) STOKES
) MAY 12, 2008
The Board of
Commissioners of the
for regular session in the Commissioners’ Chambers of the Ronald Wilson
Reagan Memorial
Building (
May 12, 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
Manager K. Bryan Steen
Clerk
to the Board Darlene Bullins
Finance
Director Julia Edwards
Tax
Administrator Jake Oakley
Support
Services Supervisor Danny Stovall
Senior
Services Director Lynn Martens
Chairman J. Leon Inman called the meeting to
order and delivered the invocation.
Chairman Inman opened
the meeting by inviting the citizens in attendance to
join the Board with the Pledge of Allegiance.
PUBLIC HEARING –
Proposed Economic Development Incentive Grant – Parkdale
Chairman Inman opened the Public Hearing for
the proposed Economic Development
Incentive Grant for Parkdale
There were no public
comments.
Chairman Inman closed
the public hearing.
GENERAL GOVERNMENT
– GOVERNING BODY – APPROVAL OF AGENDA
Chairman Inman entertained a motion to approve
or amend the May 12, 2008
agenda.
County Manager Bryan
Steen requested the following changes to the May 12th agenda:
¨ Discussion agenda
- Move Item B “Senior Services Meals –
Proposed Contract –Fiscal Year 2008-09” to the information agenda
¨ Discussion agenda
- Delete Item F “Proposed Well Fee Increase – Environmental Health Department”
– postponed to a later date
Commissioner Lankford moved to approve the May
12th agenda as amended.
Vice Chairman Walker seconded and the motion carried unanimously.
PUBLIC COMMENTS
The following spoke during public comments.
Doris Hill
Re: Fun Day –
Ms. Hill invited the Board to Fun Day at
CONSENT AGENDA
Chairman Inman entertained a motion to approve
or amend the following items
on the consent agenda:
Minutes
Finance –
Budget Amendment #103
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #103.
To amend the General Fund, the expenditures are to be
changed as follows:
|
Account |
Account |
Current Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Sheriff’s Department |
|
|
|
|
100.4310.000 |
Salaries and Wages |
$1,356,482.00 |
$6,282.00 |
$1,362,764.00 |
|
|
Jail |
|
|
|
|
100.4320.000 |
Salaries and Wages |
$580,700.00 |
$6,168.00 |
$586,868.00 |
|
|
Elections |
|
|
|
|
100.4170.000 |
Salaries and Wages |
$88,793.00 |
$443.00 |
$89,236.00 |
|
|
Fire Marshal |
|
|
|
|
100.4340.000 |
Salaries and Wages |
$174,083.00 |
$4,575.00 |
$178,658.00 |
|
|
Solid Waste |
|
|
|
|
100.4720.000 |
Salaries and Wages |
$174,439.00 |
$1,196.00 |
$175,635.00 |
|
|
Health Department |
|
|
|
|
100.5100.000 |
Salaries and Wages |
$833,079.00 |
$3,242.00 |
$836,321.00 |
|
|
King Clinic |
|
|
|
|
100.5191.000 |
Salaries and Wages |
$74,151.00 |
$706.00 |
$74,857.00 |
|
|
Social Services |
|
|
|
|
100.5310.000 |
Salaries and Wages |
$1,574,361.00 |
$4,904.00 |
$1,579,265.00 |
|
|
Contingency |
|
|
|
|
100.9910.000 |
Leave Cost |
$62,987.00 |
$(27,516.00) |
$35,471.00 |
|
|
Totals |
$4,919,075.00 |
$00.00 |
$4,919,075.00 |
This budget amendment is justified as follows:
To transfer funds from contingency leave cost for the pay
out of employees terminating employment with
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 #104
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #104.
To amend the General Fund, the expenditures are to be
changed as follows:
|
Account |
Account |
Current Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Sheriff’s Department |
|
|
|
|
100.4310.511 |
Equipment –Non Capital |
$53,780.00 |
$770.00 |
$54,550.00 |
|
100.4310.260 |
Departmental Supplies |
$29,671.00 |
$(470.00) |
$29,201.00 |
|
|
Totals |
$83,451.00 |
$300.00 |
$83,751.00 |
This budget amendment is justified as follows:
To appropriate funding for the purchase of a laptop computer
for in-service training.
This will result in a net increase of $300.00 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 |
Misc. Wal Mart Grant |
$13,570.00 |
$(300.00) |
$13,270.00 |
|
|
Totals |
$13,570.00 |
$(300.00) |
$13,270.00 |
Commissioner Carroll noted the following correction:
Revenues should reflect an increase instead of
a decrease
Correction
Current
|
Account |
Account |
Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.3839.001 |
Misc. Wal Mart Grant |
$13,570.00 |
$300.00 |
$13,870.00 |
|
|
Totals |
$13,570.00 |
$300.00 |
$13,870.00 |
Social Services –
Budget Amendment #105
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #105.
