STATE OF NORTH CAROLINA )                    OFFICE OF THE COMMISSIONERS

                                                            )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                   )                    DANBURY, NORTH CAROLINA

                                                            )                    FEBRUARY 22, 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,

 

February 22, 2010 at 6:00 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

                                                                                   

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

 

            Chairman Walker welcomed visitors Ms. Jessica Heath and Ms. Donna Southern.

 

Ms. Heath, a student at Rockingham Community College, is attending tonight’s meeting for

 

a class project.            

 

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 February 22, 2010

 

Agenda.

 

            Vice Chairman Lankford moved to approve the February 22, 2010 Agenda as presented. 

Commissioner Inman seconded and the motion carried unanimously.

 

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

 

Commissioner Carroll noted the following correction on Budget Amendment #53:

 

·         Net increase should be $7,771.00 instead of $1,457.00

 

Finance Director Edwards confirmed Commissioner Carroll’s notation.

 

 Commissioner Carroll noted the following correction on page 23:

 

·         the expired term should be the unexpired term

 

Social Services - Budget Amendment #57

 

Finance Director Julia Edwards submitted Budget Amendment #57.

 

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

 

 

 

100.5410.001

TANF County Initiated

$185,000.00

$(50,000.00)

$135,000.00

100.5410.002

TANF Emergency Assistance

$135,000.00

$50,000.00

$185,000.00

 

           Totals

$320,000.00

      $00.00

$320,000.00

 

This budget amendment is justified as follows:

This budget amendment is to correct an error made on approved Budget Amendment #47.

 

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.

Social Services - Budget Amendment #58

 

Finance Director Julia Edwards submitted Budget Amendment #58.

 

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

$111,677.00

$36,949.00

$148,626.00

 

           Totals

$111,677.00

$36,949.00

$148,626.00

 

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 $36,949.00 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

100.3301.202

Crisis Intervention

$1,804,429.00

$36,949.00

$1,841,378.00

 

           Totals

$1,804,429.00

$36,949.00

$1,841,378.00

 

Finance - Budget Amendment #59

 

Finance Director Julia Edwards submitted Budget Amendment #59.

 

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

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Social Services

 

 

 

100.5310.000

Salaries & Wages

$1,642,989.00

$(6,000.00)

$1,636,989.00

100.5310.090

Social Security

$109,237.00

$(5,000.00)

$104,237.00

100.5310.091

Medicare

$25,547.00

$(1,000.00)

$24,547.00

100.5310.100

Retirement

$85,689.00

$(750.00)

$84,939.00

100.5310.101

401(k)

$10,726.00

$(500.00)

$10,226.00

100.5310.110

Group Insurance

$217,567.00

$(3,000.00)

$214,567.00

100.5310.001

Day Care TANF

$13,827.00

$(5,000.00)

$8,827.00

100.5310.310

Travel

$3,234.00

 $(1,308.00)

$1,926.00

 

           Totals

$2,108,816.00     

$(22,558.00)

$2,086,258.00

 

This budget amendment is justified as follows:

To correct State Aid to Counties allocation which has been temporarily cut as a nonrecurring reduction.

 

This will result in a net decrease of $22,558.00 in the expenditures and other financial use to the County’s annual budget. 

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

100.3301.207

State Aid to Counties

$22,558.00

$(22,558.00)

$00.00

 

           Totals

$22,558.00

$(22,558.00)

$00.00

 

Health Department - Budget Amendment #60

 

Finance Director Julia Edwards submitted Budget Amendment #60.

 

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

$1,038,409.00

$(14,200.00)

$1,024,209.00

100.5100.090

Social Security Tax

$68,548.00

$(800.00)

$67,748.00

100.5100.110

Group Insurance

$124,782.00

$(1,500.00)

$123,282.00

100.5100.261

Office Supplies

$61,563.00

$800.00

$62,363.00

100.5100.311

Employee Training

$17,560.00

$(5,800.00)

$11,760.00

100.5100.180

Professional Services

$123,500.00

$3,500.00

$127,000.00

100.5110.510

Capital Equipment

12,000.00

$14,000.00

$26,000.00

100.5100.511

Non-Capital Equipment

$9,710.00

    $4,000.00

$13,710.00

 

           Totals

$1,456,072.00

$00.00

$1,456,072.00

 

This budget amendment is justified as follows:

This budget amendment is a revision to a previously approved amendment due to guidelines from the State.

 

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.

 

 

 

 

 

Finance - Budget Amendment #61

 

Finance Director Julia Edwards submitted Budget Amendment #61.

 

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

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Capital Project Fund

 

 

 

 

Nancy Reynolds School

 

 

 

400.5914.650

Site Development

$632,783.00

$(494,783.00)

$138,000.00

400.5914.600

Construction

$3,640,925.00

$4,025,024.00

$7,665,949.00

400.5914.601

Architect Fees & etc.

$2,953,268.00

$(2,226,217.00)

$727,051.00

400.5914.620

Plumbing Contract

$250,000.00

$(250,000.00)

$00.00

400.5914.630

Electrical Contract

$489,004.00

$(489,004.00)

$00.00

400.5914.640

HVAC Contract

$576,255.00

$(576,255.00)

$00.00

400.5914.690

Equipment

$756,417.00

$(81,417.00)

$675,000.00

400.5914.970

Contingency

$00.00

$119,665.00

$119,665.00

400.5914.750

Financing Fees

$00.00

$40,819.00

$40,819.00

 

        Totals

$9,298,652.00

$67,832.00

$9,366,484.00

 

Community College

 

 

 

400.5916.600

Construction

$700,000.00

$885,000.00

$1,585,000.00

400.5916.602

Land

$00.00

$320,672.00

$320,672.00

400.5916.970

Contingency

$00.00

$218,312.00

$218,312.00

400.5916.852

Financing Fees

$00.00

$9,532.00

$9,532.00

 

           Totals

$700,000.00

$1,433,516.00

$2,133,516.00

 

This budget amendment is justified as follows:

To amend Capital Project Ordinances for Nancy Reynolds and Community College (Early College) for the amount of financing, transferring funding to appropriate accounts and to correct error on the Nancy Reynolds Capital Project Ordinance.

 

This will result in a net increase of $1,514,348.00 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

400.3831.002

Proceeds from Financing

$9,985,652.00

$1,514,348.00

$11,500,000.00

 

           Totals

$9,985,652.00

$1,514,348.00

$11,500,000.00

 

 

            Commissioner Carroll requested additional information regarding Budget Amendment #61.

