STATE OF NORTH CAROLINA )                    OFFICE OF THE COMMISSIONERS

                                                            )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                   )                    DANBURY, NORTH CAROLINA

                                                            )                    DECEMBER 22, 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 (Administration Building) located in Danbury, North Carolina on Monday,

 

December 22, 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

                                                Support Services Supervisor Danny Stovall

                                                Tax Administrator Jake Oakley

                                                                                                                                                                                                                                                                                   

Chairman J. Leon Inman called the meeting to order and delivered the invocation.

                       

GENERAL GOVERNMENT-GOVERNING BODY-PLEDGE OF ALLEGIANCE

 

            Chairman Inman opened the meeting by inviting the citizens in attendance to join the

 

Board with the Pledge of Allegiance. 

 

GENERAL GOVERNMENT – GOVERNING BODY – APPROVAL OF AGENDA

 

Chairman Inman entertained a motion to approve or amend the December 22, 2008

 

Agenda.         

 

            Commissioner Carroll requested to add the following to the Discussion Agenda:

 

·         School Facility Needs and Planning for a Forsyth Tech. Campus in Stokes County

            Commissioner Lankford requested to move the following from the Consent Agenda to

 

the Action Agenda:

 

·         Appeal Request – Robert Lee Lackey – Adjustment  for Vehicle Value

 

County Manager Bryan Steen requested to add the following to the Discussion Agenda:

 

·         State Public School Building Capital Fund for Capital Outlay Projects which were approved in the 2008-09 County Budget

 

Chairman Inman requested to add the following to the Discussion Agenda:

 

·         Legislative Goals Conference – Voting Delegate

 

Vice Chairman Walker requested the topic of school land purchase be added to the

 

School Facility Needs discussion.

 

            The Board unanimously agreed to the requests from Commissioner Carroll,

 

Commissioner Lankford, Vice Chairman Walker, Chairman Inman and Manager Steen.

 

            Commissioner Lankford moved to approve the December 22, 2008 Agenda as

 

amended.  Vice Chairman Walker seconded and the motion carried unanimously.

 

PUBLIC COMMENTS

 

The following spoke during public comments:

 

Linda Hicks

Madison, NC  27025

RE:  Administration Building

 

Ms. Hicks spoke regarding the renaming of the Administration Building done by a previous Board.  Ms. Hicks noted that the renaming of the building took place before any public input could be presented. Ms. Hicks expressed her appreciation to Commissioner Carroll, a fellow Republican, for putting “common sense” above politics and for standing up for all the people in the County regarding the renaming of the Administration Building.  Ms. Hicks agreed that a committee should be appointed to survey citizens regarding matters such as the renaming of county facilities.

 

Pam Gibson

Nancy Reynolds Historic Committee

RE:  Nancy Reynolds

 

Ms. Gibson, on behalf of the Nancy Reynolds Historic Committee, expressed appreciation to the Stokes County Board of Commissioners and Stokes County Board of Education for the progress that has been made during the last week towards finding the best solution for

Nancy Reynolds Elementary School and the safety of its children.  Ms. Gibson noted it is time to act now and that the additional information from the other two feasibility studies will prove beneficial to both Boards in their decision-making regarding the options and costs.  Ms. Gibson expressed appreciation to the Board of Commissioners for approving funding for the additional feasibility studies, which are desperately needed.

 

Chairman Inman noted the following clarification:  At the present time, no funding has been allocated by the Board of Commissioners for the additional feasibility studies.

 

 

CONSENT AGENDA

 

Chairman Inman entertained a motion to approve or amend the following items

 

on the Consent Agenda:

 

Minutes

 

 

Grant Fund – Budget Amendment #34

 

            Finance Director Julia Edwards submitted Budget Ordinance Amendment #34.

 

To amend the General Fund, the expenditures are to be changed as follows:

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Grant Fund

 

 

 

203.4330.510

Equipment

$00.00

$78,520.00

$78,520.00

203.4330.511

Equipment-Non Capitalized

$00.00

$101,030.00

$101,030.00

 

           Totals

$00.00

$179,550.00

$179,550.00

           

This budget amendment is justified as follows:

To re-appropriate the Homeland Security Grant for the Buffer Zone Protection Program in Fiscal Year 2008-09.

 

This will result in a net increase of $179,550.00 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

203.3301.257

Homeland Security Grant

$00.00

$179,550.00

$179,550.00

 

Totals

$00.00

$179,550.00

$179,550.00

 

 

Service District Fund – Budget Amendment #35

 

            Finance Director Julia Edwards submitted Budget Ordinance Amendment #35.

