STATE OF NORTH CAROLINA )                    OFFICE OF THE COMMISSIONERS

                                                            )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                   )                    DANBURY, NORTH CAROLINA

                                                            )                    AUGUST 24, 2009

 

           

            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,

 

August 24, 2009 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

                                                Tax Administrator Jake Oakley

                                                Support Services Supervisor Danny Stovall

                                               

                                               

Chairman J. Leon Inman called the meeting to order.

 

Commissioner Ron Carroll 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 August 24, 2009 Agenda.

 

Commissioner Lankford moved to approve the August 24, 2009 Agenda as presented.  

 

Commissioner Smith seconded and the motion carried unanimously.

 

PUBLIC COMMENTS

 

There were no public comments.

 

CONSENT AGENDA

 

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

 

Consent Agenda:

 

Minutes

  • Minutes of August 4, 2009 - Planning
  • Minutes of August 10, 2009

 

Health Department - Budget Amendment #7

 

Finance Director Julia Edwards submitted Budget Amendment #7.

 

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

 

 

 

100.5100.261

Office Supplies

$15,840.00

$14,770.00

$30,610.00

 

           Totals

$15,840.00

$14,770.00

$30,610.00

This budget amendment is justified as follows:

The Health Department’s WIC Program was awarded one-time funding to promote the New WIC Food Package which involves educating WIC participants on new food recipes and how to shop for WIC foods.  Food demonstrations will be done and models/educational materials will be purchased.

 

This will result in a net increase of $14,770.00 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 this fiscal year.

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

          As

Number

Description

Amount

(Decrease)

     Amended

100.3301.232

WIC Client Services

$98,000.00

$14,770.00

$112,770.00

 

Totals

$98,000.00

$14,770.00

$112,770.00

 

Finance – Budget Amendment #8

 

            Chairman Inman requested to move Budget Amendment #8 to the Action Agenda for

 

discussion.  The Board unanimously agreed to move Budget Amendment #8 to today’s Action

 

Agenda.

 

Emergency Medical Services – Budget Amendment #9

 

            Commissioner Lankford requested to move Budget Amendment #9 to the Action Agenda for

 

discussion.  The Board unanimously agreed to move Budget Amendment #9 to today’s Action

 

Agenda.

 

Health Department – Budget Amendment #10

 

Finance Director Julia Edwards submitted Budget Amendment #10.

 

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 & Wages

$982,712.00

$(2,000.00)

$980,712.00

100.5100.320

Telephone

$18,959.00

$2,000.00

$20,959.00

 

           Totals

$1,001,671.00

$00.00

$1,001,671.00

 

This budget amendment is justified as follows:

To transfer funds from lapsed salaries for cell phones for the Baby Love Program.

 

This will result in a net increase of $00.00 in the expenditures and other financial use to the County’s annual budget. 

 

Tax Administration Report – July 2009

 

Tax Administrator Jake Oakley presented the following Real and Personal Property Refunds

 

(July 2009) which are more than $100 for the Board’s consideration at the August 10th meeting with a

 

request for action at the August 24th meeting: (Tax Administrator Jake Oakley recommended

 

approval of the Refunds)

 

Real and Personal Property Refunds More

than $100–July  09-Per NCGS 105-381 (b)

 

Name

Bill Number

Amount

Reason

Thomas Day

08A155892486.08

 $     105.86

SWMH Double Listed

07A696900402564

 $     111.31

SWMH Double Listed

06A696900402564

 $     101.42

SWMH Double Listed

05A2005006550

 $     137.12

SWMH Double Listed

Ryan Dixon

08A155901883.08

 $     112.36

SWMH Double Listed

07A155901883.08

 $     117.88

SWMH Double Listed

06A155901883.08

 $     125.93

SWMH Double Listed

05A2005006924

 $     145.25

SWMH Double Listed

04A2004006910

 $     161.54

SWMH Double Listed

Joyce Evans

05A200500803

 $     101.27

SWMH Double Listed

Total Amount

 $  1,219.94

 

 

Tax Administrator Jake Oakley presented the following Real and Personal Property Releases

 

(July 2009) which are more than $100 for the Board’s consideration at the August 10th meeting with a

 

request for action at the August 24th meeting: (Tax Administrator Jake Oakley recommended

 

approval of the Releases)

 

Real and Personal Property Releases More

 

 

 

than $100–July 09-Per NCGS 105-381 (b)

 

 

 

 

Viola Baird

09A694700166262

 $     123.03

Lots billed at incorrect unit price

 

Rebecca Bouton

09A690302772538

 $     385.70

System error- inactive parcel billed

 

Tommy Watson Construction

09A598220910403

 $     231.42

System error- inactive parcel billed

 

Donald Ray Stewart

09A691404634448

 $  1,863.33

System error- inactive parcel billed

 

Ryan Dixon

09A155901883.08

 $     103.29

SWMH was double listed

 

Roger Taylor

09A155916260.07

 $     104.38

SWMH rep. in 03-06

 

07A155916260.07

 $     119.68

SWMH rep. in 03-06

 

Billy Byrd

09A155892732.09

 $     286.62

DWMH was double listed

 

Joshua Bullins

09A156010636.01

 $     126.54

SWMH was double listed

 

Benjamin Martinez

09A155889370.07.01

 $     206.47

SWMH in Forsyth County

 

Total Amount

 $  3,550.46

 

Tax Administrator Jake Oakley presented the following Present-Use Value Applications for

 

the Board’s consideration at the August 10th meeting with a request for action at the August 24th 

 

meeting:  (Tax Administrator Jake Oakley recommended approval of the Present-Use Value

 

Applications)

Name

Parcel #

Acres

Reason

Jerry & Yvonne Rutledge

692200575657

29.58

Forestry

Mr. & Mrs. Rutledge have jointly owned the parcels for

692300625022

11.06

Forestry

for many years, but have never applied for Forestry

Use Value

Jerry & Yvonne Rutledge

692300831126

28.15

Forestry

These individuals have jointly owned the 3 parcels

Mickey Wagoner

693303019632

60.00

Forestry

about seven years, but have never applied for Forestry

692300649659

15.00

Forestry

Use Value

Robert W Stewart

694304632420

33.87

Agriculture

Mr. Stewart has owned this land for over ten years. 

