Commissioner McHugh seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – COOPERATIVE EXTENSION- BUDGET ORDINANCE AMENDMENT #94

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #93, which is necessary to amend the General Fund to transfer lapsed salaries to contingency and to purchase two (2) computers, folding machine, and projector.  The appropriations are to be changed as follows: 

 

Account

EXPENDITURES

 

 

 

Number

Cooperative Extension

 Decrease

 

 Increase

100.4950.440

Miscellaneous Contractual Services

$13,000.00

 

 

100.4950.511

Equipment – Non Capitalized

 

 

$7,000.00

100.9910.000

Contingency

 

 

$6,000.00

 

 

$13,000.00

 

$13,000.00

 

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:

 

·         Lapsed salaries funds transferred to purchase equipment and to revert back to contingency

 

Cooperative Extension Director Jack Loudermilk presented information to justify the need to purchase the equipment out of the fiscal year 2005-06.

 

Interim County Manager Darlene Bullins noted the attached recommendation from Budget Director Dennis Thompson.

               

Commissioner Walker requested that Cooperative Extension have information available for growers regarding organic foods and spices.  Director Loudermilk concluded that the agency did have some information available and that individuals could make an appointment to discuss any service provided by Cooperative Extension.

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment  #94.

 

Vice Chairman Joe Turpin moved to approve Budget Ordinance Amendment #94.

 

Commissioner McHugh seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – FINANCE - BUDGET ORDINANCE AMENDMENT #95

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #95, which is necessary to amend the General Fund to un-appropriate proceeds from financing for vehicles. The appropriations are to be changed as follows: 

 

Account

EXPENDITURES

 

 

 

Number

Public Buildings

 Decrease

 

 Increase

100.4310.510

Equipment

$15,000.00

 

 

 

Sheriff’s Department

 

 

 

100.4310.510

Equipment

$77,994.00

 

 

 

Jail

 

 

 

100.4370.510

Equipment

$30,010.00

 

 

 

Emergency Medical Services

 

 

 

100.4370.510

Equipment

 

 

$2,980.00

 

Animal Control

 

 

 

100.4370.510

Equipment

$16,000.00

 

 

 

Library

 

 

 

100.6110.681

Equipment

 

 

$1,363.00

 

 

$139,004.00

 

$4,343.00

 

This will result in a net decrease of $134,661.00 in the appropriations of the General Fund.  To provide the additional revenue for the above, the following revenues will be decreased.

 

Account

REVENUES

 

 

 

Number

 

 Decrease

 

 Increase

100.3920.911

Proceeds from Financing

$134,661.00

 

 

 

 

$134,661.00

 

 

  

Finance Director Edwards noted that the following justification of the budget ordinance amendment for fiscal year 2005-06:

 

·         Approved by the Board of Commissioners , February 13, 2006 Board meeting

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment  #95.

 

Commissioner John Turpin moved to approve Budget Ordinance Amendment #95.

 

Vice Chairman Joe Turpin seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – FINANCE - BUDGET ORDINANCE AMENDMENT #96

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #96, which is necessary to amend the General Fund and Capital Reserve Fund to transfer funds for the purchase of vehicles. The appropriations are to be changed as follows: 

 

Account

EXPENDITURES

 

 

 

Number

General Fund

 Decrease

 

 Increase

 

Jail

 

 

 

100.4320.510

Equipment

 

 

$26,804.00

 

Animal Control

 

 

 

100.4380.510

Equipment

 

 

$16,000.00

 

 

 

 

$42,804.00

 

 

 

 

 

 

Capital Reserve Fund

 

 

 

201.4310.001

Sheriff’s Department

$1,903.00

 

 

201.4320.012

Jail

$13,500.00

 

 

201.4190.013

Public Buildings

$10,000.00

 

 

201.4380.002

Animal Control

$8,000.00

 

 

201.9810.000

Transfer to General Fund

 

 

$33,403.00

 

 

$33,403.00

 

$33,403.00

 

This will result in a net increase of $42,804.00 in the appropriations of the General Fund.  To provide the additional revenue for the above, the following revenues will be increased.

