) STOKES
) JANUARY 6, 2007
The
Board of Commissioners of the
for a scheduled Board Retreat session in the
Commissioners’ Chambers of the Ronald Wilson
Saturday, January 6, 2007 at 9:00 am with the
following members present:
Chairman
Leon Inman
Vice-Chairman
Jimmy Walker
Commissioner Ron Carroll
Commissioner
Commissioner
Stanley Smith
Clerk
to the Board/Interim County Manager
Finance
Director
Chairman
Leon Inman called the meeting to order.
Chairman
Inman delivered the invocation.
Chairman
Inman opened the meeting by inviting the citizens in attendance to
join the Board with the Pledge of
Allegiance.
Chairman
Inman welcomed those in attendance to the Board Retreat.
Chairman
Inman requested each Board member to briefly express what they hoped
to gain from today’s Board Retreat:
Commissioner
Carroll: Express ideas, see where we
are, and where we want to go –
set a road map
Commissioner
Lankford: Establish a vision statement – for 2 years, 4 years – vision
to include
the total county – establish goals and objectives
Vice Chairman Walker: Agree with
a vision – planning for today and the future
Commissioner Smith: Setting
down in this type of planning meeting and openly
discussing county issues to develop a long range plan and a
vision for the County
Review of County’s Financial Status
Interim County Manager
the NC Department of Health and Human Services
– Office of Controller which stated that
the Stokes County Single Audit Report for
Fiscal Year Ended June 30, 2006 had been
accepted by the Secretary of the Local
Government Commission and that no corrective
action plan is necessary and resolution of
this audit is closed with respect to programs of
financial assistance administered by the
Department of Health and Human Services.
Interim
Manager Bullins also presented a copy of the letter from the NC Department
of State Treasurer which reports as of June
30, 2006, the amount of available fund balance
was $3,496,416 or 8.74% of total expenditures
which has increased from 7.90% reported for
the fiscal year June 30, 2005. Statewide average fund balance available for
comparably sized
counties is 27.62% (fund balance as of
06-30-04). The State Treasurer does
request that the
County submit a letter to indicate the
County’s plans to continue to increase the fund balance.
The
County requested the Interim Manager to request a list of comparably sized
counties that
County.
The Board discussed the County’s fund balance.
Interim
Manager Bullins presented a Tax Administration Collection status of Friday,
January 5th representing collection
to date = $14,305,086.87
Finance
Director
·
2005-06 final budget
compared to 2006-07 budget
·
Financial Report for Oct.
Nov. and December 2006 detailing current expenditures and revenues
·
Tax Levy
·
NC Association of County
Commissioners 2006-07 Tax Rate Survey
·
Comparison of Legal
services for Fiscal years 2003-04; 2004-05; 2005-06; and 2006-07
·
County’s desire to
consult with a financial advisor to create a committee to possibly include the
School Superintendent, School Finance Director, County Manager, County Finance
Director and financial advisor to develop a plan for school construction and
capital needs for the County and how the County will pay for these items
·
Inventory Tax which
sunsets 2011-12
·
Debt Schedule as of June
30, 2005
·
Debt Schedule of December 31, 2006
·
·
·
·
Estimated Lottery
Distribution
·
County’s rating remains
the same A1 with Moodys and A with Standard Poore
Review of First Quarter Revenue and Expenditure
Review / Review of 2006 Budget Retreat
Interim Manager Bullins briefly reviewed the First
Quarter Revenue and Expenditure
review conducted by Mr. Dennis Thompson,
Consultant on October 24, 2006. Mr.
Thompson’s opinion revealed that there were no
significant budget errors and projects that the
County will end the fiscal year “in the black”
barring negative events that cannot be foreseen.
Projections do expect growth in the fund
balance.
Interim
Manager Bullins also included for the Board the minutes of the 2006 Budget
Retreat-February 25, 2006; Special Session for
Economic Development-March 20, 2006; and
Special Session for Mental Health Issues-March
22, 2006
Interim
Manager Bullins requested if the Board desired to have Mr. Dennis Thompson
or internal staff to conduct the Second
Quarter Review. The Board directed
internal staff
to conduct the Second Quarter Review.
