STATE OF NORTH CAROLINA  )                   OFFICE OF THE COMMISSIONERS

                                                            )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                   )                    DANBURY, NORTH CAROLINA

                                                            )                    NOVEMBER 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,

 

November 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

                                                Jail Captain Kenny Norman

                                                Sheriff Elect Mike Marshall

                                                Captain Craig Carico, Sheriff’s Department

                                                Public Works Director Mark Delehant

                                                Watershed Coordinator Rodney Wright

                                                Health Director Josh Swift

                                                Support Services Supervisor Danny Stovall  

                                                Emergency Medical Services Director Monty Stevens

                                                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 November 8, 2010

Agenda.

           

            Chairman Walker requested to add a request from Emergency Medical Services Director

 

Monty Stevens to the Discussion Agenda regarding a Homeland Security Grant that was awarded to

 

NC Baptist Hospital while Stokes Reynolds Memorial Hospital was being leased by Baptist,

 

since the lease is no longer in effect, Baptist has been declared ineligible.

 

            The Board had no issues with adding Chairman Walker’s request to the Discussion Agenda.

 

Commissioner Inman moved to approve the November 8, 2010 Agenda as amended.

 

Vice Chairman Lankford seconded and the motion carried unanimously.

 

PUBLIC COMMENTS

 

The following spoke during Public Comments:

 

Operations Director David Burge

Stokes County Schools

2811 Slate Road

King, NC  27021

Re:  School Construction

 

Director Burge noted the following:

 

Chairman Sonya Cox

Board of Education

5645 HWY 66

King, NC  27021

Re:  School Construction

 

Chairman Cox noted the following:

 

Doug Rose

Principal at Southeastern Middle School

1065 Laurel Crest Road

King, NC  27021

Re:  School Construction

 

Principal Rose noted the following:

 

Debra Hennelly

441 Oak Street

Walnut Cove, NC  27052

Re:  School Construction

 

Ms. Hennely, a teacher at Southeastern Middle School, noted the following:

 

Jack Gibson

345 Springdale Road

Walnut Cove, NC  27052

Re:  School Construction

 

Mr. Gibson noted the following:

 

Denise Collins

3373 YMCA Camp Road

King, NC  27021

Re:  School Construction

 

Ms. Collins noted the following:

 

Johnna Warlow

1696 Lewisville Vienna Road

Pfafftown, NC

Re:  School Construction

 

Ms. Warlow noted the following:

 

Laura Hall

2528 Mount Salem Road

Pfafftown, NC

Re:  School Construction

 

Ms. Hall noted the following:

Shannon Boles

Principal at King Elementary

105 Fox Brook Court

King, NC 27021

Re:  School Construction

 

Principal Boles noted the following:

 

Allicia White

1204 Red Cedar Road

Rural Hall, NC  27045

Re:  School Construction

 

Ms. White noted the following:

 

Doris Meachum

2162 Taylor Road

Westfield, NC  27053

Re:  School Construction

 

Ms. Meachum noted the following:

 

 

 

 

Tony Boles

105 Fox Brook Court

King, NC  27021

Re:  School Construction

 

Mr. Boles noted the following:

 

Patricia Osborne

575 Academy Street

Rural Hall, NC

Re:  School Construction

 

Ms. Osborne noted the following:

 

Mildred Smith

956 Spainhour Road

King, NC  27021

Re:  Vote

 

Ms. Smith noted the following:

 

 

 

 

 

 

 

Buddy Timm

708 Summit Street

Walnut Cove, NC  27052

Re:  Taxes

 

Mr. Timm noted the following:

 

Ramona Timm

708 Summit Street

Walnut Cove, NC  27052

Re:  Taxes and Spending


Ms. Timm noted the following:

 

Kaitlyn Costern

1160 Curtis Lane

Pilot Mountain, NC  27041

Re:  School Construction

 

Ms. Costner noted the following:

 

Kanci Brannock

1850 Meadowbrook Drive

Tobaccoville, NC 27050

Re:  School Construction

 

Ms. Brannock noted the following:

 

Diane Oakley

117 Ridge Road

Walnut Cove, NC  27052

Re:  School Construction

 

Ms. Oakley noted the following:

 

Durwood Dunlap

3270 Dodgetown Road

Walnut Cove, NC  27052

Re:  Board of Education Budget Request

 

Mr. Dunlap noted the following:

 

 

 

 

 

Tonya Smith

109 Prince Albert Drive

King, NC  27012

Re:  School Construction

 

Ms. Smith noted the following:

 

Carla S. Landress

3109 Flat Shoals Road

Germanton, NC  27019

Re:  School Construction and Safety

 

Ms. Landress noted the following:

 

Shannon Whitt

1020 Oxford Lane

King, NC  27021

Re:  School Construction

 

Ms. Whitt noted the following:

 

Linda Combs

7901 Sunberry Court
Rural Hall, NC  27045

Re:  School Construction

 

Ms. Combs noted the following:

 

Amy Nail

Principal at Mount Olive Elementary School

145 Hartgrove Road

King, NC  27021

Re:  School Construction

 

Principal Nail noted the following:

 

 

 

 

 

 

Mayor Jack Warren

110 Elinor Court

King, NC  27021

Re:  School Construction

 

Mayor Warren noted the following:

 

Tracie Spainhour

725 Spainhour Road

King, NC  27021

Re:  School Construction

Ms. Spainhour noted the following:

 

Sarah Grubbs Skinner

511 Well House Drive

Walnut Cove, NC  27052

Re:  School Construction

 

Ms. Skinner noted the following:

 

Fran Newsome

230 Thomas Road

King, NC 27021

Re:  School Construction

 

Ms. Newsome noted the following:

(17 years), one year at Sandy Ridge and currently at King Elementary

 

Paula Hall

4064 NC 66 HWY S

King, NC  27021

Re:  School Construction

 

Ms. Hall noted the following:

 

Greg Ottaway

Principal Lawsonville Elementary School

3411 Glen Hollow Road

Greensboro, NC  27407

Re:  School Construction

 

Principal Ottaway noted the following:

 

 

 

 

 

 

 

Abigail Watkins

1166 Campbell PO Road

Lawsonville, NC 27022

Re:  Lawsonville Elementary School

 

Ms. Watkins noted the following:

 

The following individuals signed up to speak, but were not in the Chambers when their name was called by Chairman Walker:

 

Kathy Conrad

2104 High Bridge

Pinnacle, NC 27043

Re:  Taxes

 

E. R. Conrad, Jr

2104 High Bridge

Pinnacle, NC  27043

Re:  Taxes

 

            Chairman Walker, on behalf of the Board, expressed the Board’s appreciation for

 

those who took time to come to today’s meeting.

 

CONSENT AGENDA

 

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

 

Consent Agenda:

 

Minutes

 

 

 

 

Proposed Resolution – PART – Endorsing a Proposal to Construct a Park/Ride Lot In King

 

            Commissioner Inman presented the following proposed Resolution Endorsing a Proposal

 

to Construct a PART Park and Ride Lot in King at the October 25th meeting with a request for

 

approval at the November 8th meeting:

 

RESOLUTION OF THE STOKES COUNTY BOARD OF COUNTY COMMISSIONERS ENDORSING THE PART PROPOSAL TO CONSTRUCT A PARK AND RIDE LOT IN THE TOWN OF KING

 

WHEREAS, North Carolina General Statutes Chapter 160A, Article 27 provided for the creation of the Piedmont Authority for Regional Transportation (PART) which became incorporated on the seventeenth day of July 1998; and

 

WHEREAS, PART was given broad governing powers for the purpose of development and enhancement of all forms of transportation in the Piedmont Triad Region while protecting the natural and manmade environments; and

 

WHEREAS, PART has developed a safe, sound, efficient, and economical public transportation system within its 10-county territorial boundaries; and

 

WHEREAS, PART began operating the regional public transportation system by connecting the existing urban transit systems in Greensboro, High Point and Winston-Salem on the thirtieth day of September, 2002; and

 

WHEREAS, the system was expanded in July 2006, to provide public transportation services to outlying counties surrounding the urban core of the region, which has resulted in numerous quantitative benefits to users and non-users of the system; and

 

WHEREAS, the PART Board of Trustees has entered into a Joint Land Use Agreement with the NCDOT and propose to construct a Park and Ride Lot in the Town of King to be located adjacent to the southbound exit ramp from US 52 to Doral Drive.

 

NOW, THEREFORE BE IT RESOLVED that the Stokes County Board of County Commissioners does hereby endorse the PART proposal for the construction of a Park and Ride Lot in the Town of King to be located adjacent to the southbound ramp from US 52 to Doral Drive.

 

Motion made by ___________________and seconded by ________________ and approved on this being the ____ day of___________, 2010.

 

__________________________                                 ____________________________

Jimmy Walker – Chairman                                       Ernest Lankford – Vice Chairman

__________________________                                  ___________________________

J. Leon Inman – Commissioner                                  Ron Carroll – Commissioner

__________________________                                    

Stanley Smith – Commissioner

 

 

Attest:

___________________________

Darlene M. Bullins – Clerk of 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

 

Presentation of the Fiscal Year 2009-10 Audit

 

            Senior Accountant, Shane Fox, Martin-Starnes & Associates presented the following

 

information regarding the 2010 Audit:

 

 

 

 

Chairman Walker expressed the Board’s appreciation to Mr. Fox for his presentation.

 

Northwest Piedmont Council of Government (NWPCOG) Merger with Piedmont Triad Council of Governments (PTCG)

 

            Vice Chairman Lankford, who serves as the NWPCOG representative, requested direction

 

from the Board regarding the upcoming vote on the merger of Northwest Piedmont Council of

 

Government and the Piedmont Triad Council of Governments.