 

 

 

 

Account

REVENUES

 

 

 

Number

 

 Decrease

 

 Increase

100.3982.960

Transfer from Capital Reserve

 

 

$33,403.00

100.3301.410

Federal Inmate Reimbursement

 

 

$9,401.00

 

 

 

 

$42,804.00

  

Finance Director Edwards noted that the following justification of the budget ordinance amendment for fiscal year 2005-06:

 

·         Approved by the Board of County Commissioners, February 13, 2006 Board meeting

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment  #96.

 

Commissioner McHugh moved to approve Budget Ordinance Amendment #96.

 

Vice Chairman Joe Turpin seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – HEALTH DEPARTMENT - BUDGET ORDINANCE AMENDMENT #97

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #97, which is necessary to amend the General Fund to transfer lapsed salaries to purchase ten (10) breast pumps from the WIC Program.  The appropriations are to be changed as follows: 

 

Account

EXPENDITURES

 

 

 

Number

Health Department

 Decrease

 

 Increase

100.5100.000

Salaries & Wages

$7,000.00

 

 

100.5100.511

Equipment – Non-Capitalized

 

 

$7,000.00

 

 

$7,000.00

 

$7,000.00

 

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:

 

·         WIC Program is 100% Federal funding.  Funds were appropriated in the fiscal year 2005-06 budget

 

Commissioner McHugh requested additional information regarding the price of $700 for each item.

 

Health Director Moore noted that the machine had been approved by the WIC Director and the local drug store machines were not suitable for this type of program.

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment  #97.

 

Commissioner McHugh move to approve Budget Ordinance Amendment #97.

 

Chairman Inman seconded the motion.

 

The Board continued the discussion regarding the price of each machine.

 

Commissioner John Turpin also expressed concerns regarding the price of $700 for each machine and suggested verifying the price.  Health Director Moore noted the cutoff for ordering supplies is May 1, 2006.

 

Chairman Inman withdrew his second with Commissioner McHugh withdrawing her motion with the provision that the cutoff date be extended for this item.

 

GENERAL GOVERNMENT – INFORMATION SYSTEMS - FINANCE - BUDGET ORDINANCE AMENDMENT #98

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #98, which is necessary to amend the General Fund and Capital Reserve Fund to transfer funds for the Disaster Recovery Project. The appropriations are to be changed as follows: 

 

Account

EXPENDITURES

 

 

 

Number

General Fund

 Decrease

 

 Increase

 

Information Systems

 

 

 

100.4210.180

Professional Services

$20,000.00

 

 

100.9820.960

Transfer to Capital Reserve

 

 

$20,000.00

 

 

$20,000.00

 

$20,000.00

 

 

 

 

 

 

Capital Reserve Fund

 

 

 

201.4210.009

Information Systems

 

 

$20,000.00

 

 

 

 

$20,000.00

 

This will result in a net increase of $20,000.00 in the appropriations of the Capital Reserve Fund.  To provide the additional revenue for the above, the following revenues will be increased.

 

Account

REVENUES

 

 

 

Number

 

 Decrease

 

 Increase

201.3981.000

Transfer from General Fund

 

 

$20,000.00

 

 

 

 

$20,000.00

  

Finance Director Edwards noted that the following justification of the budget ordinance amendment for fiscal year 2005-06:

 

·         Transfer funds appropriated in the fiscal year 2005-06 budget for the Disaster Recovery Project

 

Information System Director Dianna Fulp noted that with the Tax Office Software Conversion, it would be impossible to get this project completed by June 30, 2006.

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment  #98.

 

Vice Chairman Joe Turpin moved to approve Budget Ordinance Amendment #98.

