) STOKES COUNTY GOVERNMENT
COUNTY OF STOKES ) DANBURY, NORTH CAROLINA
) MARCH 10, 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,
March 10, 2008 at 1:30 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
Finance
Director Julia Edwards
DSS
Director Jan Spencer
DSS
Social Work Supervisor Kristy Preston
Interim
Health Director Jenny Braswell
Elections
Director Jason Perry
Tax
Administrator Jake Oakley
Chairman J. 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.
GENERAL
GOVERNMENT – GOVERNING BODY – APPROVAL OF AGENDA
Chairman Inman entertained a motion to approve
or amend the March 10, 2008
agenda.
Commissioner Lankford
moved to approve the March 10th agenda as presented.
Vice Chairman Walker seconded and the motion carried unanimously.
PUBLIC COMMENTS
The following spoke during public comments.
Ms. Betty Smith
PO Box 706
Walnut Cove, NC 27052
Re: Walnut Cove Library – Update
Walnut Cove Librarian Betty Smith presented an update regarding the
Walnut Cove Library Renovation Project.
Librarian Smith noted the following:
§ New section is
almost finished
§ Currently waiting
on electrical issues in order to move into the new section of the library while
the old section of the library is being renovated
§ Should be moving
in the new section within the next month
§ Everything is
going great and everything looks absolutely great
§ Still selling
brick pavers
§ Open house
projected for late May or early June
Librarian Smith invited the Board to come and see what is happening at
the Walnut Cove Library.
CONSENT AGENDA
Chairman Inman entertained a motion to approve
or amend the following items on the
consent agenda:
Minutes
General Fund
– Budget Amendment #72
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #72.
To amend the General Fund, the expenditures are to
be changed as follows:
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
General Fund |
|
|
|
|
100.9820.984 |
Transfer-Stokes Reynolds
Fund |
$300,000.00 |
$(106,110.00) |
$193,890.00 |
|
100.9820.961 |
Transfer-Capital Projects
Fund |
$0.00 |
$225,000.00 |
$225,000.00 |
|
100.9910.000 |
Contingency |
$252,864.00 |
$ (4,297.00) |
$248,567.00 |
|
100.9910.300 |
Personnel Contingency |
$114,593.00 |
$(114,593.00) |
$0.00 |
|
|
Totals |
$667,457.00 |
$00.00 |
$667,457.00 |
This budget amendment is justified as follows:
To transfer funds from contingency and appropriate
funds from the Stokes Reynolds’ refund of operating expense for renovations of
the 3rd floor of the Ronald Wilson Reagan Building approved at the
February 25th board meeting.
This will result in a net increase of $00.00 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 change.
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 |
|
|
Stokes Reynolds Fund |
|
|
|
|
500.3839.000 |
Miscellaneous Revenue |
$00.00 |
$106,110.00 |
$106,110.00 |
|
500.3981.000 |
Transfer-General Fund |
$300,000.00 |
$(106,110.00) |
$193,890.00 |
|
|
Totals |
$300,000.00 |
$00.00 |
$300,000.00 |
Public Buildings –
Budget Amendment #73
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #73.
To amend the General Fund, the expenditures are to
be changed as follows:
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Public Buildings |
|
|
|
|
100.4190.590 |
Improvements |
$.00 |
$17,500.00 |
$17,500.00 |
|
|
Totals |
$.00 |
$17,500.00 |
$17,500.00 |
This budget amendment is justified as follows:
To appropriate funds from Mental Health contingency
for the Stokes Opportunity Center for architect fees.
This will result in a net increase of $17,500.00 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 |
|
100.3586.455 |
Mental Health Contingency |
$.00 |
$17,500.00 |
$17,500.00 |
|
|
Totals |
$.00 |
$17,500.00 |
$17,500.00 |
Sheriff’s
Department – Budget Amendment #74
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #74.
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 |
|
|
|
|
100.4310.000 |
Salaries and Wages |
$1,347,215.00 |
$(2,733.00) |
$1,344,482.00 |
|
100.4310.020 |
Salaries and Wage-Part Time |
$88,169.00 |
$5,954.00 |
$94,123.00 |
|
|
Totals |
$1,435,384.00 |
$3,221.00 |
$1,438,605.00 |
This budget amendment is justified as follows:
To appropriate funds from OBJ Grant and transfer
funds due to worker’s compensation to part time salaries.
This will result in a net increase of $3,221.00 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 |
|
100.3301.416 |
OBJ Grant |
$11,839.00 |
$3,221.00 |
$15,060.00 |
|
|
Totals |
$11,839.00 |
$3,221.00 |
$15,060.00 |
Social Services –
Budget Amendment #75
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #75.
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 |
|
|
|
|
100.5310.083 |
CAP-C
and CAP-DA |
$25,000.00 |
$5,000.00 |
$30,000.00 |
|
|
|
$25,000.00 |
$5,000.00 |
$30,000.00 |
This budget amendment is justified as follows:
Appropriate funds from Medicaid Claims CAP-DA
funding for qualifying individuals for these funds.
This will result in a net increase of $5,000.00 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 |
|
|
Social Services |
|
|
|
|
100.3540.420 |
Medicaid
Claims –CAP/DA |
$500,000.00 |
$5,000.00 |
$505,000.00 |
|
|
|
$500,000.00 |
$5,000.00 |
$505,000.00 |
Capital Project
Ordinance
Finance Director Edwards also submitted the following Capital Project Ordinance for
the Construction for renovations to the third floor of the Ronald Wilson Reagan Building:
BE
IT ORDAINED by the Governing Body of the County of Stokes, North Carolina
that, pursuant to Section 13.2 of Chapter 159 of the General Statutes of North
Carolina, the following capital project ordinance is hereby adopted:
Section
1. The project authorized is the
construction of the completion of the 3rd Floor of the Ronald Wilson Reagan
Building for office space to be financed by contingency funds with in the
General Fund.