 

To amend the General Fund, the expenditures are to be changed as follows:

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Service District Fund

 

 

 

209.4340.012

Double Creek Vol. Fire Dept.

$119,081.00

$5,000.00

$124,081.00

 

Totals

$119,081.00

$5,000.00

$124,081.00

 

This budget amendment is justified as follows:

To appropriate Fund Balance for the Double Creek Volunteer Fire Department escrow account appropriation.

 

This will result in a net increase of $5,000.00 in the expenditures and other financial use to the County’s annual budget.  To provide the additional revenue for the above, the following revenues will increase.  These revenues have already been received or are verified they will be received in this fiscal year.

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

          As

Number

Description

Amount

(Decrease)

     Amended

209.3991.000

Fund Balance

$5,300.00

$5,000.00

$10,300.00

 

Totals

$5,300.00

$5,000.00

$10,300.00

 

 

Health Department – Budget Amendment #36

 

            Finance Director Julia Edwards submitted Budget Ordinance Amendment #36.

 

To amend the General Fund, the expenditures are to be changed as follows:

 

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Health Department

 

 

 

100.5100.000

Salaries and Wages

$938,965.00

$(50,000.00)

$888,965.00

100.5100.180

Professional Services

$50,000.00

$50,000.00

$100,000.00

 

Totals

$988,965.00

$00.00

$988,965.00

 

This budget amendment is justified as follows:

To transfer funds from Salaries & Wages to Professional Services for contract pay.

 

This will result in a net increase of $00.00 in the expenditures and other financial use to the County’s annual budget.  To provide the additional revenue for the above, the following revenues will increase.  These revenues have already been received or are verified they will be received in this fiscal year.

 

Social Services – Budget Amendment #37

 

            Finance Director Julia Edwards submitted Budget Ordinance Amendment #37.

 

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

 

 

 

100.5480.000

Crisis Intervention

$85,036.00

$31,998.00

$117,034.00

 

Totals

$85,036.00

$31,998.00

$117,034.00

 

This budget amendment is justified as follows:

To appropriate additional funding for Crisis Intervention, which is 100% Federal Funding.

 

This will result in a net increase of $31,998.00 in the expenditures and other financial use to the County’s annual budget.  To provide the additional revenue for the above, the following revenues will increase.  These revenues have already been received or are verified they will be received in this fiscal year.

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

          As

Number

Description

Amount

(Decrease)

     Amended

100.3301.202

Crisis Intervention

$1,964,787.00

$31,998.00

$1,996,785.00

 

Totals

$1,964,787.00

$31,998.00

$1,996,785.00

 

Emergency Communication – Budget Amendment #38

 

            Finance Director Julia Edwards submitted Budget Ordinance Amendment #38.

To amend the General Fund, the expenditures are to be changed as follows:

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Emergency Communications

 

 

 

100.4325.350

Maint. & Repairs- Equipment

$26,700.00

$7,200.00

$33,900.00

 

Contingency

 

 

 

100.9910.000

Contingency

$136,505.00

$(7,200.00)

$129,305.00

 

Totals

$163,205.00

$00.00

$163,205.00

 

This budget amendment is justified as follows:

To transfer funds from Contingency to replace the effective microwave link from Danbury to/from Booth Mountain and to also replace all the power supplies bricks at Danbury and Booth Mountain sites.

 

This will result in a net increase of $00.00 in the expenditures and other financial use to the County’s annual budget.  To provide the additional revenue for the above, the following revenues will increase.  These revenues have already been received or are verified they will be received in this fiscal year.

 

Tax Administration Report – November 2008

 

Tax Administrator Jake Oakley submitted the following Real and Personal Property

 

Releases and Refunds (November 2008) which are more than $100 at the December 8th

 

meeting, with a request for action by the Board of Commissioners at the December 22nd

 

meeting:

 

Real and Personal Property Releases More

 

 

than $100 –November- Per NCGS 105-381 (b)

 

 

 

Account

Amount

 

Name

Number

 

Reasons

Donald Dotson

99A1999005516

$142.25

SWMH Taxed in Yadkin County

 

          Total

$142.25

 

Real and Personal Property Refunds More

 

 

than $100 –November- Per NCGS 105-381 (b)

 

 

 

Account

Amount

 

Name

Number

 

Reasons

Patrick Roberts

07A155902641.07

$148.74

SWMH was reposed in 2005

 

 

$12.40

 

 

     Total

$161.14

 

 

Commissioner Smith moved to approve the Consent Agenda as amended. 

