STATE OF NORTH CAROLINA )                    OFFICE OF THE COMMISSIONERS

                                                            )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                   )                    DANBURY, NORTH CAROLINA

                                                            )                    JUNE 10, 2010

 

           

            The Board of Commissioners of the County of Stokes, State of North Carolina, met

 

for a Budget Work Session in the third floor conference room of the Ronald Wilson Reagan

 

Memorial Building (Administration Building) located in Danbury, North Carolina on Thursday,

 

June 10, 2010 at 1:00 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 Budget Work Session to order and delivered the

 

invocation.

                       

GENERAL GOVERNMENT-GOVERNING BODY-PLEDGE OF ALLEGIANCE

 

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

 

Board with the Pledge of Allegiance. 

 

Budget Work Session

 

            County Manager Bryan Steen provided the following information:

 

·         Letter from DSS Board regarding request for new positions has been provided to the Board

·         Additional information is available regarding the mandated FCC radio upgrade for Communications

·         EMS Director Monty Stevens had submitted the following information regarding the EMS Shift Supervisor’s vehicle:

o   Request for a large truck instead of some type of SUV - the fuel that the vehicle currently carries (used in rescue tool) can be placed in an area that is away from the driver and passengers

o   If a larger vehicle is not purchased, the Bariatric stretcher (currently being purchased) would have to be stored in a spare ambulance, the spare would have to be taken to where the need is by the shift supervisor who may be on the other side of the county

·         Laptop computers (6) being requested will be funded from Capital Reserve

 

The Board continued discussion regarding the shift supervisor vehicle.

 

The Board expressed the following concerns regarding the requested EMS vehicle:

 

o   Poor gas mileage

o   Cost of vehicle (estimated $80,000)

o   Number of  miles being driven by shift supervisor

o   Type of truck needed

o   Replacement box for the vehicle

 

Chairman Walker, with full consensus of the Board, directed the Manager to schedule

 

a time for EMS Director Stevens to discuss the vehicle request with the Board.

 

            Clerk Darlene Bullins requested to hold the June 16th Budget Work Session in the


Commissioners’ Chambers due to EMS needing the conference room for a training session.

 

The Board had no issues with holding the June 16th Budget Work Session in the Commissioners’

 

Chambers.

 

            Manager Steen submitted information from the Stokes County Schools Carry Over

 

Projects from 2009-10 Fiscal Year that was requested by the Board of Commissioners.

 

            Commissioner Carroll informed the Manager that this was not the full list and requested

 

the Manager to contact the schools for the completed list.

 

The Board continued to discuss individual departments’ budgets.

 

Manager Steen noted the following which would pertain to all departments:

 

·         Personnel services in each department will be showing an increase due to the salaries and wages line item includes two years of longevity

·         Final Fiscal Year 2009-10 totals did not include longevity steps for each employee, it was placed in contingency and then transferred to each department in February 2010

·         Premiums for Health and Dental insurance for employees have increased

·         Employer contribution for retirement has increased from 4.93% to 6.41%

 

Environmental Health

 

Manager Steen noted the following:

·         4.91% increase due mainly to personnel services (longevity and benefits)

·         Decrease in materials, supplies & expenses

 

The Board discussed the effects of the economy on the department’s revenue,

 

prorated Health Department staff being funded from this department, and the need to make sure

 

job sharing is being done if possible.

 

            Chairman Walker expressed concerns with negative comments that he had heard at the DSS

 

Board meeting regarding the recent job sharing from other departments who were placed at

 

DSS.  Chairman Walker noted the need for job sharing is still needed at DSS.

 

            Commissioner Inman noted that these concerns should have been addressed to the County

 

Manager.

 

            Manager Steen noted that job sharing is currently being done at EMS to help with the

 

billing.

