) STOKES COUNTY GOVERNMENT
COUNTY OF STOKES ) DANBURY, NORTH CAROLINA
) AUGUST 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 Monday,
August 25, 2008 at 6:00 pm with the following members present:
Chairman J. Leon
Inman
Vice-Chairman
Jimmy Walker
Commissioner Ron
Carroll
Commissioner
Ernest Lankford
Commissioner
Stanley Smith
County
Personnel in Attendance:
County
Manager K. Bryan Steen
Clerk
to the Board Darlene Bullins
Finance
Director Julia Edwards
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.
GENERAL
GOVERNMENT – GOVERNING BODY – APPROVAL OF AGENDA
Chairman Inman entertained a motion to approve
or amend the August 25, 2008
Agenda.
Vice Chairman Walker
moved to approve the August 25th Agenda as submitted.
Commissioner Lankford seconded and the motion carried unanimously.
PUBLIC COMMENTS
The following spoke during public comments:
Phil Sutphin
PO Box 93
Westfield, NC 27053
Re: Fire Services District
Document
Mr. Sutphin stated that last year there were several volunteers who
felt unappreciated due to the Board and volunteers not seeing “eye to eye” on
certain issues. This all changed in February after the Board met with fire
department representatives and discussed the issues. The Board appointed a committee to recommend
revisions to the eight page document. The Committee worked very hard on the
revision of the eight-page document making sure to address issues made by the
Board and volunteers at the meeting in February. Mr. Sutphin stated it is time for the revised
document to be moved from the Discussion Agenda to the Action Agenda. Mr. Sutphin urged the Board to move the revised
document to the Action Agenda.
CONSENT AGENDA
Chairman Inman entertained a motion to approve
or amend the following items
on the Consent Agenda:
Minutes
Commissioner
Carroll noted the recent title change for Donna Boyles, it should be
Assistant Superintendent instead of Executive Director of Curriculum on
page one of the
August 18th minutes.
Fire Service
District Fund – Budget Amendment #6
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #6.
To amend the General Fund, the expenditures are to
be changed as follows:
|
Account |
Account |
Current Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
|
Fire Service District
Fund |
|
|
|
|
209.4340.008 |
Pinnacle Vol. Fire Dept |
$133,071.00 |
$26,986.00 |
$160,057.00 |
|
209.4340.006 |
Francisco Vol. Fire Dept. |
$171,643.00 |
$2,000.00 |
$173,643.00 |
|
209.4340.005 |
Northeast Stokes Vol. Fire |
$164,331.00 |
$1,700.00 |
$166,031.00 |
|
209.4340.004 |
Stokes-Rockingham Vol. Fire |
$195,714.00 |
$15,000.00 |
$210,714.00 |
|
209.4340.002 |
Danbury Vol. Fire Dept. |
$155,952.00 |
$5,371.00 |
$161,323.00 |
|
209.4340.010 |
Pilot Mtn. Rescue Squad |
$18,000.00 |
$6,750.00 |
$24,750.00 |
|
|
Totals |
$838,711.00 |
$57,807.00 |
$896,518.00 |
This budget amendment is justified as follows:
To appropriate additional funding for the above fire
departments and rescue squad for truck payment, matching grant funds, fuel
tank, and escrow account which was approved by the Board of Commissioners at
their August 11, 2008 meeting.
This will result in a net increase of $57,807.00 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 in this fiscal
year.
|
Account |
Account |
Current Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
209.3231.000 |
1 cent Sales Tax |
$73,000.00 |
$19,000.00 |
$92,000.00 |
|
209.3231.000 |
½ cent Sales Tax (Art 40) |
$73,000.00 |
$19,500.00 |
$92,500.00 |
|
209.3231.000 |
½ cent Sales Tax (Art 42) |
$33,000.00 |
$19,307.00 |
$52,307.00 |
|
|
Totals |
$179,000.00 |
$57,807.00 |
$236,807.00 |
Sheriff’s
Department – Budget Amendment #8
Finance Director Julia Edwards
submitted Budget Ordinance Amendment #8.
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 Capitalized |
$19,538.00 |
$209.00 |
$19,747.00 |
|
|
|
$19,538.00 |
$209.00 |
$19,747.00 |
This budget amendment is justified as follows:
To appropriate State Fines and Forfeitures funds to
purchase a start stop universal transcription system and headset.