 

Vice Chairman Walker seconded and the motion carried unanimously.

 

GENERAL GOVERNMENT – GOVERNING BODY – INFORMATION AGENDA

 

Update – Manager and Board of Commissioners

 

            County Manager Bryan Steen noted the following:

 

·         Preliminary meetings have been taking place regarding the proposed EMS (Pinnacle) Station with Emergency Management Director Monty Stevens and his staff regarding potential floor plans

·         Hope to have proposed floor plans ready for the Board’s review at the first meeting in January

·         There was some question about a recent meeting held by NCACC and League of Municipalities regarding capital needs for each County, those projected costs for capital needs for Stokes County have already been submitted to NCACC

 

Commissioner Smith noted the following:

 

·         New executive director for the Regional Tourism Initiative (RTI) is on board and will be visiting Stokes County and the Board after the first of the year

 

            Commissioner Lankford noted the following:

 

·         NCACC Insurance Pool is reorganizing, trying to be more efficient in order to offer the best insurance at the best rate possible for the counties

             

GENERAL GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA

 

Copier Services for Government Center Complex – Continuation

 

            Support Services Supervisor Danny Stovall, per Board direction at their November 24th

 

meeting, presented the following new bid proposals for 36 and 48 month rentals for copier

 

services:

 

 

36 months

48 months

Dean's Office Machines

 $2,862.00

 $2,562.00

Sharp Business Systems

 $3,074.00

 $2,756.00

Kelly Office Solutions

 $3,168.89

 $2,811.73

Applied Copier Concepts

 $3,174.64

 $2,850.90

COECO Office Systems

 $3,189.04

 $2,780.73

Ikon Office Solutions

 $3,452.00

 $2,975.80

 

            Mr. Stovall noted the following regarding the bid proposals:

 

·         Dean’s Office Machines – Proposal is non-compliant with bid specifications for the following reasons:

1.      Bid specifications called for a 25-28 page per minute copier – their proposal list a 23 page per minute machine for the following locations: Government Center, Tax Department, Register of Deeds, Art Council, Southwest Service Center, Danbury Library, Walnut Cove Library, and King Library

2.      Bid specifications called for a 25-28 page per minute copier with a document feeder, duplex, finisher, stapler, and stand for Natural Resources – their proposal list a 20 paper per minute machine with document feeder, duplex, electronic sorting and stand

·         Sharp Business Systems –All copies and features are within bid specifications

·         Kelly Office Solutions –All copies and features are within bid specifications

·         Applied Copier Concepts –All copies and features are within bid specifications

·         COECO Office Systems –One copier is above paper per minute specification range, two copiers have features above specification rage, all other copiers and features are within bid specifications

·         Ikon Office Solutions – Five copiers have missing specification items, two copiers have features listed above specifications, all other copiers and features are within bid specifications

·         Lowest bidder’s proposal (36 or 48 month) is within budget

 

Mr. Stovall noted that NCGS 143-131 states that “all contracts shall be awarded to the

 

lowest responsible, responsive bidder, taking into consideration quality, performance, and the

 

time specified in the bids for the performance of the contract”.

 

            Mr. Stovall concluded that to ensure the integrity of the bid process and to avoid a

 

potential contract award protest, the Board has the following options:

 

            Option 1

§  Reject non-compliant bid from Dean’s Office Machines

§  Award a contract to Sharp Business Systems – their proposal complies with all specifications and is the lowest cost proposal meeting all bid specifications

Option 2

§  Reject all bids and re-bid

 

The Board discussed the bids presented by Mr. Stovall.

 

Commissioner Carroll reiterated the need to look at a plan to reduce the amount of

 

paper generated by Stokes County.

 

            Chairman Inman confirmed with Mr. Stovall that all bidders had a chance to re-bid

 

according to the new bid specifications and the proposal submitted by Dean’s Office Supply is

 

non-compliant.

 

            Chairman Inman, with full consent of the Board, directed the Clerk to place the item

 

on today’s Action Agenda.

