STATE OF NORTH CAROLINA ) OFFICE OF THE COMMISSIONERS
) STOKES COUNTY GOVERNMENT
COUNTY OF STOKES ) DANBURY, NORTH CAROLINA
) JANUARY 28, 2008
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, January 28, 2008 at 6:00 pm with the following members present:
Chairman
J. 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
County
Attorney Edward Powell
Finance
Director Julia Edwards
Emergency
Services Director Monty Stevens
Emergency
Communications Director Del Hall
Support Services
Supervisor Danny Stovall
Tax Administrator
Jake Oakley
Chairman J. Leon Inman called the meeting to
order.
Commissioner Lankford 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.
Chairman Inman informed those in attendance
that the news media (Fox8) had reported
incorrectly that the Stokes County Animal Shelter was to be discussed
at tonight’s meeting.
Chairman Inman stated that the Stokes County Animal Shelter was not on
tonight’s agenda and
the county manager is currently investigating the issues that have been
presented to the County
relating to the animal shelter.
Chairman Inman allowed anyone who had not
previously signed up to speak during
public comments to sign up at this time due to the incorrect
information aired by Fox8.
GENERAL
GOVERNMENT – GOVERNING BODY – APPROVAL OF AGENDA
Chairman Inman entertained a motion to approve
or amend the January 28, 2008
agenda.
Commissioner Carroll
requested to add “School Facilities Needs” to the discussion
agenda.
The Board unanimously
agreed to add “School Facilities Needs” to the discussion
agenda.
Commissioner Lankford
moved to approve the January 28th agenda as amended.
Commissioner Carroll seconded and the motion carried unanimously.
PUBLIC COMMENTS
The following spoke during public comments:
Angie Gamble
1023 Brookridge Drive
Walnut Cove, NC 27052
Re: Opposition of gassing at Shelter
Ms. Gamble spoke in opposition of gassing animals at the county animal
shelter. Ms. Gamble noted a news program
(several years ago) in which an animal control employee stated his job was
hard, bad, never got use to it, and sometimes gives you nightmares.
Shari Strader
64 Edgewood View Land
Winston Salem, NC
Re: Animal Shelter
Ms. Strader spoke on behalf of the NC Coalition for Humane
Euthanasia. Ms. Strader requested the
Board make improvements to the Stokes County Animal Shelter. Ms. Strader,
on behalf of the NC Coalition, presented the County with a new HP
Photosmart Digital Camera (model M437V) for the purpose of taking pictures of
more animals to increase adoptions.
Ms. Strader noted the following issues:
animal shelter needs to be upgraded; too small to handle in the influx of
animals; the atmosphere not conducive for adoptions to the public; and the gas
chamber which is outdated and considered inhumane by many to euthanize the
animals. Ms. Strader presented Board
members the following information: GS 130A-192 and Animal Welfare Act -52J
(which is believed to be violated); Stokes County Animal Control records that
are not in compliance with state regulations; Fire Marshal’s report – county’s
euthanasia system; and correspondence from various veterinarians. Ms. Strader concluded by offering the
services of the NC Coalition for Humane Euthanasia.
Marilyn McGee
6333 Doral Drive
Tobaccoville, NC 27050
Re: Concerns Regarding Animal
Shelter
Ms. McGee noted one problem, which has an effect on the animal shelter,
is the need to educate the public regarding spaying and neutering of
animals. Ms. McGee requested the County
investigate the shelter, seek a more humane way to euthanize animals, consider
lethal injection, increase the size of the facility in order to separate
animals who are sick, and provide programs regarding spaying and neutering of
animals to the public.
Velvet
Kitzmiller
2124 Hope Beasley Road
Sandy Ridge, NC 27046
Re: Stokes County Animal
Shelter
Ms. Kitzmiller spoke on behalf of the animals and wildlife of Stokes
County. Ms. Kitzmiller
spoke on the following issues:
no proper vet care; no spaying or neutering program in place; no
adoption website and the shelter is unwilling to work with outside volunteer
rescue groups; filthy conditions-unsanitary; and the “death chamber”. Ms. Kitzmiller requested the Board
investigate the Stokes County Animal Shelter.
Ted Kitzmiller
2124 Hope Beasley Road
Sandy Ridge, NC 27046
Re: Animal Control Problems
Mr. Kitzmiller, Veterinary Technician, spoke regarding the following
issues: inhumane, cruel, and unprofessional technique used by the Stokes County
Animal Shelter for euthanasia of animals; the inexpensive use of lethal
injection; dumping of dead animals in the landfill; filthy conditions at the
animal shelter; and unprofessional animal control officers who will not work
with local rescue groups. Mr. Kitzmiller
requested the Board investigate these issues.
Laura Gamble
1023 Brookridge Drive
Walnut Cove, NC 27052
Re: Concerns regarding
gassing at shelter
Ms. Gamble spoke regarding the kind of animal shelter needed in Stokes
County – a clean, good place that provides for animals. Ms. Gamble expressed concerns about the
gassing of animals at the Stokes County Animal Shelter. Ms. Gamble requested the Board discuss the
means in which animals are euthanized at the shelter.
Deborah Wenzel
4486 NC 704 HWY E
Sandy Ridge, NC 27046
Re: Stokes County Animal
Shelter
Ms. Wenzel requested the Board’s assistance by stopping the gassing of
animals at the shelter and to also investigate of the quality of care given to
animals. Ms. Wenzel spoke briefly
regarding the many local rescue groups in the area willing to assist the
shelter in the adoption of animals.
William Wenzel
4486 NC 704 HWY E
Sandy Ridge, NC 27046
Re: Stokes County Animal
Shelter
Mr. Wenzel compared the gassing of the animals at the Stokes County
Animal Shelter to the
Holocaust. Mr. Wenzel requested
assistance from the Board regarding this issue.
