)                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                     )                    DANBURY, NORTH CAROLINA

                                                            )                    APRIL 19, 2007





            The Board of Commissioners of the County of Stokes, State of North Carolina, met


for special session for a joint meeting with the Stokes County Board of Education at


Germanton Elementary School-Professional Learning Center located in Germanton, North


Carolina on Thursday, April 19, 2007 at 12:00 noon with the following members present:


                                                Chairman Leon Inman

                                                Vice-Chairman Jimmy Walker

Commissioner Ron Carroll                                               

Commissioner Ernest Lankford

                                                Commissioner Stanley Smith


                                                County Personnel in Attendance:

                                                County Manager K. Bryan Steen

Clerk to the Board Darlene Bullins

                                                Finance Director Julia Edwards



                                    Board of Education/Stokes School System

                                    Chairperson Sonya M. Cox

                                    Vice Chairperson Steve Shelton

                                    Member Rebecca P. Boles

                                    Member William F. Hart

                                    Member Yvonne M. Rutledge

                                    Dr. Larry Cartner – Superintendent

                                    Debbie K. Merritt – Assistant Superintendent

                                    Clerk to the Board Ann Robertson

                                    David Burge –Director of Operations


Chairman Sonya Cox called the meeting to order for the Stokes County Board of




Chairman Leon Inman called the meeting to order for the Stokes County Board of



Dr. Larry Cartner- Superintendent delivered the invocation.


Chairperson Sonya Cox and Chairman Inman welcomed those in attendance to the joint meeting of the Board of Education and Board of Commissioners to discuss the needs of the schools and to plan a collaborative effort to work toward one common goal – education in Stokes County.


Chairperson Cox opened the meeting by inviting the citizens in attendance to


join the Boards with the Pledge of Allegiance


Chairman Inman introduced the new County Manager Bryan Steen.



Report of Facilities Committee 


            Mr. David Burge, Director of Operations presented a PowerPoint presentation


regarding the Facilities Study Committee recommendation for Meadowbrook School.  Mr.


Burge reported the following:


·        Committee Charge and Purpose

o       The proposed relocation of the Meadowbrook School be postponed for the 2006-07 school year in order for this committee to have an opportunity to complete its mission and until further action of the Board of Education based upon the committee’s findings and recommendations.

o       That the Board of Education and this administration work to develop and implement alternatives for enhancing the educational opportunities, including health/physical education activities and food services to  Meadowbrook School of the 2006-07 school year

·        The Facilities Committee studied five different areas of the Program at Meadowbrook School

o       Property

o       Food Services

o       Media Services

o       Gymnasium

o       Instructional Space

·        Property – The Committee recommends that the Meadowbrook School remain at the current site with additions or modifications such as a POD Unit (set of modular classrooms with restroom facilities) or additional mobile units

·        Food Service – The Committee recommends a dining area within the main building.  This will require the purchase of additional equipment to setup a satellite kitchen at the school and a transport vehicle to move food from the prep kitchen to the school site.  Classes currently occupying these spaces will be relocated to the POD

·        Food Service Equipment

o       Convection Oven

o       Warming Oven

o       Commercial Microwave Oven

o       Wall Mounted Hood

o       Reach in Refrigerator – 2 door

o       Reach in Freezer – 2 door

o       Hot Serving Line

o       Vegetable Preparation Table

o       Hand Sink

o       Utensil Sink

o       Food Transport Containers

·        Food Service Projected Cost

o       Satellite Kitchen Equipment/Installment      = $75,000

o       Food Service Labor                                              = $21,315

o       Food Transport Vehicle Lease                      =   $5,550

o       Projected Total First Year Cost                    =$101,815

o       Recurring Cost – Current cost to transport Meadowbrook students to West Stokes for lunch for 200 days is approximately $25, 000

·        Media Services – The Committee recommends that a Media Center be located in the main building.  Classes currently located in the main building will be relocated to the POD – Projected Cost = $40,000

·        Gymnasium – The Committee recommends the creation of a multi-purpose space within the main building.  Existing classes within the main building would be relocated to the POD

·        Instructional Space – The Committee recommends that a POD unit (set of 7 modular classrooms with restroom facilities) be purchased to house the academic program, freeing up space in the main building for Food Service, Media Services, and a multi-purpose space to serve as a Gymnasium. Projected cost of POD with setup  = $325,000

·        POD Unit Projected Cost

o       Purchase Price                                       =$273,280

o       Concrete Footers                                    =   $6,000

o       Wind Skirting                                                   =   $2,500

o       Decks & Ramps                                     = $10,000

o       Utility/Technology Connections           =  $33,220

o       Delivery & Setup                                          Included

o       Engineered Drawings                                          Included

o       Total Projected POD Costs                   = $325,000

·        POD Lease versus Purchase

o       Purchase Price                                       = $273,280

o       Lease Price                                                  =  $324,676

·        Lease Terms

o       $5,411.27 per month for 60 months

o       $64,935.24 per year for 5 years

o       7% annual interest rate

·        Summary Recommendations

o       The Committee recommends that the Meadowbrook School remain on the current site, with the additional of a POD and other mobile classrooms to house existing programs.  Some of the existing programs will be moved to the POD or mobile units to free up space in the main building for a Dining Area, Media Center, and Multipurpose Space.

·        Summary of Projected Costs

o       POD Unit                                                =  $325,000

o       Food Service                                                =  $101,815

o       Media Services                                    =    $40,000

o       Renovations to existing building            =  $100,000

o       Site work                                                =    $25,000

o       Administration & Design Fees           =    $25,000

o       Furniture & Equipment                         =    $25,000

o       Contingency                                        =    $25,000

o       Projected Total Project Cost                        =  $666,815

·        Presentation of pictures of a POD –its size, its effectiveness, its unique design, and its cost


The Board of Commissioners discussed the POD unit, its class size, its design,


its durability, and its cost which cannot be funded by ADM or lottery funds. 


(A complete report will be retained by the Clerk to the Board)


Update on Institute for Transportation Research and Education (ITRE) Study  


             Assistant Superintendent Debbie Merritt presented the most recent information from


ITRE  (Institute for Transportation Research and Education) and a brief overview of the




·        Stokes County Schools Capacity & Enrollment by School & District

·        Scenario A – developed by Or-Ed

·        Scenario B – developed by Or-ED

·        Scenario B2 (Elementary construction only)-developed by Or-Ed           

·        Recent observations and conclusions developed by Or-Ed

                     (A complete copy of the presentation will be retained by the Clerk to the Board)


            Assistant Superintendent Merritt also noted that the Board of Education has requested


that the Mapping Committee reconvene to present a scenario with both the K-8 school and


K-5 school in the West District that would definitely take care of the growth for some time.


The Boards discussed the scenarios presented by the Assistant Superintendent, the


current school population, current schools with mobile units, and plans for future growth.                                                            

            Chairperson Cox and Chairman Inman both thanked members of the Boards for


coming together for the first meeting to start to plan now for the future of Stokes County


Schools and to meet the needs of the entire County.





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


entertained a motion to adjourn the meeting for the Board of Commissioners.


Vice Chairman Walker moved to adjourn the meeting.   Commissioner Lankford


seconded and the motion carried unanimously.


            Chairperson Cox entertained a motion to go into closed session for the Board of











_________________________                                  _____________________________

Darlene M. Bullins                                                    J. Leon Inman

Clerk to the Board                                                  Chairman