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 |
|
|
|
|
100.5310.180 |
Professional Services |
$19,597.00 |
$7,500.00 |
$27,097.00 |
|
|
Totals |
$19,597.00 |
$7,500.00 |
$27,097.00 |
This budget amendment is justified as follows:
To appropriate funds for a grant received from Susan B Komen
to help fight Breast Cancer in
This will result in a net increase of $7,500.00 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 |
|
100.3540.425 |
Breast Cancer Support Fund
of |
$.00 |
$7,500.00 |
$7,500.00 |
|
|
Totals |
$.00 |
$7,500.00 |
$7,500.00 |
Social Services –
Budget Amendment #106
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #106.
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 |
|
|
|
|
100.5310.184 |
Prof. Services - HCCBG |
$31,089.00 |
$13,754.00 |
$44,843.00 |
|
|
Totals |
$31,089.00 |
$13,754.00 |
$44,843.00 |
This budget amendment is justified as follows:
To correct allocation for HCCBG, which should be $44,843.00.
($31,089.00 was used as the initial budget allocation from budget estimates)
This will result in a net increase of $13,754.00 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 |
|
100.3301.373 |
NWPCOG - HCCBG |
$.00 |
$13,754.00 |
$13,754.00 |
|
|
Totals |
$.00 |
$13,754.00 |
$13,754.00 |
Social
Services – Budget Amendment #107
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #107.
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 |
|
|
|
|
100.5310.314 |
Work First Travel |
$60,000.00 |
$20,000.00) |
$80,000.00 |
|
100.5850.001 |
Day Care TANF |
$51,577.00 |
$(20,000.00) |
$31,577.00 |
|
|
Totals |
$111,577.00 |
$00.00 |
$111,577.00 |
This budget amendment is justified as follows:
To transfer funds for MOE to TANF/Work First travel due to
fuel cost for transportation.
This will result in a net increase of $00.00 in the
expenditures and other financial use to the County’s annual budget.
Juvenile
Crime Prevention Council (JCPC) – Proposed 2008-09 Application for Funding
JCPC Chairman Jan
Spencer presented the following proposed 2008-09 Application
for Funding (JCPC recommendation) at the April 28th meeting,
with a request for action by the
Board of Commissioners at the May 12th meeting:
|
|
JCPC |
County
|
|
|
Funding |
Match |
|
Stokes
Emergency Shelter |
$
7,308.00 |
$ 2,192.00 |
|
Stokes
Psychological Testing |
$
2,031.00 |
$
609.00 |
|
|
|
|
|
Stokes
SCAN |
$ 22,901.00 |
$ 6,870.00 |
|
|
|
|
|
Partnership
for a Drug Free NC |
$ 27,000.00 |
$ 7,801.00 |
|
|
|
|
|
Surry/Stokes
Friends of Youth |
$ 80,258.00 |
$16,475.00 |
|
|
$139,498.00 |
$33,947.00 |
Proposed
Proclamation – Older Americans Month - May 2008
DSS Director Jan
Spencer submitted the following proposed Proclamation – “Older
Americans Month – May 2008” for the Board’s consideration:
OLDER AMERICANS MONTH – MAY 2008
A PROCLAMATION
WHEREAS,
WHEREAS, older adults in Stokes County and throughout the
United States are a growing population with evolving needs; and
WHEREAS, older Americans are valuable members of our society
who are rich with experience and deserving of our respect; and
WHEREAS, the number of baby boomers reaching traditional
retirement age continues to increase, a fact that spotlights the need for
increased attention to the needs of older adults; and
WHEREAS, it is the responsibility of this and all United
States communities to work together and prepare for changing older adult
populations by modernizing systems of care and providing consumers with more
control over their lives; and
WHEREAS, overall quality of life can be greatly enhanced when
supportive communities help their older citizens obtain:
NOW THEREFORE, We, the Commissioners of Stokes County do hereby
proclaim May 2008 to be Older Americans Month. We urge everyone to take time this May to
honor our older adults and the professionals, family members, and citizens who
care for older adults. We urge all
citizens/communities to work collaboratively to strengthen the services Stokes
County provides to its older adults in ways that recognize the changing nature
of their needs, and that provide older adults with more opportunities to make
informed choices about their lives. Our
efforts can improve the lives of our older citizens and help pave the way for
future generations.
Adopted this 12th day of May, 2008.
__
J. Leon Inman, Chairman Jimmy Walker, Vice-Chairman
__
Ron Carroll, Commissioner Ernest Lankford, Commissioner
Attest: ____
Stanley Smith, Commissioner Darlene Bullins, Clerk to the Board
Proposed
Proclamation – American Cancer Society – “Relay for Life”
Commissioner Ernest Lankford submitted the following proposed Proclamation –
American Cancer Society – “Relay for Life” at the April 28th
meeting, with
a request for action
by the Board of Commissioners at the May 12th meeting:
AMERICAN CANCER SOCIETY
RELAY FOR LIFE
PROCLAMATION
WHEREAS, the South Atlantic Division of the American Cancer Society is a community based voluntary health organization dedicated to eliminating cancer through research, education, advocacy and service; and
WHEREAS, more than 50,000 North Carolinians will be diagnosed with cancer in 2008 and more that 17,000 North Carolina citizens will die from this disease; and
WHEREAS, racial and ethnic cancer disparities exist across the enter cancer spectrum, from primary prevention to palliative care; and
WHEREAS, Relay for Life provides vital funding for cancer research and cancer control programs in North Carolina and Stokes County; and
WHEREAS, Relay for Life, sponsored by the American Cancer Society, will celebrate and honor North Carolinians and their families that have been affected by cancer.
