) STOKES COUNTY GOVERNMENT
COUNTY OF STOKES ) DANBURY, NORTH CAROLINA
) APRIL 6, 2010
The Board of
Commissioners of the County of Stokes, State of North Carolina, met
for a Goals Planning Session in the third floor conference room of the
Ronald Wilson Reagan
Memorial Building (Administration Building) located in Danbury, North
Carolina on Tuesday,
April 6, 2010 at 4:00 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 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 April 6, 2010
Agenda.
Commissioner Inman
moved to approve the April 6, 2010 Agenda as submitted.
Commissioner Smith seconded and the motion carried unanimously.
Smoking in
County Buildings
County Manager Bryan
Steen informed the Board, as requested at the last Goals Session,
that he had spoken to department heads in the Administrative Building
regarding the issue of
smoking in the building. Manager
Steen noted that the department heads did not feel there would
be any issues with asking employees not to smoke in the building and
that several employees are
already smoking outside.
The Board further
discussed the issue of smoking in county owned facilities, making no
changes, designating county owned facilities as smoke free buildings
with convenient designated
smoking areas, requesting only employees to smoke outside, and having a
trial basis of requesting
employees not to smoke in county facilities.
Commissioner Carroll
confirmed with Manager Steen that only the department heads
in the Administrative Building had been asked and that the employees
who smoke had not been
asked.
Manager Steen noted
that a designated smoking area could be placed at the back of the
Administrative Building similar to the one placed at the Department of
Social Services.
Chairman Walker suggested
the Board discuss the topic of no smoking in county owned
facilities at a later meeting and continue with the Goals Planning
Session as scheduled.
Chairman Walker opened
the floor for discussion regarding 2010 Goals.
Grants
Vice Chairman Lankford
requested the Board further discuss grants, which was a 2009
Goal. Vice Chairman Lankford stated
that he felt the County needs to take every opportunity
possible to try to obtain grants, thus saving taxpayer dollars.
Chairman Walker noted
that he felt some restructuring in Economic Development could be
done to include two additional positions who would report to the
Economic Development Director.
One position would be responsible for parks, recreation, tourism, and would
also assist the
Economic Development Director with grant writing. The other position would be
administrative.
Arts and specials events would also be a part of Economic Development
in order for Economic
Development and Arts to coordinate their efforts. The positions could be funded on a trial
basis
(possibly 2 years) using Hold Harmless dollars. The YMCA could possibly
continue with some
recreational programs.
Vice Chairman Lankford
suggested that there needs to be a plan to get things moving
regarding grants.
The Board discussed
the technical and time consuming process of completing a grant
application, other grants received by the County, and the lack of
grants not being applied for by
the County.
The Board briefly
discussed the rehabilitation grant regarding the building previously
occupied by Happy Hills Day Care Center.
Chairman Walker
confirmed with Finance Director Julia Edwards that the County
is scheduled to receive the Hold Harmless Funding for two more years.
Commissioners’
Top Goals
Chairman Walker requested
each member of the Board to list their top individual goals:
Commissioner Carroll listed
the following:
·
Schools
·
Community College
·
Stokes Reynolds Memorial Hospital – Decision
·
Survival
Commissioner Carroll stated the Board needed
to make very specific, concrete goals; not
just schools or community college, but a goal that states what this
Board is going to do such as
hire an architect to design a community college in 2010.
Vice Chairman Lankford
noted the expense of hiring an architect.
Vice Chairman Lankford listed the following:
·
Survival
·
Keep employment (number of employees) for the
county at the present level
·
Grants
·
Job creation
The Board further discussed grants. Vice Chairman Lankford stated the lead person
to start the process should be the county manager with department heads
researching for their
own departments.
Chairman Walker questioned
Manager Steen regarding having additional time to put
towards grants.
Manager Steen noted
that there was time to do some initial inquiries regarding grants, but
time is limited currently with the preparation of the fiscal year
budget along with the daily operation
of the County.
Vice Chairman Lankford requested the balance
of the Dedicated Debt Service Fund.
Finance Director Julia Edwards stated the
current balance of the Dedicated Debt Service
Fund is $1,211,000.00 and the current balance as of March 3rd
in the Lottery Fund is $2,596,963.00.
Finance Director
Edwards also stated the current balance in the regular Capital Reserve
Fund is $441,951 which is already designated for certain projects.
Chairman Walker listed the following:
·
Schools
·
Community College
·
Stokes Reynolds Memorial Hospital – Decision
·
Parks and Recreation
·
Economic Development – create and retain jobs
Commissioner Inman listed the following:
·
Maintaining a conservative course of spending
·
Schools
·
Community College
·
Stokes Reynolds Memorial Hospital
·
Strategic plan for grants
·
Parks & Recreation
·
Grants
·
Economic Development – creation of jobs
Commissioner Inman stated that one important
thing regarding grants is that you must
have a strategic plan for acquiring grant.