 

Commissioner McHugh seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – SOCIAL SERVICES - BUDGET ORDINANCE AMENDMENT #99

 

Finance Director Julia Edwards requested the approval of Budget Ordinance Amendment #99, which is necessary to amend the General Fund to pay a half time Smart Start Position through contract and to purchase computers and printers with federal funding.

 

The appropriations are to be changed as follows: 

 

Account

EXPENDITURES

 

 

 

Number

General Fund

 Decrease

 

 Increase

 

Social Services

 

 

 

100.5310.180

Professional Services

 

 

$3,750.00

100.5310.511

Equipment – Non Capitalized

 

 

$30,000.00

 

 

 

 

$33,750.00

 

 

 

 

 

 

This will result in a net increase of $33,750.00 in the appropriations of the General Fund.  To provide the additional revenue for the above, the following revenues will be increased.

 

Account

REVENUES

 

 

 

Number

 

 Decrease

 

 Increase

100.3301.202

DSS-Federal

 

 

$30,000.00

100.3301.203

DSS-State

 

 

$3,750.00

 

 

 

 

$33,750.00

  

Finance Director Edwards noted that the following justification of the budget ordinance amendment for fiscal year 2005-06:

 

·         Additional funding from the federal and state for contracted employee, computers, and printers

 

DSS Director Spencer noted that the equipment would be purchased using MOE Funding.

 

Chairman Inman entertained a motion to approve Budget Ordinance Amendment  #99.

 

Commissioner John Turpin moved to approve Budget Ordinance Amendment #99.

 

Vice Chairman Joe Turpin 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. 

 

There were no nominations. 

 

Clerk to the Board Darlene Bullins noted that the vacancy was advertised on the County’s web site.

 

GENERAL GOVERNMENT – NORTHWEST PIEDMONT WORKFORCE DEVELOPMENT BOARD

 

Commissioner John Turpin moved to appoint Economic Development Director Ron Morgan to serve on the Northwest Piedmont Workforce Development Board. 

 

Vice  Chairman Joe Turpin seconded the motion.

 

Mr. Morgan was approved at the April 10th meeting, Commissioner John Turpin withdrew his motion with Vice Chairman Joe Turpin withdrawing his second to the motion.

 

Commissioner John Turpin informed the Board that the NWPCOG office had mistakenly informed him that Ms. Barbara Stevens did not wish to be reappointed.

 

Ms. Stevens had informed the Clerk that she did wish to be reappointed.

 

Commissioner John Turpin nominated Barbara Stevens to serve on Northwest Piedmont Workforce Development Board.

Ms. Stevens along with nominated John  Robertson can be considered at the May 8th to serve on the Northwest Piedmont Workforce Development Board.

 

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

 

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

 

Clerk to the Board Darlene Bullins noted that the vacancy had been placed on the County’s website. 

 

There were no nominations.

 

GENERAL GOVERNMENT – GOVERNING BODY – CELL PHONE POLICY REVISION

 

County Attorney Jonathan Jordan submitted the following language to be included in the Cellular Phone Services – Administrative Policy and Procedure – Request Form:

 

·         By signing below, I acknowledge that I have read and understood the Cellular Phone Service Administrative Policy and Procedures, and understand that failure to comply with this policy could result in disciplinary action, up to and including dismissal.

 

Requesting Employee Signature:__________________________

 

The Board discussed the revision submitted by County Attorney Jordan.

 

Vice Chairman Joe Turpin moved to accept the Cellular Phone Service Administrative Policy and Procedure Update. 

 

Commissioner McHugh seconded the motion.

 

Chairman Inman requested that understood be changed to understand in the first sentence. 

 

Vice Chairman Joe Turpin amended his motion to change understood to understand with Commissioner McHugh amending her second. 

 

The motion carried unanimously.

 

Interim County Manager Bullins noted that all employees who had previously signed the policy would be required to sign the revised version.