The land is being farmed.

Ronald & Frances Young

604000577803

24.58

Forestry

The land has been in the family for many years.

 

Tax Administrator Jake Oakley presented the following late application for Elderly


Exemption and Disabled Veteran for 2009 for the Board’s consideration at the August 10th meeting

 

with a request for action at the August 24th meeting: (Tax Administrator Jake Oakley recommended

 

approval of the Late Application for Elderly Exemption and Disabled Veteran for 2009)

 

·         Mary F. Watts

o   Account – 155928193

o   Parcel: 6901-05-28-0332

o   One acre of land and dwelling located in Pinnacle

o   Assigned tax value of $140,800

 

Proposed Capital Project Ordinance – Nancy Reynolds School Project

 

Finance Director Julia Edwards presented the following proposed Capital Project Ordinance

 

for the Nancy Reynolds School Construction Project for the Board’s approval:

 

Capital Project Ordinance

 

                BE IT ORDAINED by the Governing Body of the County of Stokes, North Carolina that, pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project ordinance is hereby adopted:

 

                Section 1.  The project authorized is for the construction of the Nancy Reynolds School and other related expenditures not to exceed the appropriated amount financed by a Certificate of Participation or Private Placement.

 

                Section 2.  The officers of this unit are hereby directed to proceed with the capital project within the budget contained herein.

 

                Section 3.  The following amounts are appropriated for the project:

 

                                                Nancy Reynolds School Project

                Site Development                                400.5914.650                                       $   632,783.00

                Construction                         400.5914.600                                       $3,640,925.00

                Professional Services          400.5914.601                                       $2,953,268.00

                Plumbing Contract              400.5914.620                                       $   250,000.00

                Electrical Contract              400.5914.630                                       $   489,004.00

                HVAC Contract                   400.5914.640                                       $   576,255.00

                Equipment                            400.5914.690                                       $   756,417.00 

                                                                Total                                                      $9,298,652.00

 

                Section 4.  The following revenues are anticipated to be available to complete this project:

 

                Proceeds from financing    400.3831.002                                       $9,285,652.00

 

                Section 5.  The Finance Director is hereby directed to maintain within the Capital Project Fund sufficient specific detailed accounting records to satisfy the requirements.

 

                Section 6.  Funds may be advanced from the General Fund for the purpose of making payments as due.

 

                Section 7.  The Finance Director is directed to report, on a quarterly basis, on the financial status of each project element in Section 3.

 

                Section 8.  The Budget Officer is directed to include a detailed analysis of past and future costs and revenues on this capital project in every budget submission made to this Board.

 

                Section 9.  Copies of this capital project ordinance shall be furnished to the Clerk to the Governing Board, and to the Budget Officer and the Finance Director for direction in carrying out this project

 

Adopted this 24th day of August, 2009

 

 

Proposed Resolution – Rank of Eagle Scout – Shane Michael Maneval

 

Clerk to the Board Darlene Bullins presented the following proposed Resolution for

 

Shane Michael Maneval, who has achieved the Rank of Eagle Scout for the Board’s approval:

 

RESOLUTION IN RECOGNITION OF SHANE MICHAEL MANEVAL

FOR ACHIEVING THE RANK OF EAGLE SCOUT

 

WHEREAS, the Boy Scouts of America was founded on February 8, 1910, and has been at the forefront of instilling timeless values in our youth; and

 

WHEREAS, the Boy Scouts of America is committed to helping millions of youth succeed by providing the support, friendship, and mentoring necessary for character building, citizenship training, and personal fitness; and

 

WHEREAS, one of the major objectives in the Scouting Program is to develop citizenship through community involvement, and in addition to working for citizenship merit badges, Scouts are encouraged to participate in community service projects; and

 

WHEREAS, the highest advancement rank in Scouting is the coveted Rank of Eagle Scout, in which a Boy Scout must fulfill requirements in the areas of leadership, service and outdoor skills; and

 

WHEREAS, only approximately five percent of all Boy Scouts earn the Eagle Scout Rank; and

                                                       

WHEREAS, Shane Michael Maneval has distinguished himself by achieving the Rank of Eagle Scout by forming a team to build a bike trail and two bridges at the Second Chance Ranch in Danbury; and

 

NOW, THEREFORE BE IT RESOLVED, the Stokes County Board of Commissioners does hereby honor and congratulate Shane Michael Maneval on his successful completion of Eagle Scout Rank.

 

BE IT FURTHER RESOLVED, that the Stokes County Board of Commissioners commends Shane Michael Maneval for obtaining this level of achievement and encourages him to continue his dedicated service to the community.

 

Adopted this 24th day of August, 2009.