 

School Facility Needs

 

            Commissioner Carroll, who requested the item be placed on today’s Discussion

 

Agenda, noted the following:

 

·         After the joint meeting with the Board of Education on December 19th,

it is time for the County to start discussion with the County’s Financial

Advisor Doug Carter regarding potential financing agencies to look at      

to determine how much can be borrowed, and at what interest rate

·         The County needs to have this information as soon as possible

·         The Board of Education should receive information from the two other feasibility studies being conducted regarding Nancy Reynolds Elementary School by the end of January

·         Ready to designate an amount of funding specifically to the Nancy Reynolds Project when the information is received from Board of Education regarding the two additional feasibility studies and the County’s Financial Advisor regarding funding resources

·         Have no problem considering an additional amount of funding for land purchase for a new elementary school and for architect services for a new elementary school

·         Need to move on the Nancy Reynolds Project as soon as possible

 

Commissioner Lankford noted the following:

 

·         Supports the idea of receiving information regarding the County’s financial status regarding funding for the Schools’ Capital Needs

·         Supports the Nancy Reynolds Project

·         Need information from the Board of Education regarding the two additional feasibility studies for Nancy Reynolds Elementary School as soon as possible

 

Vice Chairman Walker noted the following:

 

·         Comfortable with the direction things are moving toward addressing school needs

·         Need information from the two feasibility studies as soon as possible

·         Need to look at other possible projects besides the Nancy Reynolds Project

·         Need the County’s current financial status as soon as possible

·         Need to have financial advisor run the financial model with several scenarios

·         Supports moving forward with as many of the top priorities recommended by the Board of Education as possible

 

Commissioner Smith noted the following:

 

·         Ready to move forward, need the County’s financial status as soon as possible

·         Willing to take the necessary steps for the first two priorities recommended by the Board of Education – Nancy Reynolds Project and new elementary school

·         No problem with looking at financing for Nancy Reynolds Project, land acquisition and a new elementary school in Yadkin Township

·         County is obligated to provide a safe environment for all students in Stokes County

 

Chairman Inman noted the following:

 

·         County is in a financial position to be able to borrow funding to build schools upon approval from the Local Government Commission

·         Two financing options available – Certificates of Participation or Bond Referendum  (Bond Referendum must be approved by the citizens)

·         In my opinion, there is not enough time to wait for a Bond Referendum regarding the situation at Nancy Reynolds Elementary School- possibly start looking at Certificates of Participation

·         County must be concerned with the State’s financial situation, in case the State decides to withhold funding from the County

·         Board must be prudent in looking at financial obligations

·         Commercial financing rates have increased, not decreased

 

Vice Chairman Walker reiterated the need to have input from the County’s financial

 

advisor and an action plan.

 

            Commissioner Lankford noted the State’s current shortfall – estimated $1.6 billion to

 

balance the State’s budget for the next two years which that could affect the County.

 

            Commissioner Carroll reiterated the need to start with finding out who has the money,

 

can the County borrow the needed funding, and at what rate.  Commissioner Carroll also noted

 

his desire to not allocate any further funding other than the immediate need at Nancy

 

Reynolds Elementary School until the State has finalized a budget.

 

            Chairman Inman confirmed with Board members that the Board would be ready to

 

discuss financial allocations for Nancy Reynolds Elementary School after hearing from the

 

County’s financial advisor and the additional information from the School Board regarding

 

renovation options at Nancy Reynolds Elementary School.

 

            Chairman Inman stated the School Board had been given notification from their

 

insurance carrier that Nancy Reynolds Elementary School will be closed at the end of

 

this school year, students will have to have somewhere to go at the beginning of the

 

school year in August 09.

 

            Chairman Inman directed Finance Director Julia Edwards to contact Financial

 

Advisor Doug Carter and have Mr. Carter apply several different amounts of funding

 

such as $10.2 million, $12 million, $22.5 million to the County’s financial model and return the

 

information to the Board as soon as possible.

 

Forsyth Technical Community College in Stokes County

 

Commissioner Carroll, who requested the item be placed on today’s Discussion

 

Agenda, noted the following:

 

·         Committed to having a stand alone Forsyth Tech. campus in Stokes County

·         Time to give specific directions to the County Manager involving a future campus in Stokes County

·         Time to start planning with Director Ann Watts and get together with Forsyth Tech’s grant writers

·         Time to get in touch with Golden Leaf regarding guidelines, rules, procedures, deadlines, etc. as soon as possible

·         Time to possibly consider contracting with professional grant writers if necessary

·         Time to contact North Carolina Legislature for any available funding

·         Explore all avenues possible for funding for a stand alone campus

·         Need to start immediately on a plan for a stand alone campus

 

Vice Chairman Walker noted the following:

 

·         Agreed with Commissioner Carroll, it is the time to start making plans for a stand alone campus in Stokes County

·         There is public support across Stokes County regarding a stand alone community college campus in Stokes County

·         Need an action plan for a stand alone community college campus

·         Need to have Plan B in case the Meadows location does not work out

·         Look at other options in cleaning up the Meadows property

·         Need plans for water and sewer availability at the Meadow property

·         Need to have parallel plans to make the stand alone campus a reality

 

Manager Steen noted that estimated acreage for a sand field sewage system would

 

encompass approximately 4.50 acres of the 9-acre Meadows tract, which could limit future

 

expansion and the need to start inquiring about additional land acquisition.