Section
2. The officers of this unit are
hereby directed to proceed with the capital project within the budget contained
herein.
Section
3. The following amounts are
appropriated for the project:
Construction $225,000.00
Section
4. The following revenues are
anticipated to be available to complete this project:
Transfer from General Fund $225,000.00
Section
5. The Finance Director is hereby
directed to maintain within the Capital Project Fund sufficient specific
detailed accounting records to satisfy the requirements.
Section
6. Funds may be advanced from the
General Fund for the purpose of making payments as due.
Section
7. The Finance Director is directed
to report, on a quarterly basis, on the financial status of each project
element in Section 3.
Section
8. The Budget Officer is directed to
include a detailed analysis of past and future costs and revenues on this
capital project in every budget submission made to this Board.
Section
9. Copies of this capital project
ordinance shall be furnished to the Clerk to the Governing Board, and to the
Budget Officer and the Finance Director for direction in carrying out this
project
Adopted this 10th day of March,
2008.
____________________________
_____________________________
J. Leon Inman - Chairman Jimmy Walker - Vice Chairman
____________________________
_____________________________
____________________________
Attest:
________________________________
Proposed
Fiscal Year 2007-08 Audit Contract – Martin Starnes & Associates, CPAs, PA
Finance Director Julia
Edwards submitted the proposed annual audit contract for fiscal
year 2007-08 (July 1, 2007/June 30, 2008) with Martin Starnes &
Associates, CPAs, PA
in the amount of $43,600.
(Audit will be performed and report of audit submitted to Local
Government Commission by October 31, 2008) (A copy of the executed contract
will be retained by the Clerk to the Board and the Finance Director)
Proposed
Resolution – Farmer Appreciation Day
Mr. James Booth –
Stokes County Natural Resources submitted the following proposed
Resolution Proclaiming Farmer Appreciation Day in Stokes County which
will be held on
Thursday, April 10, 2008 – at North Stokes High School – 6:00 pm.:
RESOLUTION PROCLAIMING
FARMER APPRECIATION DAY
IN STOKES COUNTY
Whereas, the
County of Stokes, the Stokes Soil & Water Conservation District, the
Cooperative Extension, Farm Service Agency, the Natural Resources Conservation
Service and the NC Forest Service desire to sponsor the Farmer Appreciation Day
to recognize the contributions of our farmers to Stokes County; and
Whereas, the
Board of Commissioners recognizes that the county’s farmers contribute greatly
to Stokes County’s economic base; and
Whereas, the
Board believes that all county citizens benefit from farming activities in some
manner; and
Whereas, the
Board agrees that a Farmer Appreciation Day would show our county’s support for
the existing farming community and honor past activities that have contributed
so much to the culture and heritage of Stokes County; and
Whereas, the
Board recognizes and supports a BBQ and Chicken Dinner along with live
entertainment that will be held at North Stokes High School with all Stokes
County citizens invited.
NOW THEREFORE BE IT RESOLVED, THAT
The Stokes County Board of
Commissioners hereby proclaims Thursday, April 10, 2008 as
Farmer Appreciation Day in Stokes County and extends its appreciation and
gratitude to the county’s farmers for their many contributions to Stokes
County.
Adopted by the Stokes County Board of Commissioners this 10th
day March 2008.
_________________________________ ________________________________
_________________________________ ________________________________
_________________________________
Attest:
________________________________
Darlene M. Bullins
Clerk to the Board
Commissioner Lankford
moved to approve the consent agenda.
Vice Chairman Walker
seconded and the motion carried unanimously.
GENERAL
GOVERNMENT – GOVERNING BODY – INFORMATION AGENDA
CenterPoint
Quarterly Report
CEO Betty Taylor –
CenterPoint presented the following quarterly update:
(Mr. Jeff Eads
–CenterPoint was also in attendance for the meeting)
¨ Current Stokes
County members of the Board of Directors:
Chairman Leon Inman, Kathy Long-Stokes
Opportunity Center, and Perry Carroll who all are doing an excellent job
¨ Stokes County
Community Collaborative which focuses on system of care for children is very
active
¨ Three individuals
from Stokes County are currently investigating membership on the Consumer and
Family Advisory Committee
¨ April 24th
Board of Directors’ meeting will be held in Stokes County – King
¨ Overall mental
health reform in North Carolina is very chaotic, although there are still some
very successful programs starting to develop
¨ Discussed recent
articles in the Raleigh News and Observer relating to funding appropriated for
community support program and the percentage of treatment received that was
clinically unnecessary – 90% of the money paid to mental health providers went
to the community support program and only about 5% of the money was spent on
services more likely to help recipients avoid hospitalization
¨ Governor Easley’s
recent press conference announced his recommendations to the legislature: (1) Secretary
will have the authority to appoint all boards of local management entities, (2)
hire and fire the area director of local management entities, and (3) move to a
state run system which will be run and controlled from Raleigh
¨ Update on Crisis
Pilot Program:
o
Transitional Housing Services-Recovery Innovations
NC – Start date (03-01-08)
o
Hospital Liaison-LME Function – Start date (2 care
coordinators on staff with the Peer Support position posted)
o
Respite Services for Children-Children’s Home and
Adult-Easter Seals-Start date (03-15-08)
o
Residential Services for Women and their
children-Community Choices- Start date (06-01-08)
o
Enhanced Mobile Crisis Management Team –Forsyth
Medical Center-Start date (06-01-08)
o
Services to Individuals at Risk/Involved with Legal
System –LME Function – Start date (care coordinator started on 01-14-08 with
Peer Support position posted)
o
All in all - Succeeding at the local level
o
One deficiency that is currently being worked on
(no solution yet) is the lack of substance abuse providers (lack in all three
counties)
The Board discussed Governor Easley’s
recommendations and the possible effects on
Stokes County citizens.