This will result in a net increase of $209.00 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 in this fiscal
year.
|
Account |
Account |
Current Budgeted |
Increase |
As |
|
Number |
Description |
Amount |
(Decrease) |
Amended |
|
100.3301.413 |
State Fines &
Forfeitures |
$5,538.00 |
$209.00 |
$5,747.00 |
|
|
Totals |
$5,538.00 |
$209.00 |
$5,747.00 |
Tax Administration
Report – July 2008
County Manager Bryan Steen (Tax Administrator
Jake Oakley-absent) submitted the
following Real and Personal Property Releases (July 2008) which are
more than $100 along
with the following proposed Timetable Request for the 2009 Proposed
Schedule of Values,
with a request for action by the Board of Commissioners at the August
25th meeting:
|
Real
and Personal Property Releases |
|
||
|
More
than $100 - July 2008 |
|
||
|
|
Account |
Amount |
Reason |
|
Name |
Number |
|
|
|
Nello
& Marie Martin |
08A698900073476 |
$ 765.42 |
Use
Value–Didn’t calculate correctly |
|
Tommy
Watson Con. |
08A598220910403 |
$ 227.94 |
Double
billed-land split in 2 parcels |
|
Dalton Developers 08A690202668916 $
831.60 Double billed-land split in 2 parcels |
|||
George Fowler 05A2005050573 $
296.01 Incorrect owner
04A2004031514 $
300.57 Incorrect owner
Lori Brim Parsons 06A155900397-09-2 $
114.78 Double Listed
06A155900397-09-1 $ 603.18
Double Listed
April Ferrell 07A33173.07 $ 135.86
SWMH repossessed
David Mittelman 07A155910477.09.1 $
371.47 Taxed in Surry County
04A2004019148 $
181.93 Taxed in Surry County
03A2003019079 $ 142.60 Taxed in Surry County
Kenneth Pulliam 07A30076.01 $ 138.65
SWMH repossessed
Total
$ 4,110.01
Proposed Timetable Request for the 2009 Proposed Schedules of Values:
§ 09-08-08 Schedule of Values
submitted to the Board
§ 09-09-08 Schedule of Values is
available for public inspection
§ 09-11-08 Advertise date of a Public
Hearing for the proposed 2009
Schedule of Values in the
Stokes News
§ 09-15-08-10-16-08 Public Hearing is held for the proposed
2009 Schedule of
Values (the Board must set a date that is at
least seven days prior to the adoption of the Schedule of Values)
§ 10-13-08 Adoption of the Schedule
of Values by the Board of
Commissioners
§ 10-16-08 Publication of the first
of four weekly public notices
stating that the 2009 Schedule of Values has
been adopted and that a taxpayer appeal may be filed with the Property Tax
Commission “…within 30 days of the date when the notice of the order adopting
the schedules, standards, and rules was first published”
Tuition
Reimbursement
Clerk to the Board Darlene Bullins submitted tuition reimbursement for Jail Corporal
Steve Lawson in the amount of $250.00 (maximum reimbursement per fiscal year).
Commissioner Lankford
moved to approve the Consent Agenda as amended.
Commissioner Smith seconded and the motion carried unanimously.
GENERAL
GOVERNMENT – GOVERNING BODY – INFORMATION AGENDA
YMCA-
Recreation Update
Executive Director
Jude Dooley, Stokes Family YMCA, presented the following
Recreation Activities Update:
(Mr. Perry Carroll, Board Member and Chairman of the YMCA
Advisory Committee, and Amanda Mabe, Danbury Program Center Director
were also in
attendance for the meeting)
¨ Summer Day Camp –
Two sites at Lawsonville and Walnut Cove Elementary
o
772 total children served
o
48 children on a weekly basis
¨ Aerobic Classes
which are held at the Program Center in Danbury
o
1,393 total individual participants
o
27 average participants on a weekly basis
¨ Fitness Equipment
– Treadmills, elliptical, and other equipment located at the Program Center in
Danbury
o
1,044 total individual visits
o
20 average individual visits on a weekly basis
¨ Weight Watchers
meetings held at the Program Center in Danbury
o
1,107 total attendees
o
21 average weekly attendees
¨ Basketball and
Cheerleading
o
388 total participants
¨ Specialty Events –
Events include Easter Egg Hunt, Triathlon, Fall Festival, etc.
o
465 total attendees
¨ Enrollment
Statistics June 2007 – July 2007
o
5,169 participants
¨ Current and New
Programs
o
Basketball and Cheerleading
o
Summer Day Camp
o
Operation of Program Center including fitness
equipment and aerobics classes with new Drums Alive class in September
o
New aerobics class starting in October in Walnut
Cove
o
Walking group centered in Danbury
o
Quarterly teen events
o
Monthly class for families – September is a scrap
booking class
o
Fall festival
o
Easter Egg Hunt
o
Triathlon
o
King of the Hill Race
Vice Chairman Walker noted the need to
continue to try to provide recreational
activities to all parts of the County.
Chairman Inman, on behalf of the Board,
expressed appreciation to Director Dooley
for his presentation and the continual dedication to providing
recreational activities to Stokes
County residents.
Comments – Manager
and Board of Commissioners
Vice Chairman Walker
noted that the recent NCACC Annual Conference he attended in
New Bern was very “upbeat” and informational.
Commissioner Lankford
stated that the Northwest Piedmont Council of Governments is
starting a Job Fair, which may be another source that the County can
utilize to advertise
job openings.
Commissioner Carroll
noted that the Health Department is very close to having a new
Health Director.