 

            Commissioner Lankford noted there needs to be a lot of planning done before giving

 

any direction.

 

            Commissioner Smith expressed his support for a stand-alone Forsyth Tech. campus

 

in Stokes County, the need to get water and sewer to any location suitable for a stand alone

 

campus, and the need to see where we are, and most important, be responsible spenders.

 

            Chairman Inman noted the following:

 

·         Urgent need for a stand alone Forsyth Tech campus with Early College High School possibly starting in August 09

·         Need to think about an alternative site for a stand alone campus

·         Possibly look at land available above the Government Center Complex

·         Investigate land adjoining Meadows location for possible purchase

 

Manager Steen noted that he would be meeting with NCDOT officials after

 

the first of the year to discuss the Meadows site.

 

            Vice Chairman Walker requested that the County not wait to see that plans are not

 

going to work out, have other options in place if plan A will not make a stand-alone campus

 

possible.

 

            Chairman Inman agreed that there needs to be an action plan, which can be further

 

discussed at the next Goal Planning Session.

 

 

State Public School Building Capital Fund for Capital Outlay Projects

 

            Chairman Inman presented the following request from the Stokes County School Board

 

of Education, which was approved in the County Fiscal Year 2008-09 Budget:

 

·         Use of $210,000.00 State Public School Building Capital Fund for Capital Outlay Projects with a required match of $70,000.00

·         Stokes County Board of Education has approved the following projects:

§  North Stokes High School - New student parking area = $75,000.00

§  North Stokes High School - Replace old greenhouse roof =$10,000.00

§  North Stokes High School – Painting =$40,500.00

§  Piney Grove Middle School – Re-surface and re-stripe 4 Tennis Courts =$25,000.00

§  South Stokes High School – Upgrade Wastewater Treatment to Ultraviolet System =$75,000.00

§  South Stokes High School – Asbestos Abatement and New Tile in Wrestling Room and Foyer = $14,000.00

§  South Stokes High School – Painting = $40,500.00

·         State Funding = $210,000.00

·         Local Funding = $70,000.00

·         Total Funding = $280,000.00

·         In order for funding to be released from the State Public School Building Capital Fund, funding applications must be approved by the Board of Commissioners

·         Approval of these applications will allow the school system to move forward in completing the projects.

 

The Board discussed the School Board’s request.

 

Chairman Inman, with full consent of the Board, directed the Clerk to place the item

 

on today’s Action Agenda.

 

NCACC -Legislative Goals Conference– Voting Delegate

 

            Chairman Inman requested the Board approve him to be the Voting Delegate at

 

the NCACC Legislative Goals Conference in January 09.

 

Chairman Inman, with full consent of the Board, directed the Clerk to place the item

 

on today’s Action Agenda

 

 

 

 

GENERAL GOVERNMENT – GOVERNING BODY – ACTION AGENDA

 

Stokes Opportunity Center – Renovation Project

 

            Support Services Supervisor Danny Stovall reviewed the following: (Discussion

 

Agenda – December 8th meeting)

 

·         Bids for installing the revised mechanical systems were received as follows:

§  Bryant Heating and Air   = $18,555.00

§  Stanley Heating and Air  = $20,422.00

§  Professional Air               = $38,600.00

§  Bowman Heating & Air   = $39,950.00

§  Frye Heating and Air              No Bid

§  Brady Flanary Heating/Air     No Bid

·         Allocation of $14,325 from County’s Contingency – Approval of Budget Amendment #33

·         Award bid to Bryant Heating and Air

 

Capital Project Fund – Budget Amendment #33

           

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Capital Project Fund

 

 

 

400.5200.000

Construction

$200,000.00

$14,325.00

$214,325.00

 

Totals

$200,000.00

$14,325.00

$214,325.00

 

General Fund

 

 

 

 

Contingency

 

 

 

100.9910.000

Contingency

$158,930.00

$(14,325.00)

$144,605.00

100.9820.961

Transfer to Capital Projects

$00.00

$14,325.00

$14,325.00

 

Totals

$158,930.00

$00.00

$158,930.00

 

This budget amendment is justified as follows:

To transfer funds for the additional funding for the Stokes Opportunity Center HVAC from contingency. .