 

            Vice Chairman Lankford noted the following:

·         Presentation regarding the merger was presented by Director Matthew Dolge of NWPCOG at the recent League of Governments meeting

·         Vote will be taken at the next NWPCOG meeting scheduled for November 16th

·         Stokes County will have a seat at the table, one of twelve counties

·         Municipalities will alternate seats at the table

·         All 72 delegates will have a voice vote

·         Feels the county would benefit by being able to receive more services

·         Dues will be less

·         Feels this is a positive move for the NWPCOG and Stokes County

·         Supports the merger

           

            Chairman Walker polled the Board regarding merger of NWPCOG and PTCOG:

 

·         The Board unanimously agreed to direct Vice Chairman Lankford to vote yes to proceed with the merger

 

Jail Inspection Report – October 2010

 

            Jail Captain Kenny Norman presented the following information regarding the recent

 

October 2010 Jail Inspection Report:

 

·         Jail was inspected on October 21, 2010 by Jail Inspector Litonya Carter, North Carolina Department of Health and Human Services

·         One correction action was noted – Issues with Fire Alarm System Panel

·         Issue with the Fire Alarm Panel has been repaired

 

            The Board commended Captain Norman on the department’s dedication and hard work.

 

 

 

 

Update – Manager and Board of Commissioners

           

            County Manager Bryan Steen noted the following:

 

 

GENERAL GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA

 

Proposed Restructuring of the Administration Plan for Stokes County Sheriff’s Department

 

            Sheriff Elect Mike Marshall presented the following information regarding the proposed

 

Restructuring of the Administrative Plan for Stokes County Sheriff’s Department: (Captain Craig

 

Carico was present for the meeting)

 

·         Plan includes restructuring mid-level management which will provide cost reduction and enhanced middle-management supervision available to county citizens and officers within the department

·         No added positions within the plan and budget proposal

·         Eliminating two (2) captain positions at grade 76 and replacing with 2 exempt lieutenant positions at grade 74

·         Reclassifying one detective position to an exempt lieutenant position at grade 74

·         Reclassifying one patrol sergeant position to an exempt lieutenant position at grade 74

·         After the transitional ripple effect from the retiring of Sheriff Mike Joyce and Chief Deputy Durward Bennett, along with the implementation of the four lieutenant positions, a patrol position and one investigative position will require filling

·         Request all full time positions currently in place as well as the requested middle management changes be approved for a structured change over and transition for December 6, 2010 swearing in of the new Sheriff and department

·         This will allow for continued level of service and a smooth transition to our citizens

·         Within this proposed plan the projected reduction in the department’s full time salary line will be approximately $18,000 within the first full fiscal year (conservative saving estimate)

·         Additional savings will be in 401(k) – 5% mandatory match, 6.41% mandatory retirement match and 7.65% mandatory FICA/Medicare match

·         Cost savings have been presented to the county personnel staff for verification

·         Request the item be moved to today’s Action Agenda  in order to implement the proposed administrative plan on December 6th

 

Commissioner Carroll noted that the Sheriff is an independently elected official

 

responsible directly to the voters and has no issues with the request as long as he operates within

 

the budget approved for fiscal year 2010-11.

 

            Commissioner Inman agreed with Commissioner Carroll’s comments and commended

 

Sheriff Elect Marshall for his effort to save funding.

 

 

 

            Vice Chairman Lankford also commended Sheriff Elect Marshall for his efforts to

 

save county funding.

 

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

 

item on today’s Action Agenda.

 

Stokes County Comprehensive Solid Waste Management Plan- Proposed Amendment

 

            Public Works Director Mark Delehant presented the following information regarding

 

a proposed amendment to the Stokes County Comprehensive Solid Waste Management Plan:

 

·         Proposed amendment regards the disposal of electronic waste

·         Currently electronic waste is treated as C&D  and citizens are charged for disposal

·         Effective July 1, 2011, all electronics, computer equipment, television, etc. will be banned from disposal in North Carolina landfills

·         Synergy Recycling in Rockingham County will be providing the County with Gaylord boxes to store the electronic equipment received from citizens at the landfill

·         Synergy  Recycling will pick up the electronic equipment and dispose of them at no cost to the county

·         Stokes County will be creating a program for recycling and reusing discarded electronics which will protect public health and the environment, as well as, promote conservation

·         With the adoption of the amendment, Stokes County will be eligible to receive electronic management funding from the State

·         Will kick off a campaign by providing one day pick up at different locations in the County

 

Director Delehant provided the following proposed Resolution to Approve the Amendment

 

to the Stokes County Comprehensive Solid Waste Management Plan:

 

STOKES COUNTY

RESOLUTION TO APPROVE AMENDMENT TO

THE STOKES COUNTY SOLID WASTE PLAN

 

WHEREAS, better planning for solid waste will help protect public health and the environment, provide for an improved solid waste management system, better utilize our natural resources, control the cost of solid waste management; and,

 

WHEREAS, NC Session Law 2010-67 and Senate Bill 887 requires modification to the computer recycling plan requirements and associated fee imposed on manufacturers; and make further substantive, clarifying, technical, and conforming amendments to the laws governing the management of discarded computer equipment and discarded televisions, as recommended by the Environmental Review Commission; and,

 

WHEREAS, G.S. 130A-309.137 requires changes to the County’s Comprehensive Solid Waste Management Plan and submission  to the Department of Environment and Natural Resources on or before December 31, 2010.

 

NOW, THEREFORE, BE IT RESOLVED that the County Commissioners of Stokes County hereby approved the amendment (Appendix K- Electronic Waste Program) to the Stokes County Comprehensive Solid Waste Management Plan.

 

ADOPTED by the Board of Commissioners during regular session on this________ day of ____________, 2010

____________________________                            _____________________________

Jimmy Walker - Chairman                                       Ernest Lankford – Vice Chairman

___________________________                           _____________________________

J. Leon Inman - Commissioner                                 Ron Carroll - Commissioner

____________________________                              

Stanley Smith - Commissioner

Attest:

________________________________

Darlene M. Bullins – Clerk to the Board

 

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

 

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

 

the November 22nd Action Agenda.

 

Dan River #319 Grant – Request for Approval to Apply for State/Federal Funding – Second Phase

 

            Watershed Coordinator Rodney Wright, Soil and Water, presented a power point

 

presentation to the Board of Commissioners regarding the Dan River #319 Grant:

 

·         #319 Grant began in September 2008

·         Grant ends in September 2011

·         Stokes County received this grant due to the impaired condition of the Dan River

·         Dan River is on the EPA’s 303(d) list of impaired rivers for fecal coliform bacteria and turbidity (sedimentation)

·         Cattle in streams (fecal) and runoff from fields (sediment)

·         The 11.6 miles of the upper Dan River are classified as trout waters and are impaired for aquatic life

·         There is a total of 49.8 miles of the Dan River impaired for turbidity standard violations as well as 38.3 miles impaired for fecal coliform bacteria standard violations

·         #319 Grant totaled $730,550 including matching funds

·         The dollar amounts of the grant were $399,000 which included $255,000 to Stokes, Caswell, and Rockingham counties ($85,000 each)

·         Stokes Soil and Water Department received equipment, supplies and mileage for coordinator from the grant

·         Grant also funded a Watershed Coordinator’s position (salary and benefits for three years)

·         Stokes County received the funding to administer the program

·         Stokes, Rockingham, and Caswell counties each placed $85,000 worth of Best Management Practices on the ground

·         Stokes County provided funding to 14 farmers to implement Best Management Practices

·         Conservation was improved on farms that might never have occurred if not for this special funding

·         Dan River is an important tourist attraction for Stokes County

·         Water should be kept clean to support the quality of fishing, canoeing, and swimming in the Dan River

·         It would be beneficial to remove the Dan River from the 303(d) list of impaired rivers – that is the goal

·         Approximately 95% of the work planned for the first cycle has been completed

·         Cattle have been fenced out of the Dan River and some of the connecting streams in Stokes, Caswell, and Rockingham counties

·         Each time cattle are fenced out and given an alternate water source instead of a stream that flows into the Dan River, the water quality of the Dan River is improved

·         First Riparian Buffer easement has been placed on a farm above the Jessup’s Mill area

·         Currently nearing the closing on the second conservation easement on the northern section of the Dan River

·         More work needs to be performed to reduce the fecal coliform and turbidity from the Dan River, so that it can be removed from the 303(d) list

·         North Carolina Division of Soil and Water will be submitting an application for a second round of #319 Grant funding for the Stokes County Coordinator and funds for Best Management Practices in Stokes, Caswell, and Rockingham counties

·         Division is requesting that the County fund half of the Watershed Coordinator’s position for the next three years

·         Division of Soil and Water in Raleigh believes that  a better chance of receiving funding for the coordinator position will be possible with a commitment from Stokes County to fund half of the position

·         If the county does not fund half of the position, the Division will attempt to submit for the entire cost; however, this will increase the chance of not having the position funded

·         There will be competition from other Soil and Water Districts across the State

·         County can choose to fund less than half of the position

·         North Carolina Association of Soil and Water Conservation Districts strongly endorses and supports the Stokes County Soil and Water Conservation District in seeking funds to continue the targeted effort to improve water quality in the Dan River

·         The Association encourages Stokes County Board of Commissioners to join the District in strengthening the application for funding through #319 program by providing partial funding for a  staff position

·         Request the Board consider funding part of the coordinator’s position

 

The Board discussed the item with Mr. Wright.

 

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

 

on November 22nd Action Agenda.