 

Finance Director Edwards noted that the Capital Project Ordinances for the Nancy Reynolds School

 

Project and the Early College Project were done based on estimates, Budget Amendment #61

 

corrects the Capital Project Ordinances based on the amount of funding that was borrowed by

 

transferring the funding to the appropriate accounts.

 

Schools - Budget Amendment #62

 

Finance Director Julia Edwards submitted Budget Amendment #62.

 

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

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Schools

 

 

 

100.5911.000

Current Expense

$10,338,277.00

$100,000.00

$10,438,277.00

 

Contingency

 

 

 

100.9910.600

School- Current Expense

$100,000.00

$(100,000.00)

$00.00

 

           Totals

$10,438,277.00

$00.00

$10,438,277.00

 

This budget amendment is justified as follows:

To transfer Contingency Funds to School Current Expense approved at the February 8th Board of Commissioners’ meeting and per F/Y 2009-10 Budget Ordinance guidelines.

 

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.

 

Stokes Reynolds Memorial Hospital - Budget Amendment #63

 

Finance Director Julia Edwards submitted Budget Amendment #63.

 

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

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

General Fund Transfers

 

 

 

100.9820.984

Transfer to Stokes Reynolds Hospital Fund

$250,000.00

$652,567.00

$902,567.00

 

 

$250,000.00

$652,567.00

$902,567.00

 

Stokes Reynolds Memorial Hospital Fund

 

 

 

500.5700.000

Hospital Operations

$550,000.00

$393,385.00

$943,385.00

500.5700.510

Fixed Assets

$00.00

$259,182.00

$259,182.00

 

           Totals

$550,000.00

$652,567.00

$1,202,567.00

 

This budget amendment is justified as follows:

To appropriate Fund Balance for the fixed assets from NC Baptist Hospital and estimated hospital losses projected through June 30, 2010.

 

This will result in a net increase of $1,305,134.00 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

 

General Fund

 

 

 

100.3991.000

Fund Balance

$345,328.00

$652,567.00

$997,895.00

 

          Totals

$345,328.00

$652,567.00

$997,895.00

 

Stokes Reynolds Memorial Hospital Fund

 

 

 

500.3981.000

Transfer from General Fund

$250,000.00

$652,567.00

$902,567.00

 

           Totals

$250,000.00

$652,567.00

$902,567.00

 

            Commissioner Carroll requested additional information regarding Budget Amendment #63.

 

Finance Director Edwards noted that Budget Amendment #63 appropriates Fund Balance for

 

the purchase of the fixed assets from NC Baptist Hospital and the estimated hospital losses

 

projected through June 30, 2010 by Stokes Reynolds Memorial Hospital Staff.

 

            Commissioner Carroll confirmed with Finance Director Edwards that Budget Amendment

 

#63 was in addition to the $250,000 that was appropriated at the last meeting.

 

            Commissioner Smith confirmed with Finance Director Edwards that this funding

 

would not be released to Stokes Reynolds unless documentation is received verifying the losses.

 

Finance Director Edwards noted that this funding is placed in a separate fund, not in General

 

Fund, it can be left in the fund to be used next fiscal year or transferred back to General Fund.

 

            Commissioner Inman suggested moving Budget Amendment #63 to tonight’s Discussion

 

Agenda  (V.a-9:  Stokes Reynolds Memorial Hospital, Inc. –Discussion – Financial Projections).

 

            Chairman Walker, with full consensus of the Board, directed Budget Amendment #63

 

be moved to tonight’s Discussion Agenda – Stokes Reynolds Memorial Hospital – Financial

 

Projections.

 

Tax Administration Report – January 2010

 

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

 

(January 2010) which are more than $100 at the February 8th meeting with a request for approval at

 

the February 22nd meeting: (Tax Administrator Oakley recommended approval of the Refunds)

 

Refunds (Real and Personal Property)

More than $100–January 2010-Per NCGS 105-381 (b)

Name

Bill Number

Amount

Jonathan & Charlene Crumley

09A605000650620

$299.25

Elsie Shropshire

09A691204515587

$162.50

Total Amount

$461.75

 

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

 

(January 2010) which are more than $100 at the February 8th meeting with a request for approval at

 

the February 22nd meeting: (Tax Administrator Oakley recommended approval of the Releases)   

 

Releases (Real and Personal Property)

More than $100–January 2010-Per NCGS 105-381 (b)

Name

Bill Number

Amount

Nancy T. Smith

09A696101179492

$207.68

Alvis & Era Hole

09A695208892653

$1,097.53

Charlie Brown

09A691900622854

$294.26

Mary Sharpe

09A691203043964

$564.92

Carl Graves

99A1999006383

$109.59

Total Amount

$2,273.98

Tax Administrator Jake Oakley presented the following Late Application for Elderly

 

Exemption, Disabled Exemption, and Disabled Veterans for 2009 at the February 8th meeting

 

with a request for approval at the February 22nd meeting: (Tax Administrator Oakley recommended

 

approval of the Late Application for Elderly Exemption, Disabled Exemption, and Disabled

 

Veterans):

Name

Parcel Number

Acreage

Assigned Value

Glenn M. Tuttle

5993-02-87-0420

Tract

$168,800

   & Marylee Tuttle

 

Webinar:  Ethics Training for Local Elected Officials

 

            County Manager Bryan Steen requested approval to schedule a Webinar for

 

Ethics Training for Local Elected Officials for March 25, 2010.  Manager Steen noted that he

 

had invited the town boards and the city council in the county to join the Board for the required

 

training and they have indicated their elected officials would be interested in attending the Webinar

 

if hosted by the County.

 

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

 

Commissioner Smith 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:

           

·         Received notification from Danny Stovall on Saturday that well drillers had confirmed a water flow estimated at 30-32 gallons per minute at the Early College Site, remaining procedures to obtain a well permit will follow

·         Preliminary septic system permits for the Early College Site were received last week

·         NCDOT driveway permit for the Early College Site has also been received

·         Renovations for the District Attorney’s offices are almost finished, staff will be moving within the two weeks

·         Recent email received regarding positive comments about bringing Broadband services to Stokes County residents

·         DSS Director Jan Spencer informed Administration today of a recent vacancy in the DSS clerical unit and requested it be moved from Discussion Agenda to Action Agenda on the March 8th Agenda

·         DSS Director Spencer also informed Administration of the need to transfer lapsed salaries for the continuation of a contract worker in the Food Stamps Unit which will also be placed on the March 8th Agenda

 

Manager Steen also noted that strong participation from the other municipalities in County

 

has been received regarding the Webinar – Ethics Training.  Manager Steen requested if the

 

Board would be interested in discussing with the Town of Danbury to have the April League of

 

Governments’ meeting directly following the Webinar.

