STOKES COUNTY GOVERNMENT
COUNTY OF STOKES DANBURY, NORTH CAROLINA
MARCH 25, 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 Tuesday,
March 25, 2008 at 6:00 pm with the following members present:
Vice-Chairman
Jimmy Walker
Commissioner Ron
Carroll
Commissioner
Ernest Lankford
Commissioner
Stanley Smith
Chairman
J. Leon Inman (absent)
County
Personnel in Attendance:
County
Manager K. Bryan Steen
Clerk
to the Board Darlene Bullins
Finance
Director Julia Edwards
Vice Chairman Jimmy Walker called the meeting
to order. Vice Chairman Walker
noted that he would be chairing tonight’s meeting
in the absence of Chairman Inman.
Commissioner Lankford delivered the
invocation.
Vice Chairman Walker
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
Vice Chairman Walker entertained a motion to
approve or amend the March 25, 2008
agenda.
County Manager Steen
noted that he had received correspondence from Northeast
Stokes Vol. Fire Department regarding their request for refinancing of
their facility (action
agenda-item B).
Chairman Michael Wood – Northeast Stokes VFD Board of Directors had
informed Manager Steen that the Board of Directors has
reached an agreement on the
refinancing of their building debt that would not result
in any increase in their budget request
from the service district and requested that the
item be removed from tonight’s agenda.
The
Board agreed to remove the item from the action agenda.
Commissioner Smith
moved to approve the March 25th agenda as amended.
Commissioner Lankford seconded and the motion carried (4-0) with
Chairman Inman absent.
PUBLIC COMMENTS
The following spoke during public comments.
Renee Dudley
1075 Hughes Road
Germanton, NC 27019
Re: Gas Chamber Truck/EBI
Ms. Dudley presented photographs for the Board to review. Ms. Dudley expressed the following concerns
regarding conditions at the County Animal Shelter:
§ animals at the
shelter are not receiving humane care and treatment
§ sealant recently
placed on the floor is already peeling
§ animals are
confined in their cages while sanitation is being applied to the floor
§ animals are made
to sleep on cold, wet floors
§ current conditions
at the shelter increase the spread of Parvo
§ very young puppies
and kittens are being euthanized –due to not being documented as being under
sixteen weeks
§ shelter has
available camera to take pictures to place in the paper for possible adoption –
no pictures have been placed in the paper during the last three weeks
Velvet
Kitzmiller
2124 Hope Beasley Road
Sandy Ridge, NC 27046
Re: Petition against Gas Chamber
Ms. Kitzmiller presented the Board petitions (approximately 2200
signatures) which have only been circulating around the county two weeks. Ms. Kitzmiller noted that this is just a
start and that there are many more that have not been collected. Ms. Kitzmiller stated the group is very
concerned about the gassing of animals at the county animal shelter and that
this is an unacceptable practice. The
gassing of animals tells people a lot about how the county feels about their
pets. Ms. Kitzmiller requested the Board
consider banning the current method of euthanizing animals in Stokes County.
Candis Loy
3384 Flat Shoals Road
Germanton, NC 27019
Re: Gas Chamber
Ms. Loy expressed appreciation to the Board and County Manager Steen
for the changes that have been made at the Stokes County Animal Shelter to
improve the lives of animals while
they are there.
Ms. Loy presented the Board information regarding euthanizing methods in
North Carolina. Ms. Loy noted the following concerns:
Ms. Loy requested the Board review the process of the use of carbon
monoxide to euthanize animals in a gas chamber.
Jennifer Turney
5724 Brightington Court
Kernerville, NC
Re: Gas Chamber
Ms. Turney who serves on the Forsyth County Animal Advisory Board spoke
regarding the concerns that faced Forsyth County 15 years ago – gassing
animals. Ms. Turney expressed concerns
on the cruelty to animals by using the gas chamber for euthanasia and also the
dangers to employees who must use the gas chamber. Ms. Turney noted the current movement across
the nation regarding the ban of gassing of animals.
CONSENT AGENDA
Vice Chairman Walker entertained a motion to
approve or amend the following items
on the consent agenda:
Minutes
Tax
Administration Report – February 2008 - Real & Personal Property over $100
Tax Administrator Jake Oakley presented the
following Real and Personal Property
Release (February 2008), which is more than $100 at the March 10th
meeting, with a request
for action by the Board of Commissioners at the
March 25th meeting:
|
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 |
|
Economic
Development – Budget Amendment #77
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #77.