 

Tax Administration Report – October 2010

 

Administrator Jake Oakley presented the following informational data for the September

 

report:

 

Fiscal Year 2010-11

Budget Amt

Collected Amt

Over

Under

 

 

 

 

Budget

Budget

 

County Regular & Motor Vehicles

$(20,744,514.00)

$10,881,776.04

 

$9,862,737.96

 

 

 

 

 

 

 

Prior Taxes 93-09 Tax Years

 

 

 

 

 

County Regular & Motor Vehicles

$ 700,000.00

$330,334.67

   

$369,665.33

 

EMS Collections

 

 

 

 

 

Total Collected

(10-01-10/10-31-10)

         $10,680.05

 

 

 

 

Total Collected

(07-01-10/06-30-11)                            

         $47,279.64

 

 

 

Delinquent accounts received from EMS (October 2010)

 accounts = no accounts

 

 

 

 

 

Personal Property Discovery Report

# of

Total

Taxes

 

 

Audit Dates

Accts

Value

Due

 

 

10-01-10/10-31-10

76

$639,623.00

$5,406.10

 

 

07-01-10/06-30-11

272

$3,509,459.00

$30,032.84

 

 

 

Business Personal Property Discovery Report

# of

Total

Taxes

 

 

Audit Dates

Accts

Value

Due

 

 

10-01-10/10-31-10

0

$00.00

$00.00

 

07-01-10/06-30-11

1

$2,162.00

$23.31

 

 

 

 

Motor Vehicle Release Report

Accounts

Total Value

 

Audit Dates

 

 

 

10-01-10/10-31-10

36

$1,126.03

 

 

 

 

 

 

 

Motor Vehicle Refund Report

Accounts

Total Value

 

Audit Dates

 

 

 

10-01-10/10-31-10

9

$512.69

 

Number billed for Oct. 2010

4864

 

 

 

 

Garnishment Totals

 

 

 

 

Month

Total Accounts

Original Levy Amt

Collected Amt

 

10-01-10/10-31-10

               204       

          $42,950.56

$28,368.23

 F/Year 2010-11

 

(July 1 – June 30)

              684

$159,294.69

$116,974.42

 

 

 

Interstate Collection Report (October 2010)

Collection

Total Collected

Cumulative total Collected (to date)

NC Debt Setoff 

  $28,595.31

 

Cumulative total Collected (to date)

 Motor Vehicles

    $43,057.80

  Cumulative total Collected (to date)                               Property Taxes                                $10,805.11

  Cumulative total Collected (to date)                                       EMS                                          $28,375.40

  Cumulative total Collected (to date)                               All Categories                                  $82,238.31

 

 

 

          Tax Administrator Jake Oakley submitted the following Real and Personal Property Release

 

(October 2010) which is less than $100 for the Board’s review:

   

Releases (Real and Personal Property)

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

Name

Bill Number

Amount

Charles Smith

10A64059.02

$96.00

Total Amount

$96.00

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

 

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

 

Releases (Real and Personal Property)

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

 

Name

Bill Number

Amount       

Dow Roofing

10A156025401.02

$13,336.00

Reason:  Appealed Personal Property Value Based on Plant Closing-reduced 50%

Charles Smith

09A64059.02

$107.31

SWMH Ownership transferred in 2007

Charles Carriker

10A156010608.02.1

$165.81 

SWMH is real property

Total Amount

$13,609.12

 

Tax Administrator Jake Oakley submitted the following Late Applications for Elderly and

 

Disabled Exemption for 2010:

 

·         Billy J. Hall – 3589 NC 772 HWY, Walnut Cove – Assigned Tax Value = $45,000

·         Angeline W. Nelson – 1851 US 311 HWY N, Walnut Cove – Assigned Tax Value = $74,600

 

Due to the failure of making a timely application, the Tax Administration recommends

 

the Board disapprove the submitted Late Applications for Elderly and Disabled Exemption for

 

2010.  Tax Administrator Oakley stated that he was being consistent denying late applications for


Elderly and Disabled Exemptions for 2010 and advised the taxpayer of their appeal rights.

 

            Vice Chairman Lankford confirmed with Tax Administrator Oakley that once action is taken

 

by the Board of Commissioners regarding the late application, information regarding the action

 

along with the filing period (January-June) is sent to the taxpayer.

 

Delinquent EMS/Motor Vehicle Tax Bills

 

            Tax Administrator Jake Oakley presented the following information regarding the

 

utilization of Interstate Collection Agency to collect aged delinquent EMS/Motor Vehicle Tax

 

Bills:

·         Delinquent EMS billings through the year 2005 have been forwarded to Interstate Collection

·         Delinquent motor vehicle billings through the year 2007 have been forwarded to Interstate Collection

·         After the completion of the Tax Office’s efforts to resolve motor vehicle billings processed during the year 2008 and the EMS billings processed during the years of 2006-2008, the Tax Office requests to forward the remaining uncollected taxes from these categories to Interstate Collection Agency

·         Following 90 days of individual collection effort, an effective tool by Interstate Collection Agency is the debt set-off program through the NC Department of Revenue

·         This will help to “clean up” motor vehicle accounts before the state takes over the collection of motor vehicle taxes in 2013

 

Listing Forms and Published Notice

 

            Tax Administrator Jake Oakley notified the Board the following information regarding

 

Annual Listing:

 

·         On December 23, 2010, a notice will be published in the Stokes News regarding    the mailing of the 2011 Stokes County Annual Listing Forms

·         Pertinent information relating to the items required to be listed will be included in the publication, as well as, requirements to qualify for the Elderly/Disabled Exemption

·         Mailing of the 2011 Stokes County Annual Listing Forms will be

December 29, 2010

 

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

 

following on the November 22nd Consent Agenda:

 

·         Real and Personal Releases more than $100.00

·         Late applications for Elderly and Disabled Exemptions

·         Delinquent 2006-2008 EMS/2008 Motor Vehicles billings be forwarded to Interstate Collection

 

Health Department – Job Reclassification

 

            Health Director Josh Swift presented the following information regarding a job

 

reclassification:

 

·         Request to reclassify a WIC Processing Assistant III to a WIC Processing IV

·         Duties of the job have changed

·         Reclassification has been approved by the NC Office of State Personnel due to the increased job duties

·         Stokes County Board of Health supports the reclassification

·         Was not brought to the Board during the budget process due to the WIC Department was under the direction of an interim supervisor and had an additional vacancy

·         Salary increase is very minimal

·         Funding for WIC Department is approximately 90% federal/state funding

·         Lapsed salaries will be used – no additional county funding being requested

 

The Board discussed the reclassification with Director Swift.

 

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

 

on November 22nd Action Agenda.

 

Lease Purchase – Vehicle Purchases – Fiscal Year 2010-11

 

            Support Services Supervisor Danny Stovall presented the following information regarding

 

fiscal year 2010/11 vehicle financing:

 

·         Following banks were contacted on October 20, 2010 concerning providing funding for our fiscal year 2010-11 vehicle purchases:

o   RBC Bank

o   Wachovia

o   New Bridge Bank

o   First Citizens

o   Local Government Credit Union

o   SunTrust

o   BB&T

o   Southern Community Bank

·         The following quotes were received before 5:00 pm on Monday, November 1, 2010 for a term of 2 years with the loan amount of $470,500:

o   RBC Bank - 1.52% (bank fees $100.00)  Interest = $11,179.98                          1st payment due 12-15-11

o   BB&T – 1.98% (bank fees $00.00)  Interest = $12,556.16                              1st payment due 09-01-11

o   New Bridge – 2.83% (bank fees $00.00)  Interest = $19,972.73                          1st payment due 09-01-11

o   LCFCU - 4.00% (bank fees $00.00)  Interest = $28,440.28                             1st payment due 10-26-11

·         Approval of a proposed Resolution authorizing the execution and delivery of an installment financing contract in the amount of $470,500 with RBC Bank (USA) to finance the acquisition of certain equipment for use by the County of Stokes, North Carolina, authorizing the execution and delivery of related instruments, and determining other matters in connection therewith

·         Request the item be moved to today’s Action Agenda in order for funding to be ready when the ambulance being remounted at West Jefferson is completed

 

The Board had no issues with Mr. Stovall’s request.

 

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

 

item on today’s Action Agenda.

 

Proposed Resolution – Vehicle Request for Retiring Sheriff Mike Joyce

 

            Support Services Supervisor Danny Stovall presented the following proposed Resolution

 

as requested by the Board at the October 25th meeting regarding Major Durward Bennett’s request

 

concerning the disposal of Sheriff Mike Joyce’s 2001 Ford Crown Vic:

 

 

Resolution authorizing sale of personal property worth less than $30,000.00

(G.S. 160A-266; 267)

 

WHEREAS, The County of Stokes owns a 2001 Ford Crown Vic; and

 

WHEREAS, North Carolina General Statute, 153A-176, 160A-266 and 160A-267 permits the County to sell such property by private sale at a negotiated price upon authorization by the Board of Commissioners at a regular meeting and notice to the public; and

 

WHEREAS, the Board of Commissioners is convened in a regular meeting;

 

THEREFORE, THE BOARD OF COMMISSIONERS OF STOKES COUNTY RESOLVES THAT:

 

  1. The Board of Commissioners authorizes the County Manager to sell by private sale to Retiring Sheriff Mike Joyce at a negotiated price the following vehicle:                            

       

2001 Ford Crown Vic, serial number 2FAFP71W71X163822, with 138,000 miles

                                     

  1. The Support Services Supervisor shall publish a notice summarizing this resolution, and no sale may be executed pursuant to this resolution until at least ten (10) days after the day the notice is published

 

 Adopted the ____day of _______2010.