NOW, THEREFORE, BE IT
RESOLVED, the Stokes County Board of
Commissioners do hereby proclaim the
month of May, 2008 as “RELAY FOR LIFE MONTH”.
Adopted this 12th day of May,
2008.
___________________________ _________________________
J. Leon Inman - Chairman Jimmy Walker – Vice Chairman
____________________________ _____________________________
___________________________
Attest:
_______________________________
Darlene M. Bullins –
Clerk to the Board
Commissioner Carroll noted the following correction:
¨ American Cancer
Society “Relay for Life” Proclamation” -
change “do” hereby proclaim… to “does” hereby
proclaim…
Appointment –
Stokes Aging Planning Committee
Secretary Lynn Martens, Aging Planning Committee, submitted the following request
for appointment to the Aging Planning Committee:
¨ Recommendation from the Stokes Aging Planning Committee that Hospice Director Lori Webb fill the committee vacancy due to the resignation of Margaret Arey, former Director of Hospice of Stokes County
¨ Stokes County Aging Planning Committee By-Laws –Article IV –Membership: state that membership shall consist of a representative from Hospice.
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 the following update:
¨ Preliminary
drawings for the third floor renovations of the Administrative Building were
given to the Board for their review
¨ Email received
from the Administrative Office of the Courts stated that official approval
notification should be forthcoming regarding the Video Probable Cause Hearings
¨ Public Hearing for
all categories of CDBG Grants to be held
at either the May 27th or June 9th meeting
¨ New Fire Marshal
- Frankie Burcham – to start May 27th
¨ Proposed 2008-09
County Budget will be delivered to the Board at the May 27th meeting
Commissioner Smith noted that the RTI has
received a $75,000 Economic Innovation
Grant from the North Carolina Rural Economic Development Center, which
is the second grant
awarded to the RTI.
Senior
Services Meals – Proposed Contract – Fiscal Year 2008-09
Support Services
Supervisor Danny Stovall and Senior Services Director Lynn Martens
presented the following information regarding the Senior Services Meals
– Proposed Contract –
Fiscal Year 2008-09:
¨ Beginning July 1,
2008, GC Partners, Inc (dba Golden Corral) will be increasing the price for the
Stokes County Senior Meals Program to $3.40 (tax not included) which is a price
increase of 5 cents per meal
Senior Services Lynn Martens presented the
following survey information regarding the
Congregate Meals and Home Delivered Meals:
|
Survey
Question |
Congregate |
Meals |
|
Home Delivered |
Meals |
|
|
2007 |
2008 |
|
2007 |
2008 |
|
|
|
|
|
|
|
|
Tastes
Good |
36% |
83% |
|
60% |
75% |
|
Looks
Good |
30% |
76% |
|
79% |
84% |
|
Sufficient
Amount |
87% |
87% |
|
97% |
79% |
|
Eats most
of the food |
48% |
78% |
|
63% |
68% |
Director
Martens noted that there were some small issues at the beginning of the fiscal
year, but those issues were immediately resolved by Golden Corral. Director Martens also
noted that Golden Corral would be accepting donations for Stokes County
at their University-
North Point location and would be willing to allow the department to
place a mobile billboard
on their delivery trucks which would display “Donations Accepted for
Stokes Senior Meals”.
Ms. Martens concluded that Golden Corral was always ready and willing
to resolve any issue
that develops.
Mr.
Stovall requested approval from the Board to enter into the second year
contract
with Golden Corral for Senior Services Meals for the upcoming 2008-09
fiscal year.
Chairman Inman, with
full consent of the Board, directed Mr. Stovall to execute the
contract with Golden Corral for the upcoming 2008-09 fiscal year.