OPEN DISCUSSION AND STRATEGIC PLANNING
REVIEW OF COUNTY DEPARTMENTS
User Friendly Departments
The Board discussed the County having user-friendly
departments. The Board
unanimously agreed that
of
The
Board directed the Interim County Manager to express to each Department Head
the following:
·
Expectation that all
county employees would treat citizens with dignity and respect
·
Professionalism
throughout the entire department starting with department heads
·
Listen and try to help
solve the citizens’ complaint/problem if possible
·
Explain rules and
regulations tactfully to the citizens with respect and courtesy
The
Board discussed possibly speaking directly to department heads at a later time.
The
Board discussed the current procedure for citizens to express complaints
regarding county departments.
the
commissioners as appropriate.
Commissioner
Carroll volunteered to help develop a county formal grievance policy
which departments will have available to
present to citizens who have complaints.
Recreation
Commissioner Walker requested to look at the
recreation needs that are not
being currently addressed around the
County. Commissioner Walker noted the
current
arrangement with the YMCA, looking at possibly
continuing certain programs, but the need
for a department within the county for
recreation and parks. A department that
will
be responsible to strengthen recreation,
create more recreation opportunities for citizens,
and possibly seek grant opportunities for
parks.
Commissioner
Walker also noted the need for recreation centers around the county for
the youth.
The
Board discussed the current recreation programs being operated by the
YMCA, the current contract, and the volunteers
who support the recreation programs
provided the youth in the county. The Board requested additional information
regarding the
programs being operated by the YMCA.
Review of legal needs
Commissioner
Lankford requested information regarding the current arrangement
for legal services for the County noting the
need to compare the financial expenditures of
having a staff attorney or continuing to
contract the services.
Finance
Director
for fiscal year 2003/04; fiscal year 2004/05;
fiscal year 2005/06; and partial fiscal year
2006-07.
Finance Director Edwards noted that all DSS services were being provided
by
outside legal representation, not the county
attorney.
The
Board discussed the current contract with the county attorney.
The
Board agreed further discussion would be needed at budget time.
REVIEW OF
Utilization of County owned property
Commissioner Smith expressed the need to look at
all county owned property
especially property not being utilized.
Commissioner
Smith noted the to need to explore the old prison camp site for possible
use as a satellite community college, a county
department, or even renting the facility.
The
Board discussed evaluating all county property and facilities, performing a
current
needs assessment, and preparing a future needs
assessment emphasizing what could be housed
in the vacant facilities. The Board also discussed the need for all
commissioners to tour
facilities before determining the true
assessment of each facility.
The
Board also noted the need to determine space needs for county departments
before
determining a true needs assessment of
facilities.
The Board discussed the current vacant county
manager’s position.
Interim
County Manager Bullins noted the following regarding the vacant position:
·
Deadline January 31, 2007
·
Contacted all
applications received before the re-advertisement
to
determine interest in the position
·
12 applications
interested in the position to date
·
Advertised Stokes News,
Winston Salem Journal (Top Jobs), Greensboro Daily News (Career Builder),
Raleigh Times, NCACC, NACO, County Lines, County Manager’s server, and county
website
Economic Development
Utilities including water/sewer and infrastructure
Commissioner Carroll noted the need to create
infrastructure to recruit businesses to
The
Board discussed the need to evaluate and determine the reasonable places that
are going to be appropriate for business
growth, and what is needed to add to those areas
to make them more attractive.
The
Board discussed possibly looking at the #311 corridor, Pinnacle area, and
#65 Germanton/Walnut Cove area.
Commissioner
Walker noted the need to include the Water and Sewer Authority.
Commissioner Walker also noted the need to
evaluate the possibility of regional utilities
systems for the future.