The Board expressed their appreciation to CEO
Taylor for her continued dedication to
Stokes County.
Annual Report
– Community Child Protection Team
DSS Director Jan
Spencer, (per NCGS 7B-1406) presented the annual report of the
Stokes County Community Child Protection Team (CCPT). Director Spencer noted the
following: (Social Work
Supervisor Kristy Preston was also in attendance for the meeting)
§ CCPT is a means
for the state and local communities to form a partnership to strengthen child
protection
§ CCPT met seven
times in 2007 with an average of 10 members present –reviewed seven cases
§ CCPT noted the following
system deficiencies:
§ Mental Health
Reform continues to present challenges for all
§ No mentoring
program in the county
§ Some families need
services on the weekends but only limited services are available
§ Rural families
cannot always access needed services
§ Lack of Level IV
placement resources near Stokes County
§ IEPs need to be
completed quickly to ensure that children receive the services they need
§ Gun Safety
statutes may need to be tightened up (team is still studying the issue)
§ In 2007, 449
reports of child abuse or neglect were investigated by Stokes County DSS with
923 children involved – approximately 23% were substantiated for abuse,
neglect, or dependency or found to be in need of services
§ CCPT recommends
the following:
§ Continue to keep
abreast of mental health reform and its impact on Stokes County children;
continue to support the efforts of CenterPoint to develop and sustain services
for families within Stokes County; reiterate the need for a mental health
coordinator and feel that this position will be a great benefit to the children
in Stokes County
§ Support the
establishment of a mentoring program in Stokes County should one become
available - need for a positive role model for at-risk children
Director Spencer noted three general public vacancies
which need to be filled that were
recently advertised in the Stokes News.
Director Spencer requested the Board appoint
Thomas Sands-Sheriff’s Department
which is a statutory appointment.
Director Spencer also requested the Board consider Tammy
Slater-SCAN as a general public appointee.
Director Spencer
expressed appreciation to the Board for their continued support
for the children in Stokes County.
The Board expressed
their appreciation to Director Spencer and the DSS staff for their
dedication and service to the children in Stokes County.
Chairman Inman
directed the Clerk to place the vacant appointments on the March 25th
discussion agenda.
Annual Report
– Child Fatality Prevention Team
Interim Health
Director Jenny Braswell presented the annual report of the Stokes
County Child Fatality Prevention Team (CFPT). Interim Director Braswell noted the
following:
¨ Meets once a
quarter to review child death cases (18 and under)
¨ During 2007, the
team reviewed 9 fatalities (occurred in 2006) with the following causes:
§ Intracranial
(nontraumatic) hemorrhage of newborn (1)
§ Sudden Infant
Death Syndrome (1)
§ Multiple injuries
of thorax, physical abuse of unspecified person (1)
§ Congenital
Herpes-Viral Infection (1)
§ Assault by sharp
object, multiple open wounds (1)
§ Interstitial
emphysema originating in the perinatal period (1)
§ Intrauterine
Hypoxia, unspecified (1)
§ Intentional
self-poisoning by and exposure to narcotics and psychodyseletpics ruled as
suicide (1)
§ Car occupant
injured in collision with fixed or stationary object (1)
¨ CFPT collaborates
with the Stokes County Sheriff’s Department, Department of Social Services, and
Health Department to promote child safety
¨ CFPT also works
with other local agencies to increase awareness of the Child Fatality Team as a
team that seeks interventions and ways to prevent child deaths
The Board expressed their appreciation to
Interim Director Braswell for the report.
One Stop
Voting – Update
Elections Director
Jason Perry presented the following information regarding One Stop
Voting:
¨ Board of Elections
is looking to open additional One Stop Voting Sites in Stokes County – one in
Walnut Cove and one in King
¨ Two grants from
the State will cover all costs to implement the new sites including computers,
wages for poll workers, etc.
¨ Executive Director
of the State Board of Elections indicates that the state is looking to move
away from one specific day for an election –possibly having at least two weeks
for voting with multiple voting sites
¨ Additional one
stop voting sites will provide different locations for voters and the potential
to reduce problems on election day
¨ Possibility of
hiring the previous election director and deputy to staff the additional One
Stop Voting sites
¨ Sites will be
opened 11:00 am - 6:00 pm (Monday, April 28th – Friday, May 2nd)
The Board expressed their appreciation to
Director Perry for the update.
Comments –
Manager and Board of Commissioners
County Manager Bryan
Steen presented the following update:
¨ “Report to the
People” will be in the Stokes News – March 13th
¨ Continuing to work
on the audio visual for probable cause hearings with the magistrate which would
save county deputies from having to transport suspects to see a magistrate in
King and then return the suspect back to Danbury –both district and superior
court judges have approved of the proposed project – will keep the Board
updated on the project – proposal has been sent to the Administrative Office of
the Courts for their review and approval
¨ Information from
Director Ann Watts – FTCC indicates that the FTCC Feasibility Study-Meadows
Project should be completed and presented to the Board at the April 14th
meeting
¨ Office relocations
are currently underway
¨ Mental Health
Coordinator in progress
Commissioner Lankford noted that after
speaking with Planning Director David
Sudderth, there would be no major issues (except the need for an
engineer’s footing) with the
used metal building the Board is considering purchasing.
The Board unanimously
agreed to further investigate the purchase of the metal building.
Chairman Inman
directed the Clerk to place the item on the March 25th discussion
agenda.