Vice Chairman Walker
who attended the last RTI meeting in Commissioner Smith’s
absence noted the following:
¨ Very close to
hiring a Director which will be funded by a grant
¨ RTI has secured
approximately $500,000 in grants
¨ Will be requesting
each county to identify a contact person to work with the new Director
¨ Director hopes be
able to use a office in each County in order to spend time and get to know each
County
¨ RTI will continue
to contract with Vintage Marketing
GENERAL
GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA
Revised
Policy for Fire Service District and Fire Commission & Use of Service
District Funds
Chairman Inman
presented each revised section of the following Revised Policy for Fire
Service District Fire Commission & Use of Service District Funds
for further discussion:
County of Stokes
Policy for
Fire Service District and Fire
Commission
and Use of Service District Funds
The Stokes County Fire Commission is established for the oversight of revenue generated within the Stokes County Fire Service District and serves as an advisory group for the Stokes County Board of Commissioners on matters pertaining to the fire service district. All decisions made by the Fire Commission shall require final approval by the Stokes County Board of Commissioners. The following shall be the objectives and duties of the Fire Commission:
1. During the annual budget process, the Fire Commission shall review each submitted budget item from each service district agency and make recommendations to the Board of Commissioners as to the final approved amount of each submitted agency budget.
2. During
the annual budget process, after meeting with representatives from each service
district agency, the Fire Commission shall recommend to the Board of
Commissioners any additions or cuts to budget items based on the needs of the
specific agencies and the priority of needs. The Fire Commission shall ensure that the total recommended budget does
not exceed available service district revenues and that the recommended service
district tax rate does not exceed fifteen cents ($0.15) per $100 property
valuation as specified by North Carolina statute. The Fire Commission shall always be aware of
the tax burden that their budget recommendations could place on the taxpayers
of the Stokes County Fire Service District and therefore be fiscally
responsible in making their budget recommendations. The Board of Commissioners shall evaluate the
recommendations from the Fire Commission and make a final decision on the
service district budget and tax rate.
3. The Fire Commission shall hear and make recommendations on any emergency requests by a service district agency for funds from the service district fund balance during the budget year. Before approving such emergency requests, the Fire Commission shall consult with the Stokes County Fire and Rescue Association and give due consideration to any recommendation received from that organization. After approval from the Fire Commission, the request will be forwarded without delay to the Board of Commissioners for a final decision.
4. Individual Fire Commissioners shall establish communications with each service district agency and work with the agency representatives to maintain a “needs assessment” for the specific agency.
The Stokes County Fire Commission shall consist of eight members with no more than one member affiliated with a single service district agency:
1. Three appointed Members Affiliated with a
Service District Agency: The Stokes County Board of Commissioners shall
appoint three individuals who are affiliated with a service district agency to serve on the Fire
Commission. In making these appointments, the Board of Commissioners shall give
priority consideration to candidates recommended by the Stokes County Fire and Rescue Association. Each member shall serve a term of two years
without a limit on the number of terms to which he/she can be re-appointed
provided that he/she continues to meet the qualifications and duties described
in Parts III and IV of this document. During the term in which the member is
serving, if the member’s status changes and he/she no longer meets the
qualifications described in Part III, the member shall resign and the Board of Commissioners shall appoint a
successor to complete the remainder of his/her term, following the same process
used in making the initial appointment.
Each member will have one vote on any item of business that comes before
the Fire Commission, except as limited
in Part VI of this document.
2. Three appointed Civilian Members Not Affiliated with a Service District Agency: The Stokes County Board of Commissioners shall appoint three individuals who have no affiliation with a service district agency to serve on the Fire Commission. In making these appointments, the Board of Commissioners shall identify possible candidates by using the same recruitment procedures as with other appointed boards, committees, and commissions, but shall specifically invite recommendations from the Stokes County Fire and Rescue Association. Each member shall serve a term of two years without a limit on the number of terms to which he/she can be re-appointed provided that he/she continues to meet the qualifications and duties described in Parts III and IV of this document. During the term in which the member is serving, if the member’s status changes and he/she no longer meets the qualifications described in Part III, the member shall resign and the Board of Commissioners shall appoint a successor to complete the remainder of his/her term, following the same process used in making the initial appointment. Each member will have one vote on any item of business that comes before the Fire Commission, except as limited in Part VI of this document.
3. Stokes County Fire Marshal: The Fire Marshal
shall serve as an ex-officio, non-voting member of the Fire Commission. This
member will advise the Commission as an unbiased member on the needs of the
service district agencies and on the constantly changing standards and
regulations from the state and federal government. This person will also serve as Secretary of
the Fire Commission. The Fire Marshal
may designate another member of his/her department to attend any meeting in
his/her absence.
4. President of the Stokes County Fire and
Rescue Association. The President of
the Stokes County Fire and Rescue Association shall serve as an ex officio member of the Fire
Commission. This member shall provide
technical advice to the Fire Commission, serve as a liaison to the Association
and its member agencies, and facilitate coordination among the various agencies
and the Fire Commission to promote fiscally responsible use of available
resources. This member shall not vote
except to break a tie among the appointed members.