GENERAL
GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA
Tax
Administration Report – April 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) |
$18,207,780.87 |
|
$
(411,549.13) |
|
|
|
|
|
|
|
Prior
Taxes 1991-2006 Tax Years |
|
|
|
|
|
County
Regular & Motor Vehicles |
$ 700,000.00 |
$ 654,217.43 |
|
$ 45,782.57 |
|
EMS
Collections |
|
|
|
|
|
Total
Collected (04-01/04-30-08) |
$ 10,859.73 |
|
|
|
|
Total
Collected (7-01-07/4-30-08) |
$ 79,606.33 |
|
|
|
|
Delinquent
accounts received from EMS during April 2008 = 76 in the amount of $31,773.99 |
|
|
|
|
|
Personal
Property Discovery Report |
# of |
Total |
Taxes |
|
Audit
Dates |
Accts |
Value |
Due |
|
04-01-08/04-30-08 |
1 |
$14,099.00
|
$ 121.41 |
|
|
|
|
|
|
Business
Personal Property Discovery Report |
# of |
Total |
Taxes |
|
Audit
Dates |
Accts |
Value |
Due |
|
04-01-08/04-30-08
- none to report |
|
|
|
|
Motor
Vehicle Release Report |
Accounts |
Total Accounts |
|
||
|
04-01-08/04-30-08 |
32 |
$ 1,190.70 |
|
||
|
|
|
|
|
||
|
Motor
Vehicle Refund Report |
Accounts |
Total Accounts |
|
||
|
04-01-08/ 04-30-08 |
6 |
$ 120.63 |
|
||
|
|
|
|
|
||
|
Number
billed for April 2008 |
3588 |
|
|
||
|
Releases
Less than $100 |
|
|
|||
|
Real/Personal
Property |
|
|
|||
|
Per
NCGS 105-381(b) April 2008 |
Bill
Number |
|
|||
|
Tika
Gilham |
07A155906041.09 |
$
91.87 |
|||
|
Ken Lewis
Pyrtle |
00A2000035304 |
$
45.84 |
|||
|
|
99A1999001614 |
$ 48.50 |
|||
|
|
98A1998051181 |
$
46.65 |
|||
|
|
98A1998051180 |
$
53.43 |
|||
|
|
Total |
$
286.29 |
|||
|
Garnishment
Totals |
Total |
Original |
|
|
Accounts |
Levy
Amt |
|
July 07 to
March 08 |
839 |
$ 287,162.07 |
|
April 2008 |
130 |
$ 57,365.26 |
|
Total of all |
969 |
$
344,527.33 |
Tax Administrator Oakley presented the
following Real and Personal Property Releases
which are more than $100 for the Board’s consideration:
|
Real
and Personal Property Release |
|
||
|
More
than $100 - April 2008 |
|
||
|
|
Account |
Amount |
Reason |
|
Name |
Number |
|
|
|
Tika Gilham |
155906041 |
$ 109.15 |
Not owner
of single wide home |
|
|
|
|
|
|
James
Lauck |
155929068 |
$ 102.68 |
Double
Listing |
Total $
211.83
Tax Administrator Oakley submitted the
following Appeal for Release of Charges/Fees
from Ms. Cindy Lynn Cayton - #155889585:
¨ Ms. Cayton is
requesting a release of the garnishment fees ($15 per notice = $45)
which are
associated with bill numbers 04V2004533695 and 04V2004532388
¨ Ms. Cayton is
requesting the fees be waived due to the lack of contact with the
taxpayer/employer
Tax Administrator Oakley presented information
from Assistant Professor of Public
Law/Government Shea Denning, Institute of Government, which states that
there is no lawful
basis for refunding these fees (the appropriate steps for garnishment
were taken).
Tax Administrator
Oakley recommended denying Ms. Cayton’s request per the
Machinery Act.
The Board discussed
the appeal with Tax Administrator Oakley.
Chairman Inman, with
full consent of the Board, instructed the Tax Administrator to
follow the guidelines of the Machinery Act and supported the
recommendation of the Tax
Administrator to deny the appeal from Ms. Cindy Cayton.
Tax Administrator Oakley concluded that the
department should meet budget by the end
of May.
Chairman Inman directed the Clerk to place the
Real and Personal Property Releases
over $100 on the May 27th consent agenda.
Proposed
Financial and Budgetary Policies
County
Manager Bryan Steen presented the following proposed Financial and
Budgetary Policies for the Board’s consideration:
Stokes County Financial and
Budgetary Policies
Objective:
Stokes County government exists to meet the needs of residents through the
services the County is mandated to provide or has elected to provide. In order
to meet these needs, the County must maintain its financial integrity. In
addition, the County is constantly confronted with requests for new and
enhanced services from a growing and diverse population. The County’s Financial
and Budgetary Policies are intended to maintain and improve the County’s
financial condition thereby preserving our ability to meet future needs while
giving County leaders a framework for balancing increased service demands and
financial position.
Budget Policies
Objective:
The County will manage its annual budget to meet its legal and debt
obligations, ensure adequate funding of current service levels, meet the
priorities of the Board of Commissioners, maintain the County’s financial
condition, and keep property tax increases to a minimum.
New or increased services:
The County should ensure its current service levels are adequately funded
before funding new or enhanced services.
Mid-year appropriations:
All agencies supported by the county must function within the resources made
available to them through the annual budget. The county will consider requests
for new or expanded programs during the course of the regular budget process.
Only in extreme circumstances will such requests be considered outside of the
budget process.
Use of one-time revenues:
One-time revenues should not support ongoing personnel and operating costs. Use
of one-time revenues is appropriate for capital outlay, debt retirement,
contribution to capital reserve, and other non-recurring expenses. Proceeds
from the sale of surplus capital items will go into the County’s general
capital reserve, unless proceeds are otherwise restricted.
Grants:
The County will pursue federal, state, and private grants to enhance services
to County residents. However, the County will strictly limit its financial
support of grant-funded programs to avoid commitments that continue beyond
funding availability. The County will not continue programs after grants have
expired except as expressly approved by the Board of Commissioners as part of
the annual budget process.
New positions:
New positions should be added as a last resort. Other alternatives, such as
contracting, technology, and reassignment of duties should be fully explored
and documented before new positions are funded.