Commissioner Smith report that he attended the
RTI Steering Committee along with
County Manager Steen on March 7th. The Steering Committee is seeking grants from
the Rural
Center, ARC, etc. to fund a Regional Tourism Director for the RTI. The next meeting will be
at the Crossroads in Galax, VA on April 11th with
invitations being mailed to various tourism
groups, legislatures, etc.
Chairman Inman presented the following for the
Board’s consideration:
§ Essentials of
Economics Development – April 8th and 9th – Chapel Hill
§ Tour of the
FTCC-Woodruff Center (satellite center) – Winston Salem
on either April 21st
or April 24th
Chairman Inman noted that he would be out of
town on Tuesday, March 25th (regular
board meeting) and that Vice Chairman Walker will preside over the
meeting.
GENERAL
GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA
Environmental
Study – Meadows Property
County Manager Bryan
Steen presented the following information from Progress
Environmental Inc – Phase I Environmental Site Assessment – Meadows
Property:
(Support Services Supervisor Danny Stovall unable to attend the
meeting)
¨ Progress
Environmental Inc recommends to continue with the Phase II Assessment which
will take approximately four (4) weeks- approximate cost
of $10,000
¨ Consider waiting
on Phase II until after the FTCC-Feasibility Study is presented at the April 14th
meeting
The Board discussed the cost of Phase II,
possible other vendors for Phase II, and the
need to know the environmental condition of the property regardless of
who will occupy the
property.
Commissioner Lankford
requested a cost breakdown from Progress Environmental
regarding Phase II before any further action and the need to seek
possible grants if clean up is
necessary.
The Board unanimously
agreed to place the item on the March 25th discussion agenda.
Chairman Inman
directed the County Manager to have Mr. Stovall obtain a cost
breakdown for Phase II and place the item on the March 25th
discussion agenda.
Appointment –
Fire Commission
County Manager Bryan
Steen noted the following regarding the Fire Commission-
appointments:
¨ Information from
Fire Marshal Brad Cheek – Fire Association nominated and approved the following
Fire Commissioners at their February 26th meeting: Civilian
position: David Manuel –Sandy Ridge
(re-elected for two year term)
Fire Service position: Steven Roberson- King- (will finish the term of Tommy Carter who
resigned – term is for one year –ending 02-2009)
Fire Service position: Thomas Sutton –
Danbury (two year term)
¨ Appointments were
nominated and approved according to the guidelines set forth in the current Service
District Guidelines
The Board discussed
the appointments to the Fire Commission.
Commissioner Carroll
reiterated the Board approved a motion to follow the guidelines
set forth in the 8 page document – Service District Guidelines until
the document was reviewed
and revised.
Commissioner Carroll
nominated the following to serve as Fire Commissioners:
§ Civilian position: David Manuel – two year term
§ Fire Service
position: Steven Roberson – remainder of
two year term (one year)
§ Fire Service position: Thomas Sutton –
two year term
Chairman Inman directed the Clerk to place the
item on the March 25th action agenda.
Fire Service
District Study Committee
County Manager Bryan
Steen presented the following information regarding
appointments to the Fire Service Study Committee:
¨ Guidelines for
appointments approved at the February 25th meeting:
§ 2 members from the
Board of Commissioners
§ 3 members from
those attending the February 18th meeting representing the Service
District
§ 1 member from the Fire
Commission not affiliated with a fire department
§ 3 members from the
general public
§ total of 9 members
¨ General public
appointments have been advertised in the Stokes News and placed on the county
website
¨ Surry County
Departments (Pilot Knob Fire Department, Pilot Mtn. Rescue & EMS and
Westfield Fire & First Response) – nomination – Philip Sutphin
¨ Double Creek,
Lawsonville, Francisco, Northeast Stokes Fire Departments – nomination - Keith
Lawson
¨ Stokes Rockingham,
Pinnacle, Sauratown Fire Departments – nomination- Wayne Barneycastle
¨ Fire Commission –
Michael Pell only current member not affiliated with a fire department
¨ General Public –
application received from Stephen J. Fowler
Commissioner Smith nominated Kyle Carroll for
a general public appointment.
Commissioner Lankford nominated Janice Johnson
and Gary Tucker for general public
appointments.
Commissioner Carroll
nominated Stephen Fowler and Rhonda Jones for general
public appointments.
Commissioner Carroll
nominated Phil Sutphin, Keith Lawson, and Wayne Barneycastle
for Service District appointments.
Commissioner Smith
nominated Michael Pell for the Fire Commission appointment not
affiliated with a fire department.
Vice Chairman Walker
nominated Chairman Leon Inman for the Board of
Commissioners’ appointment.
Commissioner Smith
nominated Commissioner Ron Carroll for the Board of
Commissioners’ appointment.
Personnel
Policy – Amendment to Annual Leave (Vacation Policy)
County Manager Bryan
Steen presented the following amendment to Article V-
Section 2 – Annual Leave (vacation) of the Stokes County Personnel
Policy:
(items underlined reflect amendments to the current policy)
Section 2. Annual
Leave (Vacation)
The County provides
annual leave benefits to full-time employees.
However,
only employees that have
attained permanent employee status may request to take
annual leave. Employees that have not attained permanent
employee status will not
be allowed to take annual
leave unless authorized by their Department Head and the
County Manager.
To take annual leave, an
authorized employee must first make a written request to
their supervisor at least
three working days in advance of the date they wish to start
their leave period and
receive written approval from their supervisor before taking
the requested annual
leave. Approval / denial of an annual
leave request is based on
the needs of the
employer.
The
rate at which annual leave is accrued is based on years of service. The following scale demonstrates the annual leave
granted to an employee who works a 37.5 hours per week schedule.
Years of Employment Earned Annual Leave
0 – 2 years 10
days
2 – 5 years 12
days
5 – 10 years 15 days
10 – 15 years 18 days
15 – 20 years 21 days
20 or more years 24 days
All
other work schedules will be accrued and calculated in a proportional
manner.