Note 1 — Geographical Representation: Whenever possible, appointed members shall reside in different geographical locations of the fire service district/county in an effort to give fair representation to each region. The Stokes County Fire Marshal shall assist the Board of Commissioners in the appointment process by identifying and reporting the geographical residence of Fire Commission members and prospective members.
Note 2 — Staggered Terms:
Terms of the six
appointed members shall be staggered so that half of the members are
appointed every year. During the
transition period following approval of this document by the Board of
Commissioners, terms of Fire Commissioners shall be structured as follows:
·
The Board
of Commissioners shall in a timely manner appoint a third civilian member to the
Fire Commission in accordance with Part II.2 above to serve a two year term,
expiring October 31, 2010.
·
The two
incumbent Fire Commissioners appointed for two year terms during 2008 shall
serve terms expiring October 31, 2010.
·
The two
incumbent Fire Commissioners appointed for two year terms during 2007 and the
one incumbent Fire Commissioner appointed during 2008 to fill the remaining one
year of an unexpired term shall serve terms expiring October 31, 2009.
·
Beginning
in 2009, the Board of Commissioners shall appoint or reappoint three members as
provided in Part II above, representing the same categories as those members
whose terms expire October 31, 2009, to serve two year terms, effective
November 1, 2009.
·
In 2010,
the Board of Commissioners shall appoint or reappoint three members as provided
in Part II above, representing the same categories as those members whose terms
expire October 31, 2010, to serve two year terms, effective November 1,
2010.
The three appointed members affiliated with a service district agency shall possess the
following qualifications:
1. The member shall possess a basic understanding of volunteer fire departments, rescue squads, and rural fire protection within the topography of Stokes County.
2. The
member shall be an active member or an active Board member of a fire department
and/or rescue squad that serves a response district within the Stokes County Fire Service District.
3. The member shall have a minimum of ten years of fire and/or rescue service experience.
4. The member shall have a basic knowledge of fire/rescue tools and equipment, North Carolina fire protection laws, NFPA Standards, along with other fire/rescue regulations and standards.
5. The member shall be a resident of Stokes County.
6. The member shall not hold any public office while serving as a Fire
Commissioner.
The three appointed members not affiliated with a service district agency shall possess
the following qualifications:
1. The member shall have business management skills and experience.
2. The
member shall not be an active member
or an active Board member of a fire department and/or rescue squad that serves
a response district within the Stokes
County Fire Service District.
3. The
member shall be a resident of Stokes County and reside in a location served by a Fire Service District agency.
4. The member shall not hold any public office while serving as a Fire Commissioner.
Each member of the Fire Commission shall perform the following duties:
1. The secretary of the Fire Commission shall assign each appointed commissioner a number of specific agencies. A commissioner shall not be assigned to an agency in which the commissioner is an active member. The secretary of the Fire Commission shall have the authority to make any needed changes to the assignments, as he/she thinks necessary.
2. The commissioner shall meet with the representatives of each agency that he/she is assigned at least twice each year, including at least once during the agency’s development of its annual budget. The commissioner is responsible for initiating contact with the agency to determine a convenient time for both parties to meet.
3. Each commissioner shall attend the annual service district budget workshop sessions.
4. Each commissioner shall receive a copy of the budget request of each service district agency from the secretary of the Fire Commission prior to the scheduled service district budget workshop sessions.
5. Each commissioner shall attend called emergency sessions of the Fire Commission during the county budget process as needed.
6. After the Fire Commission completes its annual budget duties, the chairperson of the Fire Commission shall present the recommended combined service district budget and recommended service district tax rate to the Board of Commissioners.
Members not performing their duties as described above will
be terminated from the Fire Commission by the Stokes County Board of
Commissioners. A recommendation for
termination may come from a majority vote of a quorum of the Stokes County Fire
and Rescue Association or be initiated by the Board of Commissioners following
consultation with the Association.
Members may be excused from their duties because of a temporary incapacitation such as a
short-term illness, family problem, or occupational priority. Members not
performing their duties because of a long-term
incapacitation shall submit their resignation. Any member who is terminated or
submits his/her resignation will be
replaced by another member appointed by the Board of Commissioners, following
the same process used in making the initial appointment, to serve the remainder
of the term.
Meetings of the Fire Commission shall be conducted as follows:
1. The Fire Commission shall observe all
requirements of the North Carolina Open Meetings law. The secretary of the Fire Commission shall be
responsible for providing to the Clerk of the Board of Commissioners a schedule
of the regular meeting dates of the Commission and any changes or additions to
the schedule.