 

GENERAL GOVERNMENT – GOVERNING BODY – PERSONNEL POLICY CHANGE – NO USE OF CELL PHONE WHILE DRIVING A COUNTY VEHICLE

 

County Attorney Jonathan Jordan presented the following two options for a personnel policy change regarding the no use of a cell phone by driver of a County vehicle while in motion:

 

Option A

Personnel Policy Change

 

Appendix D, Paragraph II, Other Stipulations

 

                18.  There is to be no use of a cell phone by the driver of a County Vehicle while it is

                   motion.  This includes the use of any type of “hands-free” device, such as  

                   earphones or speakerphone.

 

This Personnel Policy Change shall be in effect upon adoption by the Stokes County Board of Commissioners.

 

 

Option B

Personnel Policy Change

 

Appendix D, Paragraph II, Other Stipulations

 

                18.  There is to be no use of a cell phone by the driver of a County Vehicle while it is

                   motion.  This includes the use of any type of “hands-free” device, such as  

                   earphones or speakerphone.  This stipulation is waived in the case of an

                   emergency , which shall be determined by the County Manager.

 

This Personnel Policy Change shall be in effect upon adoption by the Stokes County Board of Commissioners.

 

Attorney Jordan noted that this policy also eliminates the use of any of “hands-free” device such as earphones or speakerphone.  Attorney Jordan explained the reasoning for the two options:

 

·         Departments such as EMS, Sheriff’s, Fire Marshal, etc who may need to use the cell phone on the way to an emergency

·         An employee who may need to report an emergency, etc.

 

Vice Chairman Joe Turpin moved to approve the Personnel Policy Change –

 

Option B – No use of a cell phone by a driver of a County vehicle while in motion. 

 

Commissioner McHugh seconded the motion.

 

Commissioner McHugh suggested changing the stipulation waived by the County Manager in case of an emergency to “waived in case of an emergency communication” due to being unable to call the county manager for prior approval.  

 

Commissioner McHugh noted that this would be a judgment call by the employee and then be seconded guessed

by someone who was not there at the time of the decision. 

 

Commissioner John Turpin noted that an employee would have the right to appeal the County Manager’s decision.   

 

The Board continued discussion pertaining to Option B.

 

Commissioner McHugh stated that the language would be fine as long it is understood that the County use a rather broad definition of “emergency”.

 

Chairman Inman noted that the intent of the policy is for the safety of all concerned.

 

Chairman Inman suggested if questioned whether it is an emergency, the employee’s immediate supervisor should determine if the stipulation is waived and the employee would have the right to appeal the decision under the County’s appeal process.

 

Vice Chairman Joe Turpin amended his motion to include the stipulation is waived in the case of an emergency, which shall be determined by the employee’s immediate supervisor and subject to the County’s appeal process. 

 

Commissioner McHugh amended her second to the motion. 

 

The amended motion carried unanimously.

 

GENERAL GOVERNMENT – ADMINISTRATION – PROPOSED HEALTH AND DENTAL QUOTES FOR FISCAL YEAR 2006-07

 

Interim County Manager Darlene Bullins presented the following quotes as requested by the Board:  (continued discussion from the April 17th meeting)

 

                Health Insurance

            CIGNA – North Carolina Association of County Commissioners

             (changing the deductible to $750 & co-pays to physicians to $30/$40)

 

                   3- Tier

·         Employee Only  = $283.28

·         Employee/Child  = $430.56 (includes employee cost)

·         Employee/ Family =$787.52 (includes employee cost)

 

4-Tier

·         Employee Only = $283.28

·         Employee/Child =$430.56 (includes employee cost)

·         Employee/Spouse =$679.86 (includes employee cost)

·         Employee/Family =$830.58 (includes employee cost)

 

Interim Manager Bullins noted that if the County chose to add the employee/spouse tier, the family would see an additional $224.28 increase in the annual premium while other tiers would receive a decrease.  Currently, there are 25 employees with family and only 10 with spouse only coverage.