Commissioner Smith listed the following:
·
Schools (new
elementary school in King, Southeastern renovations, renovations at Lawsonville
Elementary School)
·
Keep in touch with Board of Education regarding top
priorities
·
Provide adequate services to the citizens of Stokes
County
·
Possibly add a Fraud Investigator at DSS and a daytime
EMS Convalescent Truck
·
Community College
·
Stokes Reynolds Memorial Hospital
·
Grants
·
Parks & Recreation
·
Economic Development – Job creation
The Board listed the top goals submitted by a
majority of the members:
·
Schools ( 4 members)
·
Community College (4 members)
·
Stokes Reynolds Memorial Hospital (4 members)
·
Survival (5 members)
·
Grants (4 members)
·
Parks and Recreation (3 members)
·
Economic Development – Job creation (4 members)
The Board discussed the following goal - Schools:
Commissioner Carroll, Chairman Walker, and
Commissioner Smith agreed to begin
the Board of Education’s next priority school construction project in
2010.
Vice Chairman Lankford
stated to look at the Board of Education’s next priority project
with no tax increase.
Commissioner Inman stated to take the Board of
Education’s next priority school
construction project in 2010 subject to talking with the county’s
financial advisor.
The Board discussed the following goal - Community
College:
Commissioner Smith and Commissioner Carroll
agreed to hire an architect in 2010
with construction starting in 2011.
Commissioner Inman
agreed to consider hiring an architect in 2010 with construction
no later than 2012 if funding is available.
Chairman Walker agreed
to hire an architect in 2010 with construction starting in 2011
(preferably no later than 2012).
Vice Chairman Lankford
agreed to hire an architect in 2011 with construction starting in
2012. Vice Chairman Lankford reiterated
that hiring an architect could cost as much as
$500,000.
Commissioner Carroll
confirmed with Finance Director Julia Edwards that the County
could fund the money up front and pay the county back as long as a
Resolution was adopted before
any funds were expensed.
Commissioner Inman questioned
whether the County could build a “Stokes County
Community College” rather than one affiliated with Forsyth Technical
Community College.
Commissioner Carroll confirmed the State Board of Community Colleges
would have to approve,
which is probably unlikely.
The Board discussed the following goal – Stokes
Reynolds Memorial Hospital-Decision:
Vice Chairman Lankford stated to continue 8-9
months with the County operation, then
make an assessment and a decision regarding the hospital.
Commissioner Carroll
stated the Board needs to make a decision about the long term
future of the hospital in 2010.
Commissioner Smith
stated the need to proceed with an RFP as soon as possible, make
a decision with preferably a new hospital being built, and retain
ownership of the hospital property
for county departments.
Commissioner Inman
stated after the Public Hearing (as soon as feasible) make a decision
regarding the hospital.
Chairman Walker stated to make a decision by
the end of 2010 regarding the hospital,
facilities in King, and the long term care facility.
After a lengthy
discussion, the Board unanimously agreed that a decision regarding
Stokes Reynolds Memorial Hospital would be made by the end of 2010.
The Board discussed the following goal - Survival:
(The Board agreed to carry forward the following 2009 Survival Goals :)
· Make sure the County has a safety net in place for the most vulnerable citizens in the County (first and foremost priority as far as programs)
· Provide services to the citizens of Stokes County as cost effective as possible
(Quality Cost Effective services)
· Continue expenditures and revenues review
· Minimize mileage on county vehicles (place mileage sheet in all county vehicles)
· Assess county vehicles being driven home by county employees
· Employee sharing in all departments, especially those departments associated with the current economic status
· Meet with Department Heads for suggestions for cutting cost
· Hiring freeze/selective hiring (any hiring must be approved by the BOCC)
· Control Comp. Time in all departments
· Look into imaging process to make departments more efficient
· Focus on eliminating any unnecessary spending, spending will be the key this year and next year just as the County has done during the past two years
· No funding being borrowed for recurring expenses, just capital needs
· Identify salary options
1. First, look at eliminating only the bonus with salary schedule still intact
2. Second, eliminate longevity increases
3. Third, impose a salary freeze
4. Fourth, reduce work hours
The Board discussed the following goal - Grants:
Chairman Walker stated
the need to place a higher priority on grant applications and
more attention to acquiring grants.
Vice Chairman Lankford
agreed that more attention needed to be placed on grant writing.
Commissioner Carroll agreed
with more priority on grants, but noted that department heads
need to identify possible grants for their departments and submit them
to the Board of
Commissioners for consideration.