2. The appointed members of the Fire
Commission shall elect a chairperson and a vice-chairperson from its
membership. The chairperson of the Fire
Commission shall be responsible for notifying each commissioner of all regularly
scheduled meetings and emergency sessions and shall preside over all meetings
of the Commission unless excused under the provisions of Section VI below. The vice-chairperson shall assume the duties
of the chairperson in the chairperson’s absence from the meeting.
3. The chairperson shall maintain an atmosphere conducive for the free exchange of ideas and an orderly and timely flow of business in all meetings.
4. During
the annual service district budget workshop process (including appeal hearings) with agency representatives, the only active participants shall be members of
the Fire Commission and the service district agency representative(s) for the
budget request being considered. This requirement may be waived if both the
Fire Commission and the agency agree to hear from or consult with another
party. All budget sessions will be open
to the public for observation.
5. During
Fire Commission meetings in which the proposed service district budget is
revised or finalized, the only active
participants in the deliberations
shall be members of the Fire Commission.
This requirement shall not limit
the ability of the Commission to seek information from other parties as
necessary to make informed decisions.
These meetings will be open to the public for observation.
6. The process of developing the final proposed budget and proposed tax rate shall follow these general steps.
a) The service district agency will receive its budget package from the Fire Commission secretary. The package will contain instructions on how to prepare its budget. The agency’s Fire Commissioner will ensure that the agency has the needed resources for budget preparation. Any agency that does not follow the instructions contained in the package will lose its right to appeal any budgetary disagreements before the Fire Commission and a chance to review their final line-item budget before it is presented to the Board of Commissioners.
b) After the agency completes its budget, it will send the budget to the secretary of the Fire Commission. The secretary will distribute copies of each individual agency’s budget documents to all members of the Fire Commission.
c) After each Fire Commissioner has reviewed each agency’s budget, a notice will be sent to each agency containing the date and time in which its representatives are to meet with the Fire Commission for the budget workshop process.
d) After
meeting with all agencies during the budget workshop process, the Fire
Commission will develop a revised budget (if necessary) for each agency showing
the line-by-line amount approved by the Fire Commission. The secretary will then send each agency its revised budget for review,
provided that the agency followed the instructions in the budget package. The
secretary will at the same time notify each eligible agency of the time and
date that it may appeal its revised budget.
e) If an agency is satisfied with the results of the revised budget, no further meeting will be necessary. If an agency wishes to appeal its budget, it will meet with the Fire Commission at the appropriate time to give its reasons. The Fire Commission shall respond to each appealed item and will either approve or deny the item in the presence of the agency’s representatives.
f) After considering appeals made by the agencies, the Fire Commission will approve a final recommended budget for each agency, a recommended combined budget for the service district, and a recommended service district tax rate. These recommendations will then be submitted to the Board of Commissioners. Each agency that followed the instructions in the budget package shall receive from the secretary of the Fire Commission a copy of the Fire Commission’s recommendations to the Board of Commissioners at least one week prior to their submission to the Board.
g) As part of the total county budget process,
the County Budget Officer shall review the recommendations from the Fire
Commission and suggest any modifications to the proposed service district
budget and service district tax rate. If
the Budget Officer proposes any changes to the Fire Commission’s
recommendations, then the Board of Commissioners shall schedule a meeting with
the Fire Commission or its chairman to discuss their recommendations.
h) If the Board of Commissioners approves a service district tax rate different from that recommended by the Fire Commission, then the Fire Commission will develop a revised budget for each agency as described in Part V.6.d of this document. The process will continue with Parts V.6.e and V.6.f until the Board of Commissioners approves a final service district budget package.
i) After approval by the Board of Commissioners, the secretary will provide each agency with its line-by-line approved budget.
j) The Fire Commission’s review and approval of agency budgets and allocation of funds on a line-item basis shall not be construed to restrict the authority of an agency’s board of directors to modify, adjust, or amend the agency’s budget, including transferring funds among line items, during the fiscal year as necessary to best meet the needs of the agency.
The following step shall be taken to eliminate the possibility of conflicts of interest and to maintain the credibility of the Fire Commission:
q During
the meetings in which the service district budget is developed, revised, or
finalized, any Fire Commissioner who is an active member or board member of the
agency being examined shall be excused from
consideration and action on that particular budget. Control of the meeting
shall be passed to the vice-chairperson should the chairperson need to excused
for this purpose. This action does not
prohibit this person from being physically present during the meetings.
Fire Commission members, except the Fire Marshal, shall receive monetary compensation for each regularly scheduled or called meeting of an amount determined by the Board of Commissioners; however, this amount will not be less than $30 per meeting.
Each Fire Commissioner will receive travel compensation from the county for each meeting that he/she attends with their assigned service district agency. Compensation will be at the “per mile” rate that is paid to Stokes County employees for use of their personal vehicles.
Fire Commissioners who receive monetary compensation shall
keep an expense report detailing any Fire Commission meetings along with the
date attended and a mileage report along with the date while attending meetings
with assigned agencies. The Fire
Commissioners shall submit annually their expense reports, on the supplied
forms, to the secretary of the Fire Commission to be
forwarded to the Stokes County Finance Office. These reports shall be submitted
at least 30 days prior to the new budget year. These funds shall be budgeted and paid from the appropriate line item
of the Stokes County Governing Body budget.