 

This will result in a net increase of $14,325.00 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

400.3981.004

Transfer from General Fund

$00.00

$14,325.00

$14,325.00

 

Totals

$00.00

$14,325.00

$14,325.00

            Chairman Inman entertained a motion.

 

            Commissioner Lankford moved to award the bid to Bryant Heating and Air in the

 

amount of $18,555.00 and approve Budget Amendment #33.  Commissioner Smith seconded

 

and the motion carried unanimously.

 

CenterPoint Transportation Funding

 

            County Manager Bryan Steen presented the following additional information regarding

 

the CenterPoint Transportation Funding:

 

·         Information received from Director Cathy Long indicates that the passenger levels and number of trips continue to be stable and passenger ability to utilize voucher systems remains consistent with passenger survey

·         Although the voucher system seems to be the best route to take, not all passengers can utilize the voucher system; many do not drive, do not have a vehicle, do not have a vehicle that can be driven or do not have a friend/neighbor/relative who can give them a ride; therefore, a small percentage of passengers will have to be transported by YVEDDI

·         Additional funding needed through December 2008 = $2948

·         Estimate funding needed for January – June 09 = $5130

·         Estimate funding for fiscal year 08/09 = $8100

·         Director Cathy Long will continue to approve transportation requests with payments to vendors processed by the County’s Finance Department

·         Any unused appropriation will be reverted back to the County’s fund balance at the end of the fiscal year

·         Budget Amendment #39 allocates the estimated funding needed for this fiscal year

 

Manager Steen presented Budget Amendment #39 for the Board’s consideration.

 

Budget Amendment #39

 

           

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Mental Health

 

 

 

100.5200.680

Mental Health

$395,820.00

$2,948.00

$398,768.00

100.5200.681

Stokes Opportunity Center

$00.00

$5,152.00

$5,152.00

 

Contingency

 

 

 

100.9910.000

Contingency

$144,605.00

$(8,100.00)

$136,505.00

 

Totals

$540,425.00

$00.00

$540,425.00

 

This budget amendment is justified as follows:

To transfer funds from Contingency for the Stokes Opportunity Center Transportation Program.

 

This will result in a net increase of $00.00 in the expenditures and other financial use to the County’s annual budget.  To provide the additional revenue for the above, the following revenues will increase.  These revenues have already been received or are verified they will be received in this fiscal year.

 

Director Cathy Long noted that a couple of grant applications have been completed with

 

hopes of some funding in 2009, which would be used before any county funding.

 

The Board discussed using the voucher system on a trial basis.  Commissioner

 

Carroll suggested a report regarding the voucher system be submitted to the Board in

 

March 09.

 

Chairman Inman entertained a motion.

 

Commissioner Carroll moved to approve Budget Amendment #39 for the Stokes

 

Opportunity Center Transportation Program with the requirement that a report regarding the

 

voucher system be submitted to the Board in March 09.  Vice Chairman Walker seconded and

 

the motion carried unanimously.

 

Proposed Order – Closing a Portion of SR #1700- Otis Woods Road

 

            Chairman Inman submitted the following proposed Order to Close a Portion of SR

 

#1700 – Otis Woods Road which was presented at the December 8th meeting, with a request

 

for action by the Board of Commissioners at the December 22nd meeting:

 

STATE OF NORTH CAROLINA )                    OFFICE OF THE COMMISSIONERS

                                                            )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                   )                    DANBURY, NORTH CAROLINA

 

 

ORDER

 

CLOSING A PORTION OF SR#1700 – OTIS WOODS ROAD

 

            The Stokes County Board of County Commissioners, after notice and public hearing pursuant to N.C.G.S. 153A-241, makes the following findings and conclusions:

 

1.      The State of North Carolina abandoned the road outlined in red on the attached map of SR#1700- Otis Woods Road and will not maintain that portion of the road;

2.      The requesting property owners are the sole property owners along the portion of the road to be closed;

3.      Closing the public road is not contrary to the public interest and no individual owning property in the vicinity of the road would be deprived of reasonable means of ingress and egress to this property;

4.      The Board of County Commissioners concludes that closing of the portion of the road pursuant to N.C.G.S. 153A-241 is in the best interests of the sole property owners and the citizens of the County of Stokes.