Mr. Sam Hill
1274 Hill Road
King, NC 27021
Re: Animal Shelter
Mr. Hill stated that he respected the individuals who had previously
spoken, but while listening heard no empirical evidence that lethal injection
is more humane than the present form of the county’s euthanasia system.
Chairman Inman expressed appreciation to those
who spoke during public comments
and reiterated the issues were being investigated by the County.
CONSENT AGENDA
Chairman Inman entertained a motion to approve
or amend the following items on the
consent agenda:
Minutes
- Minutes of
January 14, 2008
- Minutes of
January 23, 2008
Tax
Administration Report - December 2007
|
Real
and Personal Property Releases |
|
Over
$100 - December 2007 |
Tax Administrator Jake
Oakley presented the following Real/Personal Property
Releases over $100 for the Board’s consideration at the January 14th
meeting- discussion
agenda: (Real/Personal Property Releases over than $100 must be
approved by the Board of Commissioners)
|
Name |
Acct. Number |
Amount |
Reason |
|
Joel Colvin Brown |
155926100 |
$
1,611.20 |
25.77 ac not in W/C City limits |
|
Sinclair Broadcast Gp |
155914654 |
$
2,106.04 |
Used incorrect depreciation
schedule |
|
Joseph S Otey |
65858 |
$
115.66 |
Per NCGS105-366(4)-estate closed |
|
|
65858 |
$
108.11 |
Per NCGS105-366(4) |
|
|
65858 |
$
104.55 |
Per NCGS105-366(4) |
|
Hobert F Simmons |
156006646 |
$
326.52 |
Billed incorrect acreage |
|
|
Totals |
$ 4,372.08 |
|
|
Real
and Personal Property Refunds |
|
Over
$100 -
December 2007 |
|
per
NCGS 105-381(b) |
Tax Administrator Jake Oakley presented the
following Real/Personal Property
Refund over $100 for the Board’s consideration at the January 14th
meeting- discussion
agenda: (Real/Personal Property Refunds over $100 must be approved by
the Board of Commissioners)
|
Property
Tax |
Account |
Total |
Reasons |
|
Refund
Request |
|
|
|
|
William
Perry |
156016588 |
$
84.16 |
Double Listed |
|
|
|
$
56.10 |
|
|
|
Total |
$
140.26 |
|
Tax Administrator Oakley presented the
following documents for the Board’s review
and consideration at the January 14th meeting: (discussion
agenda)
·
2008 Department of Revenue Cost Index and
Depreciation Schedules (Business Personal Property
·
2008 Pricing Guidelines for Personal Property
·
2008 Single Wide Mobile Home Pricing Guidelines
(Schedules developed from Marshall & Swift)
Sheriff’s
Department – Budget Amendment #47
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #47.
To amend the General Fund, the expenditures are to be
changed as follows:
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Sheriff’s Department |
|
|
|
|
100.4310.260 |
Departmental Supplies |
$25,093.00 |
$230.00 |
$25,323.00 |
|
|
Totals |
$25,093.00 |
$230.00 |
$25,323.00 |
This budget amendment is justified as follows: To purchase
respirator and two cartridges.
This will result in a net increase $230.00 in the
expenditures and other financial use to the County’s annual budget. To provide the additional revenue for the
above, the following revenues will increase.
These revenues have already been received or are verified they will be
received in this fiscal year.
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.3431.415 |
Judgments |
$5,426.00 |
$230.00 |
$5,656.00 |
|
|
Totals |
$5,426.00 |
$230.00 |
$5,656.00 |
Commissioner Carroll requested further information regarding budget amendment #47.
Vice Chairman Walker requested if budget amendment #47 related to budget amendment
#48. Finance Director Edwards confirmed that budget amendment #47 did relate to budget
amendment #48 and did not have any further information.
Sheriff’s
Department – Budget Amendment #48
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #48.
To amend the General Fund, the expenditures are to be
changed as follows:
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Sheriff’s Department |
|
|
|
|
100.4310.260 |
Departmental Supplies |
$25,093.00 |
$30.00 |
$25,123.00 |
|
|
Totals |
$25,093.00 |
$30.00 |
$25,123.00 |
This budget amendment is justified as follows:
Doctor’s visit for employee to wear respirator mask.
This will result in a net increase of $30.00 in the
expenditures and other financial use to the County’s annual budget. To provide the additional revenue for the
above, the following revenues will increase.
These revenues have already been received or are verified they will be
received in this fiscal year.
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.3431.415 |
Judgments |
$5,426.00 |
$30.00 |
$5,456.00 |
|
|
Totals |
$5,426.00 |
$30.00 |
$5,456.00 |
Commissioner Carroll
questioned the reason for the Doctor’s visit. The Board discussed
both budget amendments #47 and #48.
The Board unanimously
agreed to hold budget amendments #47 and #48 until the
February 11th meeting for further information.
Social Services –
Special Adoption Assistance - Budget Amendment #49
Finance Director Julia Edwards submitted
Budget Ordinance Amendment #49.
To amend the General Fund, the expenditures are to be
changed as follows:
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Social Services
Department |
|
|
|
|
100.5470.003 |
Special Adoption Assistance |
$.00 |
$31,700.00 |
$31,700.00 |
|
|
Totals |
$.00 |
$31,700.00 |
$31,700.00 |
This budget amendment is justified as follows:
DSS had a balance of $4,700 to carry forward from June 2007,
plus two additional electronic funds transfers that were made – one for $9,000
and one for $18,000.00 – documentation provided confirms the 100% federal and
state dollars.
