STATE OF NORTH CAROLINA )                    OFFICE OF THE COMMISSIONERS

                                                            )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                   )                    DANBURY, NORTH CAROLINA

                                                            )                    JANUARY 11, 2010

 

           

            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,

 

January 11, 2010 at 1:30 pm with the following members present:

                                                                       

Chairman Jimmy Walker

Vice Chairman Ernest Lankford

Commissioner J. Leon Inman                        

Commissioner Ron Carroll

                                                Commissioner Stanley Smith

                                                                                                                       

                                                County Personnel in Attendance:

                                                County Manager K. Bryan Steen

                                                Clerk to the Board Darlene Bullins

                                                Finance Director Julia Edwards

                                                Economic Development Director Alan Wood

                                                Public Health Director Josh Swift

                                                                       

Chairman Jimmy Walker called the meeting to order and delivered the invocation.

                       

GENERAL GOVERNMENT-GOVERNING BODY-PLEDGE OF ALLEGIANCE

 

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

 

Board with the Pledge of Allegiance. 

 

GENERAL GOVERNMENT – GOVERNING BODY – APPROVAL OF AGENDA

 

Chairman Walker entertained a motion to approve or amend the January 11, 2010

 

Agenda.

 

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

 

·         Adding wordage regarding the Discussion Agenda to read –“If time sensitive material is being discussed, the Board has the option to move the item to Action Agenda”

Vice Chairman Lankford expressed concerns with discussing changing the format of the

 

Agenda during a regular meeting and suggested discussing the item at an upcoming budget/goal

 

session.

 

            Chairman Walker stated he would entertain a motion at this time.

 

            Commissioner Carroll noted that Commissioner Smith’s proposal is simply putting in

 

writing what the Board’s practice has been during the last three years and would make it very

 

clear to the public to avoid any confusion.

 

 

 

            Commissioner Carroll moved to add Commissioner Smith’s request to today’s Discussion

 

Agenda.  Commissioner Smith seconded the motion.

 

            Vice Chairman Lankford reiterated the need to discuss this type of item in a work session

 

rather than a regular meeting and expressed concerns with this item not being on today’s Agenda.

 

            Chairman Walker called the question.

 

            The motion carried (4-1) with Vice Chairman Lankford voting against the motion.

 

            Chairman Walker noted the item would be added to today’s Discussion Agenda as

 

Item G.

 

County Manager Bryan Steen informed the Board that there is no longer a need to have

 

a Closed Session today and requested to remove the item from today’s Agenda.

 

            The Board had no issues with Manager Steen’s request.

 

Commissioner Smith moved to approve the January 11, 2010 Agenda as amended.

 

Commissioner Carroll seconded and the motion carried (4-1) with Vice Chairman Lankford

 

voting against the motion.

 

PUBLIC COMMENTS

 

There were no public comments.

 

CONSENT AGENDA

 

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

 

Consent Agenda:

 

Minutes

 

Fire Marshal - Budget Amendment #45

 

Finance Director Julia Edwards submitted Budget Amendment #45.

 

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

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Fire Marshal

 

 

 

100.4340.000

Salaries & Wages

$135,318.00

$(2,256.00)

$133,062.00

100.4340.351

Maint. & Repairs –Auto

$3,400.00

 $2,256.00

$5,656.00

 

           Totals

$138,718.00

      $00.00

$138,718.00

 

This budget amendment is justified as follows:

To transfer funds for repairs to vehicles.

 

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 this fiscal year.

Health Department - Budget Amendment #46

 

Finance Director Julia Edwards submitted Budget Amendment #46.

 

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

$63,110.00

$298.00

$63,408.00

100.5100.370

Advertising

$1,340.00

$450.00

$1,790.00

 

           Totals

$64,450.00

$748.00

$65,198.00

 

This budget amendment is justified as follows:

To appropriate funds received to help with the new NC Smokefree Law.

This will result in a net increase of $748.00 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 and verified through the WIRM Reporting System.

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

100.3301.227

NC Smokefree Law

$00.00

$748.00

$748.00

 

           Totals

$00.00

$748.00

$748.00

 

Commissioner Inman moved to approve the Consent Agenda as presented.

 

Vice Chairman 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:

 

           

The Board discussed possible dates for the EMS Open House – New Pinnacle Station.

