STATE OF NORTH CAROLINA )                    OFFICE OF THE COMMISSIONERS

                                                            )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                   )                    DANBURY, NORTH CAROLINA

                                                            )                    MARCH 8, 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,

 

March 8, 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

                                                DSS Director Jan Spencer

                                                Economic Development Director Alan Wood

                                                Support Services Supervisor Danny Stovall

                                                Tax Administrator Jake Oakley

                                                                       

Chairman Jimmy Walker called the meeting to order.

 

Commissioner Inman 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 March 8, 2010

 

Agenda.

 

            Commissioner Inman suggested moving “Request for Master Plan” from the Discussion

 

Agenda to the Information Agenda.  Vice Chairman Lankford agreed with Commissioner Inman.

 

            The Board had no issues with Commissioner Inman’s request to move “Request for Master

 

Plan” from the Discussion Agenda to the Information Agenda.

 

Vice Chairman Lankford moved to approve the March 8, 2010 Agenda as amended.

 

Commissioner Smith 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

 

Cooperative Extension - Budget Amendment #64

 

Finance Director Julia Edwards submitted Budget Amendment #64.

 

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

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Cooperative Extension

 

 

 

100.4950.511

Equipment – Capital Outlay

$00.00

$1,800.00

$1,800.00

100.4950.440

Misc. Contractual Services

$171,818.00

$(1,800.00)

$170,018.00

 

           Totals

$171,818.00

    $00.00

$171,818.00

 

This budget amendment is justified as follows:

To transfer funds for the purchase of a replacement computer for the Cooperative Extension Director.  The Director’s computer is 15 years old and has not worked for the past six months.

 

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.

 

            Chairman Walker confirmed with Manager Bryan Steen that $1,800 was normally

 

the price the County paid for computers.  Manager Steen noted that every computer purchase

 

request was screened by the IT Department to make sure that employees have the right computer

 

and software needed for their job and the best price available.

 

Sheriff’s Department - Budget Amendment #65

 

Finance Director Julia Edwards submitted Budget Amendment #65.

 

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

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Sheriff’s Department

 

 

 

100.4310.260

Departmental Supplies

$23,700.00

$370.00

$24,070.00

 

           Totals

$23,700.00

$370.00

$24,070.00

 

This budget amendment is justified as follows:

To appropriate funding to purchase night vision helmet and mount connectors.

 

This will result in a net increase of $370.00 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

100.3301.413

State Fines/Forfeitures

$260.00

$370.00

$630.00

 

           Totals

$260.00

$370.00

$630.00

 

Proposed Resolution – Farmer Appreciation Day

 

County Manager Bryan Steen submitted the following proposed Farmer Appreciation Day

 

Resolution for the Board’s approval:

 

RESOLUTION PROCLAIMING FARMER APPRECIATION DAY IN STOKES COUNTY

Whereas, the County of Stokes, the Stokes Soil & Water Conservation District, the Cooperative Extension, Farm Service Agency, the Natural Resources Conservation Service and the NC Forest Service desire to sponsor the Farmer Appreciation Day to recognize the contributions of our farmers to Stokes County; and

Whereas, the Board of Commissioners recognizes that the county's farmers contribute greatly to Stokes County's economic base; and

Whereas, the Board believes that all county citizens benefit from farming activities in some manner; and

Whereas, the Board agrees that a Farmer Appreciation Day would show our county's support for the existing farming community and honor past activities that have contributed so much to the culture and heritage of Stokes County; and

Whereas, the Board recognizes and supports a BBQ and Chicken Dinner along with live entertainment that will be held at North Stokes High School with all Stokes County citizens invited.

NOW THEREFORE BE IT RESOLVED, THAT

The Stokes County Board of Commissioners hereby proclaims Thursday, April 1, 2010 as Farmer Appreciation Day in Stokes County and extends its appreciation and gratitude to the county's farmers for their many contributions to Stokes County.

Adopted by the Stokes County Board of Commissioners this 8th day March, 2010.

_______________________________                                  _____________________________

Chairman Jimmy Walker                                                     Vice Chairman Ernest Lankford

_______________________________                                  _____________________________

Commissioner J. Leon Inman                                                           Commissioner Ron Carroll

_______________________________                                 

Commissioner Stanley Smith

Attest:

_________________________________

Darlene M. Bullins - Clerk to the Board                  

           

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:

           

 

 

 

Commissioner Smith requested the Board allow Economic Development Director Alan

 

Wood to report on the RTI meeting held last week. (Commissioner Smith was unable to attend the meeting due to a prior engagement)

 

            Vice Chairman Lankford noted that information received last week from the NCACC

 

indicates the County could receive a small increase in health and dental premiums, but NCACC is

 

committed to try to keep the increases as low as possible.