 

____________________________                           _____________________________

J. Leon Inman- Chairman                                Jimmy Walker – Vice Chairman

 

____________________________                            _____________________________

Ron Carroll - Commissioner                              Ernest Lankford - Commissioner

 

____________________________                         Attest:  

Stanley Smith – Commissioner                                                                                                         

___________________________________

Darlene M. Bullins – Clerk to the Board      

 

Proposed Resolution – Rank of Eagle Scout – Caleb Lane Gray

 

Clerk to the Board Darlene Bullins presented the following proposed Resolution for

 

 Caleb Lane Gray, who has achieved the Rank of Eagle Scout for the Board’s approval:

 

RESOLUTION IN RECOGNITION OF CALEB LANE GRAY

FOR ACHIEVING THE RANK OF EAGLE SCOUT

 

WHEREAS, the Boy Scouts of America was founded on February 8, 1910, and has been at the forefront of instilling timeless values in our youth; and

 

WHEREAS, the Boy Scouts of America is committed to helping millions of youth succeed by providing the support, friendship, and mentoring necessary for character building, citizenship training, and personal fitness; and

 

WHEREAS, one of the major objectives in the Scouting Program is to develop citizenship through community involvement, and in addition to working for citizenship merit badges, Scouts are encouraged to participate in community service projects; and

 

WHEREAS, the highest advancement rank in Scouting is the coveted Rank of Eagle Scout, in which a Boy Scout must fulfill requirements in the areas of leadership, service and outdoor skills; and

WHEREAS, only approximately five percent of all Boy Scouts earn the Eagle Scout Rank; and

                                                       

WHEREAS, Caleb Lane Gray has distinguished himself by achieving the Rank of Eagle Scout by forming a team to build an obstacle course at the Second Chance Ranch in Danbury; and

 

NOW, THEREFORE BE IT RESOLVED, the Stokes County Board of Commissioners does hereby honor and congratulate Caleb Lane Gray on his successful completion of Eagle Scout Rank.

 

BE IT FURTHER RESOLVED, that the Stokes County Board of Commissioners commends Caleb Lane Gray for obtaining this level of achievement and encourages him to continue his dedicated service to the community.

 

Adopted this 24th day of August, 2009.

 

____________________________                        _____________________________

J. Leon Inman- Chairman                             Jimmy Walker – Vice Chairman

 

____________________________                        _____________________________

Ron Carroll - Commissioner                         Ernest Lankford - Commissioner    

 

____________________________                         Attest:  

Stanley Smith – Commissioner                      ___________________________________

Darlene M. Bullins – Clerk to the Board      

 

 

Proposed Resolution – Authorization of Sale of County Issued Service Side Arm

 

            Support Services Supervisor Danny Stovall presented the following proposed Resolution

 

which authorizes the sale of one Beretta 90TWO, 40-caliber pistol to retiring Capital Alvin W. Tuttle

 

for the Board’s approval:

 

Resolution authorizing sale of County issued service side arm:

(North Carolina General Statute 20-187.2.A)

 

WHEREAS, Captain Alvin W. Tuttle is retiring from the Stokes County Sheriff’s Department on August 31, 2009; and

 

WHEREAS, Captain Alvin W. Tuttle has been a dedicated law enforcement officer to the citizens of Stokes County from August 18, 1989 through August 31, 2009, and

 

WHEREAS, North Carolina General Statute 20-187.2 (a), permits Stokes County to donate the badge worn at no cost, and to the sell service issued side arm to retiring law enforcement officers, at a price determined by the Board of Commissioners; and

 

THEREFORE, THE BOARD OF COMMISSIONERS OF STOKES COUNTY RESOLVES THAT:

 

  1. The Sheriff of Stokes County is authorized to present to Captain Alvin W. Tuttle his Stokes County Sheriff’s Department issued badge at no cost.
  2. The Sheriff of Stokes County is also authorized to sell a Beretta 90TWO, 40-caliber pistol, serial number TY04872 at a set price of $1.00 to Captain Alvin W. Tuttle after securing a permit as required by North Carolina General Statute 14-402 or 14-409.                 

                        

Adopted this the 24th day of August 2009. 

 

____________________________                         _____________________________

J. Leon Inman- Chairman                                   Jimmy Walker – Vice Chairman

____________________________                           _____________________________

Ron Carroll - Commissioner                                Ernest Lankford - Commissioner    

 

____________________________                             

Stanley Smith - Commissioner

 

Attest

________________________________

Darlene Bullins – Clerk to the Board

 

Tuition Reimbursement

 

            Clerk to the Board Darlene Bullins requested the Board’s approval to reimburse

 

Lisa Holt-LPN (Health Department) $250 for tuition costs, Ms. Holt has completed all the county’s

 

requirements for tuition reimbursement.

 

            The Board unanimously agreed that future tuition aid reimbursements be approved by the

 

County Manager instead of submission to the Board of Commissioners for approval and also

 

requested the Manager to revise the personnel policy to reflect that.  Commissioner Lankford

 

requested that the Board be updated when an employee receives tuition aid reimbursement.

 

Vice Chairman Walker moved to approve the Consent Agenda as amended.

 

Commissioner Lankford 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:

 

·         Economic Development Commission will be working with the Danbury Library to establish a visitor/information center during the Library’s regular hours of operation

·         Economic Development has received a $15,000 Workforce Development Grant which will be used to develop websites for local businesses.  ED Director will be starting with 6 pilot sites this fall using FTCC and high school students to develop the websites

 

Danbury Water System - Update

 

            County Manager Bryan Steen presented the following update:

 

·         Grant was awarded approximately 10 months ago to make improvements to the Danbury Water System

·         First Step – Drill a new well and add a storage tank, then proceed to repair or replace water lines, service lines, automatic timers, meters, values, etc.

·         There were deed restrictions on the lot (approved by the Board for purchase) intended for placement of a new well and storage tank, (approximately 110 property owners)

·         The property which had an artesian well also had restrictions (septic tanks too close to the well)

·         Recently drilled two different locations for wells that were not successful

·         Currently looking for other locations that are suitable for a well and storage tank

 

Vice Chairman Walker expressed concerns with the well being located near the

 

Administrative Building and questioned Golder & Associates’ involvement with the drill sites. 

 

Manager Steen noted that the County used information from the previous Golder Study, no additional

 

payment has been made to Golder for the use of the Study.

 

            Commissioner Smith noted the need to find property close to the property owners

 

who are and have been experiencing the low water pressure.