(See
Appendix A: Leave Accrual Schedule)
At the end of a calendar
year, all annual leave accrued and available to an employee
that exceeds the maximum
carry-over limit for their position will automatically be
converted to sick leave. The annual leave carry-over limits are as follows:
37.5 hour workweek personnel 180 hours
40 hour workweek personnel 192.6
hours
Law enforcement/jail employees 216 hours
EMS personnel 240 hours
Employees retiring, resigning or terminated from County Service shall be paid for accrued annual leave. Employees that have access, or supervisory control over cash money, checks, certified checks, bank drafts, financial records, or other types of in-coming revenue must take at least one consecutive week of annual leave per calendar year.
County
Manager Steen noted that the amendment would eliminate an employee
losing any vacation leave if they were unable to use it by the end of
the calendar year,
eliminates possible disruptions to services to the citizens of the
county, allows employee to
transfer any unused vacation leave (over the maximum carryover) to sick
leave, and requires
probationary employees to attain permanent status before taking
vacation leave.
The Board discussed
the proposed policy, changes to current policy, and holiday/comp.
time.
County Manager Steen
noted that this does not affect holiday or comp. time and that he
would present other options for paying off holiday time in the near
future. Manager Steen
noted that 24/7 departments such as EMS, Communications, Jail,
Sheriff’s Dept . must place a
part time employee in those positions in order to keep services
provided to the citizens which
would have budgetary effects.
Vice Chairman Walker
noted the widening gap between the private sector in
comparable benefits and positions to county benefits and positions.
Chairman Inman
directed the Clerk to place the item on the March 25th action
agenda.
YVEDDI –
Board of Directors – Appointments
County Manager Bryan
Steen stated that YVEDDI Executive Director Jo Ann Larkins
had notified the County that the term of office on the YVEDDI Board of
Directors for the
following representatives from Stokes County will expire April
2008:
(Alternate appointment has been advertised and placed on the county
website)
§ Current
Representative – Chairman J. Leon Inman
§ Alternate
Representative – Alan Boyles
Director Larkins requested that the current
representatives be re-appointed as they
represent Stokes County well and are always willing to lend their
support and expertise to other
staff or agency issues when needed.
Vice Chairman Walker also noted that Mr. Boyles did
wish to be reappointed.
Vice Chairman Walker nominated Chairman J.
Leon Inman as regular representative
and Alan Boyles as the alternate.
Chairman Inman
directed the Clerk to place the item on the March 25th action
agenda.
Tax
Administration Report – February 2008
Tax Administrator Jake Oakley presented the
following informational data:
|
Fiscal
Year 2007-08 |
Budget Amt |
Collected
Amt |
Over |
Under |
|
|
|
|
Budget |
Budget |
|
County
Regular & Motor Vehicles |
$(18,619,330.00) |
$17,366,583.49
|
|
$
(1,252,746.51) |
|
|
|
|
|
|
|
Prior
Taxes 1991-2006 Tax Years |
|
|
|
|
|
County
Regular & Motor Vehicles |
$ 700,000.00 |
$ 587,793.38 |
|
$ 112,206.62 |
|
|
|
|
|
|
|
|
|
|
|
|
|
EMS
Collections |
|
|
|
|
|
Total
Collected 02-01-08/02-29-08 |
$ 6,596.89 |
|
|
|
|
No
accounts received from EMS |
|
|
|
|
|
during
February 2008 |
|
|
|
|
|
Personal
Property Discovery Report |
# of |
Total |
Taxes |
|
Audit
Dates |
Accts |
Value |
Due |
|
02-01-08/02-29-08 |
2 |
$83,958.00
|
$ 570.73 |
|
|
|
|
|
|
Business
Personal Property Discovery Report |
# of |
Total |
Taxes |
|
Audit
Dates |
Accts |
Value |
Due |
|
02-01-08/02-29-08
- none to report |
|
|
|
|
Motor
Vehicle Release Report |
Accounts |
Total Accounts |
|
02-01-08/02-29-08 |
38 |
$ 1,203.78 |
|
|
|
|
|
Motor
Vehicle Refund Report |
Accounts |
Total Accounts |
|
02-01-2008/ 02-29-08 |
0 |
$ - |
|
|
|
|
|
Number
billed for February 2008 |
3749 |
|
|
Refunds
Less |
|
|
|
than
$100 Real/Personal Property |
|
|
|
Per
NCGS 105-381(b) February 2008 |
Bill
Number |
|
|
Joan
Saunders |
06A6928033249064 |
$
2.62 |
|
|
05A2005023675 |
$
2.62 |
|
|
04A2004023605 |
$
1.34 |
|
|
03A2003023531 |
$
1.34 |
|
Tyson
Hooker |
07A15592727007.03 |
$
38.71 |
|
American
General |
07A697602878759 |
$
56.59 |
|
James
Reeves |
06A155895600.01.1 |
$
64.00 |
|
|
05A2005022515 |
$
84.70 |
|
|
04A2004022449 |
$
92.89 |
|
|
03A2003022380 |
$
51.26 |
|
|
Total |
$
396.07 |
|
Garnishment
Totals |
Total |
Original |
|
|
Accounts |
Levy
Amt |
|
July
07 to January 08 |
588 |
$ 152,149.33 |
|
February
08 |
93 |
$ 63,905.45 |
|
Total
of all |
681 |
$ 216,054.78 |
Tax Administrator
Oakley presented the following information according to NCGS
105.360(c) regarding discounts:
§ By Resolution of
the Board of Commissioners, a county may adopt a schedule of discounts
§ The Resolution
must be adopted no later than the first day of May
§ If the Resolution
changes the current discount amount, it must be submitted to the Department of
Revenue for approval, stating the period of time to which it will apply
§ Upon approval by
the Department of Revenue, the discount schedule must be published at least
once in the paper
§ Stokes County is
currently giving a 2% discount if paid by August 31st of each year,
with the exception of motor vehicles, which equates to an annual figure of
approximately $172,683.78 (reduction in revenue) based on the 07/08 tax bills
Tax Administrator Oakley reiterated if the
Board desired to change the current discount
for 2008/09 tax bills, the Board would have to take action before the
first of May 2008.