To amend the General Fund, the expenditures are to
be changed as follows:
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Economic Development |
|
|
|
|
100.4920.000 |
Salaries and Wages |
$25,848.00 |
$(1,000.00) |
$24,848.00 |
|
100.4920.310 |
Travel |
$0.00 |
$1,000.00 |
$1,000.00 |
|
|
Totals |
$25,848.00 |
$00.00 |
$25,848.00 |
This budget amendment is justified as follows:
To transfer funds for per diem
for the Economic Development Commission.
This will result in a net increase of $00.00 in the
expenditures and other financial use to the County’s annual budget.
Sheriff’s
Department– Budget Amendment #78
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #78.
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 |
|
|
|
|
100.4310.351 |
Maint. & Repairs-Auto |
$87,205.00 |
$332.00 |
$87,537.00 |
|
|
Totals |
$87,205.00 |
$332.00 |
$87,537.00 |
This budget amendment is justified as follows:
To appropriate funds from
insurance claims for repairs due to accident.
This will result in a net increase of $332.00 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 |
|
100.3839.850 |
Insurance Claims |
$.00 |
$332.00 |
$332.00 |
|
|
Totals |
$.00 |
$332.00 |
$332.00 |
DSS - Public
Assistance – Budget Amendment #79
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #79.
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 Assistance |
|
|
|
|
100.5450.000 |
Medicaid |
$2,424,810.00 |
$(258,231.00) |
$2,166,579.00 |
|
|
Totals |
$2,424,810.00 |
$(258,231.00) |
$2,166,579.00 |
This budget amendment is justified as follows:
To reduce the ADM revenues and Medicaid expenditure
due to the State Medicaid Relief Plan.
This will result in a net decrease of $258,231.00 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 decrease.
|
|
|
Current |
|
|
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.3328.000 |
Public School Building
Capital Funding -ADM |
$423,275.00 |
$(258,231.00) |
$165,044.00 |
|
|
Totals |
$423,275.00 |
$(258,231.00) |
$165,044.00 |
Sheriff’s
Department – Budget Amendment #80
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #80.
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 |
Department
Supplies |
$25,353.00 |
$3,870.00 |
$29,223.00 |
|
|
|
$25,353.00 |
$3,870.00 |
$29,223.00 |
This budget amendment is justified as follows:
Replacement of flashlights, storage units/supplies
for Emergency Response Trailer, office supplies such as, but not limited to hole punch, paper cutter, chair-back cushion, etc.
This will result in a net increase of $3,870.00 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 |
|
100.3839.001 |
Calendar
Fund |
$8,500.00 |
$3,870.00 |
$12,370.00 |
|
|
|
$8,500.00 |
$3,870.00 |
$12,370.00 |
Sheriff’s
Department – Budget Amendment #81
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #81.
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 |
|
|
|
|
100.4310.511 |
Equipment-Non
Capital |
$45,655.00 |
$7,000.00 |
$52,655.00 |
|
|
|
$45,655.00 |
$7,000.00 |
$52,655.00 |
This budget amendment is justified as follows:
Purchase of two video cameras to uses at the King
and Danbury Magistrate Offices to prevent transporting prisoners across the
county to see the Magistrate. This
process will expedite time and save gas.
This will result in a net increase of $7,000.00 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 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 |
|
100.3301.411 |
Federal
Fines/Forfeitures |
$40,290.00 |
$7,000.00 |
$47,290.00 |
|
|
|
$40,290.00 |
$7,000.00 |
$47,290.00 |
Social Services –
Budget Amendment #82
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #82.
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 |
|
|
|
|
100.5310.030 |
Salaries
and Wages-Contract |
$.00 |
$16,843.00 |
$16,843.00 |
|
100.5310.180 |
Professional
Services |
$36,440.00 |
$(16,843.00) |
$19,597.00 |
|
|
|
$36,440.00 |
$.00 |
$36,440.00 |
This budget amendment is justified as follows:
To transfer funds for wages for Smart Start contract
worker and Work First contract worker from professional services to salary line
item due to an IRS regulation.
This will result in a net increase of $00.00 in the
expenditures and other financial use to the County’s annual budget.
Commissioner Lankford
moved to approve the consent agenda.
Commissioner Carroll
seconded and the motion carried (4-0) with Chairman
Inman absent.
GENERAL
GOVERNMENT – GOVERNING BODY – INFORMATION AGENDA
Comments –
Manager and Board of Commissioners
County Manager Bryan
Steen presented the following update:
§ Mental Health
Coordinator tentatively scheduled to start within the next thirty days
§ Video Probable
Cause Hearing with the Magistrate still in the process, waiting for approval
from Administrative Office of the Court (AOC).
Being that Stokes County is the first to be using technology for this
procedure, AOC must review the technology procedures. Tentatively scheduled to be in operation
within the next 90 days contingent upon approval from AOC.