 

            The Board discussed the request from Manager Steen.

 

            The Board unanimously agreed to leave the April League Meeting as it stands.

 

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

 

from DSS Director Spencer on the March 8th Discussion Agenda.

 

            Chairman Walker noted the recent quarterly meeting with CenterPoint.

 

            Manager Steen noted recent changes being made by CenterPoint to continue to improve

 

services to the County with the placement of Victor Armstrong covering Stokes County. 

 

Mr. Armstrong, who has been working in Rockingham County, will be visiting Stokes County

 

frequently to continue to improve mental health services in Stokes County.

 

            Chairman Walker noted the possibility of changing the quarterly reviews from four (4) times

 

a year to only two (2).  Chairman Walker also noted that Mr. Armstrong has already made contact

 

with the Sheriff’s Department regarding mental health training for officers.

 

            Vice Chairman Lankford noted the recent screening for Teacher Fellow Scholarships in

 

Region 5 that he along with Commissioner Inman participated in.

 

            Commissioner Smith noted things are moving along with the RTI and that Economic

 

Development Director Alan Wood is very involved with the RTI.

 

GENERAL GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA

 

Stokes Reynolds Memorial Hospital, Inc. - Discussion

 

            County Manager Bryan Steen presented the following documents related to the

 

change of operation for Stokes Reynolds Memorial Hospital, Inc.:

·         Articles of Restatement for Nonprofit Corporation

·         Amended and Restated Bylaws

·         Lease Agreement between Stokes County and Stokes Reynolds Memorial           Hospital, Inc.

Manager Steen noted that the proposed documents had been drawn up by Special

 

Counsel John Crill who is available for a conference call to discuss the proposed documents.

 

Chairman Walker suggested the Board discuss each item before calling Attorney

 

Crill.  The Board had no issues with discussing the proposed documents before calling Attorney

 

Crill.

 

            Chairman Walker requested Manager Steen lead the discussion.

 

            Manager Steen noted the Articles of Restatement for Nonprofit Corporation will be

 

effective with the change of operation on March 1, 2010.

 

Manager Steen reiterated that due to the Corporation being a nonprofit, there would

 

be no compensation for attendance at the Board of Trustees’ meetings.

 

Commissioner Carroll noted the following items which need to be discussed with

 

Attorney John Crill:

 

·         Restated Articles of Incorporation (Exhibit A:  Item #5) regarding a Trustee being removed from office by the County with or without clause

o   Commissioner Carroll noted that the County could not remove a Board of Trustees member (Commissioners will be serving as the Board of Trustees) because the County has no authority to remove a Commissioner

·         Amended and Restated Bylaws:

o   Article IV- Meetings of the Sole Member (Section 4-Notice of Meetings; Section 5-Waiver of Notice, and Section 7-Informal Action of the Membership (as they relate to the Open Meetings Law)

o   Article V - Board of Trustees (Section 4-Vacancies and Section 6-Removal (as they relate to a Trustee who is currently a Commissioner being removed from office with or without clause)

o   Article VII – Meetings of the Board of Trustees (Section 3- Notice of Meetings, Section 4- Waiver of Notice, and Section 8-Informal Action by Trustees and Attendance by Telephone (as it relates to the Open Meetings Law)

o   Article VIII - Committees – Questions the need of this section with wording that any Trustee may attend meetings of any committee whether or not he is a member of that committee and may participate to include voting on any motion

·         Lease Agreement with Stokes Reynolds Memorial Hospital

o   Article IV – Indemnification and Insurance Section 4.2 Insurance (Directors should be replaced with Trustees)

o   Manager Steen made the Board aware of Article 1- Section 1.14 Assignment and Subletting which would allow the Corporation to rent or lease portions of the premises in the normal course of business without the consent of the County

o   Commissioner Inman requested the meaning of attorn

·         Conflict of Interest Policy – The word “Director(s)” used throughout the document should be replaced with “Trustee(s)”

           

The Board discussed the following with Manager Steen:

 

·         Stokes Reynolds Memorial Hospital – Board of Trustees

o   The Board unanimously agreed that the Board of Commissioners would  serve as the Board of Trustees for Stokes Reynolds Memorial Hospital which will have new management, HMC/CAH Corporation, on March 1st

o   Commissioner Carroll noted he did agree that the Board would serve as the Board of Trustees for the immediate future, but depending on decisions that may or may not be made in the immediate future, would reserve the right to change (Board members agreed with Commissioner Carroll)

·         Officers for Stokes Reynolds Memorial Hospital – Board of Trustees

o   Need for an Acting Chairman to open the Board of Trustees’ meeting until a Chairman is voted on

o   Need for an Acting Secretary in order take  minutes until a Secretary is voted on

o   Commissioner Carroll suggested that Chairman Walker, Vice Chairman Lankford, and Clerk to the Board Darlene Bullins serve in the same capacity on the Board of Trustees

o   The Board unanimously agreed that Chairman Walker, Vice Chairman Lankford and Clerk Bullins serve in the same capacity on the Board of Trustees

·         Stokes Reynolds Memorial Hospital – Board of Trustees’ Meeting Schedule

o   Possibly meet the same day of a regular Board of Commissioners’ meeting

o   Vice Chairman Lankford noted the need to schedule a work session shortly after the first Board of Trustees’ meeting with HMC and Hospital CEO and CFO

o   Vice Chairman Lankford requested Manager Steen to speak with hospital officials regarding scheduling a work session with hospital officials and HMC

·         Stokes Reynolds Memorial Hospital – Corporate Seal and Banking Matters

o   Manager Steen noted that the hospital has a corporate seal that will not need to be changed

o   Chairman Walker requested Manager Steen to provide the Board with a copy of the seal before the first meeting

o   Board of Trustees will discuss and designate the Bank to used by Stokes Reynolds Memorial at their first meeting