Tax Administrator Oakley presented the
following information according to NCGS
105-321(f) regarding minimum tax bill:
§ Stokes County is currently
at a $1.00 minimum tax bill level, which equates to an annual figure of $462.44
(reduction in revenue) based on the 07/08 tax bills
§ The ($1.00 - $5.00
range) minimal tax bill resolution must be adopted on or before June 15th
preceding the first taxable year to which it applies
§ The ($1.00 - $5.00
range) bill amount refers to the combined taxes, fees and other taxing units on
the specific bill
§ If the ($1.00 -
$5.00 range) maximum amount allowable by NCGS 105-321(f) was adopted, the
estimated annual reduction in tax revenue would be $22,100 with $21,240 being
motor vehicles and real personal property being $860 based on the 07/08 tax
bills
§ The minimal tax
bill can range from $1.00 to $5.00
The Board discussed the current 2% discount
and the current $1.00 minimum tax bill.
Vice Chairman Walker stated he favored increasing the minimum tax bill
from a $1.00 to
possibly $3.00. Vice Chairman
Walker requested additional information from Administrator
Oakley regarding the number of bills and amounts that would be written
off up to $5.00.
Administrator Oakley also presented information regarding what other
counties are currently
doing regarding discounts and minimum tax bills.
Tax Administrator
Oakley noted that delinquent tax notices were mailed on February
28th which states the taxes must be paid by 03-31-08 in
order to prevent advertisement of
delinquent taxes in the Stokes News on April 10th.
Tax Administrator
Oakley recommended to leave the 2% discount as is.
The Board unanimously
agreed to leave the 2% discount as is.
Tax Administrator
Oakley recommended to consider real and personal property
minimum tax bill (possibly $5) with motor vehicles being a lower amount
(possibly $3) due to
the State is scheduled to take over billing of motor vehicles within
the next two years.
Commissioners Carroll,
Lankford, Smith and Chairman Inman stated they have no
interest in making any changes regarding the minimum tax bill. Vice Chairman Walker noted
that he was very interested in changing the minimum tax bill.
Tax Administrator
Oakley presented the following Real and Personal Property Release
which is more than $100 for the Board’s consideration:
|
Real
and Personal Property Release |
|
||
|
More
than $100 - February 2008 |
|
||
|
|
Account |
Amount |
Reason |
|
Name |
Number |
|
|
|
Paul
& Patricia Stark |
30706 |
$ 450.87 |
House
burned in October 2006 |
|
|
|
$ 450.87 |
|
Chairman Inman directed the Clerk to place the
Real and Personal Property Release
over $100 on the March 25th consent agenda.
Refinancing –
Northeast Stokes Vol. Fire Department Facility
County Manager Bryan
Steen noted that Deputy Fire Chief Joe James had contacted the
County regarding refinancing of the Northeast Stokes Vol. Fire
Department facility. The Board
of Directors has been negotiating with banks regarding their interest
rate and must give
Southern Community Bank who offered the lowest interest rate an answer
within forty-five
days. Manager Steen noted that
there was insufficient time for the issue to be presented to the
Fire Commission and then to the Board of Commissioners for
consideration within the forty-
Five-day timeframe. Manager
Steen noted that the finance department was currently seeking
other interest rates from other banks for comparison.
Deputy Fire Chief Joe
James, on behalf of the Board of Directors, presented the
following information regarding the refinancing:
§ Board of Directors
would like to have the financing back in the County if possible, currently the
bank that holds mortgage is in California
§ The current loan
(estimated to be $1,145,500) has been sold three times within three years
§ The Board of
Directors has received refinancing quotes from First Bank, Farm Credit, and
Southern Community
§ Southern
Community’s proposal is for a 20 year loan at an interest rate of 4.80% (fixed
for ten years) which would cut seven years off the present loan
§ The semi annual
payment for this loan would be $44,868.00, the bank estimated $124,013 cash
flow savings in the first 10 years with a total estimated saving of $500,000
§ Current annual
payment of $77,025.74 would increase to $89,736.00 which would be an increase
of $12,710.26 in the budget
The Board discussed the payment schedule,
interest rate, and the increase in the Fire
Service District budget for the upcoming year.
Commissioner Smith
noted the need to look into group financing if possible to save
funding.
County Manager Steen
noted the need to explore group financing and other interest
rates before the next meeting.
The Board expressed
appreciation to Board of Directors for seeking a lower interest
rate.
Chairman Inman
directed the Clerk to place the item on the March 25th action
agenda.
DEC
Associates Inc – Financial Advisor – Proposed Contract
Budget
Amendment #76
Chairman Inman noted that he, Manager Steen,
and Finance Director Edwards met
last week with President Doug Carter and Vice President Jeremy
Carter-DEC Associates to
discuss the proposed contract for financial advisory services.
Chairman Inman
referred to the following fee contained within the contract:
o
A one time financial planning fee for assistance to
the County in preparing the initial phase of its financial and capital plan for
the general county capital program. The
initial financial phase will explore the amount of financing capacity available
for the general government needs, preparation of a comprehensive plan and
financial model and the accompanying presentation materials. The plan and materials will be formatted and
presented to meet the needs of the County, the Local Government Commission and
the bond rating and insurance firms. The
financial planning fee of $25,000 will be paid within thirty days after
presentation of the plan to the County
Commissioner Lankford noted the previous
presentation by President Doug Carter
indicated that the company, if chosen, would be open for negotiations,
the $25,000 being the
original proposed amount.