This will result in a net increase of $31,700.00 in the
expenditures and other financial use to the County’s annual budget. To provide the additional revenue for the
above, the following revenues will increase.
These revenues have already been received or are verified they will be
received in this fiscal year.
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.3301.216 |
Special Adoption Funds |
$.00 |
$31,700.00 |
$31,700.00 |
|
|
Totals |
$.00 |
$31,700.00 |
$31,700.00 |
Social Services –
Crisis Intervention - Budget Amendment #50
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #50.
To amend the General Fund, the expenditures are to be
changed as follows:
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.5480.000 |
Social Services Department Crisis
Intervention |
$26,549.00 |
$25,610.00 |
$52,159.00 |
|
|
|
$26,549.00 |
$25,610.00 |
$52,159.00 |
This budget amendment is justified as follows:
DSS used the budget estimate of $26,549.00 from the state
budget estimates. Documentation provides
the funding authorization which shows the correct amount of the budget is
$52,159.00 – 100% federal dollars.
This will result in a net increase of $25,610.00 in the
expenditures and other financial use to the County’s annual budget. To provide the additional revenue for the
above, the following revenues will increase.
These revenues have already been received or are verified they will be
received in this fiscal year.
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.3301.202 |
SS County Federal |
$26,549.00 |
$25,610.00 |
$52,159.00 |
|
|
Totals |
$26,549.00 |
$25,610.00 |
$52,159.00 |
Social Services –
TANF - Budget Amendment #51
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #51.
To amend the General Fund, the expenditures are to be
changed as follows:
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Social Services
Department |
|
|
|
|
100.5410.002 |
TANF Domestic Violence |
$12,636.00 |
$1,329.00 |
$13,965.00 |
|
|
Totals |
$12,636.00 |
$1,329.00 |
$13,965.00 |
This budget amendment is justified as follows:
DSS used the budget estimate of $12,636.00 from state budget
estimates. Documentation provides
funding authorization which shows the correct amount of the budget which is
$13,965.00 – 100% federal dollars
This will result in a net increase of $1,329.00 in the
expenditures and other financial use to the County’s annual budget. To provide the additional revenue for the
above, the following revenues will increase.
These revenues have already been received or are verified they will be
received in this fiscal year.
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.3301.202 |
SS County Federal |
$12,636.00 |
$1,329.00 |
$13,965.00 |
|
|
Totals |
$12,636.00 |
$1,329.00 |
$13,965.00 |
Social Services –
Adult Day Care - Budget Amendment #52
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #52.
To amend the General Fund, the expenditures are to be
changed as follows:
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Social Services
Department |
|
|
|
|
100.5850.000 |
Adult Day Care |
$3,598.00 |
$10,007.00 |
$13,605.00 |
|
|
Totals |
$3,598.00 |
$10,007.00 |
$13,605.00 |
This budget amendment is justified as follows:
DSS used the budget estimate of $3,598.00 from the state
budget estimates. Documentation provides
funding authorization which shows the correct amount of the budget is
$13,605.00-100% federal, state, and county dollars.
This will result in a net increase of $8,306.00 in the
expenditures and other financial use to the County’s annual budget. To provide the additional revenue for the
above, the following revenues will increase.
These revenues have already been received or are verified they will be
received in this fiscal year.
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.3301.202 |
SS County Federal |
$3,598.00 |
$10,007.00 |
$13,605.00 |
|
|
Totals |
$3,598.00 |
$10,007.00 |
$13,605.00 |
Commissioner Carroll noted the following correction to Budget Amendment #52:
Change: a net increase of $8,306.00 in the expenditures… amount should be $10,007.00.
Germanton
Park – Proposed PARTF Grant
Mr. Richard Rutledge, Board of
Directors-Germanton Park, presented a request to
the county administrative staff requesting the County file an
application on behalf of the
Germanton Park to the North Carolina Parks and Recreation Trust Fund
for a PARTF Grant
for renovations to the shelters at the Park. The total project cost is estimated at $7,350
with
$3,675 being requested from PARTF funds and the required match of
$3,675 being provided by
the Germanton Park Board of Directors.
The Grant Application is requesting funding to
replace roofing on two shelters located at the Park. The item is being placed on the consent
agenda due to a submittal deadline of January 31, 2008.
Chairman Inman
entertained a motion to approve the consent agenda as amended
(removing budget amendments #47 and #48).
Commissioner Lankford
moved to approve the consent agenda as amended.
Commissioner Smith seconded and the motion carried unanimously.
GENERAL
GOVERNMENT – GOVERNING BODY – INFORMATION AGENDA
Comments –
Manager and Board of Commissioners
County Manager Bryan
Steen presented a request from the Stokes County
Economic Development Commission to hold a joint meeting on Wednesday,
February 20, 2008
at 1:30 to discuss Economic Development in Stokes County.
Commissioner Lankford
noted the Board was awaiting further information regarding
the Stokes County Economic Development Ordinance and Rules of
Procedures and expressed
concerns scheduling a meeting before reviewing and discussing the
information.
The Board discussed
scheduling the meeting at the Board Retreat, which is scheduled
for this Saturday, February 2nd. The Board agreed to discuss information at
the Board Retreat
which would be submitted from Manager Steen, Chairman Inman,
Commissioner Carroll,
and County Attorney Powell regarding the role of the Economic
Development Commission.
County Manager Bryan
Steen presented the following information:
·
Ms. Nancy Painter-NCDOT had informed the County
that there is progress being made on the YVEDDI/Garage project – a consultant
should be named very soon to head up the feasibility study
·
Interim Health Director Jenny Braswell had
presented information to the County that a perk test permit is being completed
in approximately 8 weeks.