The
Board discussed the role of the Water and Sewer Authority, its membership,
non-profit status, and its connection with the
county.
Chairman
Inman noted the recent allocation of county funding for the countywide
feasibility study currently being
performed. Chairman Inman noted the
feasibility study
should provide valuable information regarding
future needs of the County and that the
feasibility study could possibly help secure
available grants.
Commissioner
Carroll noted that infrastructure does not only include water and sewer,
it includes parks/recreation, libraries,
schools, arts, healthcare, roads, etc.
Commissioner
Walker expressed the need for a needs assessment relating to
adequate parks, libraries, schools, arts,
healthcare, etc. in
The
Board discussed the importance to become independent- not depending on
neighboring counties for water, waste
disposal, etc. and the possibility of water intake from
the
The
Board requested information regarding the Water and Sewer Authority and
any available information from the feasibility
study.
Landfill off #311 – Joint venture with Waste
Management
Commissioner
Smith requested information regarding a proposed MSW and C&D
landfill on Duke Power property discussed
several years ago. Commissioner Smith
noted the
$1 million dollars incurred by
The
Board requested any available information regarding the issue.
The
Board also discussed reviewing all solid waste issues within the county,
current
and future needs looking at all possibility
detailing the amount of waste disposed of by
Stokes County annually.
HEALTH
CARE ISSUES
Reopening
of the King Clinic
The
Board discussed the following issues relating to the reopening of the King
Clinic:
·
Need for a Clinic in the
King area
·
History of the King
Clinic
·
Staffing issues at the
Health Department
·
High priority issue to
reopen
·
King Clinic budget for
fiscal year 2006-07
·
Need for Clinic to be
self supportive
·
Clinic should be
operative with not taking anything away from the rest of the county
·
DSS also staffed offices
at the same location certain days of the week
The
Board unanimously agreed that the reopening of the King Clinic was an
immediate
need. The Board directed the Interim
County Manager to request information
from
the Health Director regarding the status of the King Clinic.
Commissioner
Walker requested the Board look at all options pertaining to providing
the
best medical facilities and services for the entire county and the cost factors
involved in
providing
medical services for the county.
The Board discussed the following regarding
·
Medical services for the
northern side of the county
·
A possible committee to
evaluate the medical needs of the county
·
Daily use of the hospital
facility
·
Need for the hospital
facility
·
Health Services
Alliance’s main objective to evaluate all medical needs in the County
·
Look for ways to improve
medical services for the county if possible
·
Look for ways to work
together to bring the best medical services to the County
Commissioner
Carroll noted that the citizens of
subsidize
with tax money (approximately up to a 10-cent tax rate according to the
original
bond
referendum).
Health
Services
The
Board discussed the need for Health Services Alliance to look at the delivery
of
health
services in
Veterans
Services in
Commissioner
Lankford noted the need for a Veteran’s clinic in
Veterans
Services will be opening 10 more clinics in the future in
the
need to be prepared to lobby for a clinic in
currently
investigating the possibility of locating a Veterans’ clinic in
Mental
Health Issues
Commissioner
Carroll expressed concerns regarding whether
are
receiving the best mental health services that are available.
The Board discussed the following
regarding mental health services:
·
Current mental health
services available
·
Tele-medicine currently
being provided by Daymark
·
The need to evaluate
mental health services in the County
·
Other issues to consider
besides First Opinion Waiver
·
Funding being allocated
versus services being provided
·
Need to express concerns
to State Legislators regarding the recent mental health reform
The
Board agreed the immediate need to evaluate the current delivery of mental
health
services
in
Staff
Personnel Classification and Salary Study
Commissioner
Carroll requested to discuss Item H on the agenda – Staff Personnel
Classification
and Salary Study. Commissioner Carroll
noted the need for a true structured
salary
schedule for county personnel in order to be fair and consistent to all employees.