           

RTI Update

 

            Economic Development Director Alan Wood presented the following RTI update:

 

 

Request for Master Plan Funding

 

            Economic Development Director Alan Wood presented the following regarding the

 

Request for Master Plan Funding:

 

 

Director Wood submitted the following proposals for the Board to review:

 

·         Proposal for Dan River Corridor Place-Based Economic Development Master Plan submitted by Helen Ruth Almond, Antaeus Consulting, LLC

·         Proposal from Eric Woodridge – Site Specific Project

 

Helen Ruth Almond’s proposal included the following:

 

·         Will develop a master plan focusing on tourism-related place-based economic development opportunities along the Dan River Corridor

·         Corridor Study will be in conjunction and coordination with the development of the Moratock Park Master Plan and an Economic Impact Study of the Dan River Corridor utilizing place-based economic development through nature-based tourism

·         Plan will include the following components:

o   Vision, Goals, and Objectives

o   Review of Existing Studies and Plans to Identify Major Themes

o   Review and Prioritize Key Tourism Assets in the County

o   Identification of key local, regional and state partners

o   Identification of regional collaborations and connections

o   Profile of Dan River Corridor

o   Summary of Economic Impact Study of Dan River Corridor (to be completed by 3rd party vendor)

o   Asset Mapping of priority areas including Moratock Park and Dan River Corridor Planning Sections (to be completed by 3rd party vendor)

o   Prioritized recommendations for implementation

·         Development and presentation of master plan will be approximately $20,000 with additional associated costs including travel and any meeting expenses billed separately to Stokes EDC

·         Preparation of final master plan document will include the assistance from a 3rd party graphic designer and is estimated to be up to but not exceeding $500

 

Eric Woodridge’s proposal included the following:

 

·         Site Specific Project centered around Moratock Park with input regarding enhancements to the park, walking trails, current assets, etc.

·         Moratock Park Master Plan will adhere to the PARTF guidelines for developing site-specific recreation plans which is a 50/50 match

·         Applications without a master plan lose 20 points

·         Plan will include the following  phases:

o   Preliminary Mapping and Site Analysis

o   Brainstorm Meeting – Project Oversight Group and Planning Team

o   Site Plan Concept Development

o   Public Meeting

o   Draft Plan

o   Final Plan

·         Estimated cost = not to exceed $9,500 (printing budget $500)

 

Economic Development Director Alan Wood reiterated the need for a master plan in

 

order to acquire grant funding for Stokes County, know where we are, where we want to go,

 

and who are our partners.

 

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

 

the March 22nd Discussion Agenda.

 

GENERAL GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA

 

Early College Campus – Grading and Paving Bids

 

            Support Services Supervisor Danny Stovall presented the following information:

 

 

The following submitted bids for the grading:

 

 

Mr. Stovall noted Doggett Construction Co. Inc. came in with the lowest bid.  Mr. Stovall

 

noted the following additional items, if needed, that were not included in the bid proposal that

 

would be billed separately:

 

·         Blasting rock on site to sub-grade = $35 per cubic foot

·         Mass rock excavation & on-site disposal = $12 per cubic foot

·         Trench rock excavation & on-site disposal = $35 per cubic foot

·         Unsuitable soils removal & on-site disposal =$4 per cubic foot

·         General borrow backfill & compaction using offsite fill = $15 per cubic foot

·         General backfill & compaction using on-site fill = $3.50  per cubic foot

 

Mr. Stovall also noted that he had spoken to Engineer Darren Creed who has worked with

 

the Doggett Construction, Inc. and Mr. Creed has no issues with the company nor has heard any

 

complaints against the company.  Mr. Stovall also checked with Better Business Bureau where their

 

rating is A+.

 

Vice Chairman Lankford inquired if the County contacted NCDOT regarding the

 

bids.

           

            Mr. Stovall noted the grading proposal includes grading, seeding, and erosion control per

 

NCDEHR recommendations.   NCDOT is only interested in the paving proposal.  Manager Steen

 

noted he is working with NCDOT officials regarding paving at the project site. 

 

            The Board discussed the grading bids with Mr. Stovall.

            Mr. Stovall requested the Board move the item to today’s Action Agenda in order to keep

 

the project moving.

 

The following submitted bids for the paving which includes stone, pavement, curbing,

 

guttering around parking lots, sidewalks, and dumpster pad:

 

 

Mr. Stovall noted the price for 10” stone overflow parking lot from Larco is $24,738 which

 

was also the lowest bid and would be billed separately if desired by the Board.

 

            The Board discussed the paving bids with Mr. Stovall which can be placed on the

 

March 22nd Action Agenda.

 

            Vice Chairman Lankford confirmed with Manager Steen that information from NCDOT

 

regarding the paving would be available at the next meeting.

 

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

 

bids on today’s Action Agenda and the paving bids on the March 22nd Action Agenda.