·
Interim Director Braswell is also working on
contracting with two qualified Environmental Health Specialists to help catch
up the backlog
Vice Chairman Walker requested additional
information regarding the time frame of a
perk test permit specifically the length of time a person is expected
to wait. Vice Chairman
Walker also requested specific information regarding the procedure when
a person is placed on
the waiting list.
(For example: Two citizens apply
for their permit the same day, one gets their permit within one to two weeks
while the other citizen does not get their permit for eight weeks)
Chairman Inman
requested Commissioner Carroll (Health Board member) to discuss
the issue at the next Board of Health meeting.
Vice Chairman Walker
requested additional information regarding the time frame for
the renovations at the Stokes Opportunity Center.
Chairman Inman noted
that Mr. Danny Stovall had been instructed to move forward
with bids for possible construction in early spring.
GENERAL
GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA
Financial
Advisor – Request for Proposals
Finance Director Julia
Edwards presented the following information regarding
Request for Proposals for Financial Advisory Services:
·
Proposals received on January 11, 2008
o
BB& T Capital Market
o
Davenport & Company LLC
o
DEC Associates, Inc.
o
First Southwest Company
Finance Director Edwards discussed the
following information submitted by each
financial group:
BB&T Capital
Markets (BB&TCM)
BB&TCM recommends the Financial Advisory Fee be based on a per bond basis at a rate satisfactory to Stokes County. The County would be responsible for all of the direct costs (legal, rating, printing, advertising, etc) and would reimburse BB&TCM for properly approved direct out-of-pocket expenses such as travel, lodging, meals, express delivery, and other communication expenses to be capped at $1,500 unless a rating agency trip to New York is involved. Financial Advisory fee is payable by the County only upon closing of a transaction.
For work performed that is directly related to the issuance of debt, we believe that a fee per bond (subject to minimum and maximum fees) achieves this objective.
*Note: BB&T is willing to negotiate these fees and is open to other methods that would be satisfactory to the County
A complete financial view of the County would cost approximately $225 per hour.
Davenport &
Company, LLC
Davenport is flexible as to the timing of payment. They are open to being compensated on a regularly scheduled basis and/or following financing service or project deliverable. Also, they are open to our preferences on how best to structure their compensation. We can be compensated through a pre-determined fee which may or may not include an annual retainer, a not-to-exceed amount, an hourly rate and/or a per bond fee. One or some combination of these options is many times the most viable and attractive approach to many of our clients.
Phase I: Long-Term
Capital Planning Services and Related Ad Valorem Impact Analyses
For these services Davenport & Company LLC will charge a fee based upon actual time spent on the engagement, which will not exceed $12,000.00. Additionally, customary direct out-of-pocket expenses will be charged at cost and there will be a 4% fee for indirect cost not to exceed $480.
Phase II:
Financing Execution
Regarding the specific structure of fees related to financial transactions, we would propose structuring our compensation arrangement with one or more of the following options:
DEC Associates, Inc.
DEC Associates, Inc. financial planning fee proposal for the advisory services as described in the County request is listed below. Actual out of pocket expenses will be added to the fee amount; out of pocket expenses include travel, communications, printing and other similar costs. Advisory fees proposed above may be negotiated as to initial level and the ultimate scope of services.
To the extent that DEC services are requested for the completion of a specific financing, to be undertaken after the planning process, a fee would be negotiated based upon the size, type, complexity and other factors related to the specific financing.
First Southwest
Company
First Southwest Company offers Stokes County expertise across a wide range of municipal finance specialties and is exceptionally well positioned to deliver the right solutions for complex financial opportunities and challenges. Our proposal anticipates the superior level of support, interaction and advice, which is consistent with our services to other North Carolina local government issuers. For the scope of services outlined in this proposal, we propose an advisory fee of $1.25 per bond, with a maximum fee of $35,000. In addition, First Southwest proposes that the County reimburse First Southwest, at cost, for reasonable travel related out-of-pocket expenses incurred in connection with providing advisory services.
This fee provides Stokes County with full access to our firm’s professionals and the resources listed in this proposal as well as all other professionals in the firm who will be consulted or asked to participate as appropriate to provide additional resources and knowledge.
A complete financial view of the County would cost approximately $225 per hour.
Finance Director Edwards presented the
following scenario, which estimated costs
for a $35,000,000 debt:
|
Example of
estimated cost |
|
|
|
|
|
|
|
|
|
$35,000,000
Debt |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
First |
|
|
Bank Loan |
BB&TCM |
|
Davenport & Co. |
|
DEC |
|
Southwest |
|
|
Financial
Review |
$11,925 * |
|
Included |
|
Included |
|
$11,925 * |
|
|
Financial
& Debt Analysis |
$10,000 |
|
$12,480 ** |
|
$25,000** |
|
$
- |
|
|
Debt
Issuance |
$15,000 |
|
$43,750 |
|
$10,000 |
|
$43,750 |
|
|
|
$36,925 |
|
$56,230 |
|
$35,000 |
|
$55,675 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
First |
|
|
COPS |
BB&TCM |
|
Davenport & Co. |
|
DEC |
|
Southwest |
|
|
Financial
Review |
$11,925* |
|
Included |
|
Included |
|
$11,925* |
|
|
Financial
& Debt Analysis |
$10,000 |
|
$12,480 ** |
|
$25,000 |
** |
$ -
|
|
|
Debt
Issuance |
$22,750 |
|
$52,500 |
|
$25,000 |
|
$43,750 |
|
|
|
$44,675 |
|
$64,980 |
|
$50,000 |
|
$55,675 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
First |
|
|
GO Debt |
BB&TCM |
|
Davenport & Co. |
|
DEC |
|
Southwest |
|
|
Financial
Review |
$11,925* |
|
Included |
|
Included |
|
$11,925* |
|
|
Financial
& Debt Analysis |
$10,000 |
|
$12,480 ** |
|
$25,000 |
** |
$ - |
|
|
Debt
Issuance |
$28,750 |
|
$61,250 |
|
$10,000 |
|
$43,750 |
|
|
|
$50,675 |
|
$73,730 |
|
$35,000 |
|
$55,675 |
|
|
|
|
|
|
|
|
|
|
|
|
* Note:
Financial Review is estimated at 53 hours at $225 per hour. |
|
|
|
|
||||
|
**
Note: Estimated cost no to exceed. |
|
|
|
|
|
|
|
|
The Board discussed
the submitted proposals, Phase I (Financial Review and Financial
and Debt Analysis) and Phase II (Debt Issuance), long term capital
planning services, and the
need to hear presentations from the financial advisory groups.