 

Board of Commissioners - Update

 

            Vice Chairman Walker reminded fellow Commissioners to donate to the World War II

 

-Flight of Honor.

 

            Commissioner Lankford noted that the widening of Highway #8&89 to the Virginia Line

 

has been set at priority #9 and Highway #311 through Walnut Cove has been set at priority #7 on

 

the TIP.

 

GENERAL GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA

 

Fire Commission – Request – Northeast Stokes Vol. Fire Department

 

            Fire Commission Chairman Clifford Hall presented the following information regarding

 

a request from Northeast Stokes Volunteer Fire Department: (Joe James, Representative for Northeast Stokes Volunteer Fire Department, was in attendance for the meeting)

 

·         Fire Commission held a special meeting to hear the request from Northeast Stokes Volunteer Fire Department

·         Request for funding for repairs to the tank and springs on Pumper/Tanker #736

·         Request for funding for repairs to the springs on Pumper #436

·         Northeast Stokes does not have the funds to repair the vehicles

·         Was not aware of these problems at budget time

·         Stokes County is currently trying to get a ISO reduction and these two vehicles are very vital to accomplishing the ISO reduction

·         Repairs estimated at $25,000

·         Fire Commission voted to request the County assist Northeast Stokes with the funding for the requested repairs from the Fire District Fund Balance, loan, etc.

·         If a loan was pursued by Northeast Stokes, there could possibly be a high interest rate due to the amount owed by the Department

·         Currently, no other department has this type of urgency

           

Joe James noted the following:

 

·         The same tank problems were experienced by Danbury Vol. Fire Department, which received funding from the Fire District Fund Balance

·         The 1986 truck was the first truck after the forming of the Fire Service District (24 years old)

·         Both trucks are mechanically sound

·         Desperately need funding for the repairs on these trucks

·         Department has no extra funding for these expenses

·         One vehicle is scheduled to be taken for repairs to the springs on 08-25-09

·         Northeast Stokes is willing borrow the funding if backed by the Board

 

The Board discussed the request with Fire Commission Chairman Hall and Mr. James.

 

Finance Director Julia Edwards noted that as of 06-30-09, there was a $71,057 Fire District

 

Fund Balance, with $36,307 appropriated in the 2009-10 budget, leaving $34,307 Fund Balance.

 

            Commissioner Lankford noted with the Fire Commission’s recommendation, the Board

 

should consider appropriating $25,000.

 

            Commissioner Carroll agreed with Commissioner Lankford.

 

            Commissioner Smith suggested possibly borrowing a vehicle from another department and

 

have Northeast look into the possibility of borrowing the funding with the Board’s approval and

 

backing.

 

            Mr. James noted the urgency of the matter with one truck already scheduled for spring repairs

 

to be started on 08-25-09 (approximately $600-$1,000 cost) if approved by the Board at tonight’s

 

meeting.

 

Chairman Inman, with consensus of the Board, directed Mr. James to continue with the

 

scheduled spring repairs and directed the Clerk to place the item and the appropriate budget

 

amendment for funding from the Fire Service District on the September 14th Action Agenda.

 

Courtroom “C” and District Attorney’s Office Renovation Project

 

            Support Services Supervisor Danny Stovall discussed the following information regarding

 

the renovations to Courtroom “C” and the District Attorney’s Office:

 

·         Robbins Architecture has completed separate plans for proposed renovations to the lower and upper level of the Government Center

·         Funding Source - $100,000.00 currently budgeted in Capital Reserve for the Courtroom “C” renovation project

·         Approximately $26,751 remains from third floor renovation project

·         Possibly some work can be done by county staff such as painting, building judges’ bench, etc.

·         District Attorney’s renovation project could start anytime

·         Courtroom “C” renovation project would need to be worked around the court schedule – possibly an opening in late November or early December

·         No funding has been allocated for the District Attorney’s renovation project

·         Estimate for the District Attorney’s renovation project (approximately $45,000 for turnkey project) was done last Spring

 

Mr. Stovall presented the Board with the following project specifications:

 

Government Center Lower Level

Courtroom C

  • Security doors – add (3) existing doors and (2) new double doors to card system.

I’ve discussed this with the following Sheriff’s Department personnel, Al Tuttle, Kenny Norman, Craig Carico and Mike Marshall. All are in agreement that the proposed measures will secure this area. 

 

  • Scope of work - construct offices, attorney/client meeting rooms, Judge’s chambers along with the adding open space into Courtroom C, new entrance into Courtroom C from side corridor and Judge’s bench area. 
  • Demo/remove - block/brick walls, sheetrock walls, sink and cap plumbing, ceiling grid, light fixtures, etc.
  • Judge Southern and Judge Massey have reviewed plans and both are ok with plans as drawn. 

 

Court Personnel Offices

  • Convert existing space that was utilized by the Sheriff’s department into (3) offices to be used by Court personnel.

 

Veteran’s Office

  • Convert open space outside Courtroom C into an office and waiting area.
  • Entrance to this area will be off main lobby utilizing existing doorway.
  • Veterans Officer Larry Hunsucker is ok with plans for new office space. 

 

Domestic Violence

·       Convert existing office space along with another office into (2) offices and waiting area.

·       Domestic Violence staff is please with proposed space.

 

Government Center Upper Level

District Attorney’s Office Space 

  • Convert open space into a conference room, reception/waiting areas, offices along with file storage rooms.
  • Demo has already been completed.
  • District Attorney Ricky Bowman and staff have reviewed plans and are ok for us to move forward.
  • Possibly could have minor wall change during construction – this can be made without any additional cost to the County.

 

Furnishings/Cabling

  • Furniture will need to be purchased for some the offices, courtroom, Judge’s chamber and DA’s conference room.
  • Data/telephone cabling will need to be installed into all locations.

 

            Mr. Stovall requested guidance from the Board pertaining to which project should be

 

completed first.