 

Tax Administration Report – February 2010

 

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)

$19,549,187.82

 

$1,153,089.18

 

 

 

 

 

Prior Taxes 93-08 Tax Years

 

 

 

 

County Regular & Motor Vehicles

$ 600,000.00

$ 549,977.35

 

$50,022.65

EMS Collections

 

 

 

 

Total Collected

(02-01-10/02-28-10)

         $13,340.08

 

 

 

Total Collected

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

         $63,394.17

 

 

 

Delinquent accounts received from EMS (February 2010)

101 accounts = $39,575.97

 

 

 

 

Personal Property Discovery Report

# of

Total

Taxes

 

Audit Dates

Accts

Value

Due

 

02-01-10/02-28-10

11

$211,637

$1,928.93

 

 

 

 

 

 

Business Personal Property Discovery Report

# of

Total

Taxes

 

Audit Dates

Accts

Value

Due

 

02-01-10/02-28/10

0

$00.00

$00.00

 

 

Motor Vehicle Release Report

Accounts

Total Value

 

Audit Dates

 

 

 

02-01-10/02-28-10

49

$1,097.25

 

 

 

 

 

Motor Vehicle Refund Report

Accounts

Total Accounts

 

Audit Dates

 

 

 

02-01-10/02-28-10

15

$451.71

 

Number billed for Feb.  2010

3431

 

 

 

Garnishment Totals

 

 

 

 

Month

Total Accounts

Original Levy Amt

Collected Amt

 

 F/Year 2009-10

 

(July 1 – June 30)

1533

$294,077.28

$263,655.45

 

February-2010

67

$30,889.03

$26,804.05

 

 

Tax Administrator Oakley presented the following Real and Personal Property Releases

 

(February 2010) which are less than $100 for the Board’s review:

   

Releases (Real and Personal Property)

Less than $100–February 2010-Per NCGS 105-381 (b)

Name

Bill Number

Amount

Thurman Robertson

97A1997001510

$52.72

97A1997002310

$31.62

97A1997001045

$34.12

Melissa Fleming

09A155921366.03

  $6.00

Richard Turner

09A75313.09

$45.42

Total Amount

        $169.88

 

Tax Administrator Oakley presented the following Real and Personal Property Releases

 

(February 2010) which are more than $100 for the Board’s consideration:

 

Releases (Real and Personal Property)

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

Name

Bill Number

Amount

Glenn Tuttle

09A599302870420

$166.25

(approved Elderly Exemption)

Marianne Northington

09A696206393321

$2,752.00

By court action on 12-10-09, the Town of Walnut Cove became the owner by eminent domain as of 05-02-08

Greg Anderson

08A155912676.06

$147.08

SWMH was reposed  by Vanderbilt on 11-30-07

Anthony Sisk

09A155925009.04.1

$628.93

SWMH listed & taxed in Forsyth County

Anthony Sisk

09A66975.04.1

$320.00

SWMH listed & taxed in Forsyth County

Richard Turner

09A75313.09.1

$153.09

SWMH in Forsyth County

Total Amount

     $4,167.35

 

 

Tax Administrator Oakley presented the following Real and Personal Property Refund

 

(February 2010) which is more than $100 for the Board’s consideration:

   

 

 

Refund (Real and Personal Property)

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

Name

Bill Number

Amount

S and C Pools

09A599111678061

$779.40

Building destroyed in 2008

Total Amount

$779.40

 

Tax Administrator Oakley presented the following Present-Use Late Applications for the

 

Board’s consideration:

 

Name

Parcel Number

Acreage

 Bettie Sheff Heirs                         690900429509                          51.7     Forestry-land in family for many yrs

 Allen & Carolyn Venable             691700365203                          44.81    Forestry-owned the land since 2004

 Polly Anna Stewart                        597504518866                         11.16    Agriculture-owned land for yrs-farming land

 Kent & Pamela Fulp                     690900347053                         15.36   Agriculture-other property under the program

 Jason & April Pendleton                603100904569                         23.87   Agriculture-other property under the program

 Robert & Judy Griffin                    597415741486                         13.0     Agriculture-owned land since 2003

 

Tax Administrator Oakley presented the following Motor Vehicle Appeal for the

 

Board’s consideration:

 

Tax Administrator Oakley noted the Tax Office recommends that the value be changed to

 

$1,500 instead of $5,000 and the amount of $23.28 be released.

 

Tax Administrator Oakley presented the following Personal Property Tax Release for

 

the Board’s consideration:

 

·         Bill #10A440.09.1 = $212.45

·         Discovery of a 12x60 mobile home for the years of 2005-2009

·         Terry & Myrtle Allen purchased .73 acres of land and this mobile home in 2009

·         Unknown to Mr. & Mrs. Allen, the single wide mobile home had never been listed by the former owners

·         Mr. & Mrs. Allen listed the mobile home for the year 2010

·         Discovery bill was processed in the name of Terry & Myrtle Allen

·         Since the prior owners no longer own the home, no enforced collection could be implemented against them

·         NCGS 105-312(k) (discovery property) gives the Board of Commissioners power to “compromise, settle, or adjust the county’s claim for taxes arising therefrom”

·         As a matter of fairness (considering the new owners listed the property for the  year of 2010), the Tax Department is requesting under NCGS 105-312(k), that the bills covering 2005-2009 be removed from the tax scroll