Level of budgeting:
In order to tie costs to specific services, departments shall submit budgets
for each of their divisions or program areas. Department heads are required to
obtain authorization to transfer operating funds between their divisions
through a Budget Amendment or Budget Memorandum as appropriate. Transfers for
personnel and capital outlay must be approved by the County Manager / Budget
Officer and Board of County Commissioners. Excluding appropriations to the
Stokes County School System and Special Appropriations, the County shall adopt
budgets at the department level.
Justification for funding:
Departments and agencies requesting funding from the county should justify
their requests in terms of maintaining or increasing service levels.
Departments should measure their performance in key service areas and
periodically compare their performance to other jurisdictions to discover
efficiencies and develop best management practices.
Contingency funds:
Departments shall not include contingency funds in their respective budgets.
The county shall include a general contingency fund in its annual budget as
deemed appropriate.
Budget Officer:
The County Manager serves as the Budget Officer and He / She is authorized to
perform the following functions or delegate them:
·
Transfer funds, other than Salary or Capital Outlay
Funds, within a department with a limitation of $5,000 upon completion of a
Budget Memorandum and a report of such transfers will be made to the Board of
County Commissioners during their next regularly scheduled meeting.
·
Employ temporary help from time to time to meet
circumstances.
·
Execute contracts provided that funds for such
contracts have been approved as part of the annual budget, the contract does not exceed the funds
appropriated and all applicable state laws and county policies are followed.
·
Execute change orders provided that the change order
is for a project approved as part of the annual budget or by a project
ordinance approved by the Board of Commissioners, the change order does not
exceed the funds appropriated, and the change order does not exceed $20,000.
Debt policies
Objective:
The County will manage its debt obligations to meet demands for capital
facilities while striving to maintain and / or improve the County’s A1/A bond
rating.
Types of debt:
All types of debt available to North Carolina county governments include
general obligation bonds, certificates of participation (COPs), bank loans,
other leases instruments, revenue bonds, and proceeds from the refunding of
general obligation bonds. In general, the county will select the appropriate
type of debt given financial circumstances and feasibility.
When debt is appropriate:
Debt is an important tool for financing capital facilities. Over-reliance on
debt, however, is negatively perceived by bond rating agencies. The county
should exhaust all possible resources, such as grants and pay-as-you-go
funding, before borrowing funds. Debt should only be used for the construction
of capital facilities and the purchase of capital assets. In general, the
assets should not be recurring capital replacements, such as vehicles. If terms
are favorable, however, the county may elect to use debt in this manner. Debt
should never be issued to meet recurring operating expenses.
Terms:
The term of the debt service payments shall not exceed the useful life of the
asset purchased through debt.
Debt limitation:
Debt issuance guidelines and formulas established by the Local Government and
rating agencies will be closely monitored and appropriately applied.
Relationship to operating
and capital budgets: Debt for items meeting the requirements of a
capital project shall be requested through the capital improvements program
(CIP) process. Other debt requests shall be made through the annual budget
process. The annual budget will include sufficient funding to meet the County’s
debt service obligations.
Fees and user charges
policies
Objective: The
County will set its fees and user charges to recover the costs of services at a
predetermined recovery threshold and thereby reduce reliance on property taxes.
Enterprise funds:
The operating budgets of enterprise funds shall not be subsidized by the
general fund and shall be supported wholly by fees generated by the enterprise.
To the extent possible, the capital costs of enterprise funds should not be
subsidized by the general fund, unless Commissioners identify a compelling need
to provide a subsidy.
Other fees and charges:
The County should charge other fees when it is allowable, when a limited and
specific group of beneficiaries can be identified, when it is feasible to
charge beneficiaries for the services rendered, and when there is no reason to
subsidize the service wholly or in part. To the extent possible, fees levels
should be set to recover the full costs of the services provided, unless it is
deemed necessary or desirable to subsidize the service.
Subsidy:
Factors to consider in deciding whether a subsidy is appropriate include the
burden on property tax payers, the degree to which the service benefits a
particular segment of the population, whether beneficiaries can pay the fee,
and whether the service provides a broader benefit to the community.
New and increased services:
Part of the decision-making process in establishing new services or increasing
service levels should include an analysis of fees and user charges and a
desired cost-recovery threshold.
Review and approval of fees
and charges: As part of the budget process, the County shall annually
review the fees and user charges. The Board of Commissioners must approve all
changes to the schedule of fees and charges.
Capital Improvements
Program (CIP) policies
Objective:
The County will plan for its capital needs at least five years into the future
in order to address needs and to earmark revenues.
Process:
A five-year capital improvements plan shall be prepared and updated each year.
Departments and agencies shall request items meeting the definition of a
capital asset through the County’s annual CIP process. Only in extreme
circumstances will the County consider items outside the CIP process.
Generally, agencies should plan five years ahead for capital improvements and
project additions to the CIP should occur in Year 5 of the CIP.
Relationship to annual
budget: The operating impact of each project shall be
identified and incorporated into the annual operating budget.
Capital project ordinances:
A separate capital project ordinance shall be submitted to the Board of
Commissioners for approval for all capital improvements, which span more than
one fiscal year and cost $50,000 or more.