 

 

Finance

 

Manager Steen noted the following:

·         Investment earnings down

·          1.98% increase due mainly to personnel services (longevity and benefits)

·         Small increase in training

 

Fire Marshal

 

Manager Steen noted the following:

·         2.19% increase due to personnel services (longevity and benefits)

·         Turn out gear and camera to be funded from Hold Harmless

·         Reclassification requested, but not recommended

 

Commissioner Carroll questioned Manager Steen if the two individuals in the Department

 

were doing the same job. 

 

The Board discussed the requested reclassification.

 

Commissioner Carroll requested the reclassification be discussed further at a later Budget

 

Work Session. Commissioner Carroll expressed concerns with two individuals doing the same job

 

and not being classified the same.

 

Forsyth Community College

 

Manager Steen noted the following:

·         No way to project the actual cost for the first year of operation for Early College

·         685.26 % increase due to increases in Telephone, M&R to Equipment, M&R to Grounds, Utilities, and Departmental Supplies

·         Contingency Fund has been established in the amount of $35,000 for unanticipated expenses

 

The Board discussed the projected costs for the first year of operation for Early College.

 

GIS/Mapping

 

Manager Steen noted the following:

·         2.85% decrease

·         No major changes

 

Commissioner Inman requested why the maps from the last fly over were not on the system.

 

Commissioner Inman expressed concerns with the County doing the fly over and not having the

 

maps available for the public.

 

Finance Director Julia Edwards noted that two computers being funded from E911 and a

 

server in the Tax Department in this year’s budget will enable the maps to be downloaded for

 

display.

 

            Chairman Walker directed the Manager to discuss the concerns expressed by Commissioner

 

Inman and try to find out a possible date that these maps will be available for the public.

 

 

 

 

Governing Body

 

Manager Steen noted the following:

·         2.76% increase due to increases in property/liability and worker’s compensation

 

Commissioner Carroll suggested the following:

·         Board of Commissioners should receive a base salary per pay period and then a specific amount each meeting that the clerk records official minutes

·         For example:  $400 per pay period base salary with an additional $100 for the each meeting that the clerk records official minutes, all other meetings would be included in the base salary of $400

·         This would take care of having to keep up with meetings and cover travel expenses

 

Chairman Walker directed the item be placed on a list to discuss at a later budget work

 

session.

 

Health Department

 

Manager Steen noted the following:

·      Corrected copies presented by Finance Director Edwards reflect the elimination of one position projected by the State to not be funded in the upcoming fiscal year State Budget (employee has been given a 60-day notice that the position may be eliminated in the upcoming fiscal year)

·      Finance Director Edwards also noted the increase should only be ($19,481) 1.19% instead of ($47,358) 2.91% due to the elimination of the one position and benefits

·      Funding for Healthy Carolinians being funded from Escrow under Professional Services

·      Board of Health approved the budget submitted by Director Swift

·      Director Swift is currently contracting with Stokes Reynolds to provide professional staff (PA, NP) for the King Clinic, professional staff at the Health Department can’t work at the King Clinic due to the location- location is not considered in a rural area, employees are obtaining credits toward loan repayment by working in a rural area

 

The Board discussed the recent resignations from the Healthy Carolinians staff.

 

The Board discussed the current situation relating to Healthy Carolinians.

 

Commissioner Carroll noted the Board of Health meets on Tuesday and will be discussing

 

different options relating to Healthy Carolinians.

 

Home Health

 

Manager Steen noted the following:

·         1.13% increase due mainly to personnel services (longevity and benefits)

·         Home Health has no county funding allocation – self funded

·         Increase in auto supplies (gasoline) due to increase in patient load

·         Reclassification (Lead Worker IV) not recommended

 

Commissioner Carroll noted that billing has been corrected and is being caught up.

 

The Board discussed marketing of Stokes County Home Health being a major issue

 

especially since private agencies already station workers at the larger hospitals.

 

            Vice Chairman Lankford noted the need for assistance from Stokes Reynolds Memorial

 

Hospital, Senior Services, and DSS to get the word out about Stokes County Home Health Services.