 

Tax Administrator Oakley presented the following Leasehold Personal Property Tax

 

Release for the Board’s consideration:

 

·         Bill #97A1997000244 = $145.70

·         Bill #96A1996000419 = $147.92

·         Bills for 1996 & 1997 most likely cover leasehold property than can’t be identified or located

·         Since the bills are over ten (10) years old, no enforcement of collection can be implemented

·         Tax Department is requesting under NCGS 105-378 that the bills be removed from the tax scroll

 

Tax Administrator Oakley recommends approval of the following:

 

·         Refund more than $100 – Real & Personal Property

·         Releases more than $100 - Real & Personal Property

·         Present-Use Value Late Applications

·         Motor Vehicle Appeal

·         Personal Property Tax Release

·         Leasehold Personal Property Tax Release

 

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

 

Vice Chairman Lankford acknowledged the increase in the number of bills being referred to

 

the Tax Department from EMS.  Tax Administrator Oakley stated each department has a better

 

understanding of each department’s procedures and how they interact with each other.

 

Commissioner Inman expressed appreciation to Administrator Oakley and his staff for

 

the continued hard work and dedication collecting taxes especially in a very challenging economic

 

environment.

 

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

 

following items on the March 22nd Consent Agenda:

 

·         Refund more than $100 – Real & Personal Property

·         Releases more than $100 - Real & Personal Property

·         Present-Use Value Late Applications

·         Motor Vehicle Appeal

·         Personal Property Tax Release

·         Leasehold Personal Property Tax Release

 

Proposed Resolution – Broadband Access in Unserved/Underserved Areas within NC

 

            Economic Development Director Alan Wood presented the following information regarding

 

a request to support an application for a BTOP Grant by MCNC’s “Middle Mile” Broadband

 

Technology Opportunities Program:

 

·         Stokes County has received a request to support an application of a BTOP Grant Application by MCNC

·         Feels it is very important for Stokes County to respond in a positive manner to this request for the following reasons:

o   Improving Broadband access to all of Stokes County is important to our long range economic vitality

o   MCNC was successful in applying for and receiving grant funding in Round #1 of the broadband stimulus funding

o   MCNC’s Round 2 grant application would help increase the “middle mile backbone” of Stokes County

o   This “middle mile backbone” being proposed in this grant request will be an asset to Stokes County as we work to expand our “last mile” coverage by providing the County with a better fiber network to support out WiMax network when it is deployed

o   It is possible, if approved, the MCNC application can provide greater bandwidth to local providers and reduce the wholesale cost of internet service to “last mile” providers, thus lowering the cost of internet service to our citizens

·         This application will not affect the County’s application

·         Mr. Howell, who is preparing the County’s application, has reviewed the request and urges the County to support the BTOP Grant Application

·         Time sensitive due to deadline being Tuesday, March 9th

·         Request approval of letter of support and /or proposed Resolution in support of the BTOP Grant Application which simply confirm that Stokes County will consider using the “middle mile service” if feasible

·         A letter of support has been requested from MCNC to support Stokes County’s application for stimulus funding

 

Director Wood requested the item, due to the March 9th deadline, be moved to today’s

 

Action Agenda.

 

The Board discussed the request with Director Wood.

 

            Vice Chairman Lankford requested Director Wood verify the unemployment rate, his

 

understanding was the rate was higher than 10.5%.  The Board unanimously agreed to allow

 

Director Wood to change the unemployment rate in the support letter if necessary.

 

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

 

on today’s Action Agenda.

 

Proposed Resolution – Guaranteed Energy Performance Savings Contract

 

            County Manager Steen noted that the County had recently received a letter of request

 

from Dr. Hobbs indicating that the School System was interested in pursuing the Guaranteed

 

Energy Performance Savings Contract with Johnson Controls and requested the Board of

 

Commissioners agree to pass a Resolution agreeing not to cut their capital funding due to the

 

savings accrued.  Manager Steen noted that general statute does not require the adoption of the

 

Resolution, but Local Government Commission (LGC) does when submitting a loan application. 

 

Manager Steen concluded that the School Board does meet the requirements of G.S. 143-64.17C

 

and G.S.160A-20 as amended.