 

            IT IS THEREFORE ORDERED by the Board of County Commissioners of the County of Stokes that since the State will not maintain the abandoned portion of SR#1700 – Otis Woods Road, the abandoned portion of SR#1700 – Otis Woods Road be closed pursuant to N.C.G.S. 153A-241.

 

CERTIFICATE

 

            The foregoing Order was duly adopted by the Board of Commissioners of the County of Stokes at a meeting on the ___ day of December 2008, and appears on the minutes of the said Commission. A certified copy of the order shall be filed in the office of the Register of Deeds of the County.

 

            WITNESS, my hand and official seal this the ___ day of December, 2008.

 

_______________________                          _________________________                     

 J. Leon Inman - Chairman                          Jimmy Walker - Vice Chairman

____________________________                _______________________________

Ron Carroll - Commissioner                        Ernest Lankford - Commissioner  

____________________________                          

Stanley Smith - Commissioner                                

Attest:          

                          __________________________________

                                                                        Darlene M. Bullins – Clerk to the Board

 

            Chairman Inman reiterated that no one spoke during Public Hearing and that the Order

 

is the final step in approving the closure of a portion of the road.

 

            Manager Steen noted that the County had received a call from a land surveyor (working

 

for the New family) stating that the State’s markings for a turnaround were not at the end of

 

the road.  District Engineer John Rhyne, NCDOT, assured the County that the turnaround did

 

not have to be at the end of the road (sometimes it is placed before the end of the road due to

 

land contours-cost issues) and that road maintenance would continue up to the New property

 

line.

 

            Chairman Inman entertained a motion.

 

            Vice Chairman Walker moved to approve the Order to Close a Portion of State Road

 

#1700- Otis Woods Road.  Commissioner Smith seconded and the motion carried unanimously.

 

Request for Transfer of Property – Scattered Site Housing Grant Program

 

            Chairman Inman submitted the request from Mr. Sam Couch, on behalf of the

 

Calvin Overby Family, to transfer property deeded to Mr. & Mrs. Calvin Overby to their

 

three children with life time rights for Mr. & Mrs. Overby.  The request was presented at the

 

December 8th meeting with request for action by the Board of Commissioners at the

 

December 22nd meeting.  (Family members will assume all obligations of the original

 

agreements regarding the Scattered Site Housing Grant).

 

            Chairman Inman entertained a motion.

 

            Commissioner Smith moved to allow the motion to allow the Overby Family to

 

proceed with having documentation prepared for the land transfer, which will include lifetime

 

rights for Mr. and Mrs. Overby for review and approval by the County Attorney with final

 

approval by the Board of Commissioners.  Commissioner Lankford seconded and the motion

 

carried unanimously.

 

Community College Facility – Early College

 

            County Manager Bryan Steen submitted the request from Forsyth Tech. Community

 

College and Stokes County Board of Education for direction regarding the Early College High

 

School Program, which was presented at the December 8th meeting with a request for action by

 

the Board of Commissioners at the December 22nd meeting.  Manager Steen noted that Dr.

Stewart Hobbs, Stokes Superintendent, noted that the Board of Commissioners must give the

 

Stokes County Board of Education and Forsyth Technical Community College direction to

 

move forward with Early College High School Grant Application ($1.5 million) and the

 

Board’s commitment to provide temporary classrooms for the program until a permanent

 

facility is ready.  Manager Steen noted that a temporary facility would need to be ready by fall

 

2010, with classes starting in fall 09 to be held temporarily in the new Forsyth Tech. facility

 

located in King.

 

            Manager Steen noted that information received from Economic Development

 

Commission members along with officials from the Town of Danbury both agree that a facility

 

located on the Government Center Complex would be an economic boost to the Danbury area

 

by stabilizing current retail businesses in the area and also attracting new businesses to the

 

Danbury area.

 

            Commissioner Lankford noted the need to look at all options, possibly designing a

 

building on County property that could be used for other county services after a permanent

 

facility is located for the Early College High School, this eliminates renting a POD for the

 

Early College High School –saving county funding.

 

            The Board unanimously agreed to explore all options regarding a facility for the Early

 

College High School Program.

 

            Chairman Inman entertained a motion.

 

            Vice Chairman Walker moved to give direction to Forsyth Technical Community

 

College and Stokes County School System to proceed with the Early College High School

 

Application to secure the Grant which obligates the County to provide a facility for the

 

Early College High School Program.  Commissioner Carroll seconded and the motion carried

 

unanimously.