·         Financial Projections and Authorization to Initiate RFP Resolution Procedure

o   Financial projections, which are estimates, have been provided to the County by Stokes Reynolds Memorial Hospital CFO

o   County is under obligation to pay the losses starting with February 2010 – estimated February losses will be verified before any payment is made to Stokes Reynolds

o   Commissioner Inman noted that the estimated losses (March – June) were provided by NC Baptist based on historical data and do not take into consideration HMC Management taking over March 1st

o   Commissioner Inman noted that Budget Amendment #63 reflects the fixed assets being purchased by the County that could later be leased or sold with the hospital

o   Vice Chairman Lankford requested Manager Steen to inquire about the past two fiscal year audits related to Stokes Reynolds Memorial Hospital  that were promised by NC Baptist to the County

o   Finance Director Julia Edwards noted that information was given that an audit would be done shortly after February 28th

o   Manager Steen provided Board members with procedural requirements and a timeline relating to the lease, sale, or conveyance of Stokes Reynolds Memorial Hospital

o   Vice Chairman Lankford noted that  it was possibly too soon to discuss RFPs without allowing HMC to do their due diligence

o   Manager Steen expressed concerns with the possible financial impact on the County absorbing the financial losses over a long period of time

o   Chairman Walker suggested placing Authorization to Initiate the RFP on the next Agenda for further discussion

o   Commissioner Carroll agreed with Vice Chairman Lankford regarding discussing RFPs at this particular time

o   Commissioner Carroll stated, as previously discussed, the need to have a Public Hearing to inform the citizens that decisions are going to have to be made regarding Stokes Reynolds Memorial Hospital

o   Vice Chairman Lankford reiterated the need to have a meeting with HMC before taking action regarding RFPs

o   Chairman Walker directed Manager Steen to discuss scheduling a meeting with HMC regarding the RFP process

o   Commissioner Carroll reiterated the need to schedule a Public Hearing

o   Vice Chairman Lankford agreed with Commissioner Carroll to schedule a Public Hearing

o   Commissioner Carroll stated that Stokes Reynolds Memorial Hospital belongs to the people of Stokes County and we as their elected representatives owe them an opportunity to give us their input on whatever decision is made by the Board of Commissioners regarding the future of Stokes Reynolds Memorial Hospital

o   Commissioner Carroll requested the Public Hearing be held before the meeting with HMC

o   Commissioner Inman agreed with Commissioner Carroll regarding scheduling a Public Hearing for citizen input, but noted the need to continue discussion regarding RFP with Special Counsel

o   Commissioner Smith agreed with Commissioner Carroll regarding a Public Hearing with RFP discussion soon afterwards

o   Commissioner Inman reiterated the need to closely look at the timeline regarding the RFP process in consideration with the management agreement with HMC

o   Commissioner Carroll noted sending out an RFP before a Public Hearing would send a message to the citizens that the County intends to lease, sale, or convey Stokes Reynolds Memorial Hospital no matter what the citizens think

o   Chairman Walker, with full consensus of the Board, directed the Clerk to place the scheduling of a Public Hearing on the March 8th Discussion Agenda

o   Vice Chairman Lankford requested Manager Steen to inquire whether HMC officials could attend the Public Hearing

 

Budget Amendment #63

 

The Board had no further issues with Budget Amendment #63.

 

Chairman Walker entertained a motion regarding moving Budget Amendment #63 to

 

today’s Action Agenda.

 

            Vice Chairman Lankford moved to place Budget Amendment #63 on today’s Action

 

Agenda.  Commissioner Inman seconded and the motion carried unanimously.

 

            Commissioner Carroll suggested completing tonight’s Agenda before calling Attorney

 

Crill.  The Board unanimously agreed to complete tonight’s Agenda before the conference call

 

with Attorney Crill.

 

            Chairman Walker directed the Clerk to place Budget Amendment #63 on tonight’s Action


Agenda.

 

Authorization of Grant Application for Day Care Facility

 

            Vice Chairman Lankford presented the following information regarding a grant application

 

for renovations of a county facility for a day care facility:

 

·         Need to apply for an Economic Grant to bring a county facility up to code which would create jobs in Stokes County (Rural Center Building Reuse Grant)

·         Rural Center Building Reuse Grant can be matched with an ARC Grant which would possibly upgrade the building without any county funding

·         Statistical information regarding day care in Stokes County provided by Stokes Partnership for Children:

o   Economic impact for child care industry for birth to 12 years old amounts to approximately $27,991,522 per year

o   Gross receipts for child care industry in Stokes County are approximately     $6,013,056 per year which creates 174 jobs

o   Total gross income made by parents with children in child care has a potential of approximately $24,540,960

o   Local state and federal taxes paid by parents with children in child care  amount to approximately $7,362,288

o   Grants provided by Stokes Partnership to day care centers amount to $63,414.90

o   There are 20 licensed/regulated day care centers in Stokes County

o   Working with small children and providing child care is a very important industry and need for the County

o   Grant deadline is March 1, 2010

 

Chairman Walker opened the floor for discussion.

 

During the discussion, the following was noted by the Board and Manager Steen.

 

            Chairman Walker:

·         Several questions need to be answered before submitting an application

·         Renter would need to pay a reasonable rent

·         Concerned if the facility is ungraded and a new provider opens up the Day Care, will parents bring children back

·         Some of the previous parents may be satisfied with current arrangements and not enroll children back in the day care

·         With the unemployment rate high, day care services could not be needed now by some parents

·         Concerns that  the County could have to pay back the grant if the day care center closes its door in the first six months

·         Believes there is another grant cycle in May

·         Willing to discuss the issue further, but not ready to approve a grant application at tonight’s meeting

 

            Vice Chairman Lankford (further comments):

·         ARC Federal Grant (information provided by NWPCOG) can be used to match the Rural Center Grant, if both are successful, possibly no need for any county funding (ED Director Wood has been working on both grants)

·         Information received last week indicates ARC Grant is available

·         Day care centers in the County are currently not all at capacity

·         Planning is being done regarding the “More at 4 Program” which will increase enrollment at day care centers

·         There is no day care center on the northern end of the County

·         There is a need for a day care center on the northern end of the County

·         People had to make choices when the day care center closed

·         This is an opportunity to provide something that is needed in this particular area

·         In past years, there had been a waiting list for day care services and after school day care at the center previously located at the hospital

·         Only interested parties since September 2009 have been day care providers

·         There has been no one interested in renting the building if they had to do all the repairs to bring the building up to code, that is the main reason in applying for a grant to bring the building up to code

 

Commissioner Carroll:

·         No problem with upgrading a county owned facility especially at no

cost to the County

·         Concerned that the grant application indicates a specific business and a specific provider

·         If the county owned facility is going to be made available to private enterprise, it must be made available to all on an equal basis, there could be several who might be interested in using the building

·         Would not want to lock the County into a specific business

·         Before leasing the county owned facility to a private enterprise, it must be determined that the County has no needs for the facility