 

Interim Manager Bullins reiterated the following regarding keeping the coverage as the current policy with a 3-tier plan:

 

·         Additional cost to the County for employee coverage =$51,240/annual

·         Additional cost to employee with child dependent =$95.16/annual

·         Additional cost to employee with family =$325.80

 

Interim Manager Bullins reiterated the following changes in benefits proposed:

 

·         Change the $500 deductible to $750

·         Change the $20 primary care co-pay to $30

·         Change the $30 specialist co-pay to $40

 

Interim Manager Bullins noted the financial benefits by changing the deductible and co-pays with CIGNA:

 

·         Additional savings for the County = $45,998.40

·         Additional savings for the County by signing with CIGNA by

May 15th=$10,000

·         Additional savings for the County if all three insurances (health, workmen’s compensation & liability) were insured by the NCACC= $12,000 - $13,000

·         Additional savings for employee with child dependent = $85.56/annual

·         Additional savings for employee with family =$292.44/annual

 

 

Interim Manager Bullins noted the 90/10 co-insurance or 80/20 co-insurance proposals could impose an additional $1,000 out of pocket expense for employees along with the deductible.

 

Interim Manager Bullins stated that BCBS had submitted another bid today, but still did not beat the CIGNA quote.

 

The Board discussed the options proposed the by NCACC for CIGNA coverage.

 

Vice Chairman Joe Turpin moved to accept the NCACC-CIGNA (3 tier plan) with the $750 deductible and $30/$40 co-pays. 

 

Commissioner John Turpin seconded the motion.

 

The Board continued discussion regarding the proposed plan for CIGNA coverage.

               

Commissioner Walker expressed concerns having to take away benefits from the health coverage, but acknowledged the financial savings for the county. 

 

Commissioner Walker also noted the need to decide on the coverage in order to obtain the $10,000 bonus

for signing by May 15th.  

 

Interim Manager Bullins noted that the savings could possibly be used towards a COLA for employees if applicable.

 

Interim Manager Bullins reiterated that next year quotes could be totally different due to NCACC changing to CIGNA and BCBS trying to take the counties away from the Association.

 

The motion carried unanimously.

 

                Dental Insurance

 

Interim Manager Darlene Bullins submitted the following quotes from NCACC for  CIGNA coverage and from Ameritas as requested by the Board:

 

                Ameritas – (4-tier)

            Employee only = $21.54

                Employee/Child = $24.24

                Employee/Spouse =$23.76

                Employee/Family =$57.88

 

                CIGNA (must be 3-tier)

            Employee only =$21.12

                Employee/child =$21.12

                Employee/family =$50.70

               

Interim Manager Bullins noted the $250 carryover plan which the County currently  has with Ameritas.  An individual on the policy can add an additional $250 to their  annual allowance of $1000 each year for four years (maximum annual $2000) if Ameritas  does not pay over $500 on that individual.  Interim Manager Bullins noted the following amounts that current policyholders have in additional benefits:

 

·         38 individuals have an extra $250 worth of benefits available = $9,500

·         48 individuals have an extra $500 worth of benefits available -$24,000

·         Total additional benefits = $33,500

 

Interim Manager Bullins noted that if the County switched to CIGNA this year, individuals would lose those additional benefits. 

 

There would be no be changes in plan benefits with Ameritas. 

 

With CIGNA, adults on the plan would not be eligible for orthodontics.         

 

Per Tom Cheswick of Mark III, CIGNA is really being very aggressive in their bids, which could result in higher premiums in the future.

 

The Board discussed the proposed quotes from CIGNA and Ameritas.

 

Vice Chairman Joe Turpin moved to approve Ameritas (4 tier) for the County’s dental insurance for the fiscal year 2006-07.

 

Commissioner John Turpin seconded and the motion carried unanimously.