Finance Director Julia
Edwards recommended either BB&T Capital Markets and
DEC Associates, Inc. Director
Edwards has received excellent references from other counties
regarding all financial advisors who submitted a proposal.
Vice Chairman Walker
noted that both the Board of Education and Board of
Commissioners need to agree on the amount needed for school facilities
and then seek funding.
Commissioner Carroll
suggested having the two lowest bidders BB&T Capital Markets
and DEC Associates, Inc at the next meeting for presentations so that
the Board knows exactly
what is being provided in their proposal.
The Board unanimously
agreed to hear presentations from BB&T Capital Markets
and DEC Associates, Inc at the February 11th meeting in
order to keep the process moving.
Chairman Inman
directed the Clerk to place the item on the February 11th
–discussion
agenda.
Proposed
Buffer Zone Protection Program Grant–(U S Dept. of Homeland Security)
Emergency Services
Director Monty Stevens presented the following information
regarding the proposed Buffer Zone Protection Program Grant:
·
February 2007- the County received notification
from NC Emergency Management that Stokes County would be receiving $179,550 in
Buffer Zone Protection Program Grant funding
·
Single largest amount ever received by Stokes
County with no county match
·
The grant is a reimbursement grant which means the
County is responsible to pay up front, then request reimbursement from Homeland
Security
·
US Department of Homeland Security has placed
emphasis on this particular round of grant funding on Hydroelectric Power
plants
·
There were only two sites in North Carolina
selected for funding and Stokes County was chosen because of the Belews Creek
Steam Station which is operated by Duke Energy
·
Several meetings were held with NC Emergency
Management, ESRI (Security Contracting Firm based in Charlotte), Belews Creek
Steam State representatives, Emergency Services, Sheriff’s Department, Fire
Marshal’s Office, and Emergency Communications to develop a requested equipment
list for the plan proposed by ESRI for the Belews Creek Steam Station-Duke
Energy
·
Equipment list has just been recently approved by
NC Emergency Management and the US Department of Homeland Security
o
(14) 800 mHz portable radios $35,000
o
(1) Docking station for radios $35,287
o
(1) Water Boon Barrier
$ 8,233
o
(4) Surveillance Telescopes $ 9,580
o
(19) Night Vision Goggles
$54,150
o
(10) Mobile Data Terminals w/wireless capabilities
$35, 800
o
(1) GPS Capable Digital Camera $ 1,500
Director Stevens concluded by requesting the
Board approve for the County Manager
to execute the Memorandum of Agreement (MOA) at the February 11th
meeting in order to
proceed with purchases.
The Board discussed
the Buffer Zone Protection Grant Program Grant, equipment
proposed, and expressed appreciation to Director Stevens for securing
the $179,550 grant.
Chairman Inman
directed the Clerk to place the item on the February 11th action
agenda.
County Space
Needs – Proposal
County Manager Bryan
Steen presented the following information regarding the
submitted county space needs proposal:
·
Proposal for reallocation of county office space
meets the intended purposes of the reallocation in a fair, logical and cost
wise means
·
The proposal has been discussed with those
departments and agencies impacted by the reallocation proposal. Planning Director David Sudderth had some
concerns with sharing the space with Environmental Health on the 1st
floor of the Ronald Reagan Building
·
Time sensitive issue for Elections due to upcoming
Presidential Election in November – would need to be completely moved by August
1, 2008
·
FTCC- temporary needs could be met by the use of
one additional classroom
·
Proposal would provide the District Attorney’s
Office the needed space to meet current needs and allow for future growth and
most importantly, it will provide as requested, public access to the District
Attorney’s office
·
At the current time, Support Services Supervisor
Danny Stovall has the State on hold for upgrading the telephone system to all
state offices in the Government Center Complex along with holding off on
issuing of RFPs for replacement of copy/fax/scanner machines for county offices
– office space assignments will impact completion of these projects
·
Letters of approval from Elections Director Jason
Perry, Director Ann Watts-FTCC, District Attorney Ricky Bowman, Court Counselor
Supervisor Rusty Slate-Justice/Delinquency Prevention, and Judicial District
Manager Brian K. Gates and Chief Probation/Parole Officer John Cowden
·
Possible use of county personnel for renovations on
the 3rd floor
·
Upcoming quarterly review of expenditures and
revenues could provide the necessary funding for renovations
County
Government Office Relocation Proposal
|
Department |
Current
Location |
Proposed
Location |
|
Fire
Marshal |
Lower
level Gov. Ctr with EMS |
3rd Floor
of Ronald Reagan Building |
|
|
|
space
permitting or Community |
|
|
|
Services
Building |
|
|
|
|
|
Economic
Development |
2nd Floor
-Ronald Reagan Bldg |
3rd Floor
- Ronald Reagan Building |
|
|
|
|
|
EMS |
Lower
level Gov. Center with FM |
3rd Floor
of Ronald Reagan Building |
|
|
|
and
current Environmental Health Office for Shift Supervisor Office and storage |
|
|
|
|
|
Elections |
Lower
level Government Center |
Lower
Level Probation Office Space |
|
|
|
and retain
some current office space |
|
|
|
|
|
Environmental
Health |
Lower
level Government Center |
1st Floor
-Ronald Reagan Building |
|
Planning/Building
Inspections |
|
|
|
|
|
|
|
Forsyth Tech. |
Lower
level Government Center |
Additional
New Classroom using |
|
|
|
current
Planning/Zoning Office |
|
|
|
|
|
GIS
Mapping |
1st
Floor-Ronald Reagan Bldg |
3rd Floor
- Ronald Reagan Building |
|
|
|
|
|
Public
Works |
Lower
level Government Center |
3rd Floor
- Ronald Reagan Building |
|
|
|
|
|
Adult
Probation |
Lower and
Upper Level Gov. Ctr. |
Current
EMS/Fire Marshal's Office and retain current offices |
|
|
|
next to
Courtroom “C” |
|
|
|
|
|
Juvenile
Probation |
Upper
Level - Government Ctr. |
Current
Public Works/Bld Maint. |
|
|
|
Office |
|
|
|
|
|
District
Attorney |
Upper
Level Security Area of |
Current
Upper Lever Adult |
|
|
Government
Center |
Probation
Office and Current Grand Jury Room |
Manager Steen also
requested the Board consider a request from Artist’s Way
Creation Bakery/ Café to rent county office space adjacent to their
current location for an
expansion of their business in Danbury.