 

Dr. Stewart Hobbs, Superintendent of Stokes County Schools, presented the following

 

information regarding the Guaranteed Energy Performance Savings Contract:

 

·         Stokes County Schools have been investigating the possibility of entering into a Guaranteed Energy Performance Savings Contract for 6-8 months

·         This is a way to do capital improvements that deal with reducing energy costs without having the funding available

·         School System will determine what projects will be done and to what extent and would like to focus on three areas lighting, HVAC, and controls

·         RFPs were issued with two responding and Johnson Controls being selected

·         School Board will agreed on the projects, Johnson Controls will do the work, school system will borrow the funding, and the utilities’ savings should be enough to support the loan payment, if not, Johnson Controls will be obligated to pay the school system the difference

·         Before Stokes County Schools proceeds any further, the Stokes County Board of Education wanted to present this process to the Stokes County Board of Commissioners in order that both parties were aware of the process and that the Stokes County Board of Commissioners were willing to pass a Resolution

·         Guaranteed Energy Performance Savings Contract does not require the County to assume more debt; however, it does require the County Commissioners pass a Resolution stating that the Board will not cut the LEA’s capital funding due to the savings since the savings must go to pay off the LEA’s debt

·         Guaranteed Energy Performance Savings Contract is an alternative funding source which allows the school system to use future energy and operational savings to upgrade facilities and reduce operating costs now without tax increases and without the county assuming more debt

·         Vendor would implement self-funding energy savings measures, make facilities upgrades, and  guarantee the result

·         School System would borrow the funding upfront and the vendor will guarantee the savings will cover the debt or the vendor will write a check for the difference

·         Johnson Controls has been involved with several school systems with this type of contract such as systems in Elkin City, Lexington City, Rockingham County, Madison County, Alleghany County  and others

·         Key to this process is the Guarantee

·         Johnson Controls has a three part guarantee:

o   Price – Guarantee (there are no change orders)

o   Performance – Guarantee (the implemented solutions must work)

o   Financial – Guarantee (the project must be self-funded or Johnson Controls will write a check)

·         Johnson Controls would be more than willing to present the concept of Guaranteed Energy Performance Savings Contract to the Stokes County Board of Commissioners if so desired

 

Chairman Sonya Cox, who was in attendance for the meeting, noted that this could be

 

a way to do some work at Southeastern School now and not have to wait for the renovation project,

 

plus reduce the renovation project total. 

 

Dr. Hobbs, on behalf of the Stokes County School System and Stokes County Board of

 

Education, requests that the Stokes County Board of Commissioners agree to pass a Resolution

 

agreeing not to cut the schools’ capital funding due to the savings accrued from the Guaranteed

 

Energy Performance Savings Contract.

           

            The Board discussed the request with Superintendent Hobbs and Chairman Cox.

 

            Commissioner Carroll confirmed with Dr. Hobbs that there is a clear understanding with

 

both Boards that the proposed Resolution does not say the Board of Commissioners will not cut

 

your capital budget and does not lock the Board of Commissioners into a certain level of capital

 

funding.

 

 

 

            Vice Chairman Lankford stated that he was also concerned with both Boards understanding

 

this proposed Resolution would not lock the Board of Commissioners into a certain level of capital

 

funding for the school system.

 

            Dr. Hobbs noted that the Board of Education wanted to make sure the Board of

 

Commissioners did not have reservations about the program and would agree to sign the proposed

 

Resolution before the School Board continued with the program.  The Board of Education now has

 

a project for every school, except Nancy Reynolds, but have not approved any specific projects and

 

would like to have everything in place in order to possibly start in the summer while school is out.

 

            The Board discussed placing the item on March 22nd Action Agenda.

 

            Dr. Hobbs stated that the School System would not need the Resolution approved until

 

the Board of Education decides what specific projects are going to be done, will need the proposed

 

Resolution  adopted when making an application to LGC.

 

            The Board unanimously agreed to support the Board of Education with proceeding with the

 

Guaranteed Energy Performance Savings Project and that the Board of Education’s capital funding

 

would not be cut due to the savings of the project.

 

Discussion – Scheduling Public Hearing Regarding Stokes-Reynolds Memorial Hospital, Inc.

 

            Chairman Walker yielded the floor to Commissioner Carroll who had requested at an

 

earlier meeting to begin discussion regarding a public hearing pertaining to the future of Stokes-

 

Reynolds Memorial Hospital, Inc.

           

            Commissioner Carroll noted that this Board has to make some decisions regarding the

 

long-term future of Stokes-Reynolds Memorial Hospital.  Commissioner Carroll stated that his

 

position is and has been all along that before this Board considers any given options, a public

 

hearing be held to inform the people of Stokes County that decisions must be made, what the

 

options are, this is their hospital, and allow them to speak.

 

            Commissioner Inman stated that he concurred with Commissioner Carroll and reminded the

 

Board that the press release stated that the hospital belongs to the citizens of Stokes County and

 

their voices would be heard.

 

            Vice Chairman Lankford stated that he also agrees that a public hearing is absolutely

 

necessary, but feels the Board needs to wait until HMC has had a few weeks managing the hospital

 

in order to have as much information available as possible to share with the people.

 

            Commissioner Smith concurred that a public hearing is necessary to inform the citizens of

 

the County what options are available.  Commissioner Smith stated that he had no problems waiting

 

a couple of weeks, but doesn’t want to put it off very long.

 

            Chairman Walker concurred that he is also on board for a public hearing to hear public input

 

from the citizens of Stokes County regarding Stokes-Reynolds Memorial Hospital.