               

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

 

Interim County Manager Darlene Bullins presented the following dates for the Board’s consideration to meeting in special session with the Stokes Health Alliance:

 

·         Tuesday, May 9th

·         Tuesday, May 16th

 

 

The Board discussed the proposed dates.

 

Commissioner Walker stated that he had been questioned by several county citizens and requested that the following question be proposed to both Forsyth and Baptist officials before the meeting:

 

·         How the two hospitals diminishing or eliminating competition in our county, in the long run, can benefit the users of the health care delivery system?

 

Commissioner John Turpin moved to approve Tuesday, May 9th at 6:00 pm for the special session with the Stokes Health Services Alliance. 

 

Vice Chairman Joe Turpin seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – LEAGUE OF GOVERNMENTS

 

Clerk to the Board Darlene Bullins noted the League of Government meeting hosted by the Town of Danbury is scheduled for Thursday, April 27th at 6:30 pm.

 

GENERAL GOVERNMENT – GOVERNING BODY – REGIONAL TOURISM INITIATIVE

 

Interim County Manager Darlene Bullins noted that the County had received a  request from the Regional Tourism Initiative for the appointment of the County Manager’s position and one member of the Board to serve as an interim on a oversight board for the Regional Tourism Initiative.

 

(Commissioner John Turpin currently has been attending the meetings along with Economic Development Director Ron Morgan and the County Manager).

 

Commissioner McHugh nominated the county manager’s position and Commissioner John Turpin to serve on the oversight board for the Regional Tourism Initiative.

 

GENERAL GOVERNMENT – GOVERNING BODY – TURNING LANE IN KING

 

Vice Chairman Joe Turpin informed the Board that he had spoken with NCDOT Division Engineer Pat Ivey regarding the current situation in King (Kirby Road) in hopes of eliminating the need to take down a very old tree.

 

Vice Chairman Joe Turpin noted that  he will keep the Board updated on the matter.

 

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

 

Interim County Manager Darlene Bullins presented the following information to the Board regarding the proposed Walnut Cove Library Expansion Project:

 

·         Financial information reflecting how each county library was built

·         Minutes of 01-10-05 – request for funding

·         Previous County Manager Rick Morris’ calculation regarding past funding allocations for library construction

·         Resolution adopted by Board of Commissioners pledging $200,000 commitment

·         Response from Town Manager Jack Gardin regarding the expansion project and the town’s commitment

·         Expansion Project calculations prepared by Budget Director Dennis Thompson

·         Response from Town Manager Jack Gardin regarding meeting with LGC

·         Various regional libraries – Budget Director Dennis Thompson

 

Interim Manager Bullins noted that Town Manager Jack Gardin had informed the County that the Town Attorney was currently working on the inter local agreement and the Town was working on the USDA loan application.

 

Interim County Manager Bullins noted the following regarding the proposed project:

 

·         Original proposed project = $500,000

·         Revised proposed project =$628,000

·         Projected amount for bid = $710,000

·         Additional cost added to the projected $710,000 =$116,500 for loan construction, additional legal, site work, contingencies, etc.

 

Chairman Inman recapped the events starting with the County’s original $200,000 commitment to the present.

 

The Board discussed the original $200,000 commitment, deeding the Library back to the Town of Walnut Cove, the increase in the proposed project, and the fact that no motion had been taken by the Board of Commissioners to assume the total financial responsibility of any shortfall in the proposed project.

 

Chairman Inman noted the need to complete the fiscal year 06/07 budget before making in further financial obligation.

               

Commissioner Walker reiterated the firm $200,000 commitment made by the County.

 

Commissioner McHugh noted that all the correspondence had been received from the Walnut Cove Town Manager and not from the Walnut Cove Town Council.

 

Chairman Inman reiterated the memo from Town Manager Jack Gardin indicating the Town would be the pass thru for the loan and the County covering the cost less the Town’s contribution.