Chairman Inman noted that the $25,000 was the
negotiated price.
Commissioner Lankford
requested additional information regarding what the County
will actually receive for the $25,000 fee and noted the reimbursements
for all customary out of
pockets cost, including but not limited to travel, mailing,
communications, copies and other
costs do not include an estimate.
Commissioner Lankford expressed concerns that the
vendor did not try to negotiate with the County as indicated in their
presentation.
Finance Director
Edwards noted that her understanding of the services to be provided
were that DEC Associates would compile the financial data, advise the
County what it can
afford, where the revenues could be found, and present estimates on the
best direction the
County should choose – COPS, Bonds, Bank Loan, etc.
Manager Steen noted
that the first phase would be a formalized analysis of where the
County is, what the County can afford and the available revenues. DEC Associates would
also accompany the County to meet with the Local Government Commission.
Finance Director
Edwards noted that there would be an additional fee of $10,000 if the
County does go out for bids, which could be included in the debt.
Manager Steen noted
that DEC Associates would also help the County design
formalized financial policies dealing with fund balance, contingency,
etc.
Chairman Inman
requested the Clerk to place the item on the March 25th action
agenda.
Chairman Inman
requested that Board members contact County Manager Steen if
there was additional information needed from DEC Associates and also
requested the Finance
Director to request representatives from DEC Associates to be at the
March 25th meeting.
Budget Amendment
#76
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #76.
To amend the General Fund, the expenditures are to
be changed as follows:
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Governing Body |
|
|
|
|
100.4110.180 |
Professional Services |
$1,000.00 |
$25,000.00 |
$26,000.00 |
|
|
Contingency |
|
|
|
|
100.9910.000 |
Contingency |
$248,567.00 |
$(25,000.00) |
$223,567.00 |
|
|
Totals |
$249,567.00 |
$00.00 |
$249,567.00 |
This budget amendment is justified as follows:
To transfer funds from contingency for the financial
advisor contract
This will result in a net increase of $0.00 in the expenditures and other financial use to the County’s annual budget.
Board of
Health – Appointments
Chairman Inman
presented the following individuals nominated at the February 25th
meeting:
§ Buster Robertson -
one year of the unexpired 3 year term
§ Keith Lawson – 3
year term
§ Dr. Dana Dalton –
one year of the unexpired 3 year term
Vice Chairman Walker moved to appoint Buster
Robertson to serve on the Board of
Health for one year of the unexpired 3 year term. Commissioner Lankford seconded and the
motion carried (3-2) with Commissioner Smith and Commissioner Carroll
voting against the
motion.
Commissioner Lankford
moved to appoint Keith Lawson to serve on the Board of
Health for a three-year term.
Vice Chairman Walker seconded and the motion carried (4-1)
with Commissioner Smith voting against the motion.
Economic
Development Commission – Repeal of EDC Ordinance/Proposed Resolution
County Manager Bryan
Steen presented the following Ordinance to Repeal the
Economic Development Commission in Stokes County and a proposed
Resolution to Establish
An Economic Development Advisory Board in Stokes County which was
discussed at the
February 25th meeting for further discussion:
(County Attorney Edward Powell had investigated the issue and suggested
both)
ORDINANCE TO REPEAL THE
ECONOMIC DEVELOPMENT COMMISSION
IN
STOKES COUNTY, NORTH CAROLINA
SECTION l. REPEAL OF ECONOMIC DEVELOPMENT COMMISSION.
The Stokes County Ordinance in Ordinance Book at Page 290 passed by the Stokes County Board of Commissioners on August 21, 1989 and any amendments thereto are hereby repealed pursuant to North Carolina General Statute 158-8.
SECTION 2. EFFECTIVE DATE.
This ordinance shall be effective from and after its approval by the Stokes County Board of Commissioners, as required by law.
ADOPTED this 10th day of March, 2008.
ATTEST:
____________________________ ____________________________
J. Leon Inman- Chairman Jimmy Walker – Vice Chairman
____________________________ _____________________________
___________________________
Attest:
________________________________
RESOLUTION TO ESTABLISH AN
ECONOMIC DEVELOPMENT ADVISORY BOARD
IN
STOKES COUNTY, NORTH CAROLINA
WHEREAS, the Stokes County Board of Commissioners desires to carry out an economic development program through encouragement of existing industries and other businesses, attraction of new industries and other businesses, encouragement of agricultural development, encouragement of new business and industrial ventures by local as well as outside capital, and other activities of a similar nature; and
WHEREAS, the Stokes County Board of Commissioners desires to create an Economic Development Advisory Board to help formulate projects for carrying out these economic development programs and to regularly advise the Board of Commissioners on ways to increase economic development in the County; and
WHEREAS, the Stokes County Economic Development Advisory Board shall consist of residents of the County who are broadly representative of the interests, backgrounds, and aspirations of the County’s population, and
WHEREAS, the Stokes County Economic Development Advisory Board shall consist of seven members, including the Chairman of the Board of Commissioners and six other members appointed by the Board of Commissioners, and the initial board shall have three members appointed for two year terms and three members appointed for a one year term with all members appointed thereafter to serve two year terms; and
WHEREAS, members of the Stokes County Economic Development Advisory Board shall serve without pay, but may be reimbursed for their expenses in accordance with the per diem rate paid to County employees; and
WHEREAS, the Stokes County Board of Commissioners may provide staff and other assistance to the Stokes County Economic Development Advisory Board; and
WHEREAS, upon appointment, the Stokes County Economic Development Advisory Board shall promptly meet and elect a Chairman, Vice Chairman and Secretary, the latter need not be a member of the Board; and
WHEREAS, the Stokes County Economic Development Advisory Board shall adopt rules of procedure for the conduct of its affairs; and
WHEREAS, all meetings of the Stokes County Economic Development Advisory Board shall be conducted in accordance with Article 33C of Chapter 143 of the North Carolina General Statutes; and
WHEREAS, a quorum of four members shall be necessary to conduct business, and the Stokes County Economic Development Advisory Board shall hold at least six meetings annually; and
NOW, THEREFORE, BE IT RESOLVED that the Stokes County Economic Development Advisory Board is hereby created in accordance with all of the foregoing provisions, and this resolution shall be effective from and after its approval by the Stokes County Board of Commissioners, as required by law.