·         Unfair to other businesses not to charge someone in this facility a reasonable rent (fair rental value)

·         No notice has been made to the public to make them aware that the County has a building to rent

           

            Commissioner Inman:

·         Information provided by ED Director Wood indicates that a business plan and job description will need to be provided by the business intended to created the jobs and a letter of commitment from the day care center signed by the owner committing to the creation of jobs

·         County will have to provide a funding commitment that would confirm that the county would be responsible for the repayment of the loan in case the jobs are not created in a pro-rata share

·         Agreed there is no licensed day care center on the northern end of the County

·         A very good chance that there is still a need for a day care center in the northern end of the County

·         Have no issues with applying for a grant to repair a county owned building

·         Only business plan is from Sandy’s Play School in Walnut Cove

·         Questions if Sandy’s Play School is aware that rent could be at fair rental value

 

            Commissioner Smith:

·         Most questions have been asked by other Commissioners

·         Must be very cautious to not use County funding to subsidize a private business

·         Need to make sure that there is no liability to the County when applying for the grants

·         Supports applying for any grant that will be beneficial to the County

·         Need to know up front what the County will be financially responsible for

 

                        County Manager Bryan Steen:

·         Estimated project cost to upgrade the facility has been quoted at $140,000 and quoted at $200,000, an in depth study would need to be done to get a more accurate quote

·         Rural Center Grant will grant back $12,000/net new job created by the project, providing the jobs are maintained for 6 months

·         Grant covers a maximum of 50% of the verified cost of upgrading the facility

·         Possibility that the ARC Grant Cycle has already passed, have inquired to NWPCOG about any other grant sources

 

Chairman Walker questioned what is the pleasure of the Board regarding this item.

 

Vice Chairman Lankford moved to place the item on tonight’s Action Agenda.

 

Commissioner Carroll seconded the motion.

 

            Commissioner Inman stated that in the event the Board approves to apply for the grants,

 

it is very important that the provider who submitted the business plan understands that the County

 

will not be donating the building rent free, rent will be at the fair rental value that anyone else might

 

pay.  Chairman Walker stated that he is not prepared to vote tonight and needs more time.

 

            Vice Chairman Lankford reiterated the need to move the item to the Action Agenda due

 

to the March 1st grant application deadline.  Vice Chairman Lankford also stated that this project

 

has been in the making since September and needs to move forward.

 

            The motion carried unanimously.

 

Chairman Walker directed the Clerk to place the item on tonight’s Action Agenda.

 

NCDOT – Proposal for Community College Site

 

            County Manager Bryan Steen presented the following information regarding a proposal

 

from NCDOT for a right-of-way easement for an access road to provide a connection from

 

the Early College Site property to the county property formally known as the Department of

 

Correction:

 

·         Having been working with NCDOT regarding a right-of-way easement for an access road to provide a connection from the Early College Site property to the county property formerly known as Department of Correction

·         Construction of a gravel road by NCDOT that is acceptable to the County and will link the Community College Site to the former Prison Site with NCDOT being responsible for all nonmaterial construction costs as agreed upon by both parties

·         NCDOT would be responsible for any cost associated with a formal survey for location of the road and all related property lines as well as any recording fees and construction of a chain link fence and gate between the properties

·         Swap of an equal amount of land

·         NCDOT accepts responsibility for all cost associated with installment and perpetual maintenance  of a water line from their facilities to the county water distribution line that will be located on property purchased by the County for placement of Forsyth Technical Community College facilities and the NCDOT waterline must meet County standards and include a backflow prevention device acceptable to the County

·         NCDOT would pay for water usage exceeding 2,000 gallons a month at the rate charged to customers of the Danbury Water System during the ten year time period that would initiate when water services is actually available

·         NCDOT understands and agrees that should they request additional utility services during the ten year period the provision of water without charge is subject to change

·         NCDOT would be considered for provision of work related to parking lots and driveways to be located on the Community College Site to include placement of stone, paving, and marking at an agreed upon actual price for construction materials provided that NCDOT could complete all related work within the time frame specified by the County

·         The County would make available up to 2,000 gallons of water per month to NCDOT without charge for a maximum period of ten years from the date of water service initiation

·         County Utilities Director has confirmed the amount of water requested each month at no charge from NCDOT is not an issue

·         Revisions could be done , should at some later date, NCDOT decides to purchase sewer service from the County if available in the area

 

Manager Steen requested the Board authorize execution of an agreement with NCDOT

 

based on the proposal being beneficial to Stokes County and NCDOT.

 

            Manager Steen also noted that NCDOT would like to make the County an offer to

 

construct the driveway and do the paving into the Community College Site at material cost.

 

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

 

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

 

on the March 8th Action Agenda.

Use of Holiday Leave

 

            Manager Bryan Steen provided information regarding the use of the County’s

 

Floating Holiday:

 

·         Floating holiday is considered the same as accrued holiday which is mandated          to be use before any other leave type (policy approved by the Board on 08-24-09)

·         Understand some employees are upset having to use their floating holiday before any other leave type

·         Going back to the previous policy for use of Floating Holiday may be interpreted as setting a double standard if employee designation for use of the Floating Holiday is not available to all county employees to include Sheriff’s Department, Jail, Communications and EMS

·         Allowing the employees to use the floating holiday at anytime can place supervisors in a difficult situation of having to either deny use of the floating holiday or possibly diminish services to our citizens in order for employees to be able to use their floating holiday prior to the end of the year

·         Suggest an alternate policy by leaving the current policy in place which solves the banking of holiday leave in the Sheriff’s Department, Jail, Communications, and EMS

·         Suggest the floating holiday be re-titled to Special Leave and consider adoption of a policy stating the following:

o    Special Leave is a non-compensatory time limited leave benefit awarded to employees on January 1st of each calendar year

o   Special Leave is available to employees at any time during the year to employees employed by the county prior to December  1st of the calendar year in which the leave is to be used

o   Special Leave can’t be carried over to the next calendar year and must be approved by the employee’s direct supervisor

o   Use of Special Leave will not take priority over the adequate provision of services to the citizens of Stokes County even if the denial of the Special Leave request results in loss of benefit to the requesting employee for the calendar in which it was awarded

·         The Special Leave Policy would allow the employees the use of the floating time at anytime upon approval of their direct supervisor

 

Vice Chairman Lankford stated the Floating Holiday was created to be used at anytime

 

upon approval of the employee’s direct supervisor and employees should be able to take the

 

Floating Holiday at anytime upon approval of their direct supervisor.