 

            The Board discussed the proposed renovation projects with Mr. Stovall.

 

            Commissioner Smith noted the following:

 

·         District Attorney’s office is used 5 days a week

·         Could have another District Attorney in Stokes County to serve the citizens if space was available

·         Courtroom “C” at one time was only used 4-5 times a month

·         District Attorney’s renovation project should be started first and then see what is needed for Courtroom “C” project

 

Commissioner Lankford noted funding was already appropriated for the Courtroom “C”

 

Project and should start with that project.

 

            Commissioner Carroll suggested starting with the District Attorney’s renovation project

 

(higher priority), use the $26,751 and if additional funding is needed, appropriate the needed funding

 

from the $100,000.00 and then appropriate the remaining needed funding for the Courtroom “C”

 

renovation project from other resources. Commissioner Carroll noted possibly reducing the funding

 

allocated for paving.

 

            Vice Chairman Walker noted the need to get these projects completed and agreed with

 

Commissioner Carroll regarding the high priority of the District Attorney’s renovation project.

 

            Chairman Inman requested Mr. Stovall obtain new bids for the Courtroom “C” renovation

 

project for the September 14th meeting.

 

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

 

item on the September 14th Action Agenda.

 

Designation of Voting Delegate for NCACC Annual Conference

           

Chairman Inman noted the need to designate a voting delegate for the NCACC Annual

 

Conference scheduled for August 17th – August 20th and would be honored to represent the County

 

as the voting delegate during the conference.

 

            The Board discussed the voting delegate for the conference and agreed to place the item

 

on today’s Action Agenda.

 

Appointments

Stokes County Juvenile Crime Prevention Council (JCPC)

 

            Chairman Inman noted that the Board of Education has recommended Becky Boles to

 

serve on the JCPC.  There have been no other applications received for the appointment.

 

            Commissioner Lankford nominated Becky Boles to serve on the JCPC.

 

Ms. Boles can be considered at the September 14th meeting.

 

Stokes County Medical Director

 

            Emergency Medical Director Monty Stevens presented the following information

 

regarding the appointment of the Stokes County Medical Director:

 

·         Committee was formed to interview candidates

o   EMS Director Monty Stevens

o   Assistant EMS Director Greg Collins

o   Training Officer Brian Booe

o   EMS Shift Supervisor Doug Bullins

o   EMS Shift Supervisor Chuck Hartgrove

o   EMS Shift Supervisor Brandon Gentry

o   Vice President of Nursing Pam Tillman –Stokes Reynolds Memorial Hospital

o   All candidates were then interviewed by Dr. Sam Newsome, Interim Medical Director

·         Candidates interviewed:

o   Dr. Darrell Nelson

o   Dr. Jason Edsall

o   Dr. Tripp Winslow

·         Committee along with Dr. Newsome chose Dr. Tripp Winslow

·         Dr. Winslow withdrew from the appointment process

·         Dr. Darrell Nelson was the next choice

·         Dr. Nelson is willing to serve and is looking forward to working with Stokes EMS again, Dr. Nelson started with Stokes County as a paramedic

·         Feels any one of the three candidates would be a great asset to the County’s EMS Program

·         Would like to move the process along as quickly as possible due to new protocols, new medication, and new equipment

 

The Board discussed the Medical Director’s appointment with Director Stevens.

 

The Board had no issues with Director Stevens’ recommendation.

 

Chairman Inman directed the Clerk to place the item on the September 14th Action

 

Agenda.

 

 

 

 

GENERAL GOVERNMENT – GOVERNING BODY – ACTION AGENDA

 

Interstate Collection Agency – Further Discussion

 

            Tax Administrator Oakley discussed the following brief overview regarding the use of

 

Interstate Collection Agency:  (Item was presented and discussed at the August 10th meeting)

 

  • There will be a notice posted in the local newspaper and on Stokes County’s website indicating the County’s new procedure to be enacted concerning delinquent accounts being given to a collection agency.

 

  • This notice will give taxpayers a thirty (30) day initial waiting period prior to any accounts being forwarded to a collection agency.

 

  • Following Interstate Collections’ initial notification, there is a thirty-five (35) day window for payment prior to debt information being forwarded to a credit bureau.

 

  • No accounts, seven (7) years or older, will be forwarded to the credit bureau.

 

  • No accounts totaling ten (10) dollars or less will be sent to Interstate Collections (additional explanation provided if needed during Board meeting).

 

  • All tax bills and EMS bills, ten (10) years old or less, can be collected.  All other bills (i.e. water bills) can only be pursued for three (3) years.

 

  • All motor vehicle bills (1999-2008) will be sent in phases.

 

  • All personal property bills (1999-2008) will be sent in phases.

 

  • All EMS accounts (1999-2005) will be sent in phases. Will return to the Board if need to proceed with 2006 and above.

 

  • There will no real property delinquent accounts turned over to the collection agency.
  • All phases consist of one year billing cycles.

 

  • First bills to be delivered as soon as approved by Board (1999 accounts).

 

  • Following the delivery of delinquent bills by Interstate Collection Agency to the Department of Revenue for the purpose of “debt setoff” attachment to taxpayers’ refunds, the accrual of interest between the time of attachment and the receipt by the Tax Office of remittance will need to be forfeited by release

 

  • Reiterated that delinquent accounts were mailed a notice(in addition to the original notice and second notice) in 2007 and 2008

 

  • Can stop at anytime and review any or all calls made

 

The Board further discussed the use of Interstate Collection Agency with Tax Administrator

 

Oakley.

 

            Vice Chairman Walker reiterated the need to promote “user friendly” even if the

 

County chooses to proceed with using a collection agency.

 

            Tax Administrator Oakley reiterated that the Tax Department is willing to work with 

 

anyone who desires to set up payments on delinquent accounts.