Service district funds are collected from the citizens of Stokes County to provide fire suppression and rescue services by service district agencies that operate within the boundaries of Stokes County. Service District Agency is defined as a volunteer fire or rescue agency that has been approved to receive service district funds by the Stokes County Board of Commissioners. These funds should be limited to costs directly related to operating expenses incurred by these agencies in their provision of contracted services. Examples of these expenses include — but are not limited to — the following:
1. Purchase of apparatus and equipment as determined by the agency using good business practices to assure that the apparatus and equipment will be usable within the vast majority of its response district.
2. Purchase of supplies, equipment, and services necessary for support of fire/rescue/EMS operations such as fire suppression supplies, EMS and rescue supplies, insurance and bonds, fuel, pension fund payments in accordance with the agency’s policies, and other items determined by the agency’s representatives necessary to support the services available to taxpayers of the service district.
3. Operation and maintenance of apparatus and equipment needed for fire suppression and rescue operations including installation, maintenance, and upkeep of rural water supply sites.
4. Building and grounds expenses (including construction, maintenance, and utilities) to house apparatus and equipment along with providing space for training, department business, and community activities.
5. Debt service payments for buildings and/or equipment that have been financed, provided such debt incurred after July 1, 2007 received prior consent and approval from the Board of Commissioners, following a review by and recommendation from the Fire Commission, if the agency receives more than 50% of its budget from Stokes County tax revenues; prior consent and approval is not required if the agency receives less than 50% of its budget from Stokes County tax revenues.
6.
Limited professional services such as nominal fees to contract the
services of time consuming administrative
activities such as secretary and treasurer, and including fees and other expenses for
preparation of the agency’s annual audit report.
7. Expenses incurred by the Stokes County Fire and Rescue Association, if budgeted in accordance with the Association’s constitution and by-laws, that directly support activities of service district agencies, provided that other fire districts within the county contribute on a pro rata basis if they benefit from such expenditures. Examples include — but not limited to — training expenses, child-safety trailer expenses, insurance payments, etc.
8. Other equipment that directly benefits the service district agencies upon approval of the Stokes County Fire Commission. Examples include — but not limited to — hose testers, air bottles, foam, pump test equipment, spill absorbent products, etc.
9. Equipment purchased and/or personnel
employed by the Stokes County Fire Marshal’s office that directly support fire
suppression activities of service district agencies, provided
that other fire districts within the county contribute on a pro rata basis if
they benefit from such expenditures.
10. Contingency fund for emergency use by service district agencies to repair or replace equipment that was damaged or destroyed or funds expended through unforeseen circumstances that were not otherwise included in the agency’s annual budget.
11. Support of full-time and/or part-time compensated firefighters upon approval from the Stokes County Fire Commission following consultation with the Chiefs Council of the Stokes County Fire and Rescue Association.
12. Expenses of the Fire Commission, including stipends and travel for fire commissioners, and supplies and postage needed by the secretary of the Fire Commission to ensure that the agencies receive their budget packages as described in Part V.6 of this document.
Service district tax funds shall be used only to support the volunteer service district agencies serving the Stokes County Fire Service District. Such funds shall not be used for expenses incurred by other Stokes County agencies unless specifically allowed under North Carolina law; these other agencies include, but are not limited to, the following:
1. Emergency Medical Services
2. Communications
3. Law Enforcement
4.
Tax Administration
(Note 1: Under the Local
Government Budget and Fiscal Control Act,
costs associated with levying and collecting the service district tax can
legally be charged against revenues collected, but it is the policy of the
Board of Commissioners not to use service district funds for this purpose)
5. Mapping Office.
6. Fire Marshal – except as provided in Part VIII.A.9
(Note 2 – County
Employee Salaries: Service district tax funds shall not be used to directly
pay salaries of employees in any Stokes County government agency except as provided in Part VIII.A.9)
In accordance
with state law, the Stokes County Board of Commissioners may modify or amend this document as it deems
necessary to properly provide services for the citizens of Stokes County.
1. The Board of Commissioners shall promptly
consider requests for changes to this document that are submitted by the Stokes
County Fire and Rescue Association and which have been developed in accordance
with the by-laws of the Association.
2. The Board of Commissioners may on its own
initiative propose amendments to this document.
Before adopting any changes to this document, the Board shall seek input
from the Stokes County Fire and Rescue Association and provide a review and
comments period of at least 30 days before enacting such changes.
3. This document is an official policy of the
Stokes County Board of Commissioners, and the Board retains final authority to
enact any changes or amendments thereto.
This
document, along with any modifications or amendments made in accordance with
Part IX, shall be the policy of the Stokes County Board of Commissioners during
the term of the Board that adopted it.