Manager Steen stated that after reviewing the issues
related to this request, he is in favor of their request not only from
the perspective of county
space need, but also from the view of positive economic growth by an
existing business in
Stokes County.
Manager Steen also
discussed the following Phases:
Phase I: Obtain temporary storage for equipment and
materials on 3rd floor.
Complete construction of new office space on 3rd
floor and Community
Service Building if needed. Move
assigned offices to 3rd floor with
completion by June 30, 2008.
Phase II: Move all upper level Probation Offices to
vacant lower lever EMS/Fire
Marshal as noted above. Move
Board of Elections Staff Offices to former
lower
level Probation Office with completion by July 30, 2008.
PhaseIII: Move Law Library to vacant space in front of
Court Room “A”, move Grand
Jury
meetings to current Law Library, renovate current upper level Adult
Probation Offices and Grand Jury Room for District Attorney’s Staff with
completion by September 30, 2008.
The Board discussed
the proposal submitted by Manager Steen, vacant space at the Old
DSS Building, and the projected cost/funding.
Commissioner Carroll
expressed concerns with dividing EMS.
Commissioner
Carroll noted support for leasing the additional space to Artist’s Way
Creation Bakery/Cafe.
Manager Steen noted
that the 3rd floor did not seem feasible for delivery and storage of
EMS supplies.
Vice Chairman Walker
requested a Commissioner’s office for members of the Board to
share if additional space was available.
Commissioner Lankford
expressed concerns with EMS being on the 3rd floor which
would not be accessible to citizens, having Elections in two separate
areas of the Government
Center, and if possible the use of county personnel for renovations on
the 3rd floor.
Commissioner Smith
supported the utilization of the 3rd floor and requested the
possibility of a storage building instead of using office space in the
lower level of the
Government Center Building to store the election equipment.
Mr. Richard Rutledge,
Board of Elections, reiterated the need for the completion of
the move by the first of August due to the Presidential Election and
noted the Board of
Elections could work with the proposal.
Chairman Inman
directed the County Manager to have a draft rental lease for the
space being requested by Artist’s Way Creation Bakery/Cafe along with
projected cost and
funding sources for the proposed renovations at the February 11th
meeting.
Organizational
Restructuring – Board Appointment of Department Heads
County Manager Bryan
Steen presented the Board information relating to the following
statutorily appointed county positions along with General Statutes
pertaining to those positions,
appointments per County Personnel Policy (Article VIII- Employment
Procedures,
Requirements, Incentives – Section 2 – Appointments), and other
appointments:
Information below relates to the following statutorily appointed county positions:
· Clerk to Board of Commissioners – GS 153A-111
o Darlene Bullins – Last appointment - December 6, 2005
· County Attorney – GS 153A-114
o Edward Powell – Last appointment – June 15, 2006
· Budget Officer – GS 159-9
o County Manager serves as Budget Officer
· Finance Officer – GS 159-24
o Julia Edwards – Last Appointment – December 6, 2005
· Emergency Management Director – GS 166A-7
o Monty Stevens – Last Appointment – December 6, 2005
· Assistant Emergency Management Director – GS 166A-7
o Brad Cheek – Last Appointment – December 6, 2005
· County Manager - GS 153A-81 and GS 153A-82
o Bryan Steen – Appointed March 16, 2007
· Tax Assessor - GS 105-294
o Jake Oakley – Appointed June 25, 2007
· Tax Collector – GS 105-349
o Jake Oakley – Appointed June 25, 2007
The following appointments per County Personnel Policy –(Article VIII- Employment Procedures, Requirements, Incentives – Section 2- Appointments):
Last appointed on December 6, 2005:
· Planning Director – David Sudderth
· Economic Development Director – County Manager serving as Interim
Others Appointed on December 6, 2005:
· Fire Marshal – Brad Cheek – GS 153A-234
Commissioner Carroll
noted that according to General Statute 166A-7, it does require
an Assistant Emergency Management Director, only an Emergency
Management Director.
County Attorney Edward
Powell reviewed GS 166A-7 and confirmed that the
statute only requires an Emergency Management Director and the
Assistant Emergency
Manager Director can be appointed if so desired.