Commissioner Carroll noted that at the last
Board of Health meeting, the Board of
Health heard a presentation on regional versus county health departments
from the Director of
Appalachian Regional Health Center which serves
Watauga, Alleghany, Ashe counties. The
Board of Health felt since there was a vacancy in the director’s
position, it was a good time to
explore other options (fact finding).
Commissioner Carroll
also noted the need to have a joint meeting as soon as possible
with the Economic Development Commission. The
Board discussed the next EDC regular
meeting for a possible joint meeting.
The Board unanimously
agreed to have a joint meeting with the Economic
Development Commission at the EDC’s regular April
16th meeting.
Commissioner Smith
noted the following:
§ Upcoming Regional
Tourism Initiative Meeting on Friday April 11th at Crossroads Center
in Galax, VA
§ Upcoming Farmer’s
Appreciation Dinner on Thursday, April 10th at North Stokes High
School
GENERAL
GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA
Environmental
Study – Meadow Property- Proposed Phase II
County Manager Bryan
Steen presented the following information from Progress
Environmental Inc. – Phase II Environmental Site Assessment – Meadows
Property:
§ Purpose of the
assessment is to determine whether the underlying soil and/or groundwater have
been impacted by past on-site operations
§ Proposal will
outline the possible steps that may be necessary to fully assess the
environmental condition of the site
§ Proposal does not
include asbestos or lead paint survey activities
§ Assessment
Proposed Cost
§ Drilling
(subcontractor)- $2,800
§ Supervision of sub
contractors - $2,100
§ Laboratory -
$4,000
§ Reporting - $1,000
§ Total Proposed
Cost - $9,900
§ Additional costs
may apply if further areas of environmental concern are uncovered during the
site investigation
§ Progress will
notify Stokes County prior to proceeding with any additional assessment
activities
Commissioner Lankford noted the need to have
county personnel on site during the
assessment.
The Board discussed
the proposed cost for the environmental assessment at the
Meadows location, possible funding options, and the
need to know the condition of the site.
The Board unanimously
agreed to place the item on the April 14th action agenda.
Vice Chairman Walker
directed the Clerk to the place the item on the April 14th action
agenda.
Appointments
– Community Child Protection Team
Vice Chairman Walker
noted the following regarding the vacancies on the Community
Child Protection Team submitted by DSS Director Jan Spencer at the
March 10th meeting:
§ Sheriff’s
Department (statutory appointment)- Thomas Sands recommended by Director Jan
Spencer
§ General public
appointments – three vacancies
§ Recommendation by
Director Spencer for one general public appointment – Tammy Slater - SCAN
Commissioner Lankford nominated Sherry Webb
for the general public appointment.
Commissioner Smith nominated Shelia Bowen and
Tammy Slater for the general
public appointments.
Commissioner Carroll
nominated Thomas Sands for the statutory appointment from the
Sheriff’s Department.
Vice Chairman Walker
directed the Clerk to place the item on the April 14th
action agenda.
Proposed
Animal Control Advisory Committee for Expenditures of Donated Funds
County Manager Bryan
Steen noted the following regarding an Animal Control
Advisory Committee for Expenditures for Donated Funds:
§ Recently received
indications from private citizens who are willing to make monetary donations to
the county for the purchase of equipment for use by the Animal Shelter
§ Request to
establish an Advisory Committee (approximately 5 individuals) who would meet at
lease once a year to review the account balance and provide the County Manager
with valuable input regarding purchase recommendations that could be made with
the available funds
§ An account would
be establish strictly for the donated funding- all funding would be earmarked
solely for the Animal Shelter
The Board discussed the proposed Animal
Control Advisory Committee.
Commissioner Carroll suggested that the
proposed Animal Control Advisory
Committee also advise the Board of Commissioners on procedures, policies,
animal control
issues, etc.
The Board unanimously
agreed to place the proposed Animal Control Advisory
Committee for Expenditures of Donated Funding (which would also include
procedures,
policies, etc) back on the April 14th
discussion agenda due to Chairman Inman being absent.
Vice Chairman Walker
directed the Clerk to place the item on the April 14th discussion
agenda
GENERAL
GOVERNMENT – GOVERNING BODY – ACTION AGENDA
DEC
Associates, Inc – Financial Advisor Proposed Contract and Budget Amendment #76
President Doug Carter,
DEC Associates, Inc. was present at tonight’s meeting for
further discussion regarding their proposed contract
for a financial advisor.
Commissioner Lankford
noted that at the last meeting, information was presented by
President Carter that the price for the proposed financial services
would be negotiable, but the
proposed contract cost in tonight’s action agenda
still remained at $25,000.