Fund balance
Objective: The
County should maintain an undesignated fund balance in its general fund of 20
percent of the previous annual operating budget in order to meet emergency
obligations, avoid interruptions in cash flow, generate interest income, and
maintain an investment grade bond rating.
Allowable uses:
Fund balance may be used as appropriate under sound management practices.
Capital Reserves
Objective: The
County will strive to fund capital improvements on a pay-as-you-go basis in
order to enhance its financial condition and bond rating.
Annual contribution:
The County sets as a goal the annually contribute of one percent of its
operating budget to a capital reserve.
Cash Management:
Objective:
The County shall effectively manage its cash resources in order to maximize
interest earnings and minimize loss of revenue.
Cash
Receipts: Departments shall deposit receipts daily as required by law.
Departments are responsible for ensuring the security of cash receipts. The
Finance Officer is responsible for ensuring funds are deposited into interest
bearing accounts.
Cash Disbursements:
The County’s objective is to retain moneys for investments for the longest
period of time possible. Disbursements will be made on the contractually agreed
date unless earlier payments provide a greater economic benefit to the County.
For County checks, two signatures will be required. Facsimile signatures will be
safely stored and used when appropriated.
Investment Policy:
County funds will be invested in a prudent and diligent manner with emphasis on
safety, liquidity, and yield, in that order. The County will conform to all
state and local statutes governing the investment of public funds.
Accounting and Financial
Reporting
Objective:
The County will establish and maintain its accounting system in accordance with
the NC Local Budget and Fiscal Control Act. All records and reporting will be
in accordance with Generally Accepted Accounting Principles. The County will
maintain an accounting system, which provides internal budgetary and accounting
controls, designed to provide reasonable assurance regarding both the
safeguarding of assets against loss from unauthorized use or disposition and
the reliability of financial information used in the preparation of financial
statements and reports.
Manager Steen noted
the following:
¨ Financial and
Budgetary Policies are rated highly with bond rating companies which can be
very useful when going out for bids
¨ Such policies can
often help to secure a better rating from bond rating companies
The Board discussed the proposed Financial and
Budgetary Policies.
Director Julia Edwards had no issues with the
proposed policies.
Chairman Inman directed the Clerk to place the
item on the May 27th consent agenda.
Proposed
Resolution – Economic Development Inventive Grant – Parkdale America, LLC
Interim Economic
Development Director/County Manager Bryan Steen presented the
following proposed Resolution Authorizing Incentives Contract with
Parkdale America, LLC:
Resolution Authorizing
Incentives Contract with
Parkdale America, LLC
Whereas, North Carolina General Statute 158-7.1 authorizes a county to undertake an economic development project by extending assistance to a company in order to cause the company to locate or expand its operations within the county; and
Whereas, the Board of Commissioners of Stokes County has held a public hearing to consider whether to participate in an economic development project with Parkdale America, LLC, by reimbursing Parkdale America, LLC for the cost of machinery and equipment to be installed at its facility in Stokes County; and
Whereas, Parkdale America, LLC, will purchase and install machinery and equipment, making an investment of at least $30,000,000.00 and retaining at least 69 permanent full-time jobs and at least 16 contracted labor jobs in Stokes County; and
Whereas the Board of Commissioners of Stokes County has adopted an amendment to the County’s budget ordinance appropriating the funds necessary to the project;
The Board of Commissioners of Stokes County
therefore resolves that:
Adopted _____________________ _________ , 2008
__
J. Leon Inman, Chairman Jimmy Walker, Vice-Chairman
__
Ron Carroll, Commissioner Ernest Lankford, Commissioner
Attest: ____
Stanley Smith, Commissioner Darlene Bullins, Clerk to the Board
Interim Economic Development Director/County
Manager Steen noted the following:
¨ NC General Statute
158-7.1 authorizes a county to undertake an economic development project by
extending assistance to a company in order to cause the company to locate or
expand its operations within the county
¨ Parkdale America,
LLC will purchase and install machinery and equipment, making an investment of
at least $30,000,000.00 and retain at least 69 permanent full time jobs and at
least 16 contracted labor jobs in Stokes County
¨ Expansion project
will add approximately $180,000.00 to Stokes County’s tax revenue
¨ The County will
expend up to $202,500.00 ($67,500.00 per year for 3 years) of county funds for
the Parkdale America, LLC project, which will provide approximately $112,500 of
additional revenue each year ($180,000 - $67,500
=$112, 500)
¨ In the past
several years, textile companies have been closing and moving overseas and
Stokes County is fortunate to have Parkdale America LLC investing in their
Walnut Cove facility
¨ The proposed
Resolution also authorizes the Chairman of The Board of Commissioners to
execute the contract and any other documents necessary to the project on behalf
of the County
Manager Steen respectfully requested the Board
move the item to the action agenda
in order to allow Parkdale America, LLC to move forward with their
project.
The Board discussed
the proposed Resolution.
Parkdale
representatives, Plant Manager Jay Hackney and Human Resources Manager
Sandy Williams, were in attendance at the meeting and expressed their
appreciation to the
County for their support.
Chairman Inman
entertained a motion to move the item to the action agenda.