_____________________________              _____________________________

Jimmy Walker - Chairman                               Ernest Lankford – Vice Chairman

____________________________                        _____________________________

J. Leon Inman - Commissioner                                                Ron Carroll - Commissioner   

____________________________                            Attest ________________________                    

Stanley Smith – Commissioner                                              Darlene Bullins

Clerk to the Board

 

            The Board continued discussion regarding the disposal of Sheriff Mike Joyce’s

 

2001 Crown Vic.

 

            Vice Chairman Lankford stated the following:

 

·       Would like to see a private sale as allowed by GS 153A-176

·       Committee will be formed to secure donations to purchase the vehicle and then transfer to the Sheriff

 

Commissioner Inman stated that in conversation with Sheriff Joyce, he stated that he does

 

not want any special consideration.  Commissioner Inman also noted that at a recent Republican

 

Executive Committee meeting, consensus was the vehicle should be sold at fair market value with

 

no county tax dollars involved – all funding to purchase the vehicle would be donations.

 

            Mr. Stovall confirmed that the private sale would be to a committee and not directly to

 

Sheriff Joyce at a price set by the Board at fair market value.

 

            Commissioner Carroll stated that he had given a lot thought to this request since the last

 

meeting and feels it would be a mistake to deviate from the county’s normal practice which is to

 

sell vehicles at public auction.  Commissioner Carroll also stated that he felt the potential harm

 

is a lot more than the potential good.

 

            Commissioner Inman stated that he has no problem with a public auction.

 

 

 

            Commissioner Smith confirmed with Mr. Stovall that some undercover vehicles

 

have been recently sold directly to an auto dealer that the County was buying other vehicles from.

 

            Mr. Stovall stated that the normal process for vehicles being taken off the street in the

 

Sheriff’s Department is to transfer those vehicles to other departments for 4-5 years then

 

be sold at public auction.

 

            Mr. Stovall requested direction from the Board regarding the placement of the Sheriff’s

 

vehicle in another department or going straight to public auction.

 

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

 

on November 22nd Action Agenda.

 

Educational Facilities – Continued Discussion

 

            Finance Director Julia Edwards presented the following financial models prepared by

 

DEC at the request of Board members:

 

            Vice Chairman Lankford requested the following models:

            Version 16f

·         Move $1,195,000 into Capital Fund Balance starting in fiscal year 2012 and every year thereafter

·         July 2011- $26, 575,000 (new elementary school, Southeastern, Community College, Sewer Lines – all projects from Version 15b)

            Version 16g

·         Move $1,000,000 into Capital Fund Balance starting in fiscal year 2012 and every year thereafter

·         July 2011- $20,700,000 (maximum you can issue without adding more than the  $1m  year in revenues

 

Commissioner Smith requested the following model:

Version 16i

·         March 2011 – New elementary school = $13,000,000

·         July 2011 – Southeastern Middle  = $6,000,000

·         July 2013 – Community College and Lawsonville School = $7,500,000

o   $6 million for community college

o   $1.5 million for Lawsonville

·         Fund Balance transfers into Capital Fund – F/Y 2011 (current fiscal) = $1,500,000; F/Y 2012 - $1,000,000 (from hold harmless)

·         With these new assumptions, it looks to be about a 1.9 cents equivalent needs starting in fiscal year 2012 (next fiscal year) in addition to the Fund Balance transfers in fiscal year 2011 and Fiscal year 2012

 

Clerk Bullins questioned Finance Director Edwards regarding Vice Chairman Lankford’s

 

first model being referred to as 16f due to Commissioner Inman’s model at the last meeting being

 

noted in the minutes as 16f.  Finance Director Edwards noted that Commissioner Inman’s model

 

had been identified as another letter 16h by DEC due to when the request was made.

 

Clerk Bullins noted the change would be made to Commissioner Inman’s model (16h).

 

            Chairman Walker noted that the Board had been reviewing financial models for over a

 

year.

            Commissioner Carroll requested to address members of the Board of Education,

 

David Burge, and Superintendent Hobbs who were present at the meeting.  The Board had no

 

issues with allowing members from the Board of Education, David Burge and Superintendent

 

Hobbs being allowed to speak at today’s meeting.

 

            Commissioner Carroll requested information regarding the exact amount needed for

 

renovations/construction for Southeastern Middle School due to two different figures ($9 million

 

and $6 million) being presented to the Board.

 

            Dr. Hobbs noted the following response to Commissioner Carroll’s request:

 

·         Original proposal dated March 20, 2009 calls for approximately $9.2 million construction budget  which includes total demolition and re-construction, (new construction of “B” building, new construction of “A” building  and extensive renovations to the remaining part of the school)

·         Proposal dated July 23, 2009 calls for approximately $5.5 million which is similar   to the proposal dated March 20, 2009 except for selective demolition of “A” building and renovation

·         Can do everything for $9.2 million with significant cost savings (15-20% saving for construction cost)

·         My recommendation after talking with architects/contractors would be to take any savings (approximately 15-20%) from the new elementary school and allocate it to Southeastern along with a $6 million dollar appropriation

·         Feels that everything can be done at Southeastern Middle School under the current construction cost (if project is done within the next six months) with the savings from the new elementary school and a $6 million dollar appropriation

·         In the proposal dated July 23, 2009, $500,000 can be eliminated due to the work for the main gym roof, floor, paint, doors, HVAC, auxiliary gym roof, interior paint that was completed in fiscal year 2009-10

·         School system has entered into a Guaranteed Performance Contract with Johnson Controls for HVAC, controls, new lighting, some windows, etc.

·         If funding is allocated, this would not be done to “A” and “B” Buildings – additional savings

 

Commissioner Carroll confirmed with Dr. Hobbs that an appropriation of $6 million

 

dollars along with the savings from the new elementary school ($13 million) will make

 

Southeastern a functional middle school, a total $19 million dollar appropriation for a new

 

elementary school and renovations/construction to Southeastern Middle School.

 

            Commissioner Smith confirmed with Dr. Hobbs that there was still approximately

 

$500,000 left in Contingencies of the Nancy Reynolds Project to relocate the POD to either

 

Lawsonville or Early College site.

 

            Dr. Hobbs noted that the new elementary school and Southeastern are the Board of


Education’s top two priorities.

 

            Vice Chairman Lankford questioned Dr. Hobbs regarding what kind of funding would be

 

needed to alleviate the overcrowding at Lawsonville if the POD at Pinnacle goes to the Early

 

College site.

 

            Dr Hobbs noted the following:

 

·         8 classroom addition would cost approximately $1.5 million

·         Original request by the Board of Education was for the POD to go to Lawsonville

·         Board of Education is willing to work with the Board of Commissioners regarding the placement of the POD (Lawsonville or Early College)

 

Commissioner Carroll confirmed with Dr. Hobbs that the Board of Education’s next

 

priority (if the POD goes to Early College) following a new elementary school in the Yadkin

 

Township and renovations/construction to Southeastern Middle School would be Lawsonville

 

Elementary School.

 

            Commissioner Inman confirmed with Dr. Hobbs that if the POD goes to Lawsonville,

 

there would be space issues for students next year at the Early College, possibly losing funding.

 

            Dr. Hobbs noted that it has been 3 and ½ years since both Boards set down and discussed

 

building new schools and the time is now to start, we need to put our students in the best

 

facilities possible and eliminate students being in mobile units during lockdowns and severe

 

weather conditions.

 

            Dr. Hobbs invited Board members to attend a walk through at Nancy Reynolds on


Wednesday.   

 

            Commissioner Carroll noted that he would like to explain his rationale about being so

 

adamant about Southeastern:

 

·         One of my former students whom I taught at Southeastern was having a conversation with her son who attended Southeastern (approximately a year and a half ago)

·         Her son came home after attending an away game and stated that he wished he could play all of his games away because he was embarrassed for other schools to come and see where he went to school

 

Commissioner Carroll stated that he wanted a state of the art middle school for Southeastern

 

and he is tired of talking and ready to vote and has been ready to vote.

           

            Commissioner Smith stated that he is also ready to vote.

 

            Commissioner Smith noted the following:

 

·         Schools have been a priority of this Board during the past four years

·         This Board had to position the County financially in order to get approval from the Local Government Commission

·         This Board has been a good steward regarding the revenue that comes to Stokes County

·         Fund Balance has increased from 9% to 19.4% over the past four years

·         County has approximately $8 million dollars in cash money, LGC requires the County to have at least 8% in Fund Balance which would be approximately $3.2 million

·         Recommendation would be to leave 16% in Fund Balance (approximately 6 million)

 

 

·         Recommended and discussed his model Version 16i:

o   March 2011 – New elementary school =- $13,000,000

o   July 2011 – Southeastern Middle  = $6,000,000

o   July 2013 – Community College and Lawsonville School = $7,500,000

o   $6 million for community college

o   $1.5 million for Lawsonville

o   Fund Balance transfers into Capital Fund – F/Y 2011 (current fiscal) = $1,500,000; F/Y 2012 $1,000,000 (from hold harmless)

o   With these new assumptions, it looks to be about a 1.9 cents equivalent needs starting in fiscal year 2012 (next fiscal year) in addition to the Fund Balance transfers in fiscal year 2011 and fiscal year 2012

o   Very minimal increase for the average taxpayer with a 2 cent tax increase

·         With this model along with the funding allocated for Nancy Reynolds would provide the following:

o   Fixed Nancy Reynolds

o   Will alleviate overcrowding at Pinnacle by leaving a POD at that location

o   Will fix the problem at the Early College temporarily for 3-4 years

o   Will alleviate the overcrowding at Mount Olive Elementary

o   Will alleviate the overcrowding at King Elementary

o   Will alleviate the overcrowding at Lawsonville Elementary

o   Will alleviate the overcrowding and unsafe conditions at Southeastern Middle School

·         Reiterated that he is ready to vote  with Commissioner Carroll

 

Vice Chairman Lankford noted the following:

 

·         Remind the Board that when the meeting took place in Germanton, the economic conditions at that time were very good, as of today, they are not very good

·         Even though economic times are not very sound, feels that every member on the Board of Commissioners continues to support education and facility construction

·         The Board needs to find out and figure out what is the most efficient and effective way to build schools that keeps the tax burden off the people