To remain in effect, this policy must be renewed by each newly
constituted Board within 90 days following the seating of new members on the
first Monday in December of every even-numbered year.
Commissioner Carroll
noted the Committee worked diligently to present a good
workable document, tried to make sure it is in compliance with the law,
and at the same time
show due respect to the Fire Association and various Fire Departments.
Chairman Steven
Roberson, Fire Commission, noted that all Fire Departments
involved have met and have no issues except Danbury Vol. Fire Department. Danbury Vol.
Fire Department was meeting tonight and the revised document was to be
discussed.
Chairman Inman noted that Phil Sutphin would be discussing the revised
document with the
Board. (Mr. Sutphin was a member of the Committee)
The Board reviewed
each revised section with thorough discussion with the following
sections:
¨ Fire and Rescue
Association having no authority - only advisory capability
¨ Fire Commission
only has to consult with the Fire & Rescue Association when an emergency request
is received, consultation could be done
electronically – not having to wait until a meeting
¨ Determination of
“what is an emergency”
¨ Additional
civilian member not affiliated with a Service District Agency
¨ Board of
Commissioners shall give priority consideration to candidates recommended by
the Stokes County Fire and Rescue Association relating to the three appointed
members affiliated with a Service District Agency
¨ President of the
Stokes County Fire and Rescue Association shall serve as an ex officio member
of the Fire Commission who will only vote if there is a tie among the appointed
members
¨ Fire Marshal is a
member who may designate another member of his/her department to attend any
meeting in his/her absence
¨ Staggered Terms-
Terms of the six appointed members shall be staggered so that half of the
members are appointed every year
¨ If the revised
document is approved, there will be two vacancies
¨ Members of the
Fire Commission not performing their duties as outlined in the revised document
will be terminated from the Fire Commission
¨ Members of the
Fire Commission are not employees of the County and serve at the pleasure of
the Board of Commissioners
¨ Open Meetings Law
– holdings closed sessions, budget work sessions, etc.
¨ Fire Commission
shall elect a chairperson and a vice chairperson from its membership
¨ County Budget
Officer shall review the recommendations from the Fire Commission and suggest
any modifications to the proposed service district budget
¨ If Budget Officer
changes the recommendation budget from the Fire Commission, the Board of
Commissioners shall schedule a meeting with the Fire Commission to discuss
their recommendations
¨ Debt service
payments for buildings and/or equipment
- inserting language in the revised document that is already in the
individual rescue squad and fire departments’ contract
¨ Use of Service
District Funds is to provide fire suppression and rescue services by service
district agencies that operate within the boundaries of Stokes County
¨ Revised document
includes the view of the Board of Commissioners not just the views of various
fire departments and Fire Commission
¨ Amending the
revised document – section states that the Board of Commissioners may modify or
amend the revised document as it deems necessary to properly provide services
for the citizens of Stokes County
¨ Board of
Commissioners shall promptly consider amendments/changes to the revised
document recommended by the Fire and Rescue Association
¨ Board will seek
input from the Fire and Rescue Association and provide a review and comments
period of at least 30 days before enacting such changes
¨ Policy must be
renewed by each newly constituted Board within 90 days following the seating of
new members on the first Monday in December of every even-number year
¨ Revised document
is the responsibility of the Board of Commissioners
The Board discussed moving the item to the
Action Agenda.
Chairman Inman entertained a motion.
Commissioner Smith moved to add the item to
the Action Agenda. Commissioner
Carroll seconded the motion.
Chairman Roberson, Fire Commission, received information
that the Danbury Vol. Fire Dept. Board of Directors who met tonight had
no issues with the
revised document.
The motion was unanimous.
County Policy
and Procedures Relating to Travel and Training Opportunities
County Manager Bryan
Steen noted the following regarding restricted travel:
¨ Recent email to
Department Heads in May requested travel/training be restricted to either
mandatory for the employee’s position or such a nature of importance to
employees’ position, and that there should be no issues with these requests
¨ Personnel policy
requires the County Manager to approve out of county travel along with
overnight travel
¨ As Budget Officer
for the County, very concerned with the continuous rising cost of fuel
¨ Had a recent staff
meeting to make sure all department heads understood the restricted
travel/training request
Vice Chairman Walker reiterated the need for
all employees to have the needed training
in order to provide the best possible service to the citizens of Stokes
County.
Commissioner Carroll
stated that it was never the intent of the topic to focus on travel
and training, but to use those as examples to explore other policies
and organizational
procedures aiming toward maximum efficiency and better service to the
citizens.
Commissioner Carroll also noted the need for Department Heads to look
at their current
operations to make sure there is not a better more efficient way to
provide services to the
citizens of Stokes County.
Chairman Inman noted
the need to explore other policies and procedures at a later date.