Commissioner Lankford
moved to place the item on the action agenda.
Commissioner
Smith seconded and the motion carried unanimously.
Danbury Water
System Transfer – Further Discussion
County Manager Bryan Steen presented
a proposed contract provided by the Town of
Danbury terminating the water lease between Stokes County and the Town
of Danbury for the
Board’s consideration. The
contract was approved by the Danbury Town Council on
April 29, 2008.
Manager Steen submitted a recommendation from
County Attorney Edward Powell to
change item #9 to the following:
¨ Current language: The COUNTY agrees to continue to supply water
to the residents, and other water customers including businesses and
institutions within the TOWN limits, at rates which are reasonable and comparable
with other municipal or county water systems in North Carolina
¨ County Attorney’s
recommendation: The COUNTY agrees to continue to supply water to the residents, and
other water customers, including businesses and institutions within the TOWN
limits and such other areas as the COUNTY may see fit, at rates which are
reasonably comparable with other municipal or county water systems in North
Carolina and which, in the opinion of the COUNTY, are economically feasible.
The Board discussed
the proposed contract submitted by the Town of Danbury.
Chairman Inman, with full consent of the
Board, directed Manager Steen to insert
the County Attorney’s recommendation for Item #9 and place the item on
the action agenda
after approval has been received from the Town of Danbury.
Economic
Development Director – Position Requirements – Discussion
Chairman Inman noted
the upcoming joint meeting on May 21st with the Economic
Development Commission (EDC).
Chairman Inman
requested input from the Board regarding the vacant Economic
Development Director’s position – qualifications, requirements, future
direction, etc.
The Board discussed
possible qualifications for the position.
Vice Chairman Walker
noted the importance of the position not only for new
businesses, but also for the existing businesses in Stokes County.
Commissioner Carroll
noted the need for the EDC and the Board of Commissioners to
determine the direction of Economic Development in Stokes County first
which would then
help to determine what kind of Economic Development Director Stokes
County needs.
Chairman Inman noted
the need to start advertising as soon as possible and consider an
interview committee consisting of the County Manager and the EDC after
the joint meeting.
Chairman Inman also
noted the need for a Comprehensive Land Use Plan for the
County in the immediate future.
Chairman Inman
challenged Board members to have their vision of the Economic
Development Director ready for the upcoming joint meeting with the Economic
Development
Commission on Wednesday, May 21st.
Appointments
– CenterPoint Human Services
Chairman Inman
presented the following vacancy on the CenterPoint Human Services-
Board of Directors: (Vacancy has been advertised in the Stokes News and
placed on the county
website)
§
Member be an openly-declared consumer along with
residency in Stokes County
§
Term will be the remainder of the appointment –ends 02-28-09;
additionally eligible for two three-year terms
There were no nominations.
(Previous applicants were reviewed by CenterPoint CEO Betty Taylor and
did not meet the
requirements)
GENERAL
GOVERNMENT – GOVERNING BODY – ACTION AGENDA
Proposed
Resolution – Economic Development Incentive Grant – Parkdale America, LLC
Chairman Inman entertained
a motion to approve the following Proposed Resolution –
Economic Development Incentive Grant for Parkdale America, LLC:
Resolution Authorizing
Incentives Contract with
Parkdale America, LLC
Whereas, North Carolina General Statute 158-7.1 authorizes a county to undertake an economic development project by extending assistance to a company in order to cause the company to locate or expand its operations within the county; and
Whereas, the Board of Commissioners of Stokes County has held a public hearing to consider whether to participate in an economic development project with Parkdale America, LLC, by reimbursing Parkdale America, LLC for the cost of machinery and equipment to be installed at its facility in Stokes County; and
Whereas, Parkdale America, LLC, will purchase and install machinery and equipment, making an investment of at least $30,000,000.00 and retaining at least 69 permanent full-time jobs and at least 16 contracted labor jobs in Stokes County; and
Whereas the Board of Commissioners of Stokes County has adopted an amendment to the County’s budget ordinance appropriating the funds necessary to the project;
The Board of Commissioners of Stokes County
therefore resolves that:
of county funds for the Parkdale America, LLC project.
Adopted _____________________ _________ , 2008
__
J. Leon Inman, Chairman Jimmy Walker, Vice-Chairman
__
Ron Carroll, Commissioner Ernest Lankford, Commissioner
Attest: ____
Stanley Smith, Commissioner Darlene Bullins, Clerk to the Board
Commissioner Lankford
moved to approve the proposed Resolution Authorizing
Incentives Contract with Parkdale America, LLC. Commissioner Smith seconded and the
motion carried unanimously.