           

            The Board unanimously agreed to have the EMS Open House on Tuesday, February 16th

 

at 2:00 pm.

 

GENERAL GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA

 

EDC Update

 

            Economic Development Director Alan Wood presented the following EDC Update:

 

(EDC Chairman Worth Hampton was unable to attend the meeting)

 

 

The Board commended Director Wood on his progress and the work being done by the

 

Economic Development Commission.

 

Request to Use Economic Development Funding

 

            Economic Development Director Alan Wood presented the following information

 

regarding Stokes County joining the Piedmont Food Initiative:

 

·         Program is based on a project from Rutherford County (Foothills Connect)

·         Initiative will match farmers in Rockingham, Stokes, and Caswell counties with institutions in the immediate area that are looking for fresh, nutritious, competitively priced locally grown produce

·         Idea is to use technology to link farmers and potential customers via the internet

·         Mr. Tim Will, who developed Foothills Connect in Rutherford County, is willing to share his technology and website which will greatly reduce the time frame to get the program up and running in Stokes County

·         Once farmers are signed up in the program, they will provide information via a website on what products they have for sale 

o   Customers will then place orders on line

o   The produce and value-added products will be delivered to a central distribution facility and delivered directly to the institution or central drop off point (if they are going to individual buyers)

o   Money is collected and proceeds are deposited directly into the farmers’ accounts (split is 80% for the farmer and 20% to cover the costs associated with the program)

·         Rockingham County, who started working on this program about six months ago, has invited Stokes County to join in – saving Stokes County numerous hours of work and money getting the program off the ground

·         Program will create a new income stream for local farmers and will get fresh foods to local consumers in a more timely fashion

·         Stokes County Cooperative Extension Director Michael Hylton is recruiting farmers in Stokes and thinks the results can have a significant impact

·         Feels the initiative will definitely impact the local economy and open up a potential large new market – institutional food buyers in the Piedmont

·         Hopes to keep family farms in operation and provide wholesome fresh foods

·         Rockingham County has projected a $111,000 budget for 2010

·         Rockingham, Caswell, and Stokes counties estimate to generate $120,000 to $150,000 local sales this year

·         Various grant applications for funding have already been applied for such as Gold Leaf Foundation, Tobacco Trust Fund, etc., both grants (if approved) will not be awarded until May

·         Funds are needed to get the program up and running, with hopes to be selling produce in March

·         Rockingham County has already provided a substantial portion of what is needed but not the entire amount

·         Three meetings have been held with approximately 30+ farmers very interested in the program

·         Classes will be provided for local farmers

·         Program could also expand the growing season for farmers by using hoop houses and greenhouses

·         Next meeting will be January 19th in Reidsville, Michael Hylton is working on transportation for local farmers to attend that meeting

·         Program in Rutherford County involves high school students

·         Program is intended to sell produce from large or small farms, someone can even grow their produce in their own backyard

 

Director Wood requested to use $5,000 from the Economic Development Capital Reserve

 

Funding to assist with this project.  Director Wood noted that Rockingham County has not

 

requested funding, but reiterated joining Rockingham County at this point will allow Stokes

 

County farmers to start selling produce this spring.

 

            The Board discussed the program, new types of produce being grown in Stokes County, and

 

the possibility of expanding the growing season (hoop houses, greenhouses, etc.) with Director

 

Wood.

 

            Commissioner Inman, who serves on the EDC, noted this comes as a unanimous

 

request from the EDC.

 

            Chairman Walker confirmed with ED Director Wood that if the County started this

 

type of program without joining Rockingham, it could cost well over $100,000+.  Director Wood

 

also noted that the County is tagging on to an estimated $300,000 to $400,000 already spent in

 

Rutherford County. 

 

            Chairman Walker, with full consent of the Board, directed the item be placed on

 

the January 25th Action Agenda.