Commissioner Carroll
also noted that the personnel policy which states that the
Planning Director and Economic Development Director will be appointed
by the County
Manager conflicts with General Statute GS 159-9, which states the
duties of the County
Manager.
County Attorney Powell confirmed that General
Statutes override County Personnel
Policy.
The Board discussed
the information presented by Manager Steen.
Commissioner Carroll
reiterated the four positions in question:
Planning Director,
Economic Development Director, Assistant Emergency Management Director,
and Fire
Marshal.
Vice Chairman Walker
requested any additional information relating to the
appointment of the Planning Director and Economic Development Director
for the Board’s
review.
Chairman Inman
directed the Clerk to place the following four positions:
Planning Director, Economic Development Director, Assistant Emergency
Management
Director, and Fire Marshal on the February 11th – Action
Agenda.
School
Facilities Needs
Commissioner Carroll
requested that the Board of Commissioners formally request
the Board of Education to provide a list of top priority school
facility needs. Commissioner
Carroll noted that after the joint meeting with the Board of Education,
it is clear that both
Boards are on the same page (build schools) with the top priorities – a
new elementary school
in the Yadkin Township and Nancy Reynolds Elementary School.
Chairman Inman noted
that after the joint meeting with the Board of Education, he
spoke with Superintendent Hobbs on Friday to encourage the Board of
Education to provide
the County with a list of top school facilities needs.
Superintendent Hobbs
noted that an architectural firm would be chosen very soon
and suggested a possible meeting after the Board of Commissioners had
acquired a financial
advisor.
Chairman Inman
requested School Board Member Bill Hart who was in attendance at
the meeting to relate the message to the Board of Education that the
Board of Commissioners
would like to request a list of top priorities as soon as possible.
School Board Member
Bill Hart noted that should not be a problem.
GENERAL
GOVERNMENT – GOVERNING BODY – ACTION AGENDA
GIS 2008
Aerial Photography Project – Proposal
Tax Administrator Jake
Oakley presented the following information regarding the
proposed GIS 2008 Aerial Photography Project:
·
Through negotiations with the top four vendors,
Surdex Corporation has been selected for the GIS 2008 Aerial Photography
Project
·
Surdex Corp. can provide the quality of work that
Stokes County requires and be within the NC State specifications
·
Mr. Ed Turner- Surdex has expressed concerns with
the time frame that the work needs to start and finalization of the contract
·
The urgency consists of the following time of
flight and type of ground control that needs to be done according to state
specifications:
o
Flight time is between February 10th and
March 20th, flown between 10:00 am and 2:00pm of each day with weather
permitting
o
Ground control needs to be completed before the
window of flight.
o
Ground control consists of locating, establishing
and flagging (30) to (35) geodetic monuments that have vertical and horizontal
control which will take approximately (2) weeks to complete
·
Project cost with Ground Control provided by Surdex
= $97,500 (turnkey project)
·
In the event that any other County in close
proximity elects to join this project under a separate agreement of their own,
Surdex will give Stokes County a 10% discount along with a $1,000 rebate upon
the completion of the projects (possible other counties – Surry and Wilkes)
·
Project funding will be in two separate years –
fiscal year 2007/08 and 2008/09
·
Stokes County has received a $9,000 NCDEHR grant,
if other counties choose not to participate this year, the grant would increase
·
The aerial photography will be a great asset for
other departments such as Planning and Zoning, School System, Economic
Development, etc.
·
Submitted contract has been pre-approved by County
Attorney Ed Powell
·
Contract has also been reviewed and approved for
technical services being provided by Tax Administrator Jake Oakley
Tax Administrator Jake Oakley requested
approval from the Board to allow the county
manager to execute the proposed contract with Surdex in the amount of
$97,500 for the 2008
Aerial Photography Project.
The Board discussed
the submitted proposed contract for the 2008 Aerial Photography
Project.
(Proposed 2008 Aerial
Photography Project discussed at the Dec. 10th & Dec. 27th
meetings)
Chairman Inman
entertained a motion.
Commissioner Carroll
moved to allow the Tax Administrator to proceed with the
2008 Aerial Photography Project with Surdex and to allow the county
manager to execute the
final contract. Vice Chairman
Walker seconded and the motion carried unanimously.
EMS Toolkit
Grant – Emergency Medical Dispatch Enhancement Project
Chairman Inman
presented the EMS Toolkit Grant – Emergency Medical Dispatch
Enhancement Project, which was discussed at the January 14th
meeting.
Chairman Inman
entertained a motion to approve the EMS Toolkit Grant – Emergency
Medical Dispatch Enhancement Project.
Commissioner Carroll
moved to proceed with acceptance of the 2008 EMS Toolkit
Grant in the amount of $71,828 for the Stokes County EMS System EMD
Enhancement Project
and at the conclusion of the grant to re-evaluate and make a decision
regarding the staff
position. Vice Chairman Walker
seconded and the motion carried unanimously.
Fuel Tank
NCDENR Requirements
Chairman Inman
presented the following bids for repairs to the County’s underground
fuel tanks which were presented at the January 14th meeting:
Estimated Repair
costs for all tanks
|
Collins Petroleum Services |
$40,513.70 |
Option 1 |
|
|
|
Protective Technologies -
Garage |
2,600.00 |
|
|
|
|
Project Totals |
$43,113.70 |
|
|
|
|
|
|
|
|
|
|
Southern Pump & Tank |
$42,427.10 |
Option 1 - Turnkey quote |
||
|
Protective Technologies -
Garage |
2,600.00 |
|
|
|
|
Project Totals |
$45,021.10 |
|
|
|
|
|
|
|
|
|
|
Four Star Petroleum
Services |
$45,867.54 |
Option 1 |
|
|
|
Protective Technologies -
Garage |
2,600.00 |
|
|
|
|
Project Totals |
$48,467.54 |
|
|
|
The Board continued
discussion with Support Services Supervisor Danny Stovall who
recommended Southern Pump and Tank (turnkey) in the amount of $42,
427.10 and Protective
Technologies in the amount of $2,600 – total cost $45,021.00.