           

            Commissioner Lankford confirmed with Director Stevens that delinquent EMS Bills

 

(1999-2003) had been turned over to the Tax Department.  

 

Chairman Inman entertained a motion.

 

Commissioner Lankford moved to allow Tax Administrator Oakley to proceed with

 

contracting with Interstate Collection Agency for collection of delinquent accounts.  Commissioner

 

Smith seconded and the motion carried unanimously.

 

Proposed Lock Box Automated Payment System

 

            Finance Director Julia Edwards and Tax Administrator Jake Oakley noted the following

 

information regarding the Proposals for Lock Box Automated Payment Services which was presented

 

at the August 10th meeting:

 

·         County received proposals for Lock Box Automated Payment Services                   until July 17, 2009 – the following submitted a proposal:

o   NewBridge Bank  - $19,500.00 – estimated cost

(Current bank relationship)

o   First Citizens - $28,882.50 – estimated cost

(cost for account with Bank $192.00 yearly)

o   RBC - $23,445.00 – estimated cost

(cost for account with Bank $5,382.00 yearly)

o   SunTrust – $32,199.84 - estimated cost

(cost for account with Bank $8,400.60 yearly

 

 

 

Budget Amendment #11

 

            Finance Director Julia Edwards presented Budget Amendment #11 to transfer funds

 

from Contingency to Tax Administration for the cost of the Lockbox Services for the remainder

 

of 2009-10 fiscal year:

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Tax Administration

 

 

 

100.4140.440

Misc. Contractual Serv.

$60,120.00

$19,500.00

$79,620.00

 

Contingency

 

 

 

100.9910.000

Contingency

$200,000.00

$(19,500.00)

$180,500.00

 

           Totals

$260,120.00

$00.00

$260,120.00

 

This budget amendment is justified as follows:

To transfer funds from Contingency to Tax Administration for the cost of Lockbox Services for the fiscal year.

 

This will result in a net increase of $00.00 in the expenditures and other financial use to the County’s annual budget. 

 

            Chairman Inman entertained a motion.

 

            Commissioner Lankford moved to approve the proposal from NewBridge Bank for Lockbox

 

Services and Budget Amendment #11.  Commissioner Carroll seconded and the motion carried

 

unanimously.

 

Purchasing Contracts

 Proposed Bids – Fiscal Year 2009-10 Vehicles Financing

 

            Chairman Inman noted the following proposals and proposed Resolution presented

 

by Support Services Supervisor Danny Stovall at the August 10th meeting for vehicle purchases:

 

Bank

1st Payment

Bank

Rate

Fees

Due 09-2010

RBC Bank

2.83%

 $  100.00

 $     203,316.25

BB&T

3.28%

 $             -  

 $     205,215.69

SunTrust

3.468%

 $  750.00

New Bridge

4.875%

 1,463.00

Chairman Inman entertained a motion.

 

            Commissioner Lankford moved to approve RBC Bank for financing 2009-10 vehicle

 

purchases at an interest rate of 2.83% and the submitted Resolution Authorizing the Execution and

 

and Delivery of an Installment Financing Contract in the Amount of $390,000.00 with RBC Bank.

 

Commissioner Carroll seconded and the motion carried unanimously.

 

(a copy of the executed Resolution will be retained by the Clerk to the Board and the Support

Services Supervisor)

 

 

Proposed Resolution – E911- Computer Software – Sole Source

 

            Chairman Inman noted the following proposed Resolution for E911 Computer Software –

 

Sole Source submitted by Support Services Supervisor Danny Stovall at the August 10th meeting:

 

RESOLUTION

 

EXEMPTION FROM GENERAL STATUTES  

FOR FISCAL YEAR 09-10 CAD SOFTWARE/INTERFACE PURCHASES

 

WHEREAS, North Carolina General Statues 143-131 and 143-129 require public bidding for the purchase of apparatus, supplies, materials, or equipment requiring an estimated expenditure of public money over a stated dollar amount and further provided that no contract may be awarded therefore, by any board or governing body of the State, or of any institution of the State government, or of any political subdivision of the State, unless provisions of these statutes are complied with;

 

WHEREAS, North Carolina General Statute 143-129 contains the following exception;

(e) (6) Exceptions – The requirements of this Article do not apply to:

Purchases of apparatus, supplies, materials, or equipment when: (i) performance or price competition for a product are not available; (ii) a needed product is available from only one source of supply; or (iii) standardization or compatibility is the overriding consideration. Notwithstanding any other provision of this section, the governing board of a political subdivision of the State shall approve the purchases listed in the preceding sentence prior to the award of the contract.

 

WHEREAS, the Board of Commissioners is convened in a regular meeting:

 

NOW THEREFORE, THE BOARD OF COMMISSIONERS OF STOKES COUNTY RESOLVES THAT:

 

The purchase of Police/Fire software and CAD interface modules be made exempt from the provisions of North Carolina General Statute bidding requirements per 143-129(e)(6) for the following reasons:

 

·         Stokes County’s E911 system currently utilizes software from Priority Dispatch and Spillman Technologies;

·         Software and interface modules to be purchased will be provided by existing vendors;

·         Software compatibility, standardization and vendor performance are major concerns and shall be taken into consideration for these purchases;

 

Adopted the 24th day of August 2009.

_____________________________                          _____________________________

J. Leon Inman- Chairman                                            Jimmy Walker – Vice Chairman

____________________________                              _____________________________

Ron Carroll - Commissioner                                         Ernest Lankford - Commissioner      

 

 

____________________________                            Attest ________________________                    

Stanley Smith – Commissioner                                              Darlene Bullins

Clerk to the Board

 

            Chairman Inman entertained a motion.

 

            Commissioner Smith moved to approve the submitted Resolution for CAD Software/Interface

 

Purchases - Sole Source.  Commissioner Lankford seconded and the motion carried unanimously.