 

Tax Administration Report – December 2009

 

Tax Administrator Jake Oakley presented the following informational data:

 

Fiscal Year 2009-10

Budget Amt

Collected Amt

Over

Under

 

 

 

Budget

Budget

County Regular & Motor Vehicles

$(20,702,277.00)

$14,984,547.31

 

$5,717,729.69

 

 

 

 

 

Prior Taxes 93-08 Tax Years

 

 

 

 

County Regular & Motor Vehicles

$       600,000.00

$    457,769.85

 

$   142,230.16

EMS Collections

 

 

 

 

Total Collected

(12-1-09/12-31-09)

$           6,875.59

 

 

 

Total Collected

(07-01-09/6-30-10)

$         44,861.14

 

 

 

Delinquent accounts received from EMS (December 09) = 0

 

 

 

 

Personal Property Discovery Report

# of

Total

Taxes

 

Audit Dates

Accts

Value

Due

 

12-01-09/12-31-09

6

$65,762

$533.01

 

 

 

 

 

 

Business Personal Property Discovery Report

# of

Total

Taxes

 

Audit Dates

Accts

Value

Due

 

12-01-09/12-31-09

0

$00.00

$00.00

 

 

Motor Vehicle Release Report

Accounts

Total Value

 

Audit Dates

 

 

 

12-01-09/12-31-09

73

$2,587.52

 

 

 

 

 

Motor Vehicle Refund Report

Accounts

Total Accounts

 

Audit Dates

 

 

 

12-01-09/12-31-09

8

$148.77

 

Number billed for Dec.  2009

4238

 

 

 

Garnishment Totals

 

 

 

 

Month

Total Accounts

Original Levy Amt

Collected Amt

 

 F/Year 2009-10

 

(July 1 – June 30)

1258

$247,702.91

$216,340.61

 

December-09

159

$26,630.04

$28,505.76

 

 

Stokes County Interstate        Collection Report

 

Vehicle Taxes

Dec. 2009

 

Month to Date Collected

 $7,436.35

 

# of Accounts Collected

154

 

Month to Date Cancelled

 $   930.47

 

# of Accounts Cancelled

10

 

Property Taxes

Dec. 2009

 

Month to Date Collected

 $   801.91

 

# of Accounts Collected

7

 

Month to Date Cancelled

 $00.00

 

# of Accounts Cancelled

0

 

EMS

Dec. 2009

 

Month to Date Collected

 $  2,398.80

 

# of Accounts Collected

15

 

Month to Date Cancelled

$1,499.98

 

# of Accounts Cancelled

5

 

Cumulative Totals

 

Cumulative Total to Date Collected-Motor Vehicles

 $        11,395.16

 

Cumulative Total to Date Collected- Property Taxes

 $          1,190.26

 

Cumulative Total to Date Collected - EMS

 $          3,559.62

 

Grant Total to Date Collected - All categories

 $        16,145.04

 

 

Releases (Real and Personal Property)

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

Name

Bill Number

Amount

Perry Hole

09A17714.02.1

$46.71

Wendi Tackett

09A55803.04

$24.00

Robert Hester

09A155891751.07

$50.38

Total Amount

$121.09

 

 

  

Refunds (Real and Personal Property)

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

Name

Bill Number

Amount

Piedmont Home Choice LLC

09A30786.09

$31.06

Ollie Fulk

08A30786.09

$30.66

07A690303207123

$29.81

06A690303207123

$29.61

05A2005008986

$33.94

Total Amount

$155.08

 

Tax Administrator Oakley presented the following Real and Personal Property Refunds

 

(December 2009) which are more than $100 for the Board’s consideration:

   

Refunds (Real and Personal Property)

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

Name

Bill Number

Amount

Country Wide Home Loans*

09A699403306341

$411.64

*(account escrowed for David and Judy Dixon)

Steve & Dorothy Chaney

09A698800309453

$195.51

Total Amount

$607.15

 

Tax Administrator Oakley presented the following Late Applications for Elderly &

 

Disabled Exemption and Disabled Veterans Exclusion for 2009 for the Board’s consideration:

 

Name

Parcel Number

Acreage

Assigned Value

Roger Dean Amos

6968-00-88-3645

Tract

$117,100

Jonathan & Charlene Crumley

6050-00-65-0620

Tract

$207,100

Charlie Mae Brown

6919-00-62-2854

Tract

$238,400

Alvis & Era Jane Hole

6952-08-89-2653

Tract

$355,700

Mary L. Sharpe

6912-03-04-3964

Tract

$197,100

Elsie L. Shropshire

6912-04-51-5587

Tract

$118,600

Nancy T. Smith

6961-01-17-9496

Tract

$67,500

     

 

Tax Administrator Oakley recommends approval of the following:

 

·         Refunds more than $100 – Real & Personal Property

·         Late Applications for Disabled Veteran Exclusion for 2009

·         Late Applications for Elderly and Disabled Exemption for 2009

 

The Board had no issues with the requests presented by Administrator Oakley.