Finance Director Julia
Edwards noted that funding was available from the Contingency
Line Item.
Chairman Inman
entertained a motion.
Commissioner Lankford
moved to approve Southern Pump and Tank (turnkey) in the
amount of $42, 427.10 and Protective Technologies in the amount of
$2,600. Vice Chairman
Walker seconded and the motion carried unanimously.
Surplus Tax
Property
Chairman Inman
presented the top bidder – Piedmont Land Conservancy for the
sale of foreclosed properties – Lots 83-84 Tory’s Den in the amount of
$5,365.46 which
was presented at the January 14th meeting.
Chairman Inman
entertained a motion.
Vice Chairman Walker
moved to accept the bid from Piedmont Land Conservancy for
the sale of foreclosed properties – Lots 83-84 Tory’s Den in the amount
of $5,365.46.
Commissioner Smith seconded and the motion carried unanimously.
Appointments
Appointments
– Local Firefighter’s Relief Fund Board
Chairman Inman presented
the following nominations (nominated at the January 14th
meeting) to serve on the Local Firefighter’s Relief Fund Board.
Nominated to serve a one-year term:
|
FIRE DEPARTMENT |
TRUSTEE NAME |
|
PINNACLE
VFD |
Mr. Travis Sink |
|
LAWSONVILLE
VFD |
Mr. Ronnie Mabe |
|
FRANCISCO
VFD |
Mr. Atherton Jessup |
|
WALNUT
COVE VFD |
Mr. James Teague |
|
NORTHEAST
STOKES VFD |
Mr. Jonathan Wall |
|
STOKES
ROCKINGHAM VFD |
Ms. Kay Morris |
|
SAURATOWN
VFD |
Mr. Jim Walton |
|
DANBURY
VFD |
Mr. John Booth |
|
SOUTH
STOKES VFD |
Mr. Bobby Boles |
|
DOUBLE
CREEK VFD |
Mr. Tom Tilley |
Nominated to serve a two-year term:
|
FIRE DEPARTMENT |
TRUSTEE NAME |
|
PINNACLE
VFD |
Mr. Jeremy Bowman |
|
LAWSONVILLE
VFD |
Mr. Arthur Glidewell |
|
FRANCISCO
VFD |
Ms. Ashley Pack |
|
WALNUT
COVE VFD |
Mr. Dwight Ball |
|
NORTHEAST
STOKES VFD |
Mr. Bobby Dunlap |
|
STOKES
ROCKINGHAM VFD |
Mr. Devin Rhodes |
|
SAURATOWN
VFD |
Mr. Randall Patterson |
|
DANBURY
VFD |
Mr. Elmer Manuel |
|
SOUTH
STOKES VFD |
Ms. Jean Young |
|
DOUBLE
CREEK VFD |
Mr. Donald Durham |
Chairman Inman entertained a motion.
Commissioner Carroll moved to approve the
nominations submitted at the January 14th
meeting for the specified one and two year terms. Vice Chairman Walker seconded and the
motion carried unanimously.
Seamless
Mobility Study – Steering Committee
Chairman Inman presented the following nomination
for the Board’s consideration:
·
Seamless Mobility Study – Steering Committee –
Chairman J. Leon Inman
Chairman Inman entertained a motion.
Commissioner Carroll moved to appoint Chairman
Leon Inman to serve on the
Seamless Mobility Study Steering Committee. Commissioner Smith seconded and the motion
carried unanimously.
Planning
Board – Yadkin Township
Chairman Inman
presented the following nominations for appointment to the
Planning Board – Yadkin Township for the Board’s consideration:
·
Scott Barr
·
Michael Hartley
·
Larry Snyder
·
Patrick Tuttle
Commissioner Carroll withdrew the nomination
of Patrick Tuttle due to a conflict with
his employment with NCDOT.
Commissioner Lankford
moved to appoint Larry Snyder to the Planning Board –
Yadkin Township.
Chairman Inman ruled
that the motion dies for lack of second.
Vice Chairman Walker moved to appoint Michael
Hartley to the Planning Board –
Yadkin Township.
Chairman Inman ruled
that the motion dies for lack of second.
Commissioner Smith
moved to appoint Scott Barr to the Planning Board –
Yadkin Township.
Chairman Inman ruled
that the motion dies for lack of second.
Chairman Inman
directed the Clerk to place the item on the February 11th action
agenda.
Closed Session
Chairman Inman entertained a motion 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 handling or settlement of a claim, judicial action,
mediation, arbitration, or administrative procedure pursuant to G.S.
143-318.11(a)(3).
Vice Chairman Walker 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 handling or settlement of a claim, judicial action,
mediation, arbitration, or administrative procedure pursuant to G.S.
143-318.11(a)(3).
Commissioner Smith seconded and the motion
carried unanimously.
The Board returned to open session of the
January 28th meeting.
Board Retreat
Chairman Inman
reminded the Board of the upcoming Board Retreat scheduled for
Saturday, February 2, 2008 at 9:00 am.
Adjournment
There being no further business to come before
the Board, Chairman Inman entertained
a motion to adjourn the meeting.
Commissioner Smith moved to adjourn the
meeting. Commissioner Lankford
seconded and the motion carried unanimously.
_________________________
_____________________________
Darlene M.
Bullins
J. Leon Inman
Clerk to the
Board Chairman