President Carter noted
the following:
§ Recent meeting
with Finance Director Edwards, Chairman Inman, and County Manager Steen to
discuss in detail the scope of work
§ During the
meeting, the following issues were discussed: clarification of the scope of
work, what would be the responsibility of DEC Associates, how far along in the
planning process would DEC Associates take the County, how DEC Associates would
interface with Local Government Commission and rating agencies, and the
reporting provided to the Board of Commissioners all focusing on debt
affordability
§ Lowest fee for this
type of service ever charged by DEC Associates
County Manager Bryan Steen noted at the recent
meeting, those in attendance did not
see any way to shortcut the scope of work in
order to save funding.
The Board discussed
the scope of work proposed by DEC Associates, the $25,000
fee, the proposed contract, and the financial
services needed by the County.
Vice Chairman Walker
entertained a motion.
Commissioner Smith
moved to accept the proposed contract submitted by DEC
Associates, Inc for financial advisory services regarding school
construction along with Budget
Amendment #76.
Commissioner Carroll seconded the motion.
Budget Amendment
#76
|
|
|
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.
The motion carried (4-0) with Chairman Inman absent.
(A copy of the executed contract will be retained by the Finance
Director & Clerk to the Board)
Personnel Policy – Amendment to Annual Leave (Vacation) Policy
Vice Chairman Walker
presented the following Proposed Amendment to Annual
Leave (Vacation) Policy submitted at the March
10th meeting by County Manager Bryan Steen:
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.
The Board further
discussed the proposed amendment submitted by Manager Steen.
Vice Chairman Walker
entertained a motion.
Commissioner Lankford
moved to approve the Amendment to Annual Leave (Vacation)
Policy.
Commissioner Carroll seconded and the motion carried (4-0) with Chairman
Inman
absent.
Appointment – Fire Commission
Vice Chairman Walker
entertained a motion regarding the following nominations
submitted at the March 10th meeting to serve
on the Fire Commission:
§ 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
Commissioner Carroll
moved to appoint the following to the Fire Commission:
§ 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
Commissioner Smith seconded and the motion
carried (4-0) with Chairman Inman
absent.
Appointment – Fire Service District Study Committee
Vice Chairman Walker entertained a motion
regarding the following nominations
submitted at the March 10th meeting to serve
on the Fire Service District Study Committee:
§ Board of
Commissioners – Chairman Inman and Commissioner Carroll
§ Representing Fire
Service District – Philip Sutphin, Keith Lawson, and Wayne Barneycastle
§ Fire Commissioner
not affiliated with a fire department – Mike Pell
§ General Public –
Kyle Carroll, Janice Johnson, Gary Tucker, Rhonda Jones, and Stephen Fowler
Commissioner Carroll moved to appoint Philip
Sutphin, Keith Lawson, and Wayne
Barneycastle to serve on the Fire Service District Study Committee
representing the Fire
District.
Commissioner Smith seconded and the motion carried (4-0) with Chairman
Inman
absent.
Commissioner Smith
moved to appoint Kyle Carroll, Gary Tucker, and Stephen Fowler
to serve on the Fire Service District Study
Committee representing the general public.
Commissioner Lankford seconded and the motion carried (4-0) with
Chairman Inman absent.
Commissioner Smith moved to appoint Mike Pell
to serve on the Fire Service District
Study Committee representing a Fire Commissioner not affiliated with a
fire department.
Commissioner Carroll seconded and the motion (4-0) with Chairman Inman
absent.
Commissioner Lankford
moved to appoint Chairman Leon Inman and Commissioner
Ron Carroll to serve on the Fire Service District Study Committee
representing the Board
of Commissioners. Commissioner Smith seconded and the motion
carried (4-0) with Chairman
Inman absent.
Appointment – YVEDDI – Board of Directors
Vice Chairman Walker entertained a motion
regarding the following nominations
submitted at the March 10th meeting:
§ Current
Representative – Chairman J. Leon Inman
§ Alternate
Representative – Alan Boyles
Commissioner Lankford moved to appoint the
following:
§ Current
Representative – Chairman J. Leon Inman
§ Alternate
Representative – Alan Boyles
Commissioner Smith seconded and the motion carried (4-0) with Chairman
Inman absent.
Adjournment
There being no further business to come before
the Board, Vice Chairman Walker
entertained a motion to adjourn the meeting.
Commissioner Smith moved to adjourn the
meeting. Commissioner Lankford
seconded and the motion carried (4-0) with Chairman
Inman absent.
_________________________
_____________________________
Darlene M.
Bullins
Jimmy Walker
Clerk to the
Board Vice Chairman