 

 

            Vice Chairman Lankford requested information from Tax Administrator Oakley regarding

 

the fact that no EMS accounts were submitted to the Tax Department during the month of

 

December.

 

            Vice Chairman Lankford noted the need to make sure that delinquent accounts are being

 

handled promptly and turned over to the Tax Department as soon as possible.

 

            Tax Administrator Oakley noted that the process for collecting EMS accounts is a slower

 

process due to making sure that insurance has been filed and collected before the bill is turned over

 

to the Tax Department.  Tax Administrator Oakley also noted that during the month of December,

 

EMS staff was making sure all accounts eligible for collection by Interstate Collection were turned

 

over to the Tax Department in time for debt setoff by the NC Department of Revenue in 2010.

 

            Chairman Walker, with full consent of the Board, directed the following items be placed on

 

the January 25th Consent Agenda.

 

·         Refunds more than $100 – Real & Personal Property

·         Late Applications for Disabled Veteran Exclusion for 2009

·         Late Applications for Elderly and Disabled Exemption for 2009

 

Tax Administration – Approval of 2010 Personal Property, Motor Vehicles & Business Pricing Guides

 

            Tax Administrator Jake Oakley presented the following for the Board’s consideration:

 

·         2010 Department of Revenue Cost Index and Depreciation Schedules (Business Personal Property)

·         2010 Pricing Guidelines for Personal Property

·         2010 Single Wide Mobile Home Pricing Guidelines (Schedules developed from Marshall and Swift)

·         2010 TEC Motor Vehicle Pricing Guide

 

Tax Administrator Oakley noted the following:

 

·         These pricing guides have been used for several consecutive years by

Stokes County

 

            Vice Chairman Lankford questioned the process being used by the Tax Department

 

regarding a vehicle with a salvage title.

 

            Tax Administrator Oakley noted that the Tax Department tries to work with individuals

 

who have a vehicle with a salvage title. If individuals do not agree with the value placed by

 

the Tax Department, they are informed that they have the right to appeal the Tax Department’s

 

decision to the Board of Commissioners.

 

Chairman Walker, with full consent of the Board, directed the Approval of 2010 Personal

 

Property, Motor Vehicles & Business Pricing Guides be placed on the January 25th Consent

 

Agenda.

 

Proposed Board of E&R Hearing Dates

 

            Tax Administrator Jake Oakley presented the following proposed hearing dates for the 2010

 

Board of Equalization and Review for the Board’s consideration:

 

·         April 8, 2010, Thursday, 2:00 pm - 6:00 pm

·         April 22, 2010, Thursday, 10:00 am -1:00 pm

·         May 6, 2010, Thursday, 2:00 pm - 6:00 pm

·         May 18, 2010, Tuesday, 5:00 pm - 8:00 pm

 

The Board discussed the proposed dates.

 

The Board discussed the following possible dates:

 

·         April 7, 2010, Wednesday, 2:00 pm - 6:00 pm

·         April 22, 2010, Thursday, 10:00 am - 1:00 pm

·         May 6, 2010, Thursday, 2:00 pm - 6:00 pm

·         May 17, 2010, Monday, 5:00 pm - 8:00 pm

 

Chairman Walker, with full consent of the Board, directed the following proposed dates be

 

placed on the January 25th Consent Agenda:

 

·         April 7, 2010, Wednesday, 2:00 pm - 6:00 pm

·         April 22, 2010, Thursday, 10:00 am - 1:00 pm

·         May 6, 2010, Thursday, 2:00 pm - 6:00 pm

·         May 17, 2010, Monday, 5:00 pm - 8:00 pm

 

Commissioner Inman commended the Tax Department for their collection efforts with 73%

 

of the projected budget being collected by the end of December.

 

            Tax Administrator Oakley noted that as of 01-11-10, approximately 90% of the projected

 

ad valorem tax revenue has been collected.

 

Job Vacancies

 

            County Manager Bryan Steen recommended the following positions be filled:

 

§  EMS Paramedic – Vacant on 01-01-2010

§  E911 Telecommunicator – Vacant on 01-04-2010

§  PHN II (Women’s Health Coordinator)  – Vacant on 01-21-2010

 

            Health Director Josh Swift spoke briefly regarding the Public Health Nurse II position.