Appeal Request – Robert Lee lackey – Adjustment for Vehicle Value

 

            Tax Administrator Jake Oakley submitted the following correction regarding the

 

Appeal Request from Mr. Robert Lee Lackey that was presented at the December 8th meeting:

 

·         After receiving additional information from Mr. Lackey after the December 8th meeting pertaining to the type of Chevrolet Colorado Truck, the assigned value should be $13,020 instead of $17,480 and the salvage title value should be $9,114 instead of $12,236

 

Tax Administrator Oakley noted that Mr. Lackey is still requesting a reduction to

 

$6,000 per the Bill of Sale. 

 

Tax Administrator Oakley requested the Board of Commissioners accept the correction

 

to the assigned value and deny Mr. Lackey’s appeal and uphold the assigned value of $12,236

 

in order to remain consistent and fair in the department’s pricing of motor vehicles carrying a

 

“salvage title”.

 

            The Board discussed the correction submitted by Tax Administrator Oakley regarding

 

Mr. Lackey’s appeal.

 

            Chairman Inman entertained a motion.

 

            Commissioner Carroll moved that Mr. Lackey’ appeal request be denied and the Board

 

uphold the new assigned salvage title value of $9,114 submitted by Tax Administrator Oakley. 

 

Commissioner Smith seconded and the motion carried unanimously.

 

Copier Services for Government Center Complex – Continuation

 

            Chairman Inman entertained a motion regarding the additional bid information

 

submitted by Support Services Supervisor Danny Stovall.

 

            Commissioner Lankford moved to reject the non-compliant bid received from Dean’s

 

Office Machines and to award the bid (48 months) for copier services to next lowest bid -Sharp

 

Business Systems in the amount of $2,756.00. Commissioner Smith seconded and the motion

 

carried unanimously.

 

State Public School Building Capital Fund for Capital Outlay Projects

 

            Chairman Inman entertained a motion regarding the request from Stokes County

 

Board of Education to use of $210,000.00 State Public School Building Capital Fund for

 

Capital Outlay Projects with a required match of $70,000.00 which was approved in the

 

2008-09 Fiscal Budget.

 

            Commissioner Lankford moved to approve the request from Stokes County Board of

 

Education to use $210,000.00 State Public School Building Capital Fund for Capital Outlay

 

Projects with a required match of $70,000.00, which was approved in the 2008-09 Fiscal

 

Budget.  Commissioner Carroll seconded and the motion carried unanimously.

 

Legislative Goals Conference– Voting Delegate

 

            Chairman Inman entertained a motion.

 

            Commissioner Carroll moved to designate Chairman J. Leon Inman to serve as the

 

Voting Delegate for the Legislative Goals Conference.  Commissioner Lankford seconded and

 

the motion carried unanimously.

 

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). 

 

·         To consult with an Attorney employed or retained by the Public Body in Order to preserve the attorney-client privilege between the Attorney and the Public Body, which privilege is hereby acknowledged, and to consider and give instructions to an attorney concerning the handling or settlement of a claim judicial action, mediation, arbitration, or administrative procedure G.S. 143-318.11(3).

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). 

 

·         To consult with an Attorney employed or retained by the Public Body in Order to preserve the attorney-client privilege between the Attorney and the Public Body, which privilege is hereby acknowledged, and to consider and give instructions to an attorney concerning the handling or settlement of a claim judicial action, mediation, arbitration, or administrative procedure G.S. 143-318.11(3).

Commissioner Smith seconded and the motion carried unanimously.

 

The Board returned to the open session of the December 22nd meeting.

 

Economic Development

 

            Vice Chairman Walker requested that Economic Development in Stokes County be

 

placed on a Discussion Agenda early in the upcoming year for further discussion.

 

            Chairman Inman directed the Clerk to place the item on the January 12th –Discussion

 

Agenda.

 

Goals Planning Session

 

            Chairman Inman requested the Board have at least two dates other than January 14th,

 

15th or 16th available for a Goals Planning Session at the January 12th meeting.

 

Adjournment

 

There being no further business to come before the Board, Chairman Inman entertained

 

a motion to adjourn the meeting.

 

Commissioner Smith moved to adjourn the meeting.  Vice Chairman Walker seconded

 

and the motion carried unanimously.

 

 

_________________________                                  _____________________________

Darlene M. Bullins                                                    J. Leon Inman

Clerk to the Board                                                    Chairman