 

            Commissioner Carroll stated that the taking of the Floating Holiday before any other

 

type of leave was never his intention and not the context of the new policy which requires

 

employees who accrue Holiday Leave to take Holiday Leave before any other time to include the

 

Floating Holiday in the policy.  The new Holiday Leave Policy was intended strictly to those

 

departments whose employees are required to work on holidays and are not able to take off on

 

holidays.

 

            Finance Director Julia Edwards noted that the Floating Holiday is credited to each

 

employee on January 1st of each year.

 

            The Board agreed that it was not the Board’s intention that the Floating Holiday be

 

considered as an accrued holiday.

 

            Vice Chairman Lankford suggested to clarify the issue, the item should be placed on the

 

March 8th Action Agenda.

 

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

 

item on the March 8th Action Agenda.

 

GENERAL GOVERNMENT – GOVERNING BODY – ACTION AGENDA

 

Appointments – Stokes County Animal Control Advisory Council

 

            Chairman Walker noted the following were nominated at the February 8th meeting:

 

·         Mona S. Triplett – Appointment from Animal Advocacy Organization

·         Bob Sullivan – Citizen Appointment

·         Leonard Hicks – Citizen Appointment

 

Clerk to the Board Darlene Bullins presented an application from Joseph Williams who

 

requests appointment to the Stokes County Animal Control Advisory Council.

 

            Commissioner Inman moved to appoint Mona Triplett, Bob Sullivan, and Leonard Hicks

 

to serve on the Stokes County Animal Control Advisory Council.  Vice Chairman Lankford

 

seconded the motion.  Commissioner Carroll noted the need (per Board guidelines) to call the

 

roll regarding the appointment instead of making a motion.

 

            Chairman Walker polled the Board members regarding the Stokes County Animal Control

 

Advisory Council:

 

·         Commissioner Smith voted for Mona Triplett, Bob Sullivan, Leonard Hicks

·         Commissioner Inman voted for Mona Triplett, Bob Sullivan, Leonard Hicks

·         Chairman Walker voted for  Mona Triplett, Bob Sullivan, Leonard Hicks

·         Vice Chairman Lankford voted for  Mona Triplett, Bob Sullivan, Leonard Hicks

·         Commissioner Carroll Mona Triplett, Bob Sullivan, Leonard Hicks

 

Chairman Walker stated that Mona Triplett will serve as an appointment from an Animal

 

Advocacy Organization, and Bob Sullivan and Leonard Hicks will serve as citizen appointments.

 

Chairman Walker noted that the appointments were approved (unanimously) to serve on the Stokes

 

County Animal Control Advisory Council.

 

Appointments – Stokes County Fire Commission

 

            Chairman Walker noted that David Parker was nominated at the February 8th meeting to

 

fill the unexpired term of David Manuel who had recently resigned.

 

            Clerk to the Board Darlene Bullins noted no other applications have been received for

 

the Fire Commission appointment.

 

            Chairman Walker polled the Board members regarding the Stokes County Fire Commission

 

appointment:

 

·         Commissioner Inman voted for  David Parker

·         Chairman Walker voted for  David Parker

·         Vice Chairman Lankford voted for  David Parker

·         Commissioner Carroll voted for David Parker

·         Commissioner Smith voted for David Parker

 

 Chairman Walker stated that David Parker has been approved (unanimously) to fill the

 

unexpired term on the Stokes County Fire Commission.

 

Firemen’s Relief Fund – Board of Directors

 

            Chairman Walker noted the following were nominated at the February 8th meeting to

 

serve on the Firemen’s Relief Fund – Board of Directors:

Recommended for re-appointment to serve a one-year term with an effective date of 01-01-2010:

 

 

FIRE DEPARTMENT

TRUSTEE NAME

PINNACLE VFD

Mr. Travis Sink

LAWSONVILLE VFD

Mr. Ronnie Mabe

FRANCISCO VFD

Mr. Atherton Jessup

WALNUT COVE VFD

Mr. James Teague

NORTHEAST STOKES VFD

Mr. Jonathan Wall

STOKES ROCKINGHAM VFD

Ms. Kay Morris

SAURATOWN VFD

Mr. Jim Walton

DANBURY VFD

Mr. Norman Scott

SOUTH STOKES VFD

Mr. Bobby Boles

DOUBLE CREEK VFD

Mr. Tom Tilley

 

Recommended for re-appointment to serve a two-year term with an effective date of 01-01-2010:

 

FIRE DEPARTMENT

TRUSTEE NAME

PINNACLE VFD

Mr. Jeremy Bowman

LAWSONVILLE VFD

Mr. Arthur Glidewell

FRANCISCO VFD

Ms. Ashley Pack

WALNUT COVE VFD

Mr. Dwight Ball

NORTHEAST STOKES VFD

Mr. Bobby Dunlap

STOKES ROCKINGHAM VFD

Mr. Devin Rhodes 

SAURATOWN VFD

Mr. Randall Patterson

DANBURY VFD

Mr. Elmer Manuel

SOUTH STOKES VFD

Ms. Jean Young

DOUBLE CREEK VFD

Mr. Donald Durham

 

            Clerk to the Board Darlene Bullins noted the Fire Chiefs had requested the following

 

changes since the February 8th submission to the Board:

 

·         Pinnacle Vol. Fire Department - Replace Travis Sink with Robert Snyder

·         Sauratown Vol. Fire Department - Replace Jim Walton with Randall Smith

·         Sauratown Vol. Fire Department - Replace Randall Smith with Wayne Barneycastle

·         Double Creek Vol. Fire Department – Replace Tom Tilley with Barbara Coe

 

Clerk to the Board Darlene Bullins noted no other applications have been received for

 

the Firemen’s Relief Fund – Board of Directors’ appointments.