 

Director Swift noted that the PHNII position will be vacated due to a lateral move within the

 

Family Health Center.

 

            Chairman Walker opened the floor for further discussion.

 

            Commissioner Carroll moved the item be placed on today’s Action Agenda.

 

Commissioner Smith seconded the motion.

 

Vice Chairman Lankford confirmed with Manager Steen that the item did not have to be

 

moved to the Action Agenda today and could wait until the January 25th meeting.

 

The motion carried (4-1) with Vice Chairman Lankford voting against the motion.

           

Tentative Schedule – Goal Session Meetings

 

            County Manager Bryan Steen presented the following tentative schedule for

 

Goal Session Meetings for the Board’s consideration:

 

·         Thursday, February 25, 2010 - 1:30 pm

·         Wednesday, March 3, 2010 - 2:00 pm

·         Thursday, March 11, 2010 - 10:30 am

 

The Board discussed the proposed dates submitted by Manager Steen.

 

Chairman Walker noted that additional meetings could be set if needed.

 

The Board unanimously agreed on the following dates for Goal Session Meetings:

 

·         Tuesday, February 23,  2010 – 1:30 pm

·         Wednesday, March 3, 2010 – 2:00 pm

 

Chairman Walker directed the Clerk to post the Goal Session Meeting dates.

 

Agenda Procedures – Discussion Agenda

 

            Chairman Walker opened the floor for discussion regarding agenda procedures added

 

 to today’s Discussion Agenda.

 

            Commissioner Smith requested that wordage be added below the Discussion Agenda

 

that time sensitive material may be moved if necessary to the Action Agenda.  Commissioner

 

Smith noted that this informs the public that items could be moved directly to the Action

 

Agenda if necessary.

 

            Commissioner Carroll reiterated that the statement would inform the public what has already

 

been the practice of this Board for the past three years.

 

            Commissioner Carroll suggested placing the following in parenthesis directly below

 

Discussion Agenda:

 

·         “Items on the Discussion Agenda that are time sensitive may be moved to the                 Action Agenda at the same meeting at the discretion of the Board”

 

Vice Chairman Lankford noted that he actually opposes items being added to the

 

Agenda at the beginning of the meeting unless absolutely necessary, adding items to the Agenda

 

does not give adequate time to research the item if needed.  Vice Chairman Lankford feels the

 

format of having the item on Discussion Agenda and then moving it to Action Agenda at the next

 

meeting gives sufficient time to do further research if necessary.  Vice Chairman Lankford

 

noted if there are time sensitive items that need to be added after the agenda is delivered,

 

the Manager should inform Board members prior to the meeting.

 

            Commissioner Carroll agreed that items should only be added if time sensitive, but the

 

Board’s Rules of Procedures allow for Board members to request items to be added during

 

the approval of the Agenda at each meeting.  Commissioner Carroll reiterated that there are

 

times that items need to be moved to the Action Agenda and adding the wordage simply

 

notifies the public of the possibility.

 

            Chairman Walker, with no further discussion or objection, directed the item be placed on

 

the January 25th Action Agenda.

 

GENERAL GOVERNMENT – GOVERNING BODY – ACTION AGENDA

 

Job Vacancies

 

            Chairman Walker entertained a motion regarding the following positions recommended by

 

Manager Steen to be filled:

 

§  EMS Paramedic – Vacant on 01-01-2010

§  E911 Telecommunicator – Vacant on 01-04-2010

§  Public Health Nurse II – Vacant on 01-21-2010

 

 

 

Commissioner Smith moved to approve the recommendation by the County Manager

 

to advertise the following vacant county positions:

 

§  EMS Paramedic – Vacant on 01-01-2010

§  E911 Telecommunicator – Vacant on 01-04-2010

§  Public Health Nurse II – Vacant on 01-21-2010

 

Commissioner Carroll seconded and the motion carried unanimously.

 

 

Adjournment

 

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

 

entertained a motion to adjourn the meeting.

 

Commissioner Inman moved to adjourn the meeting.   Vice Chairman Lankford

 

seconded and the motion carried unanimously.

 

 

 

 

 

 

 

 

 

 

_________________________                                  _____________________________

Darlene M. Bullins                                                    Jimmy Walker

Clerk to the Board                                                    Chairman