           

Job Vacancies

 

            County Manager Bryan Steen recommended the following vacancies at the August 10th

 

meeting for the Board’s consideration:

 

Position

Department

Status

Additional

Information

Administrative Assist.

Public Building/Utilities

Vacant

04-17-2009

Approved in budget to be filled 10-01-09

Maintenance Parks

Public Building

Vacant

01-19-2009

Approved in budget to be filled 10-01-09

Another vacancy could possibly occur in late fall

Social Worker III- Temp

DSS

Vacant

 06-26-2009

Temporary position approved in the budget

through February 2010- fill asap due to workload

Telecommunicator

E911

Vacant

06-11-2009

Currently vacant

 

Manager Steen noted that Emergency Communications has two vacancies and Public Works

 

Director Delehant has received official notification of one retirement 11-01-09 (Custodian) and one

 

resignation (Sanitation Truck Driver) effective two weeks from today.

 

Emergency Management Planner I

 

            County Manager Bryan Steen noted that Health Director Josh Swift has requested the

 

approval to hire a qualified Emergency Management Planner I at the salary of $35,000.00,

 

which exceeds the County’s current salary plan.

Chairman Inman entertained a motion.

 

Commissioner Carroll moved the County Manager be authorized to fill the four

 

positions spelled out in his memo dated August 3rd and the Health Director be empowered to

 

employ the Emergency Management Planner I under the conditions presented at the last meeting:

 

Administrative Assist.

Public Building/Utilities

Maintenance Parks

Public Building

Social Worker III- Temp

DSS

Telecommunicator

E911

 

Emergency Management Planner – Starting Salary = $35,000.00

 

Vice Chairman Walker seconded the motion.  Vice Chairman Walker requested clarification

 

regarding the number of telecommunicator positions requested by Manager Steen.  Commissioner

 

Carroll clarified that his motion approves only one telecomunicator as requested by Manager


Steen’s memo.

 

            The motion carried unanimously.

 

Personnel

 

            Chairman Inman entertained a motion regarding the following proposed personnel policies

 

and Art Council’s job reclassification submitted by Manager Steen at the August 10th meeting:

 

Holiday and Compensatory Time – Proposed Policy

Article VII.  Overtime Provisions (page 9 and 10)

Section 1 – Non Exempt Employees

Employees will be required to use compensatory time as soon as possible after accumulation at the direction of the Department Head and will be required to use Compensatory time before the use of any other leave time. 

Delete:  Employees are encouraged to use accrued compensatory time within sixty (60) days of the date it is earned.

 

Article V.  Employee Benefits (Page 2)

Section 1 - Holidays

If the Department Head or County Manager determines that it is necessary for an employee to

work on a holiday, compensatory hours shall be awarded for the hours worked.  Employees who are subject to work holidays because the department continues to operate as usual shall receive an accrual of holiday hours which may be taken at a later date (with the approval of the Department Head).  These departments are:  Sheriff’s Department, Emergency Communications, Jail, and EMS .  Accumulated holiday hours are compensable if the employee terminates.

 

Revision:

If the Department Head or County Manager determines that it is necessary for an employee to

work on a holiday, compensatory hours shall be awarded for the hours worked.  Employees who are subject to work holidays because the department continues to operate as usual shall receive an accrual of holiday hours which will be taken at the direction of the Department Head and prior to the use of all other leave time.  These departments are:  Sheriff’s Department, Emergency Communications, Jail, and EMS.  Accumulated holiday hours are compensable if the employee terminates.

 

This will also be added to Article V. -  Section 2- Annual Leave (Vacation), Section 3- Sick Leave and Personal Leave, and Article VII.  Overtime Provisions (page 9 and 10)

Insert:  Employees will be required to use accrued Holiday Time before using any other type of leave

 

Exempt Employees – Timesheet Maintenance - Proposed Policy

 

Section 2 – Exempt Employees

Employees classified as exempt will not maintain a timesheet unless reporting the use of sick or annual leave.

 

Arts Council Director – Revision of Job Classification

 

·         Title – Director of Arts and Cultural Services

·         Addition – May serve as the Executive Director of the Stokes County Arts Council

 

Commissioner Lankford moved to approve the personnel policies (Holiday/Compensatory

 

Time Policy and Exempt Employees –Timesheet Maintenance) along with the title change (Director

 

of Arts and Cultural Services) of the Arts Council Director.  Vice Chairman Walker seconded the

 

motion.

 

            County Manager Steen requested an effective date.

 

            Commissioner Lankford amended his motion to include 08-24-2009 as the effective date.

 

Vice Chairman Walker amended his second to the motion.

 

            Commissioner Carroll stated that he had no problem approving the personnel policy changes,

 

but saw no point in changing the Arts Council’s job title.

 

            County Manager Steen noted an error in the policy regarding exempt employees maintaining

 

a timesheet.  Policy should read as follows:  Employees classified as exempt will not maintain a

 

timesheet unless reporting the use of sick, annual, or holiday leave. (holiday had not been included)

 

            The Board discussed the change requested by Manager Steen.

 

            Commissioner Lankford amended his amendment to the original motion to include the

 

revision requested by Manager Steen.  Vice Chairman Walker amended his second to the amendment

 

to the original motion.  The amended motion approves the personnel policies (Holiday/Compensatory

 

Time Policy and Exempt Employees –Timesheet Maintenance) along with the title change (Director

 

of Arts and Cultural Services) of the Arts Council Director, effective date of August 24, 2009 and the

 

insertion of the word “holiday” in the Exempt Employee/Timesheet Maintenance.   The amended

 

motion carried (4-1) with Commissioner Carroll voting against the motion.

 

Finance - Budget Amendment #8

 

Chairman Inman presented Budget Amendment #8 which was moved from today’s

 

Consent Agenda .