 

            Vice Chairman Lankford noted that the Board of Trustees will be hold their first meeting

 

on March 22nd and feels that information from that meeting would be very beneficial to have

 

before a public hearing.

 

            Chairman Walker polled the Board regarding a date:

 

o   Commissioner Carroll stated, “as soon as possible”

o   Vice Chairman Lankford stated “not until statistical financial information is available from the new management company, which could be given at the       March 22nd meeting”

o   Commissioner Inman concurred with Commissioner Carroll

o   Commissioner Smith stated he would put some urgency on the date, but not immediately

 

Commissioner Carroll stated that he disagreed somewhat with Vice Chairman Lankford

 

in terms that he does not think the current management team is relevant to this Board’s decision

 

about the future of the hospital.

 

            Chairman Walker stated that by moving the public hearing date out, it will allow the

 

Board to get out and talk to the citizens regarding the future of the hospital.

 

The Board discussed possible dates such as the end of April or first of May for a public

 

hearing.

 

            Commissioner Inman noted the importance of getting the date and purpose of the public

 

hearing out to the people.  Commissioner Inman also noted that although he concurred with

 

Commissioner Carroll with holding the public hearing as soon as possible, the citizens of the


County may feel different about the decision of the hospital if another management entity can

 

improve the losses at the hospital and thinks possibly one or two months of statistical financial

 

information would provide that type of information.

 

            Chairman Walker entertained a motion.

 

            Vice Chairman Lankford moved to hold a public hearing regarding the hospital on

 

May 10th.

 

            Chairman Walker stated the motion dies for lack of second.

 

            Commissioner Carroll noted the motion was out of order, the Board had not agreed to

 

move the item to the Action Agenda.

 

 

 

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

 

the March 22nd Action Agenda (possible May 6th, May 13th)

 

Proposed Amendment – Restated Articles of Incorporation of Stokes-Reynolds Memorial Hospital, Inc.

 

County Manager Bryan Steen noted that Commissioner Carroll had requested at the

 

March 1st Special Meeting to delete the following sentence from Section #5 of the Reinstated

 

Articles of Incorporation of Stokes-Reynolds Memorial Hospital, Inc:

 

 

Commissioner Carroll recommended to also delete the following sentence:

 

 

The Board had no issues with removing the following last two sentences from Section #5:

 

 

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

 

the March 22nd Action Agenda.

 

Authorization for Grant Application for Day Care Facility        

 

            Chairman Walker noted that this item was on the February 22nd Discussion and Action

 

Agendas and requested to be placed back on the March 8th Discussion Agenda by Vice Chairman

 

Lankford.  Chairman Walker turned the discussion over to Vice Chairman Lankford.

 

            Vice Chairman Lankford noted the following regarding the Authorization for Grant

 

Application for Day Care Facility:

 

·         Vote failed at the February 22nd meeting to proceed with making two grant applications for funding to bring a county owned facility up to code

·         It was noted that the members of the Board expressed concerns with not having enough time to thoroughly examine the issue before the March 1st deadline

·         Deadline for second round of funding for the grants is May 1st giving the County almost two months to thoroughly examine the issue

·         Still strongly feel, it is important to have a Stokes County owned facility brought up to code by grant funding – saving county dollars

·         Have the opportunity to possibly create jobs in Stokes County

·         Have the opportunity to provide a service that is very much needed in the northern part of the County

 

Vice Chairman Lankford concluded that he feels the County should pursue the grant

 

opportunities and proceed with the application process for both grants in the second round.

 

            Commissioner Carroll noted the following:

 

·         No problem whatsoever trying to obtain grant funding to bring a county owned facility up to code

·         First, must establish if the County has a need for the facility before considering looking elsewhere

·         Look at all immediate and future needs of the County

·         Make sure that other entrepreneurs or private providers/businesses are aware that the County has a facility that may be made available for a reasonable rent  if they are willing to operate their business out of that facility rather than identifying one particular business and not giving anyone else the opportunity to at least express an interest

 

Commissioner Smith inquired if the owner of the business who supplied the business plan

 

is still on board with renting the facility at a normal rental fee and reiterated that he also does not

 

have any issues with applying for grant funding to bring a county owned facility up to code.

 

            Vice Chairman Lankford noted the business plan has already been submitted to Economic


Development Director Wood, the grant applications are ready to go, and the rental rate would be

 

set by the Board at the time of occupancy and the provider would have the opportunity

 

to decline or accept.

 

            Commissioner Smith also inquired about the census of available day care slots within

 

the County.  Vice Chairman Lankford noted that he did not have the actual number of day care

 

vacancies within the County – County has approximately 20 licensed day care providers.

 

            Chairman Walker requested the County Manager to provide the Board with the

 

following information:

 

·         Confirm that if the County accepts the grants and the provider declines to rent the facility after repairs have been done, the county would have to repay back grant funding that had been spent on the repairs

 

Vice Chairman Lankford suggested that Manager Steen verify the conditions of both grants

 

(Rural Center and ARC).  Vice Chairman Lankford concluded that he had received several

 

comments on the need a day care in this particular area.