 

The Board discussed directing the Interim County Manager to draft a letter to the Town of Walnut Cove regarding the County’s $200,000 commitment and the requesting the Town of Walnut Cove’s commitments.

 

Vice Chairman Joe Turpin volunteered to represent the Board and attend the Walnut Cove Town Council meeting for clarification.

 

Commissioner McHugh moved to delegate Vice Chairman Joe Turpin to attend the Walnut Cove Town meeting requesting a response in the form of a vote of their intentions toward the project.

 

Motion died for lack of second.

 

Commissioner McHugh noted that the Board needed a written response from the Town Council regarding the Board’s formal proposal before discussing this matter any further.

               

Commissioner McHugh moved to approve to direct the Interim County Manager to convey the following information in writing to Walnut Cove Mayor Ken Starnes:

 

1. Stokes County reaffirms its $200,000 commitment to the proposed Walnut

     Cove Library Expansion Project;

            2.  Stokes County cannot commit any further funding until after the approval of     

                 the 2006-07 county budget;

            3.  Stokes County is requesting a formal reply by vote from the Walnut Cove

     Town Council on the following County proposal sent on March 13, 2006:

·         To extend a formal request to partner with the Town of Walnut Cove on the Walnut Cove Library Expansion Project;

·         That the Walnut Cove Library be transferred to the Town of Walnut Cove contingent upon an inter-local agreement approved by both Boards;

·         That the Town Manager put this item on their agenda for the next Town meeting;

               

Commissioner John Turpin seconded and the motion carried unanimously.

 

Chairman Inman directed the Interim County Manager to also send copies to the following:

 

·         Walnut Cove Librarian Betty Smith

·         Walnut Cove Library Board Chairman Tom Grubbs

·         Walnut Cove Town Council Members

 

 

GENERAL GOVERNMENT – GOVERNING BODY – VACANCY/COUNTY MANAGER’S POSITION

 

Commissioner Walker requested an update on the number of applications received by County for the vacant County Manager’s position.

 

Interim County Manager Bullins noted that the County had received approximately 13-14 applications.

 

Interim Manager Bullins noted that the vacancy was being advertised in the County Lines and also with the North Carolina League of Municipalities circular.

 

GENERAL GOVERNMENT – GOVERNING BODY – INVITATION TO MEET AT THE COLLINSTOWN COMMUNITY BUILDING

 

Clerk to the Board Darlene Bullins presented an invitation to the Board from Collinstown Community Building to hold the June 12th Board of Commissioners’ meeting at their location.

 

Vice Chairman Joe Turpin moved to approve the June 12th Board of Commissioners’ meeting to be held at the Collinstown Community Building. 

 

Commissioner McHugh seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – HABITAT FOR HUMANITY OF STOKES COUNTY

 

Ms. Barbara Watkins invited the Board to join Habitat for Humanity of Stokes County for a breakfast on May 11th at 7:30 am at the First Baptist Church in Walnut Cove.

 

GENERAL GOVERNMENT – GOVERNING BODY – EMS STATION #3 IN PINNACLE – PROPOSED DESIGN BILL

 

Interim County Manager Darlene Bullins presented a request from Budget Director Dennis Thompson to consider a request for a design/build legislation for EMS Station #3.

 

Design/build legislation is a local bill that empowers (but does not require) the Commissioners to have a building constructed without the usual procedures of securing an architect, having formal bid documents prepared, and being locked into the bid requirements.  Having a design/build authorization simply gives the Board one more tool for

decision making.  The General Assembly’s bill drafting staff actually prepares the local bill authorizing a design/build project.  The request has to come from a member of our delegation.

 

The Board discussed Mr. Thompson’s recommendation and future sites for a EMS location.

 

Commissioner McHugh moved to authorize Budget Director Dennis Thompson to request design/build legislation for EMS Station #3. 