·         Recommended and discussed the following model:

o   Version 16f

o   Move $1,195,000 into Capital Fund Balance starting in fiscal year 2012 and every year thereafter

o   July 2011- $26, 575,000 (new elementary school - $13 million, Southeastern - $6 million, Community College - $6 million, and Lawsonville School - $1.5 million - Sewer Lines – all projects form Version 15b)

o   Would need to appropriate $1,195,000 annually to the dedicated fund

o   Appropriation of  $1,195,000 annually for 20 years with the results building school facilities, community college with  no tax increase

o   POD would go to the Early College site

·         Commitment of this much funding $26,575,000 needs to have a bond referendum

 

Commissioner Inman noted the following:

 

·         Likes the sound of no tax increase

·         Concerns of where the $1,195,000 allocation would come from in Vice Chairman Lankford’s model

·         Concerns with the hold harmless funding that  sunsets in one more year

·         Board has discussed each budget year the dangers allocating hold harmless on recurring expenses

·         Taxes were lowered two cents in 2004

·         Board has been budgeting revenues conservatively

·         As a commissioner, have challenged the Board of Education to be accountable for the funding provided by the Board of Commissioners

·         Tried to be a good steward of the county’s money

·         Need for a community college to train the work force to bring economic development to Stokes County

·         Very concerned with the recent lockdown at Mount Olive

·         This Board has increased the fund balance to build schools

·         Commitment to the citizens is to guard and spend the county funds wisely

·         Cost of education is not cheap, consider the alternative

·         LGC states that if you have an eminent need to build schools and put it out for a bond referendum and it fails, it doesn’t  relieve the Board’s obligation to build schools

 

            Chairman Walker noted the following:

 

·         Commissioner Carroll - ready to move to Action Agenda

·         Commissioner Smith - ready to move to Action Agenda

·         Vice Chairman Lankford  - prefers bond referendum

·         Commissioner Inman - open to consider either a bond referendum or a vote

 

Commissioner Carroll moved that this item be advanced to the Action Agenda for this

 

Board to act on one way or the other today.  Commissioner Smith seconded the motion.

 

            Commissioner Smith noted the following:

 

·         Understands fellow members wanting a bond referendum, but a referendum would delay the projects at least a year and cost the county a minimum of  $20,000 to $25,000

·         Continuing the path started with the allocation to the Nancy Reynolds which did not go out for a bond referendum

 

Vice Chairman Lankford noted the following:

 

·         Feels the Board is taking quick action on this very important issue

·         Need very concrete numbers on the items that have been identified

·         Don’t feel those numbers have been offered by the Board of Education

·         Don’t feel that the Board of Commissioners has done its homework regarding the cost of a community college

·         Don’t feel that a bond referendum would cost $20,000 and that much more funding has been approved for other issues nowhere near as important as education/school facilities

·         Board is “jumping the gun” by pushing this to today’s Action Agenda

·         Trying to get as much information as possible before making a decision that allocates $26.5 million dollars

·         Don’t agree with moving the item to today’s Action Agenda

 

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

 

Code of Ethics – Further Discussion

 

            Clerk Darlene Bullins noted the following regarding the information provided to the

 

Board of Commissioners regarding the Code of Ethics:

 

·         Following included in today’s Agenda packet:

o   Overview requirements for the Code of Ethics

o   Stokes County Code of Ethics adopted in 2002

o   Code of Ethics from Davidson, Davie, Forsyth, Guilford, Orange, Surry counties, Stokes County Board of Education, Village of Whispering Pines

o   Legal opinion from County Attorney Edward Powell and Attorney Fleming Bell

·         Code of Ethics must be adopted by January 1, 2011

·         Fleming Bell, School of Government, noted that the Code of Ethics adopted by previous board remains in effect for the present board and does not have to be readopted each time a new board takes office

·         Fleming Bell also noted that the current code does address most of the five areas, but suggested it could be shorter and perhaps cover a narrower range of subjects

·         Fleming Bell questioned some components of the current Code of Ethics

 

Commissioner Carroll noted contrary to Fleming Bell’s response that the current

 

Code of Ethics states that the provisions of the Stokes County Code of Ethics shall be effective

 

December 2, 2002 and shall apply to all County Commissioners holding office on that date, which

 

applies only the Commissioners holding office on that date.

 

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

 

County Attorney take the comments from Fleming Bell and draft a Code of Ethics for the


new Board’s review at the first meeting in December – Discussion Agenda.

 

            Chairman Walker directed the Clerk to provide Board members a copy of the

 

draft as soon as it is completed by Attorney Powell.

 

Draft RFP for Stokes Reynolds Memorial Hospital, Inc.

 

            Chairman Walker noted that the following RFP for Stokes Reynolds Memorial Hospital

 

along with the Proposed Resolution to Sell, Lease of Convey Stokes Reynolds which was included

 

in today’s Agenda material:

 

Re:   Proposals for the Lease, Sale or Conveyance of Stokes-Reynolds Memorial Hospital

Dear____,

On ___________, 2010, the Board of Commissioners (the “Board of Commissioners”) of Stokes County, North Carolina (the “County”) adopted a resolution (the “Resolution”) declaring its intent to sell, lease, or convey Stokes-Reynolds Memorial Hospital (the “Hospital”).  In accordance with the Resolution and the provisions of Part 1, Article 2, Chapter 131E of the NC General Statutes (the “Statute”), the Board of Commissioners is required to solicit proposals for the sale, lease or conveyance of the Hospital.  The purpose of this letter is to invite your organization to submit a proposal. (copies of the Resolution and the Statute are enclosed for your reference.)  The County is under no obligation or responsibility to accept any proposal and reserves the right to reject any and all proposals.

The Hospital is owned by the County and is operated by Stokes-Reynolds Memorial Hospital, Inc., a nonprofit corporation (the “Corporation”), pursuant to a lease agreement (the “Lease”) between the County, as Lessor, and the Corporation, as Lessee.  The Lease will terminate upon the closing of the sale of the Hospital assets to the Purchaser.

It is the intention of the County to sell the Hospital, but proposals for the lease of the Hospital real estate and the sale of the personal assets will be considered.  The County will require, as a condition to the sale or lease of the Hospital, that the buyer or lessee (the “Purchaser”) agree to replace the Hospital’s inpatient hospital facility with a new inpatient hospital facility within a reasonable period of time and revert the existing facility back to the County.  The County will require that location of the replacement hospital be consistent with the CMS requirements for the relocation of a Critical Access Hospital and that it be within an approximately three-mile radius of the current Hospital in Danbury.

In addition to the condition regarding the replacement of the inpatient facility, the following specific provisions listed in the Statute will be included in the lease, sale or conveyance document:

1.         The Purchaser shall operate the Hospital, including the replacement inpatient facility, as a community general hospital open to the general public and free of discrimination based on race, creed, color, sex, or national origin.

2.         The Purchaser shall continue to provide the same or similar clinical hospital services in medical-surgery, pediatrics, outpatient and emergency treatment, including emergency services for the indigent, that the Hospital provided prior to the lease or sale of the Hospital.

3.         The Purchaser shall ensure that indigent care is available to the population of the area served by the Hospital at levels related to need, as previously demonstrated and determined mutually by the County and the Purchaser.

4.         The Purchaser shall not enact financial admission policies that have the effect of denying essential medical services or treatment solely because of a patient’s immediate inability to pay for the services or treatment.

5.         The Purchaser shall ensure that admission to and services of the Hospital are available to beneficiaries of governmental reimbursement programs without discrimination or preference because they are beneficiaries of such programs.

6.         The Purchaser shall prepare an annual report to the County that demonstrates compliance with the requirements of the lease or sale documents.

            The Purchaser shall agree that if it fails to substantially comply with the foregoing conditions, including without limitation, the replacement of the Hospital’s inpatient facility with a new inpatient facility, or if it fails to operate the Hospital as a community general hospital , or if it dissolves without a successor corporation to carry out the terms and conditions of the lease or sale documents, then all ownership or other rights in the Hospital, including the building, land and equipment associated with the Hospital, shall revert to the County; provided that any building. land or equipment associated with the Hospital that the Purchaser has constructed or acquired since the sale or lease may revert only upon payment to the Purchaser of a sum equal to the cost less depreciation of the building, land or equipment.

The County expects to select the Purchaser from its careful examination of the proposals and to thereafter enter into negotiations with the selected party relating to a definitive agreement or agreements.  However, the County reserves the right to reject any or all proposals for reasons sufficient to the Board of Commissioners in its sole and absolute discretion.

The County will require the Purchaser to reimburse the County for its professional expenses in preparing this RFP and in connection with the sale or lease transaction, including without limitation, legal and consulting fees and expenses.

The County will require the Purchaser to provide professional liability coverage (i.e. “Tail Coverage”) to protect the County against liability for claims arising prior to the purchase of the Hospital

Hospital Description

 

Stokes-Reynolds Memorial Hospital (License #H0165) is a federally recognized Critical Access Hospital with two campus locations; Stokes-Reynolds Memorial Hospital in Danbury and Dr. J.R. Jones Medical Center in King.  These are described as follows:

 

Stokes-Reynolds Memorial Hospital, Inc. (“SRMH”)
1570 NC Hwy 8 & 89 North
P.O. Box 10
Danbury, NC 27016

 

The SRMH campus in Danbury includes a full time Emergency Department with 9 treatment rooms and 53 licensed inpatient general acute care beds (25 of these beds are staffed) and 40 nursing facility beds that comprise the Stokes-Reynolds Skilled Nursing Facility.  This hospital campus location provides diagnostic imaging services including fluoroscopy, echocardiography, vascular studies and ultrasound.  Surgical capacity at this location includes two licensed operating rooms that serve both inpatients and ambulatory patients. Ancillary services include laboratory, physical therapy, occupational therapy, respiratory therapy and pulmonary rehabilitation, diabetes education and outpatient behavioral health. The Hospital also operates Stokes Medical Associates family practice and Stokes Medical Associates-Pediatrics which are located on the Danbury campus. The total gross square footage of the hospital facility in Danbury is 52,330.