 

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

 

on the Discussion Agenda for the first meeting in April.

 

Job Vacancies

 

County Manager Bryan Steen noted the following requests from DSS Director Jan Spencer

 

who was in attendance for today’s meeting:

 

·         Request to fill vacant Processing Assistance III position

·         Request to fill Director’s position that will be vacated on July 30, 2010

·         Request to use lapsed salaries for a contract position

 

The Board had no issues with DSS Director Spencer providing information to the Board

regarding the requests.

 

            DSS Director Jan Spencer discussed the following with the Board:

           

·         Request to use lapsed salaries to extend the contract for a Food & Nutrition ARRA worker  - funding will exhaust on March 13th unless additional funding is awarded

o   Information has been received that the State has received additional funding to possibly extend the position for one year, but unsure about the amount of funding until documentation is provided by the State

o   The position has been a tremendous help to the Food & Nutrition Unit

o   The Food & Nutrition Unit is experiencing a big increase in caseload size and there is no end in sight at this time

o   Request the item be moved to today’s Action Agenda in order to be able to keep the worker on the job with hopes documentation will soon be provided from the State regarding the additional funding

 

The Board had no issues with Director Spencer’s request and unanimously agreed to move

 

the item to today’s Action Agenda.

 

·         Request to fill vacant Processing Assistant III position

o   Processing Assistant was promoted to an Accounting Tech I position thus leaving the Processing Assistant III vacant

o   Clerical unit has consistently had to work overtime to keep up with the work flow due to being understaffed and with one vacancy, comp. time is expected to increase

o   Will take approximately 4-6 weeks to fill the position

o   Request to move the item to today’s Action Agenda in order to proceed with internal posting of the position

 

The Board had no issues with Director Spencer’s request and unanimously agreed to move

 

the item to today’s Action Agenda.

 

·         Request, on behalf of the DSS Board, to fill the Director of Social Services position which will become vacant on  July 30, 2010

o   I submitted my letter of retirement to the DSS Board on Feb. 24th to be effective on August 1, 2010

o   DSS Board would like permission to begin the recruitment process as soon as possible in order to be able to hire a new director by that date

o   Would like to have adequate time to have a smooth transition period

o   Request to move the item to today’s Action Agenda in order to proceed with the recruitment process

 

The Board had no issues with Director Spencer’s request.

 

Commissioner Inman noted the need to move the item to today’s Action Agenda in order

 

to allow the DSS Board to have adequate time to replace Director Spencer and allow for a smooth

 

transition.  

 

The Board unanimously agreed to move the item to today’s Action Agenda.

 

The Board expressed their appreciation to Director Spencer for her dedication to Stokes

 

County and the Department of Social Services.

 

Appointments

 

Stokes County Community Child Protection Team

 

            Chairman Walker noted the vacancy for the Stokes County Community Child Protection

 

Team was announced at the February 22nd meeting with no nominations presented.

 

            Clerk to the Board Darlene Bullins noted the County had not received any appointment

 

applications for the vacancy.

 

            Commissioner Smith nominated Pam Hooker to serve on the Stokes County Community

 

Child Protection Team.

 

            Commissioner Smith requested the item be moved to today’s Action Agenda due to the

 

CCPT actually meets tomorrow.

 

            The Board unanimously agreed to move the item to today’s Action Agenda.

 

Stokes County Board of Health

 

            Chairman Walker announced the following vacancies on the Stokes County Board of

 

Health: (filling unexpired terms)

 

·         Optometrist Representative (Dr. Kevin Walker)

·         Professional Engineer Representative  (Jerry Moorefield)

 

Commissioner Smith nominated Ms. Cheryl Ferguson to serve on the Board of Health.

 

Commissioner Carroll, who serves on the Board of Health, noted the open vacancies were

 

for the following:

 

·         Optometrist Representative

·         Professional Engineer Representative 

 

Commissioner Smith inquired about the Board of Health already having a member on the

 

Board who qualifies as the Professional Engineer Representative. 

 

            Clerk Darlene Bullins confirmed that Jerry Mitchell, who serves as an at-large member,

 

would qualify as a Professional Engineer Representative per Health Director Josh Swift.

 

            Commissioner Carroll confirmed that Mr. Mitchell had no issues with being transferred to

 

the Professional Engineer Representative and if the Board agreed to transfer Mr. Mitchell, there

 

would definitely be an at-large vacancy.

 

            Commissioner Smith nominated Jerry Mitchell for the vacant Professional Engineer

 

Representative appointment.

 

            Commissioner Carroll also noted the possibly of the optometrist appointment being changed

 

to an at-large appointment if there were no other optometrists who reside in Stokes County.

 

            Commissioner Carroll stated that he would verify that the optometrist appointment can be

 

changed to an at-large appointment.

 

            Chairman Walker requested the Clerk to have Director Swift verify if Dr. Kevin Walker

 

can be reappointed and if Dr. Walker would be interested in being reappointed.