Commissioner Inman
stated the need for an action plan to bring grant information to
the Board. Commissioner Inman
reiterated the time involvement for preparation of a grant
and the person must have some knowledge regarding grant writing.
The Board discussed
the following procedure to follow regarding acquiring grants:
·
Department Heads research and identify grants for
their individual departments
·
County manager and department head evaluate the pros
and cons of each grant
·
County manager submits the proposed grant to the
Board of Commissioners for their authority to proceed with the application and appropriate
funding if match is required
The Board discussed the following goal – Parks
and Recreation:
Commissioner Carroll,
Commissioner Inman, Chairman Walker, and Commissioner Smith
agreed to evaluate options during the budget process.
Vice Chairman Lankford
stated the need to see the Master Plan (Tourism & Moratock Park)
recently requested by Economic Development Director and approved by the
Board before making
any decisions regarding Parks and Recreation.
The Board discussed the following goal- Economic
Development –Job Creation:
Vice Chairman Lankford stated the need for job
creation.
Commissioner Carroll stated the need to
provide support and encouragement to the
Economic Development Commission as they proceed to follow their
Strategic Plan.
Commissioner Smith
agreed with Commissioner Carroll, but added Economic
Development Director with Economic Development Commission.
Commissioner Inman
agreed with Commissioner Carroll.
Chairman Walker agreed
with Commissioner Carroll.
2010 Goals
The Board agreed either unanimously or by a
majority to the following as high priority
Goals for 2010:
·
Schools
(majority of the Board)
o Begin the next
Board of Education’s priority school construction project in 2010
·
Community
College (majority of the Board)
o Hire an architect
in 2010 with construction in 2011
·
Stokes
Reynolds Memorial Hospital (unanimous)
o Make a decision
regarding Stokes Reynolds Memorial Hospital by the end of 2010
·
Survival
(unanimous)
o Use the following
adopted 2009 Goals
Ø Make sure the County has a safety net in place for the most vulnerable citizens in the County (first and foremost priority as far as programs)
Ø Provide services to the citizens of Stokes County as cost effective as possible (Quality Cost Effective services)
Ø Continue expenditures and revenues review
Ø Minimize mileage on county vehicles (place mileage sheet in all county vehicles)
Ø Assess county vehicles being driven home by county employees
Ø Employee sharing in all departments, especially those departments associated with the current economic status
Ø Meet with Department Heads for suggestions for cutting cost
Ø Hiring freeze/selective hiring (any hiring must be approved by the BOCC)
Ø Control Comp. Time in all departments
Ø Look into imaging process to make departments more efficient
Ø Focus on eliminating any unnecessary spending, spending will be the key this year and next year just as the County has done during the past two years
Ø No funding being borrowed for recurring expenses, just capital needs
Ø Identify salary options
o First, look at eliminating only the bonus with salary schedule still intact
o Second, eliminate longevity increases
o Third, impose a salary freeze
o Fourth, reduce work hours
Ø Evaluate staffing levels
Ø Reminder of deep recession
Ø Evaluate the county’s ability to bridge the gap for services with State revenue cuts
·
Grants
(unanimous)
o Place a higher
priority and more attention regarding acquiring grants by implementing the
following procedures:
§ Department heads
research and identify grants for their individual departments
§ County manager and
department head evaluate the pros and cons of each grant
§ County manager
submits the proposed grant to the Board of Commissioners for their authority to
proceed with the application and appropriate funding if match is required
·
Parks
and Recreation (unanimous)
o Evaluate options
during the budget process.
·
Economic
Development – Job Creation (unanimous)
o Encourage job
creation by providing support and encouragement to the Economic Development
Commission as they follow their strategic plan
Legislative Assembly
Day for County Commissioners
Commissioner Inman
informed the Board that the Legislative Assembly Day for County
Commissioners in Raleigh is May 19th.
Regional
Meeting for Board of County Commissioners
Commissioner Inman also noted the NCACC Regional
meeting will be held in Forsyth
County on Tuesday, April 27th. Vice Chairman Lankford noted that there was
a scheduled Board
of Trustees meeting on the 27th.
Chairman Walker, with
full consensus of the Board, directed the Clerk to see if the
Board could reschedule the Board of Trustees to Thursday, April 29th.
Adjournment
There being no further business to come before
the Board, Chairman Walker entertained
a motion to adjourn the Goals Planning Session.
Commissioner Smith moved to adjourn the Goals Planning
Session. Commissioner
Inman seconded and the motion carried unanimously.
_________________________
_____________________________
Darlene M.
Bullins
Jimmy Walker
Clerk to the Board Chairman