 

Dr. J.R. Jones Medical Center
402 West King Street
P.O. Box 410
King, NC 27021

 

            Located in southwestern Stokes County, the Dr. J.R. Jones Medical Center is licensed as part of Stokes-Reynolds Memorial Hospital and includes ambulatory surgery, endoscopy and outpatient diagnostic services, including laboratory.  Two ambulatory operating rooms are located in the facility.   Dr. J.R. Jones Medical Center provides emergency services Monday through Friday from 8:00a.m to 12:00 Midnight and weekends & holidays from 9:00a.m to 12:00 midnight.  Imaging services include a CT scanner, a radiography and fluoroscopy room and computed radiography.  The Dr. J.R. Jones Medical Center totals 12,378 square feet.

 

            In addition to the above hospital facility locations, the Hospital provides outpatient services in leased space at the Stokes Medical Center Park office building 167 Moore Road, King NC.  Hospital-owned imaging equipment at this location includes ultrasound, radiography unit, bone density unit and mammography.  At this location, the hospital also provides physical therapy and occupational therapy services through a contract services agreement.  The Hospital also operates the King Comprehensive Wound Center at this location.  In addition, the Hospital partners with specialty physicians to provide Dermatology, Orthopedics, Podiatry and Urology services at Stokes Medical Center Park.

 

Property, Facilities and Equipment

 

            The land, buildings and physical property owned by the hospital is described in the attached spread sheet entitled “Stokes-Reynolds Memorial Hospital, 2010-2011 Statement of Values.

 

CON Applications

 

            According to hospital officials, there are no CON applications that are pending review or development.

 

Service Area Demographics

 

            The majority of inpatients and long-term care patients originate from Stokes County, making it the primary services area for Stokes-Reynolds Memorial Hospital. Ambulatory surgery patients and endoscopy patients who obtain service at Dr. J.R. Jones Medical Center reflect a mix of patients with most originating from Stokes and Forsyth County. 

The following table provides the total population data for Stokes and Forsyth Counties.

 

 

 

2010

2015

% Growth

Stokes County

46,958

47,700

1.6%

Forsyth County

361,444

390,369

8.0%

North Carolina Office of State Budget and Management, July 2, 2010

www.osbm.state.nc.us

 

            A high percentage of Stokes County inpatients and ambulatory patients are served by Forsyth Memorial Hospital and North Carolina Baptist Hospital.  While these facilities offer considerable depth of tertiary care in Winston-Salem, Stokes-Reynolds Hospital fulfills a vital role in providing access to Emergency Department, outpatient and inpatient care as well as nursing facility care to Stokes County residents within their home county.

 

Financial Statements

 

Copies of the Hospital’s audited financial statements for the fiscal years ended June 30, 2008 and June 30, 2009 and interim financial statements through February 28, 2010, are enclosed with this letter.

Proposals

Your proposal should be in writing, signed by an authorized person, and received by the undersigned no later than 5:00 pm on _____, 2010.  My mailing address is Post Office Box 20 Danbury, NC 27016 and my office is located in the Stokes County Administration Building, located at 1014 Main Street, Danbury, North Carolina 27016.  Requests for additional information should be submitted to me.  You are invited to visit the Hospital.  Please call me to schedule your visit.  My telephone number is (336) 593-2448 and my fax number is (336) 593-2346. 

Please provide us with six (6) copies of your proposal and an electronic copy, which may be in the form of a compact disk or an attachment to an e-mail.  The electronic copy should be in PDF format.

All proposals will be evaluated as submitted; provided that the County reserves the right to request more information.  Although your proposal will be a public document, it will be reviewed by the Commissioners in closed session, and will be made available to the public when the County gives notice of a public hearing on the proposals.

Information Regarding the Proposing Company

Please provide the following information in your proposal.

1.         The full name of your company (the “Company”), its state of organization, the date of its organization, its mailing and street addresses, telephone number and the name of the person to contact.  Please provide the same information for each subsidiary and affiliate of the Company which is engaged in the operation of a hospital (each, a “Subsidiary” and collectively, the “Subsidiaries”).

2.         The name of the directors and principal officers of the Company and each Subsidiary, and a brief summary of the experience of each person in the healthcare industry.

3.         Copies of the audited financial statements of the Company and each Subsidiary (including all footnotes and auditor’s letters) for the last three fiscal years and unaudited interim statements for the current period.  Please provide us with a copy of the attorneys’ letters regarding pending and threatened claims and investigations for the Company and each Subsidiary for each of the last three fiscal years.

4.         A list of all hospitals owned and/or operated by the Company and its Subsidiaries, including the mailing addresses, telephone numbers and persons to contact for each hospital.  Please indicate which of these are Critical Access Hospitals.

5.         A statement as to whether or not the Company, any Subsdiary or any shareholder, officer or director of the Company or any Subsidiary has ever been suspended or excluded from or denied participation in any federal health care program, including without limitation Medicare, Medicaid and TRICARE.  Please indicate whether there are any threatened or ongoing investigations relating to Medicare, Medicaid or TRICARE.

6.         A statement as to whether or not the licensure or accreditation of the Company or any Subsidiary, or any hospital owned or operated by the Company or any Subsidiary of the Company, has ever been suspended, revoked or denied.

7.         A listing of the insurance coverage maintained by the Company and each Subsidiary, including without limitation, professional liability, general liability and officers and directors coverage.  Please include the name of each insurance company and provide the coverage limits and deductibles under each policy.

8.         A copy of the indigent care policies in effect at hospitals owned or operated by the Company and any Subsidiary of the Company.

9.         A copy of the most recent community benefit report or reports of the Company and its Subsidiaries.

10.       A complete list of services provided by the hospitals owned and operated by the Company and its Subsidiaries.

Matters to be Discussed in the Proposals

Please discuss the following matters in your proposal:

1.         How you propose to structure the transaction, including the             amount you are                                   willing to pay for the purchase or lease of the Hospital real estate and the                                       purchase of the non-real estate Hospital assets.

2.         Describe your vision for providing health care services in the Hospital’s service                              area and strategy the Company plans to employ to implement any changes                                             necessary to achieve the vision

3.         How you propose to grow the Hospital’s inpatient and outpatient volumes.

4.         Describe your plan to reduce patient outmigration.

5.         Give examples of successful growth strategies that the Company has utilized.

6.         Do you plan to make changes to the medical staff structure at the Hospital?  If so,                                     please describe your proposed changes.

7.         Does the Company or any of its Subsidiaries operate a hospitalist program?  If so,                          please describe the program.

8.         Specifically describe the Company’s experience in physician recruitment and          management of physician practices.  What financial arrangements (income    guarantees, loans, other financial assistance) does the Company contemplate      using when recruiting physicians?

9.         Please describe the Company’s policies and programs regarding access to care for              indigent and uninsured residents, including your specific experience with                                         providing indigent care.

10.       Please describe how you determine charity care as opposed to bad debts.

11.       Describe the commitment to help the Hospital access sufficient capital to address its facility, physician recruitment and other requirements for long-term financial stability and ability to support clinical excellence in the future.

12.       Describe the information technology features the Company could offer to the        Hospital.

13.       Your commitment to continued employment of current Hospital employees and                             continuation of equivalent benefits, including without limitation, retirement                                   benefits.

14.       Your commitment to plan, develop construct and license a new hospital facility                             within five (5) years.

15.       Your record of regulatory compliance.

16.       Your commitment to maintain appropriate amounts of insurance coverage                                       including without limitation, professional liability coverage and “tail” coverage to              protect the County after the lease or sale of the Hospital.

17.       Information demonstrating that the lease, or sale of the Hospital to your                                         organization will provide for the health-related needs of medically underserved                             groups such as low income persons, racial and ethnic minorities, and handicapped                      persons.

18.       Information on charges, services, and indigent care at similar facilities owned or                            operated by the Company and its subsidiaries.

19.       Please indicate whether you are willing to pay or reimburse the County for the                               costs of professional fees in connection with the development of this RFP and                               relating to the sale or lease of the Hospital.

20.       Please provide information and examples of your commitment to support                                       psychiatric and mental health services and coordination of care through the                                    hospital emergency department. Please describe your experience regarding                           innovative methods for assessment and coordination of care or including                                          telepsychiatry.

21.       Please describe your proposal for relocating or replacing the Stokes-Reynolds                                 Skilled Nursing Facility.

            22.       Your commitment to support Stokes County Emergency Medical Services                                      capability to maintain an “EMS crew station / on-call room” at the existing and                             anticipated replacement hospital facility.

            23.       Information and examples of your commitment to support Stokes County EMS                             and other County Departments ability to obtain  physician examination of                                             employees with workers compensation injuries during and after normal business                               hours.

            24.       Your commitment to support public health initiatives including contract staffing                            for part-time, shared positions including physician’s assistant and nurse                                                practitioner, provided by the hospital to the Stokes County Public Health Clinics                                   and the Hospital's continued participation in Grant funded programs with the                          Health Department.

            25.       Your commitment to support public health initiatives including Healthy                                          Carolinians and other programs. 

Please contact the undersigned for more information regarding the Hospital and to schedule a visit to the Hospital

Thank you very much for your interest in this important matter.