 

 

            Chairman Walker, who serves on the DSS Board, announced that the DSS Board has

 

appointed Kristy Preston as the new DSS Director to succeed Jan Spencer effective August 1, 2010.

 

Information Systems

 

Manager Steen noted the following:

·         30.02% increase mainly due to multi-year contract renewals (three year)

·         Vacant position was only funded for 9 months in the 2009-10 fiscal year which reflects the increase in salaries and wages

·         Grant funding for the current temporary worker will terminate at the end of June

·         Fiber switch which must be funded is being funded with Hold Harmless

·         Recent bulk purchase order of computers prepared by the IT Department saved the county $8,000 by ordering a large quantity at one time

·         Cost of T1 line upgrade is shared among all departments

 

The Board discussed the purchase of the Fiber Switch and the multi-year contract renewals.

 

Jail

 

Manager Steen noted the following:

·         1.41% increase due to personnel services (longevity and benefits) and equipment for security system improvements

·         Equipment will be funded from Hold Harmless

·         Long term storage needs are being met

·         State requiring County to house inmates longer that should be transported to the State  – more cost on the county – overcrowded jail decreases the number of federal inmates that can be housed – loss of revenue from the Federal Government

 

The Board discussed the Federal Inmate Program and padded cell requested by Jail

 

Capital Kenny Norman.

 

Legal

Manager Steen noted the following:

·         75.25% increase related to projected legal fees regarding Stokes Reynolds Hospital, Inc.

 

The Board discussed the outside legal counsel for the hospital.  The Board requested

 

information regarding the amount that had been expensed this fiscal year. Finance Director Edwards

 

noted that approximately $65,000 had already been spent this fiscal year for legal services regarding

 

Stokes Reynolds Memorial Hospital, Inc.

 

Library

 

Manager Steen noted the following:

·         Recommended that each library allocate funding from their individual Fund Balance due to the libraries having the following balances in their fund balance:

o   Danbury Library has added $3,192 with an ending Fund Balance of approximately $24,500

o   King Library has added $7,311 with an ending Fund Balance of approximately $32,884

o   Walnut Cove Library has added $14,000 with an ending Fund Balance of $32,285           

·         Recommend same funding allocation as Fiscal Year 2009-10

·         Continuing to fund Walnut Cove Building Project

 

 

 

Medical Examiner

 

Manager Steen noted the following:

·         Recommended budget remains the same as last year’s allocation

 

Mental Health

 

Manager Steen noted the following:

·         Recommended budget remains the same as last year’s allocation

 

Natural Resources

 

Manager Steen noted the following:

·         4.46% increase due mainly to increase in Telephone – department no longer is allowed to use State phone system

 

Parks

 

Manager Steen noted the following:

·         12.92% decrease in salary/wages and departmental supplies

 

Commissioner Smith requested the County research the ownership of Lions Park in

 

Walnut Cove and the facilities located on the property.  Commissioner Smith noted that he had

 

received complaints regarding the need of repairs to the building.

 

            Chairman Walker noted the need to flag this item for further discussion.

           

Commissioner Inman noted he would like further information regarding the building before

 

any further discussion.

 

            Chairman Walker directed the Manager to research the request from Commissioner Smith

 

and report back to the Board the findings (ownership of the building, who is responsible for the

 

upkeep, and estimated costs for repairs).

 

Planning

 

Manager Steen noted the following:

 

·         3.46% increase due mainly to personnel costs (longevity and benefits)

 

The Board discussed revenues budgeted and received for fiscal year 2009-10 along with

 

the number of inspections being requested due to the economy.

 

Finance Director Julia Edwards noted that as of today, Planning is $18,852 over in revenues

 

for all inspections except for building and only lacks approximately$10,000 meeting budget in

 

that line item.