NCDOT –
Request to Abandon a Portion of SR 1700 – Otis Woods Road from the Secondary
Road System
Clerk to the Board
Darlene Bullins presented the following information received from
NCDOT:
¨ Request to abandon
a portion of SR 1700, Otis Woods Road from the state’s Secondary Road System
¨ Request to abandon
approximately 1637’
¨ Property owners
have signed the abandonment petition
¨ Information
reviewed by Administrator/GIS Administrator Jake Oakley verifies the portion
that is to be abandoned/closed all lies within the boundaries of Joel B New,
Thomas F. New and Lucille C New
¨ Information
received from NCDOT does not indicate whether property owners request the
abandonment of the right of way
¨ NCDOT Assistant
District Engineer Jeff Turner has been contacted and requested verification
that the property owners understood the difference between the abandonment from
the Secondary Road System and abandonment of the Right of Way
The Board discussed the request.
Chairman Inman requested the Clerk to verify
the right of way issue with NCDOT and
place the item on the September 8th Action Agenda.
Appointments
Work First
Planning Committee
Chairman Inman
presented the following information regarding appointments to
the Work First Planning Committee:
§ The following have
already been appointed to the Planning Committee to represent certain
requirements:
·
County Board of Social Services – Jan Culler
·
Board of Area Mental Health Authority – Angie
Culler
·
Local Public Health Board – Jerry Mitchell
·
Local School Systems – Roger Tucker
·
Business Community
·
Board of County Commissioners – Ernest Lankford
·
Community-based organizations representative of the
population to be served
·
The Department encourages counties to include other
interested parties on the planning committee, such as current and former Work
First recipients, business leaders, employers, providers of child care, and
transportation services, child support enforcement staff, and office of private
charitable organizations such as Salvation Army, Goodwill, etc.
DSS Director Jan Spencer recommended the
following for categories that must have
representation:
¨ Business community
– Kim Christie – Job Link
¨ Community based organization
representative of the population to be served – Ann Vance – Goodwill
DSS Director Jan Spencer also recommended the
following for categories that are
encouraged by the State to have representation (optional):
¨ Local community
transportation system – Lynn Martens
¨ Child Welfare
Staff – Kristy Preston
Clerk to the Board Darlene Bullins presented
the name of Jon Lagergren who had
submitted an appointment application.
Vice Chairman Walker
nominated the following recommendations from DSS Director
Spencer.
¨ Business community
– Kim Christie – Job Link
¨ Community based
organization representative of the population to be served – Ann Vance –
Goodwill
¨ Local community
transportation system – Lynn Martens
¨ Child Welfare
Staff – Kristy Preston
Commissioner Lankford nominated Jon Lagergren
for the business community
representation.
Chairman Inman
directed the Clerk to place the item on the September 8th Agenda.
Animal
Control Advisory Council
Chairman Inman
presented the following that were nominated at the August 11th
meeting:
¨ Sarah Shumate –
Chief Animal Control Officer
¨ Jeenie Shelton –
Health Department representative
Vice Chairman Walker moved to appoint the
following:
¨ Sarah Shumate –
Chief Animal Control Officer
¨ Jeenie Shelton – Health
Department representative
Commissioner Smith seconded and the motion
carried unanimously.
GENERAL
GOVERNMENT – GOVERNING BODY – ACTION AGENDA
Revised
Policy for Fire Service District and Fire Commission & Use of Service
District Funds
Chairman Inman
entertained a motion.
Commissioner Carroll
moved to approve the Revised Policy for Fire Service District
and Fire Commission and Use of Service District Funds as recommended by
the Committee.
Commissioner Smith seconded and the motion carried unanimously.
Chairman Inman, on
behalf of the Board, expressed appreciation to Committee
members for their dedication and hard work revising the document.
Chairman Inman
directed the Clerk to advertise the vacant Fire Commissioner
appointments according to the Board’s procedures.
Closed
Session
Chairman Inman
entertained a motion to enter into closed session for the following:
§
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
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 Smith seconded and the motion
carried unanimously.
The
Board returned to open session of the August 25th meeting.
Health
Department
Chairman Inman
entertained a motion.
Commissioner Carroll
moved to approve the following requests submitted by Interim
Health Director Jen Braswell:
¨ Increase annual
salary for Environmental Health Specialist Brandon Joyce to $38,582.00
¨ Annual Salary for
incoming Health Director = $61,880
¨ Establishment of a
permanent designation of the Associate Health Director with an incentive bonus
of $250 per pay period
Commissioner Smith seconded the motion. The Board discussed the requests submitted
by Interim Health Director Braswell.
Vice Chairman Walker noted the information from
Interim Health Director Braswell that additional funding to be received
from the State will
cover the additional amount not funded in this year’s Health Department
Budget.
The motion carried (4-1) with Commissioner
Lankford voting against the motion.
Adjournment
There being no further business to come before
the Board, Chairman Inman entertained
a motion to adjourn the meeting.
Vice Chairman Walker moved to adjourn the
meeting. Commissioner Smith
seconded and the motion carried unanimously.
_________________________
_____________________________
Darlene M.
Bullins
J. Leon Inman
Clerk to the
Board Chairman