Sincerely,

Bryan Steen

County Manager

 

cc:        Stokes County Board of Commissioners

 

Enclosures:

            Resolution

            Statute

            Financial Statements

 

Proposed Resolution – of Intent to Sell, Lease, or Convey Stokes Reynolds Memorial Hospital

 

 

RESOLUTION DECLARING THE INTENT OF THE BOARD OF COMMISSIONERS OF THE COUNTY OF STOKES, NORTH CAROLINA TO LEASE, SELL OR CONVEY STOKES-REYNOLDS MEMORIAL HOSPITAL

 

WHEREAS, Stokes-Reynolds Memorial Hospital (the “Hospital”) is owned by the County of Stokes, North Carolina (the “County”); and

 

WHEREAS, the Hospital consists of the Stokes-Reynolds Memorial Hospital inpatient hospital facility located at 1570 NC Hwy 8 & 89 North, Danbury, North Carolina, and the J. R. Jones Medical Center outpatient facility located at 402 West King Street, King, North Carolina; and

 

WHEREAS, the Hospital also includes a forty (40) bed skilled nursing facility located at 1570 NC Hwy 8 &89 North, Danbury, North Carolina; and

 

WHEREAS, the Hospital is operated as a community general hospital by the Stokes-Reynolds Memorial Hospital, Inc. Board of Trustees; and

 

WHEREAS, The Board of Commissioners of the County (the “Board of Commissioners”), is interested in receiving proposals for the lease, sale or conveyance of the Hospital and intends to negotiate a contract to sell, lease or convey the Hospital; and

 

WHEREAS, any lease, sale or conveyance of the Hospital by the Board of Commissioners (i) shall be pursuant to the authority granted to the County by Part 1, Article 2, Chapter 131E of the North Carolina General Statutes (the “Statute”), and  (ii) shall be in compliance with the procedures set out in the Statute, and any document of sale or lease shall include the conditions required by the Statute;

 

WHEREAS, in compliance with the Statute, the Board of Commissioners has given notice by publication of its intent to lease, sell or convey the Hospital and has given notice by certified mail to certain agencies of the State of North Carolina, as required by the Statute; and

 

WHEREAS, there has been presented to the Board of Commissioners a Request For Proposals for the lease, sale or conveyance of the Hospital which the County intends to send to prospective lessees and buyers.

 

NOW, THEREFORE, THE BOARD OF COMMISSIONERS OF THE COUNTY OF STOKES, NORTH CAROLINA RESOLVES AS FOLLOWS:

 

(1)        The Board of Commissioners hereby declares its intent to lease, sell, or convey Stokes-Reynolds Memorial Hospital, pursuant to terms and conditions negotiated by the Board of Commissioners.

 

(2)        The Board of Commissioners hereby approves the form and content of the Request For Proposals (the “RFP”) and hereby authorizes the County Manager of Stokes County to provide a copy of the RFP to any person who requests a copy.

 

(3)        The County Manager shall directly solicit proposals for the lease, sale, or conveyance of the Hospital from the entities listed on Exhibit “A” attached hereto.  Each such solicitation shall include a copy of the RFP and a copy of the Statute.  All proposals for the lease, sale, or conveyance of the Hospital must be received by ____________________, 2010, in order to be considered by the Board of Commissioners.

 

(4)        Any entity interested in leasing or purchasing the Hospital shall provide to the County Manager information as to charges, services and indigent care at similar facilities owned or operated by the proposed lessee or purchaser.

 

(5)        The Board of Commissioners reserves the right to reject any and all proposals and to accept the proposal that it determines, in its sole and absolute discretion, is in the best interests of  Stokes County and its citizens.

 

(6)        The Board of Commissioners intends to negotiate a contract for the lease, sale, or conveyance of the Hospital with the entity that submits the proposal accepted by the Board of Commissioners.

 

(7)        A public hearing on this Resolution of Intent shall be held on ___________________, 2010, at 9:_____ a.m. in the Commissioners Chambers, Administration Building, 1014 Main Street, Danbury, North Carolina 27016

 

Adopted this __ day of ______________ 2010

 

____________________________________

Jimmy Walker, Chairman

Stokes County Board of Commissioners

 

____________________________________

Attest: Darlene Bullins

Clerk to the Board of County Commissioners

 

            Chairman Walker opened the floor for discussion.

 

            Commissioner Carroll moved that this item be tabled until after the Board of Trustees meets

 

on the 12th and then be placed on the Board of Commissioner  November 22nd Agenda.  Vice Chairman

 

Lankford seconded the motion.

           

            Commissioner Inman confirmed with Manager Steen that this is the most updated version

 

of the RFP which includes changes made by the Board of Commissioners.

 

            The motion carried unanimously.

 

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

 

on the November 22nd Discussion Agenda.

 

Home Health Relocation – Further Discussion

 

            County Manager Bryan Steen provided the following additional information requested

 

by the Board at the October 25th meeting regarding the relocation of Home Health:

 

·         Available office space on main campus:

o   Administrative Building

§  Two offices on third floor

o   Courthouse

§  Former Environmental Health Office, lower floor of courthouse

§  FTCC offices and classrooms if FTCC operations are moved to Meadows Campus (approximately 2,858 sq. feet)

o   DSS Building

§  DSS Conference Room, 590 sq. feet

§  Home Health Conference Room, 240 sq. feet

o   Health Department Building

§  Conference Room 193 sq. feet

·         The three conference rooms identified  could be considered duplicative in their use as conference rooms and meetings held in these rooms could possibly be held in the third floor conference room of the Administrative Building or FTCC courthouse space not actively in use during the time of need

·         This could increase the use of the third floor conference room and FTCC space and the reallocation of current conference room space to meet office space needs in an expeditious and cost effective manner

·         Modular Building

o   Building can be moved to our campus, but there will be costs:

§  Tear down/transport (approximately $12,000 set up fee)

§  Town of Danbury zoning compliance permit application ($35 cost)

§  Site preparation cost for water and sewer line extension that can’t be calculated until a location is established

§  Parking lot and ADA building accessibility cost, to include handicapped parking, may also be incurred depending on the topography of the site selected

·         Response from Director Ann Watts – FTCC:

o   Conference space is provided to EMS and Sheriff’s Department when needed

o   Would be glad to accommodate additional needs as our space would allow

o   Understand the old judges’ chamber that is now behind security doors is longer used by FTCC and is available all day

o   There could some additional classroom space available on a limited basis

·         Response highlights from DSS Director Kristy Preston

o   Position of DSS remains that the space occupied by Home Health and other Health Department staff in the DSS building would be returned to DSS for the agency’s staff needs as approved on June 14th by the BOCC

o   The needs of DSS remain as urgent now as they were in April of 2010, if anything the needs have increased with the addition of three new workers approved in the FY 10-11 budget

o   DSS position is that there should be no further delay, the matter has been delayed for some time already and DSS is simply not in a position to continue to postpone this matter

o   Currently, there is no office designated as storage

o   Every available office space is used to house at least one employee with several offices housing more than one employee

o   Several rooms that were not designated for office space are now being used as such

o   Every available space in the building is use for some type of storage

o   Agency records contain highly confidential information and must be stored in a safe and secure facility, protected from fire, other damage and theft

o   Depending on the service area, agency records must be retained for varying amounts of time

o   Agency has a designated file room upstairs that is filled almost to capacity with closed files

o   145 copier paper boxes are filled with closed files are stored around the agency with 22 filing cabinets filled with closed files along with 8 filing cabinets filled with CPS files downstairs

o   142 copier paper boxes are stored at an offsite facility at a cost of $50 per month

o   At this time, DSS is not aware of any program at the Department that could be more effectively or efficiently administered offsite, could possibly consider staff being placed at the King office, this would need additional study and should be considered for long-range planning

o   There are five individuals with office space located at DSS with whom the agency contracts to provide various mandated services which DSS feels should remain housed at DSS

o   One NCCN employee has office space in the building because the individual works closely with the agency’s Medical population

o   Without additional funding, creating a paperless office is not an option that DSS can pursue at this time

o   At this time, there is no space underutilized, Library and Conference Room are used for many different purposes

o   As of November 2nd,  no information has been received from Health Director Swift to review regarding relocation of Home Health

o   Remain open to consider any proposals, but currently I am not aware of any other options to alleviate the space issue at DSS beyond asking the Health Department to seek out an alternative location for those housed in the DSS building

·         Response highlights from Director Josh Swift:

o   Board of Health motion – The Stokes County Board of Health has made a motion that Home Health not be moved at this time. The BOH also has requested that Happy Hills not be an option for moving or storage.  The BOH also requests that DSS and SFHC move items to an appropriate storage area and then examine move options for each department

·         Moving individuals  to a new facility will incur the cost of lost productivity during a move, this would be a significant cost to Home Health since their budget is based solely on revenue (estimate 3-5 days for relocation)

·         Other costs – Phone and internet would be more expensive at a location outside the complex

o   Phone costs – estimated at additional annual expense of $3600

o   Internet Access – estimated cost will increase by over 200% ($44 per month to $100 per month)

o   Cost for painting, utilities, shelving, flooring, etc.

·         DSS and Home Health correspond daily and any move will interrupt the current work arrangement

·         Phone numbers would be changed and could lead to less referrals = less revenue

·         Needs Assessment:

o   Preparedness Coordinator could be moved to the 3rd floor of the Administrative Building or the POD at Stokes Reynolds, but must have a room to store preparedness supplies that can be accessed 24/7

o   Care Manager and Health Check Coordinator could be moved to the POD at  Stokes Reynolds

o   Baby Love could be moved to another location

o   Break room could possibly be converted to an office space since a larger break room exists in the bottom floor of the DSS building

·         Staffing:

o   With a total of 47 staff in 4 locations, concerned about spreading Stokes Family Health Center to other locations – DSS only has staff at the Danbury location with no other sites at this time

·         Storage:

o   Three rooms in Home Health are designated solely for storage

o   Clinic has one storage area

o   Depending on the program, agency records must be retained for varying amounts of time

·         King Facility:

o   One social worker has an office at the King Clinic

o   WIC – Tuesdays

o   Adult Primary Clinic – Wednesdays

o   Would like to see a 5 day per week presence in King over the next 3-5 years

o   Other clinics are held at during the year, flu, sports physicals, etc

·         Conference Room:

o   Could use the third floor of the Administrative Building

o   Conference room is used for leadership meetings, state consultants, etc., would prefer that the conference room remain as is  

·         Ideas:

o   NC Office of Rural Health will send an architect to assess our clinic set up and offer suggestions to better utilize space at no cost

·         Not against moving staff within their current space or using other available areas but feel that all options must be examined before making any moves

·         Concerns with personal items being maintained in DSS office such as refrigerators, microwaves, etc. which take up more space than filing cabinets

·         Need to investigate creative ways to conserve space and resources

 

Manager Steen requested the Board help to narrow down the focus so detailed information

 

could be obtained.