 

Public Buildings

 

Manager Steen noted the following:

·         30.05% increase due to personnel services (longevity and benefits) and purchase of equipment (dump truck, salt storage bin for road salt)

·         Need for a new dump truck – per Vehicle Maintenance Supervisor, the truck is in need of mechanical repairs that could be very expensive

·         Recommend funding for the paving of the parking lots and a new gravel parking lot for county vehicles on the Government Center Campus in order to relieve parking spaces for the general public (Purchasing Agent Danny Stovall gets credit for the idea for the gravel parking lot)

·         Recommend $20,000 for renovations to old day care facility for Home Health which all could not be needed – need to evaluate the need for a new roof on the facility

·         Funding for salt storage for road salt and dump truck will be funded from Hold Harmless

 

The Board discussed the need for paving the parking lots, use of community service

 

individuals, possibly building the gravel parking lot between the government center and library in

 

order to be used by the library for overflow parking, and contractual services.

 

Purchasing

 

Manager Steen noted the following:

·         4.25% increase due to personnel services (longevity and benefits), telephone expenses, and adding two new line items (auto supplies and M&R to auto) these line items had previously been charged to Public Buildings

 

Recreation

 

Manager Steen noted the following:

·         No changes

 

Chairman Walker expressed concerns with not having an in-house department for

 

recreation, available grants for recreation not being pursued, losing points on grant applications

 

due to not having a recreation director and possibly still using YMCA for some of the recreational

 

services.

 

            Chairman Walker noted concerns being expressed by citizens regarding recreation.

 

            Chairman Walker requested this be put on the list for further discussion and to review

 

previous information provided by YMCA regarding programs being offered.

 

The Board discussed the need to further review this department during the year not during

 

budget time in order to spend ample time to review and evaluate the recreational needs of the

 

County.

 

Register of Deeds

 

Manager Steen noted the following:

·         3.47% decrease mainly due to a reduction in contractual services and materials, supplies and revenue

·         Employee from the department is being used for job sharing at EMS

 

The Board discussed the 10% percent of fees collected which is mandated by the State to be

 

used only for technology.

 

Schools – Current Expense

 

Manager Steen noted the following:

·         Same allocation as fiscal year 09-10

The Board agreed to further discuss schools–current expense after the scheduled June 22nd

 

Joint Meeting with the Board of Education.

 

Senior Services

 

Manager Steen noted the following:

·         .67% decrease in total budget

·         Contract with Golden Corral for delivery of meals decreased this year

·         No major changes

 

The Board discussed the meals on wheels program.

 

Sheriff’s Department

 

·         .09% increase due to personnel services (longevity and benefits)

·         Increase in telephone due to shared cost of the T1 line being upgraded and account being under budgeted in 09-10 

·         The cost of upgrading the T1 line is being shared across every department (total cost of upgrading is $18,000)

·         Hold Harmless funding being used for purchase of bullet proof vests (matching grant amount)

·         Purchase of 8 vehicles which will be financed

 

The Board discussed the upgrading of the TI line, use of funding for matching grant for the

 

purchase of bullet proof vests, purchase of vehicles, and School Resource Officers.

 

             Commissioner Carroll noted that the two middle SROs will need to be further discussed

 

after the Joint Meeting with the Board of Education on June 22nd.   Vice Chairman Lankford noted

 

that the Board of Education did not request the Middle School Resource Officers in their submitted

 

budget and has concerns budgeting funding for an item not requested.

 

            The Board agreed to discuss the Middle School Resources Officers with the Board

 

Education at the Joint Meeting scheduled on June 22nd.

 

Adjournment

 

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

 

a motion to adjourn the Work Session.

 

Commissioner Inman moved to adjourn the Budget Work Session.   Commissioner

 

Smith seconded and the motion carried unanimously.

 

 

 

 

 

 

 

_________________________                                  _____________________________

Darlene M. Bullins                                                    Jimmy Walker

Clerk to the Board                                                    Chairman