 

Commissioner John Turpin seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – APPOINTMENT TO THE NORTHWESTERN REGIONAL LIBRARY BOARD

 

Clerk to the Board Darlene Bullins presented a request from Walnut Cove Librarian Betty Smith for nomination of Robert Allen to represent the Walnut Cove Library on the Northwestern Regional Library Board. 

 

Mr. Tom Grubbs who has served on the Northwestern Regional Board for the past six years does not wish to be re-appointed.

 

Commissioner John Turpin nominated Robert Allen to serve on the Northwestern Regional Library Board.  Mr. Allen can be considered at the May 8th meeting.

 

GENERAL GOVERNMENT – GOVERNING BODY – MORATOCK PARK

 

Interim County Manager Darlene Bullins informed the Board of a recent meeting with the following county employees to discuss issues at Moratock Park:

 

 

 

The committee discussed the following issues:

 

 

 

 

The committee proposed the following possible solutions:

 

 

The committee requested legal assistance from County Attorney Jonathan Jordan regarding the following:

 

·         Search of coolers before entering the park

·         Upon entering park, all coolers, bags, etc, be allowed to be searched

·         Liability if you enforce designating parking

 

Interim County Manager Bullins noted that funding was available for the updated signage. 

 

Support Services Supervisor Danny Stovall noted that updated signage reflecting rules for swimming at your own risk and dangers such as swift current are placed near the river edge.

 

Interim County Manager Bullins presented a suggested list of proposed Rules and Regulations.

 

Commissioner John Turpin suggested that those riding bikes could park at the Government Center to free up parking spaces.

 

The Board discussed the proposed Rules and Regulations, need for additional patrol at the park, and the county’s liability.

 

Commissioner McHugh moved to approve the Moratock Rules and Regulations.

 

Commissioner John Turpin seconded the motion.

 

Commissioner Walker requested to add strictly enforced to item #1 and possibly eliminating swimming at the Park.  

 

Commissioner Walker noted the need for a number for  citizens to report violations be included on the rules and regulations.

 

County Attorney Jonathan Jordan suggested prioritizing the order of the rules by placing #12 – swim at our own risk- no lifeguard on duty as #1 and possibly adding stricter wording in opening sentences.

 

Commissioner McHugh amended her motion to allow County Attorney Jonathan Jordan and Interim County Manager to re-prioritize the rules at their will.

 

Commissioner John Turpin amended his second to the motion.

 

Commissioner Walker stated his preference is to include strict enforcement in the rules regarding the consumption of alcohol and the swimming. 

 

The motion carried 4-1 with Commissioner Walker voting against the motion for reasons stated.

 

The Board directed Interim County Manager to seek funding for additional patrol at the park on weekends. 

 

Chairman Inman noted that Mayor Jane Priddy-Charleville had stated that the Town could possibly have some funding for extra patrol.

 

GENERAL GOVERNMENT – ADMINISTRATION – SURPLUS PROPERTY

 

Support Services Supervisor Danny Stovall requested the Board’s approval to accept the bid of $3,667.66 for surplus tax property on Green Valley Road from Mr. Sam East. 

 

Mr. Stovall would follow  the upset bid process.

 

Vice Chairman Joe Turpin moved to accept the bid of $3,667.66 for surplus tax property on Green Valley Road. 

 

Commissioner McHugh seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT- GOVERNING BODY – MOWING AT THE GREENBOX SITES

 

Commissioner John Turpin requested the Interim County Manager to look into  whether greenbox sites attendants are mowing at the site in which they work.

 

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 April 24th  meeting.

 

 

There being no further business to come before the Board, Chairman Inman entertained a motion to adjourn the meeting. 

 

Commissioner McHugh moved to adjourn the meeting. 

 

Commissioner John Turpin seconded and the motion carried unanimously.

 

 

_________________________                                  _____________________________

Darlene M. Bullins                                                     J. Leon Inman

Clerk to the Board                                                     Chairman*