Proposed
Health Insurance Bids – Fiscal Year 2008-09
County Manager Steen
presented the following proposed 90/10 and 80/20 Plans with a
$500 deductible as requested by the Board at the April 28th
meeting:
Alternate #3
(90/10) and #4 (80/20) plans contain
the following changes from our existing coverage:
·
Employee could
experience an out of pocket co-insurance expense of $2000 with the $1000
deductible = $3000
·
Prescriptions
will increase from $10/$25/$40 to $10/$35/$50
·
Mail order
prescriptions will increase from $25/$49/$87 to $20/$70/$100
·
Annual Cost
Increase for the County #3 =$124,560 or 11.70%
·
Annual Cost
Increase for the County #4 = $67,752 or 6.40%
Alternate #11
(90/10) and #12 (80/20) plans contain
the following changes from our existing coverage:
·
Employee could
experience an out of pocket co-insurance expense of $2000 with the $500
deductible = $2500
·
Prescriptions
will increase from $10/$25/$40 to $10/$35/$50
·
Mail order
prescriptions will increase from $25/$49/$87 to $20/$70/$100
· Annual Cost
Increase for the County #11 = $219,384 or 20.70%
· Annual Cost
Increase for the County #12 = $157,968 or 14.90%
Alternate #7
(90/10) and #8 (80/20) plans contain
the following changes from our existing coverage:
·
Employee could
experience an out of pocket co-insurance expense of $2000 with the $1000
deductible = $3000
· Annual Cost
Increase for the County #7 =$163,656 or 15.40%
· Annual Cost
Increase for the County #8 = $104,976 or 9.90%
Alternate #9
(90/10) and #12 (80/20) plans contain
the following changes from our existing coverage:
·
Employee could
experience an out of pocket co-insurance expense of $2000 with the $500
deductible = $2500
·
Annual Cost
Increase for the County #9 = $268,632 or 25.30%
·
Annual Cost
Increase for the County #10 =$205,632 or 19.40%
County Manager Steen
also presented the following alternate plan for the Board’s
consideration:
($1000 deductible with either a 90/10 or 80/20 plan with an out of
pocket
co-insurance expense of $1,000 which could be a maximum total of $2,000
for items applied to the deductible)
|
Health
Insurance |
|
|
|
|
Proposed
2008-09 |
Current |
Alternate 13 |
Alternate 14 |
|
CIGNA |
|
90/10 |
80/20 |
|
Employee |
$
294.54 |
$
339.24 |
$
328.06 |
|
Spouse |
$
294.54 |
$
339.24 |
$
328.06 |
|
Child |
$
153.14 |
$
176.40 |
$
170.56 |
|
Children |
$
265.10 |
$
305.34 |
$
295.28 |
|
Family |
$
524.28 |
$
603.86 |
$
583.96 |
|
|
|
15.20% |
11.40% |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
15.20% |
11.40% |
|
Annual
Cost Increase |
|
90/10 |
80/20 |
|
|
|
Alternate 13 |
Alternate 14 |
|
Employee
- paid by County |
|
$
160,920.00 |
$
120,672.00 |
|
Spouse -
paid by Employee |
|
$
536.40 |
$
402.24 |
|
Child -
paid by Employee |
|
$
279.12 |
$
209.04 |
|
Children
-paid by Employee |
|
$
482.88 |
$
362.16 |
|
Family -
paid by Employee |
|
$
954.96 |
$
716.16 |
Personnel Officer
Darlene Bullins noted the following regarding the alternate plan with
a $1000 deductible and a $1000 co insurance maximum out of pocket:
§
Copays for primary care physician ($30) and
specialist ($40) remain the same
§
Emergency room copay remains the same ($150)
§
In network deductible remains the same ($1,000)
§
Family limit deductible remains the same (3 times
-maximum $3000)
§
Lab work remains the same (paid at 100% in network)
§
Prescriptions remain the same ($10/$25/$40)
§
Vision Exam remains the same ($20 copay)
§
Board has the option to select either a 90/10 or
80/20 plan
§
Only change - $1,000 in network co-insurance which
only applies to deductible items
The Board discussed
the submitted alternate plans.
Chairman Inman
entertained a motion regarding the proposed Health Plan for the
upcoming 2008-09 fiscal year.
Vice Chairman Walker
moved to approve the following Health Plan for the upcoming
2008-09 fiscal year:
|
Health
Insurance |
|
|
Proposed
2008-09 |
Alternate 14 |
|
CIGNA |
80/20 |
|
Employee |
$
328.06 |
|
Spouse |
$
328.06 |
|
Child |
$
170.56 |
|
Children |
$
295.28 |
|
Family |
$
583.96 |
|
|
11.40% |
|
Annual
Cost Increase |
80/20 |
|
|
Alternate 14 |
|
Employee
- paid by County |
$
120,672.00 |
|
Spouse -
paid by Employee |
$
402.24 |
|
Child -
paid by Employee |
$
209.04 |
|
Children
-paid by Employee |
$
362.16 |
|
Family -
paid by Employee |
$
716.16 |
Commissioner Smith
seconded and the motion carried unanimously.
Upcoming
Meetings
Joint Meeting with
Economic Development Commission – Wednesday,
May 21, 2008 – 1:30 pm
Regular Meeting –
Tuesday, May 27, 2008 – 6:00 pm (due to Holiday)
Adjournment
There being no further business to come before
the Board, Chairman Inman
entertained a motion to adjourn the meeting.
Commissioner Lankford moved to adjourn the
meeting. Vice Chairman Walker
seconded and the motion carried unanimously.
_________________________
_____________________________
Darlene M.
Bullins
J. Leon Inman
Clerk to the
Board Chairman