A
true salary schedule, which would also eliminate department heads from having
to come
before
the Board of Commissioners requesting a specific salary. A structured salary
schedule
would
pinpoint a clear starting salary depending on education and experience, set
rules and
guidelines
for all departments, be fair and consistent for all county employees, and most
of
all provide a schedule that all employees can understand.
Chairman Inman noted that this type of schedule
removes the subjectivity and
places
the salary in an objective category.
The Board discussed the need to
develop a structured salary as a top priority.
Commissioner
Carroll and Commissioner Lankford volunteered to head up a committee
to
develop a structured salary schedule. Commissioner
Carroll noted that this type of
structured
schedule would not replace the need for a classification study in the future,
this
type
of schedule does not dictate where a specific job falls on the salary
classification grade.
The
suggested structured salary schedule would also review all current employees’
salaries.
The Board also discussed the
possibility of the need for a true salary classification
study
which reviews job grades, job descriptions, surrounding counties’ salaries,
like size
counties’
salaries, job relationships, and what grade a specific job should be placed on.
EMS –
Location of Units in Fire Departments and
Commissioner
Smith expressed the possibility of
Departments.
The Board discussed the following
regarding the EMS Stations:
·
$50,000 in contingency
for a new EMS Station
·
Locating
·
Two units being housed in
same location in Pinnacle
·
Current response time for
units
·
The
need to offer the best EMS Service available for the citizens of the County
·
Lawsonville
·
Available land on
Chestnut Grove that could be used for a possible
·
Convalescent calls in the
·
Meeting the needs of the
citizens of
The
Board noted the need to evaluate the current
The Board also discussed the following regarding
the current EMS Billing Collection:
·
Current county EMS
Collection procedures
·
Unpaid invoices being
turned over to the Tax Department for collections
·
Issue of unpaid invoices
that are turned over to the Tax Department and becoming a tax
·
Other options of
collecting overdue
The
Board directed Interim County Manager to seek a legal opinion from the County
Attorney
regarding discontinuing the current method of transferring overdue
the
Tax Department and to look at the current EMS Collection Procedure.
Finance Director
unpaid
possibility
of further investigating this option.
Tourism
– Motel and
Commissioner Smith noted the need
for a motel/conference center in or near
The Board discussed the following
regarding tourism:
·
Great places to visit in
the County, but no where to stay overnight
·
Need to
investigate/survey whether there is a need for such a facility
·
To advance tourism, the
county must have facilities for people to stay
·
Current status of the
Stokes County Tourism Council
·
The need for tourism to
produce revenue for the County
·
Area tourism sites in
Interim
County Manager
Tourism
Initiative meeting that was tentatively scheduled in
was
originally scheduled for 40 to 50 individuals, the meeting had grown to
possibly having
approximately
80 to 100 individuals over the Christmas holidays. The facility (King
Recreation
Acres) could not accommodate that number of individuals. The County could not
locate
a facility that was available for the specific date that was already scheduled,
the County
would
consider hosting another meeting later in the year.
The Board requested any available
information from the Interim County Manager
regarding
the Regional Tourism Initiative.
Historical
Preservation
Commissioner Walker noted the
valuable historical buildings in
the
asset of the Stokes County Historical Society in helping to preserve the
historical
buildings
within the County.
Commissioner Walker noted the need
to try to help preserve Sheppard’s Mill located
in
the
need to take steps to start preserving historical buildings before they are
gone.
The Board discussed the value of the
historical buildings, sites, etc relating to tourism.
The
Board requested the Interim County Manager to provide the Board with an update
from
the Economic Development Director regarding any proposed projects dealing with
motels/facilities,
etc within the County.
Continuation
of Board Retreat
The Board unanimously agreed to set
another date at the January 8th meeting to
complete
the January 6th agenda that was not discussed at today’s Board
Retreat.
Adjournment
There being no further business to come before
the Board, Chairman Inman
entertained a motion to adjourn the meeting.
Commissioner Lankford
moved to adjourn the meeting. The motion
was
unanimous.
_________________________
_____________________________
Darlene M. Bullins J.
Clerk to the Board Chairman