ADOPTED this 10th day of March,
2008.
____________________________ _____________________________
J. Leon Inman- Chairman Jimmy Walker – Vice Chairman
____________________________ _____________________________
____________________________
Attest:
________________________________
Chairman Inman opened
the floor for further discussion.
Commissioner Carroll
suggested the following changes to the proposed Resolution:
§ Having at least
seven members instead of seven total members
§ Board shall have
one half of the members appointed for two year terms and one half members
appointed for a one year term
§ A majority of
members will constitute a quorum
§ Change Advisory
Board to Commission with the insertion of the following: that the Commission shall be a local
commission created by the Stokes County Board of Commissioners under authority
of GS 153A-76 and shall not be an Economic Development Commission as provided
for in Chapter 158 of the North Carolina General Statutes – the paragraph being
inserted as the third paragraph.
Vice Chairman Walker noted the following
change:
§ Change per diem
rate paid equal to the Planning Board
The Board discussed the changes present by
Commissioner Carroll and Vice Chairman
Walker.
Chairman Inman
entertained a motion.
Commissioner Carroll
moved to adopt the proposed Resolution presented by the County
Manager with the following changes:
§ All references to
Advisory Board to be changed to Commission
§ The paragraph
dealing with the pay reads: in
accordance with the per diem rate paid to the Planning Board instead of county
employees
§ Membership consist
of at least seven members
§ Board shall have
one half of the members appointed for two year terms and one half members
appointed for a one year term
§ Change to a
majority of the members shall constitute a quorum necessary to conduct business
§ Insert as new
paragraph #3: Whereas, the Stokes County Economic Development Commission shall
be a local commission created by the Stokes County Board of Commissioners under
authority of GS 153A-76 and shall not be an Economic Development Commission as
provided for in Chapter 158 of the North Carolina General Statutes
Vice Chairman Walker seconded the motion.
The Board further discussed Commissioner
Carroll’s suggested changes.
Commissioner Lankford stated that he supported
all the suggested changes except
for changing Advisory Board to Commission.
Chairman Inman noted that the group had stated
their main goal was to be able
to get to work. The motion
carried unanimously.
Chairman Inman entertained a motion to Repeal
the Ordinance adopted by the
Stokes County Board of Commissioners on August 21, 1989.
Commissioner Carroll
moved to repeal the Ordinance adopted by the Stokes County
Board of Commissioners on August 21, 1989. Commissioner Smith seconded and the motion
carried unanimously.
Chairman Inman
directed the Finance Director to prepare a budget amendment to
allocate funding for the per diem rate to be paid to Economic
Development Commission
members for the March 25th consent agenda.
The Board directed the
County Manager to compare the Resolution with the Rules of
Procedures to formulate Rules of Procedures for the Economic
Development Commission.
Forsyth
Technical Community College (FTCC)– Tour of Woodruff Center
The Board unanimously
agreed to schedule the FTCC Tour of the Woodruff Center
for Thursday, April 24, 2008.
Closed
Session
Chairman
Inman entertained a motion to enter into closed session for the following:
§ To prevent the disclosure of information that is privileged or confidential pursuant to the law of this state or of the United States, or is not considered a public record within the meaning of Chapter 132 of the General Statutes pursuant to GS143-318.11(a)(1).
§
To
consider the initial employment or
appointment of an individual to any office or position, other than a vacancy in
the Board of County Commissioners or any other public body, or to consider the
qualifications, competence, performance, character, and fitness of any public
officer or employee, other than a member
of the Board of Commissioners or of
some other public body pursuant to
G.S. 143-318.11(6).
Commissioner Lankford moved to enter into
closed session for the following:
§ To prevent the disclosure of information that is privileged or confidential pursuant to the law of this state or of the United States, or is not considered a public record within the meaning of Chapter 132 of the General Statutes pursuant to GS143-318.11(a)(1).
§
To
consider the initial employment or
appointment of an individual to any office or position, other than a vacancy in
the Board of County Commissioners or any other public body, or to consider the
qualifications, competence, performance, character, and fitness of any public
officer or employee, other than a member of the Board of Commissioners or of some
other public body pursuant to
G.S. 143-318.11(6).
Vice Chairman
Walker seconded and the motion carried unanimously.
The Board returned to open session of the
March 10th meeting.
Health
Department – Physician Assistant Position
Chairman Inman entertained
a motion regarding the Physician Assistant position.
Commissioner Smith
moved to give the authority to the Interim Health Director to
make the necessary changes in the salary scale to employ the Physician
Assistant.
Commissioner Carroll seconded the motion. Vice Chairman Walker noted the need to
have approval from the Board of Health in cases where part time
positions are being
reclassified to full time positions with benefits. The motion carried
unanimously.
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. Vice Chairman Walker seconded
and the motion carried unanimously.
_________________________ _____________________________
Darlene M.
Bullins
J. Leon Inman
Clerk to the
Board Chairman