 

Commissioner Carroll nominated the following to serve on the Firemen’s Relief Fund –

 

Board of Directors:

 

·         Pinnacle Vol. Fire Department - Robert Snyder (one year term)

·         Sauratown Vol. Fire Department - Randall Smith (one year term)

·         Sauratown Vol. Fire Department - Wayne Barneycastle (two year term)

·         Double Creek Vol. Fire Department – Barbara Coe (one year term)

 

Chairman Walker polled the Board members regarding the Firemen’s Relief Fund –

 

Board of Directors’ appointments:

 

·         Chairman Walker voted for the following:

 

Recommended for re-appointment to serve a one-year term with an effective date of 01-01-2010:

 

FIRE DEPARTMENT

TRUSTEE NAME

PINNACLE VFD

Mr. Robert Snyder

LAWSONVILLE VFD

Mr. Ronnie Mabe

FRANCISCO VFD

Mr. Atherton Jessup

WALNUT COVE VFD

Mr. James Teague

NORTHEAST STOKES VFD

Mr. Jonathan Wall

STOKES ROCKINGHAM VFD

Ms. Kay Morris

SAURATOWN VFD

Mr. Randall Smith

DANBURY VFD

Mr. Norman Scott

SOUTH STOKES VFD

Mr. Bobby Boles

DOUBLE CREEK VFD

Ms. Barbara Coe

 

Recommended for re-appointment to serve a two-year term with an effective date of 01-01-2010:

 

FIRE DEPARTMENT

TRUSTEE NAME

PINNACLE VFD

Mr. Jeremy Bowman

LAWSONVILLE VFD

Mr. Arthur Glidewell

FRANCISCO VFD

Ms. Ashley Pack

WALNUT COVE VFD

Mr. Dwight Ball

NORTHEAST STOKES VFD

Mr. Bobby Dunlap

STOKES ROCKINGHAM VFD

Mr. Devin Rhodes 

SAURATOWN VFD

Mr. Waynecastle

DANBURY VFD

Mr. Elmer Manuel

SOUTH STOKES VFD

Ms. Jean Young

DOUBLE CREEK VFD

Mr. Donald Durham

 

            Commissioner Inman, Commissioner Smith, Vice Chairman Lankford, and Commissioner

 

Carroll voted for the appointees Chairman Walker named and voted for. (unanimous vote)

 

Stokes County Community Child Protection Team

 

            Chairman Walker noted there were no nominations at the February 8th meeting.

 

            Clerk to the Board Darlene Bullins noted that no application for appointment to the

 

Stokes County Community Child Protection Team had been received by Stokes County.

 

Commissioner Smith stated that he would possibly have a nomination at the March 8th meeting.

 

Stokes County Board of Adjustments

 

            Chairman Walker noted the following were nominated at the February 8th Meeting:

 

·         Don Lester – Member

·         Larry Boles - Member

·         Russel Slate – Alternate member

 

Clerk to the Board Darlene Bullins noted that no application for appointment to the

 

Stokes County Board of Adjustments had been received by Stokes County.

 

Chairman Walker polled the Board regarding the appointment to the Stokes County

 

Board of Adjustments:

 

·         Vice Chairman Lankford voted for Don Lester and Larry Boles for regular members and Russel Slate for alternate member.

·         Commissioner Carroll voted for Don Lester and Larry Boles for regular members and Russel Slate for alternate member.

·         Commissioner Smith voted for Don Lester and Larry Boles for regular members and Russel Slate for alternate member.

·         Commissioner Inman voted for Don Lester and Larry Boles for regular members and Russel Slate for alternate member.

·         Chairman Walker voted for Don Lester and Larry Boles for regular members and Russel Slate for alternate member.

 

Stokes Reynolds Memorial Hospital - Budget Amendment #63

 

            Chairman Walker entertained a motion regarding Budget Amendment #63.

 

            Commissioner Inman moved to approve Budget Amendment #63:

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

General Fund Transfers

 

 

 

100.9820.984

Transfer to Stokes Reynolds Hospital Fund

$250,000.00

$652,567.00

$902,567.00

 

 

$250,000.00

$652,567.00

$902,567.00

 

 

 

 

 

 

Stokes Reynolds Memorial Hospital Fund

 

 

 

500.5700.000

Hospital Operations

$550,000.00

$393,385.00

$943,385.00

500.5700.510

Fixed Assets

$00.00

$259,182.00

$259,182.00

 

           Totals

$550,000.00

$652,567.00

$1,202,567.00

 

This budget amendment is justified as follows:

To appropriate Fund Balance for the fixed assets from NC Baptist Hospital and estimated hospital losses projected through June 30, 2010.

 

This will result in a net increase of $1,305,134.00 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

 

General Fund

 

 

 

100.3991.000

Fund Balance

$345,328.00

$652,567.00

$997,895.00

 

          Totals

$345,328.00

$652,567.00

$997,895.00

 

Stokes Reynolds Memorial Hospital Fund

 

 

 

500.3981.000

Transfer from General Fund

$250,000.00

$652,567.00

$902,567.00

 

           Totals

$250,000.00

$652,567.00

$902,567.00

 

            Vice Chairman Lankford seconded and the motion carried unanimously.

 

Authorization of Grant Application for Day Care Facility

 

            Chairman Walker entertained a motion.

 

            Vice Chairman Lankford moved the County proceed to make the grant applications for

 

funding to bring the county owned facility up to code for a specific day care center by the

 

March 1st  deadline.  Commissioner Inman seconded the motion.

 

Commissioner Inman reiterated that he had no issues with bring a county owned facility up

 

to code, but feels that the provider who submitted the business plan does not fully understand

 

that the rent will be based on fair rental value.  Commissioner Inman requested if the motion passed

 

that the provider be made aware that the rent would be based on fair rental value.

 

            Vice Chairman Lankford reiterated this grant would be creating jobs in Stokes County.

 

            Commissioner Smith confirmed with Vice Chairman Lankford that the grant application

 

will be a Rural Center Grant which will create 6 jobs and the County would be responsible for the

 

repayment of the loan on a pro rata share if the jobs were not created.  Commissioner Smith

 

also confirmed with Vice Chairman Lankford that the ARC Grant was 100% stimulus funding and

 

would have to be paid back if the jobs were not created.

 

            Commissioner Smith reiterated the County must be very careful not use county funding to

 

subsidize a private entity.

 

            Vice Chairman Lankford noted at this time, the County is only making grant applications.

 

If awarded and approved to proceed by the County, the grants would bring a county owned facility

 

up to code, saving the County approximately $140,000.

 

            Commissioner Carroll reiterated he had no problem with applying for a grant, his

 

opposition was the inequity of singling out one business to participate with no other businesses

 

being made aware this is a potential.

 

            Chairman Walker reiterated that he had not had sufficient time nor acquired enough

 

information to be able to make a valid decision on the topic right now, but have no problems

 

with revisiting the item before the next grant cycle in May.

 

            Manager Steen stated that the Rural Center Grant will cover a maximum of 50% of the

 

verified cost of upgrading the facility and the funds will be paid after the work is completed and

 

invoices are submitted to the Rural Center.