 

 

 

Current

 

 

 

Account

Account

Budgeted

Increase

          As

 

Number

Description

Amount

(Decrease)

     Amended

 

 

 

 EMS

 

 

 

100.4370.510

Equipment

$190,000.00

$62,000.00

$252,000.00

 

Finance

 

 

 

100.4130.510

Equipment

$00.00

$39,660.00

$39,660.00

 

Fire Marshal

 

 

 

100.4340.511

Equipment-Non Capitalized

$00.00

$1,500.00

$1,500.00

 

Public Buildings

 

 

 

100.4190.590

Improvements

$00.00

$150,000.00

$150,000.00

 

Transfers

 

 

 

100.9820.991

Transfer to School Capital Outlay Fund

$00.00

$300,000.00

$300,000.00

100.9820.992

Transfer to Dedicated Fund –Debt Service

$00.00

$1,000,000.00

$1,000,000.00

 

Special Appropriation

 

 

 

100.4520.492

YVEDDI

$00.00

$50,000.00

$50,000.00

 

Contingency

 

 

 

100.9910.200

Hold Harmless

$1,450,000.00

$(1,450,000.00)

$00.00

100.9910.400

Capital Outlay

$153,160.00

$(153,160.00)

$00.00

 

           Totals

$1,793,160.00

$00.00

$1,793,160.00

                                                                                   

This budget amendment is justified as follows:

To transfer funds from Contingency for Capital Outlay, Schools, and Debt Service and un-appropriate Fund Balance per the seven (7) items listed in the 2009-10 Budget Ordinance funded by Hold Harmless.

 

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 the will be received in this fiscal year.

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

          As

Number

Description

Amount

(Decrease)

     Amended

                                    General Fund

100.3991.000

Fund Balance

$304,015.00

$(300,000.00)

$4,015.00

100.3327.100

Hold Harmless

$1,603,160.00

$300,000.00

$1,903,160.00

 

           Totals

$1,907,175.00

$00.00

$1,907,175.00

 

The Board discussed Budget Amendment #8 with Finance Director Julia Edwards.

 

Commissioner Carroll questioned the urgency with including the up to $300,000.00 Transfer to

 

School Capital Outlay Fund until official notification was received from the Board of Education

 

indicating exactly what amount was transferred to the School’s Capital Outlay Fund.  Commissioner

 

Carroll suggested waiting on voting until Mr. Stovall presents his proposed bids for the Courtroom

 

“C”  renovation project at the next meeting.  Funding amounts in Budget Amendment #8 could be

 

changed if additional funding is needed for the project.  Finance Director Edwards noted that she

 

would contact school administration regarding the Transfer to School Capital Outlay Fund.

 

            Chairman Inman entertained a motion to table Budget Amendment #8.

 

            Commissioner Carroll moved to table Budget Amendment #8 until the next meeting.

 

Commissioner Lankford seconded and the motion carried unanimously.

 

Finance - Budget Amendment #9

 

Chairman Inman presented Budget Amendment #9 which was moved from today’s

 

Consent Agenda .

 

 

Capital Projects Fund

 EMS Station

 

 

 

400.5912.602

Construction

$35,700.00

$341,313.00

$377,013.00

 

 

$35,700.00

$341,313.00

$377,013.00

 

General Fund

 

 

 

100.9820.961

Capital Projects Fund

$00.00

$341,313.00

$341,313.00

 

           Totals

$00.00

$341,313.00

$341,313.00

                                                                                   

This budget amendment is justified as follows:

To transfer funds approved by the Local Government Commission to redirect financing of paving to the EMS Construction Project.

 

This will result in a net increase of $341,313.00 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 the will be received in this fiscal year.

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

          As

Number

Description

Amount

(Decrease)

     Amended

 

General Fund

 

 

 

100.3991.000

Fund Balance

$304,015.00

$341,313.00

$645,328.00

 

           Totals

$304,015.00

$341,313.00

$645,328.00

 

 

                                    Capital Projects Fund

400.3982.002

Transfer from General Fund EMS Station

$35,700.00

$341,313.00

$377,013.00

 

           Totals

$35,700.00

$341,313.00

$377,013.00

 

 

The Board discussed Budget Amendment #9 with Finance Director Julia Edwards.

 

Commissioner Lankford requested clarification regarding the transfer of $341,313.00 from

 

Fund Balance.

 

            Finance Director Edwards noted that due to the funds not being expensed during Fiscal

 

Year 2008-09, the funding from the financing reverted to General Fund Balance.  This amendment

 

reverts the funds from General Fund Balance to the Capital Projects Fund for the EMS Station

 

Project.

 

            Chairman Inman entertained a motion.

 

            Commissioner Lankford moved to approved Budget Amendment #9.  Commissioner

 

Smith seconded and the motion carried unanimously.

 

Designation of Voting Delegate for NCACC Annual Conference

 

            Chairman Inman entertained a motion.

 

            Commissioner Lankford moved to approve Chairman Leon Inman as the voting delegate

 

for the 102nd Annual Conference of the North Carolina Association of County Commissioners.

 

Vice Chairman Walker seconded and the motion carried unanimously.

 

 

Closed Session

 

            Chairman Inman entertained a motion to enter into closed session for the following:

 

  • To consider and take action with respect to the position to be taken by the county in negotiating the price or other materials, terms of an agreement for the acquisition or lease of real property pursuant to G.S. 143-318-11(a)(5).

 

  • 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(a)(6). 

 

Vice Chairman Walker moved to enter into closed session for the following:

 

  • To consider and take action with respect to the position to be taken by the county in negotiating the price or other materials, terms of an agreement for the acquisition or lease of real property pursuant to G.S. 143-318-11(a)(5).

 

  • 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(a)(6). 

 

Commissioner Smith seconded and the motion carried unanimously.

 

 

The Board returned to the open session of the August 24th 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