 

            Chairman Walker directed the Clerk to place the Professional Engineer vacancy on the

 

March 22nd Action Agenda and the optometrist vacancy with Commissioner Smith’s nomination

 

for an at-large appointment on the March 22nd Discussion Agenda.

 

GENERAL GOVERNMENT – GOVERNING BODY – ACTION AGENDA

 

NCDOT – Proposal for Community College Site

 

            Chairman Walker entertained a motion.

 

            Vice Chairman Lankford moved to approve the County Manager’s recommendation

 

to proceed with the execution of agreement with NCDOT regarding the 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 the Department of Correction).  Commissioner Inman seconded the motion.

 

            Manager Steen noted the items of the agreement were presented at the February 22nd

 

meeting and also included in the minutes.

 

            The motion carried unanimously.

 

Use of Holiday Leave

 

            County Manager Bryan Steen briefly discussed the information presented at the

 

February 22nd meeting regarding the use of the “Floating Holiday” for all employees before

 

any type of leave.   Manager Steen noted the “Special Leave Policy” also presented at the

 

February 22nd meeting and would appreciate the Board considering the adoption of that

 

policy.

 

            Chairman Walker entertained a motion.

 

            Vice Chairman Lankford moved to continue the “Floating Holiday” as it was created

 

with an effective date retroactive to January 1, 2010.  Commissioner Smith seconded the motion.

 

            The Board continued discussion regarding the “Floating Holiday Leave”.

 

            Commissioner Carroll noted the point of confusion is over the issue of accrual and it was

 

the intention of this Board that the Floating Holiday not be considered as holiday time that is

 

accrued because a person is not allowed to take the time on the designated holiday.

 

            The motion was read for clarification.

           

            Commissioner Carroll noted it would be easier to take the County Manager’s

 

recommendation and completely separate the Floating Holiday from accrued holiday time.

 

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

 

Early College - Grading and Paving Bids

 

            Chairman Walker entertained a motion.

 

            Commissioner Inman moved to approve Doggett Construction Company Inc at a bid price

 

of $156,480 for the grading for the Early College Project.  Vice Chairman Lankford seconded

 

and the motion carried unanimously.

 

Proposed Resolution – Broadband Access in Unserved and Underserved Areas with

North Carolina

 

            Chairman Walker entertained a motion.

 

            Vice Chairman Lankford moved to approve the letter of Support and Resolution submitted

 

by Economic Development Alan Wood for the MCNC’s Middle Mile Broadband Technology

 

Opportunities Program (BTOP Grant Application).  Commissioner Smith seconded and the motion

 

carried unanimously.

 

DSS - Lapsed Salaries and Job Vacancies

 

Chairman Walker entertained a motion

 

            Commissioner Smith moved to approve the DSS Director’s request to use lapsed salaries

 

to continue a contract position in Food & Nutrition and hire the Director’s position that will be

 

vacated on August 1, 2010 and a Processing Assistant III position that is already vacant. 

 

Commissioner Inman seconded and the motion carried unanimously.

 

Stokes County Community Child Protection Team

 

Chairman Walker polled the Board regarding the nomination of Pamela Hooker to serve

 

on the Stokes County Community Child Protection Team (CCPT).

 

            Commissioner Smith voted yes for Pam Hooker to serve on the CCPT.

            Commissioner Inman voted yes for Pam Hooker to serve on the CCPT.

Chairman Walker voted yes for Pam Hooker to serve on the CCPT.

Vice Chairman Lankford voted yes for Pam Hooker to serve on the CCPT.

Commissioner Carroll voted yes for Pam Hooker to serve on the CCPT.

 

Chairman Walker stated Pam Hooker was voted unanimously to serve on the CCPT.

           

Closed Session

 

Chairman Walker entertained a motion 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 material terms of an agreement

for the acquisition or lease of real property pursuant to G.S. 143-318.11(a)(5)

 

Commissioner Inman moved to enter 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 material terms of an agreement

for the acquisition or lease of real property pursuant to G.S. 143-318.11(a)(5)

 

Vice Chairman Lankford seconded and the motion carried unanimously.

 

The Board entered closed session.

 

The Board returned to the open session of the March 8th meeting.

 

 

 

Danbury Water Project – Land Purchase

 

            Chairman Walker entertained a motion.

 

            Commissioner Inman moved the County purchase two parcels of land from

 

Charles M. Martin (.229 acre tract to be surveyed and .345 acre to be surveyed) concurrent

 

with a 30 ft access from Sheep Rock Road at a cost of $4,583 with one purchase being contingent

 

on suitability of the parcel for a well.  Commissioner Smith 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.

 

Vice Chairman Lankford moved to adjourn the meeting.   Commissioner Inman seconded

 

and the motion carried unanimously.

 

 

 

 

 

 

 

 

 

_________________________                                  _____________________________

Darlene M. Bullins                                                    Jimmy Walker

Clerk to the Board                                                    Chairman