 

            Manager Steen also noted that the County would have to provide a funding commitment

 

letter and a local government support letter along with executing a lease between the provider

 

and the county before submission to the Rural Center.  Manager Steen noted that the Board

 

would have decide on the terms of the lease tonight.

 

The motion failed (2-3) with Chairman Walker, Commissioner Smith, and Commissioner

Carroll voting against the motion.

 

            Vice Chairman Lankford requested the item be placed on the March 8th Discussion


Agenda.

 

            The Board discussed placing the item on the March 8th Discussion Agenda.

 

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

 

item on the March 8th Discussion Agenda.

 

            Manager Steen requested direction whether staff needed to continue to engage in the

 

steps needed to be taken in order to have all the required elements done before the next meeting.

 

            Chairman Walker noted there would be no urgency for the staff to continue with the

 

grant application before the March 8th meeting.

 

Stokes Reynolds Memorial Hospital Inc.

 

            Manager Steen placed a conference call with Special Counsel John Crill to discuss

 

the proposed documents regarding the operational change with Stokes Reynolds Memorial Hospital.

 

            Manager Steen presented the following items to Attorney Crill that the Board had concerns

 

with.  (Attorney Crill discussed the items with the Board)

 

·         Restated Articles of Incorporation (Exhibit A:  Item #5) regarding a Trustee being removed from office by the County with or without clause

o   Commissioner Carroll noted that the County could not remove a Board of Trustees member (Commissioners will be serving as the Board of Trustees) because the County has no authority to remove a Commissioner

§  Attorney Crill discussed the item with the Board.  Attorney Crill noted after the Restated Articles of Incorporation were approved by the State and the  Board of Commissioners was named the Board of Trustees they could change the Restated Articles of Incorporation

·         Amended and Restated Bylaws:

o   Article IV- Meetings of the Sole Member (Section 4-Notice of Meetings; Section 5-Waiver of Notice, and Section 7-Informal Action of the Membership as they relate to the Open Meetings Law)

§  Attorney Crill discussed the item with the Board and noted the items could be changed to comply with the Open Meetings Law.  Attorney Crill noted changes could be made before the Special Called Meeting next week 

o   Article V - Board of Trustees (Section 4-Vacancies and Section 6-Removal as they relate to a Trustee who is currently a Commissioner being removed from office with or without clause)

§  Attorney Crill noted that this is another example of the Bylaws relating to a non-profit corporation and can be revised before the approval at the Special Called Meeting next week

o   Article VII – Meetings of the Board of Trustees (Section 3- Notice of Meetings, Section 4- Waiver of Notice, and Section 8-Informal Action by Trustees and Attendance by Telephone, as it relates to the Open Meetings Law)

§  Attorney Crill noted that these could be changed to comply with the Open Meetings Law before the Special Called Meeting next week

§  Commissioner Carroll suggested that anything that has to do with meetings should just stated that as long as the Board of Commissioners is the Board of Trustees, they will comply in all respects to the Open Meetings Law

o   Article VIII - Committees – Question the need of this section with wording that any Trustee may attend meetings of any committee whether or not he is a member of that committee and may participate to include voting on any motion

§  Attorney Crill noted the section could be revised to only say that the Board of Trustees has the authority to create committees before the Special Call Meeting next week

·         Lease Agreement with Stokes Reynolds Memorial Hospital

o   Article IV – Indemnification and Insurance (Section 4.2 Insurance- Directors should be replaced with Trustees

o   Manager Steen made the Board aware of Article 1- Section 1.14 -Assignment and Subletting which would allow the Corporation to rent or lease portions of the premises in the normal course of business without the consent of the County

o   Commissioner Inman requested the meaning of attorn

§  Attorney Crill noted “attorn” is a technical word  which needs to be included in the document

§  Attorney Crill noted that “Director(s)” could be changed to “Trustee(s)”

§  Attorney Crill noted that Article 1- Section 1.14 needs to be included in order for the hospital to rent office space without having to have a special called meeting to get the County to approve the lease

·         Conflict of Interest Policy – The need word “Director(s)” used throughout the document should be replaced with “Trustee(s)”

§  Attorney Crill noted the need to add a third paragraph under Article III which states that “If the Board determines that a conflict of interest exist that violates the provisions of the General Statutes, then the Board would take appropriate action

§  Attorney Crill noted “Director(s)” could be changed to “Trustee(s)”  throughout the documents

 

The Board discussed the following with Attorney Crill:

 

·         Stokes Reynolds Memorial Hospital – Board of Trustees

§  Attorney Crill stated the Board would designate this at the Special Call Meeting next week

·         Officers for Stokes Reynolds Memorial Hospital – Board of Trustees

§  Chairman Walker informed Attorney Crill that the Board had tentatively decided that Chairman Walker, Vice Chairman Lankford and Secretary Bullins be named at the Special Called Meeting to continue to serve as Chairman, Vice Chairman, and Secretary for the Board of Trustees

·         Stokes Reynolds Memorial Hospital – Board of Trustees’ Meeting Schedule

§  Attorney Crill noted the need to decide on a meeting schedule at the Special Call Meeting next week, only requirement is to have quarterly meetings

·         Stokes Reynolds Memorial Hospital – Corporate Seal and Banking Matters

§  Attorney Crill noted the Corporate Seal would remain the same and the Board of Trustees would not have to change the seal

·         Financial Projections and Authorization to Initiate RFP Resolution Procedure

§  Attorney Crill noted it is the Board’s decision on initiating an RFP. 

Attorney Crill suggested starting on the RFP so that when the Board is ready to initiate the RFP, it would be ready.  Attorney Crill discussed the Authorization to Initiate a RFP Procedures with the Board.  In placing an RFP, the Board would need to decide how long they would give someone an opportunity to submit an RFP, this can be one thing that makes it a long process and negotiations can also take a long time if there are items that can’t be agreed upon.

 

Vice Chairman Lankford questioned Attorney Crill if he had gotten the last two previous

 

audits for Stokes Reynolds Memorial Hospital which were promised.  Manager Steen noted that the

 

hospital would be having an audit done the first of March and he would contact Baptist regarding

 

the two previous audits.

 

            Chairman Walker expressed the Board’s appreciation to Attorney Crill.

 

            Attorney Crill noted that he would make the changes discussed tonight and send a revised

 

copy to Manager Steen to forward to the Board before the Special Call Meeting.

 

 

 

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.   Commissioner Smith seconded and

 

the motion carried unanimously.

 

 

 

 

 

 

 

 

_________________________                                  _____________________________

Darlene M. Bullins                                                    Jimmy Walker

Clerk to the Board                                                    Chairman