 

Manager Steen offered other options for consideration which have not been to the

 

DSS and Health Directors nor to their boards:

 

·         Modular unit be moved to the county campus in Danbury

·         Move modular unit to another location in Stokes County

·         Leave the modular unit at the current location for storage and limited relocation of Home Health staff

·         Leave the modular unit at the current location for storage and relocation of all Home Health staff

·         No change – keep things as they are at current locations

·         No change of Home Health and convert DSS conference room to office space for DSS staff

·         DSS staff take Home Health space and convert DSS Conference room to office space and storage for Home Health

·         Relocation of Emergency Preparedness Coordinator and supplies to the former Environmental Health office located  in lower level of the government center

·         Relocate Home Health billing staff to the conference room in the Health Department and leave remaining Home Health in current location

·         Variation of any of these options can be considered

·         $20,000 has been allocated for the relocation

 

Manager Steen requested direction from the Board regarding whether options developed

 

should be presented to the DSS and Health Boards for comments before returning to the Board.

           

            Chairman Walker opened to floor for discussion.

 

 

            Commissioner Inman confirmed with Board members that Happy Hills has been taken off

 

the table for relocation of Home Health.

 

            Commissioner Carroll, who serves as the BOCC representative on the Board of Health,

 

noted that the concern of the Board of Health is not disrupting Home Health which any move would

 

involve shutting down the operation for a period of time which would result in a decrease in

 

revenue.  Commissioner Carroll suggested looking at moving everyone/everything except Home

 

Health which would free up five offices for office space and storage and moving the modular unit

 

from the hospital to government center for storage for all department and possible office space

 

for those being relocated from the Home Health space.  Commissioner Carroll suggested looking at

 

using the third floor conference room in this building, Commissioners’ Chambers could be used for

 

meetings as used in the past.

 

            Vice Chairman Lankford feels the modular unit at its present location could be used

 

for storage and those being relocated from Home Health be located in other areas on the

 

government center complex.  Vice Chairman Lankford also suggested looking into the old prison

 

campus for storage.  Vice Chairman Lankford agreed with Commissioner Carroll that

 

everyone/everything should be relocated from the DSS Building except Home Health.

 

            Commissioner Smith agreed with Commissioner Carroll regarding no disruption to Home

 

Health and they should remain where they are and that last resort should be using the DSS

 

conference room, it is used tremendously for meetings, training sessions, etc.

 

            Chairman Walker, who serves as the BOCC representative on the DSS Board, noted that

 

the DSS Board had discussed the issue regarding using the conference room as office space and

 

agreed that the conference room should remain as is.

 

            Commissioner Inman noted that there has been a tremendous amount of time spent

 

on this issue and that the County Manager, DSS Director and Health Director should be able

 

to work out this situation.

 

            Vice Chairman Lankford suggested that the County Manager, DSS Director and Health

 

Director work out some type of situation to this issue.

 

            Commissioner Carroll had no issue with the Manager, DSS and Health Director working

 

out the situation, but would like to include the following caveats:

 

·         Solve the original request of office space for DSS

·         Do not disrupt Home Health in the process

 

           

 

Chairman Walker, with full consensus of the Board, directed the County Manager

 

to work with the DSS and Health Directors to develop an agreeable proposal for Board to consider

 

at the next meeting.

 

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

 

on the November 22nd Discussion Agenda.

 

Personnel Policies Handbook – Proposed Revisions

 

            County Manager Bryan Steen presented a proposed revised personnel policies handbook

 

which includes recommendations from a personnel committee for the board’s review.

 

            Manager Steen requested direction from the Board regarding the changes, deletions,

 

and additions included the recommendations.  Manager Steen noted that a few grammatical changes

 

would be done before the next meeting.

 

            Commissioner Carroll requested the Board review two issues:

 

·         Promotions/Reclassification/Grade Change - Additional wordage needs to be added that when an employee receives a promotion that includes increased responsibilities, even if it does not involve a grade change, the employee would receive the 4% salary increase

·         Political Activity – Deleting (item 6) appear at voting location on behalf of any candidate or party or serve as an elections official.

 

The Board discussed Commissioner Carroll’ request regarding an employee on the same

 

grade who receives a promotion with added responsibilities receiving a 4% increase.

 

            The Board had no issues with adding the wordage, but recommended wordage be added

 

that the Department Head would present justification to the county manager indicating the

 

increased responsibilities for consideration of the 4% salary increase for the Manager’s

 

consideration and that department heads would have an appeal to the Board of Commissioners

 

if the salary increase is not approved by the Manager.

 

            Commissioner Carroll stated that he was unsure about deleting item #6 under Political

 

Activity, the policy was put originally adopted in the 80’s to take the political pressure off the

 

employees, such as campaigning for an individual.

 

            Personnel Officer/Clerk Darlene Bullins noted that the committee felt that item #6 under

 

Political Activity questioned whether the employee’s constitutional rights were being violated since

 

the employee was using personal leave to be able to participate at the voting location or serve as

 

an election official.  Clerk Bullins noted that the recommendations have been sent to the county

 

attorney for legal review and this particular item had been identified to the county attorney for

 

specific review.

 

            Chairman Walker stated that he had concerns with an employee not being able to appear on

 

behalf of a candidate at a voting location or serve as an elections official if they were using

 

approved leave for the day.

 

            Commissioner Carroll objects strongly about employees serving as an election official since

 

that could take a decision away from department heads regarding whether the employee is able to

 

be off that particular day which could put an unfair burden on the department.

 

            Chairman Walker stated that he doesn’t agree that an employee should not be able

 

to serve as an election official if the employee has followed the proper procedure in obtaining

 

the time off.

 

            Commissioner Inman suggested including the requirements of the new general statute

 

regarding the release of personnel records in the revised handbook.

 

            Chairman Walker directed the Clerk to seek legal opinion from the county attorney

 

regarding the new general statute  about the release of personnel records and the concerns presented

 

by Board members regarding political activity.

 

            Clerk Bullins requested direction from the Board regarding the development of an unpaid

 

leave policy up to six months following Family/Medical Leave.  Clerk Bullins noted that several

 

counties offer an unpaid leave policy in which the employee pays their insurance premiums.

 

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

 

unpaid leave policy for the Board’s consideration.

 

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

 

on the November 22nd Discussion Agenda.

 

Job Vacancies

 

            County Manager Bryan Steen presented the following vacancies:

 

·         Telecommunicator – will be vacant on November 5th

·         Income Maintenance Caseworker – will be vacant on November 12th

 

Manager Steen recommended filling of both positions and noted that both directors

 

requested that the positions be filled as soon as possible and that the items be moved to today’s

 

Action Agenda.

 

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

 

on today’s Action Agenda.

 

 

 

 

 

Appointments

 

            Clerk Darlene Bullins presented the following information regarding appointments to

 

the Juvenile Crime Prevention Council:

 

·         JCPC recommends Destiny Carpenter as a student representative from South Stokes High School and Jesse Eads as a student representative from North Stokes High School

·         These positions don’t have to be advertised due to the position must be filled by a student representative

·         Each school recommended the representative to serve

 

Commissioner Smith, who serves as the BOCC representative on the JCPC, nominated

 

Destiny Carpenter and Jesse Eads to serve as student representative.

 

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

 

on the November 22nd Action Agenda.

 

Homeland Security Grant

 

            Emergency Medical Services Director Monty Stevens presented the following information

 

regarding a Homeland Security Grant:

 

·         Joe Wright, Office of EMS, notified Stokes County on Friday, November 5th that a Homeland Security Grant had been awarded NC Baptist Hospital

·         The Grant was for government entities and Baptist was awarded this latest grant because of the lease agreement with Stokes Reynolds

·         Since the lease is no longer in effect, Baptist has been declared as ineligible  and the state is looking for someone to help with this project

·         Project is very time sensitive and the state needs an answer quickly

·         Grant totals over $358,000

·         $308,696 is earmarked for Surge Cases and Surge Tents which will increase the hospitals capability during times of disaster and can be deployed to disaster areas

·         $50,000 is earmarked for a prime mover for trailers

·         Purchases can be invoiced to the state without any use of county funding

·         In the spirit of cooperation with Baptist, we could take delivery of the surge cases and tents and then adopt an agreement with Baptist and turn the equipment over to them to be utilized both locally and regionally

·         The prime mover can be utilized  to move trailers that are currently in Stokes County, as well as, assist in moving the equipment for Baptist in times of disaster and during exercises

·         The prime mover will have to be licensed and insured by Stokes County

·         DHS will not allow us to hand over or even lease the vehicle back to Baptist

·         The prime mover cannot be used for day-to-day operations such as a supervisor’s vehicle

·         Information received from Joe Wright today indicates that Baptist is also working with Davidson County regarding the grant

·         Request direction from the Board regarding the County’s desire to proceed  with the grant and development of an agreement with Baptist to either turn part or all of the equipment

 

The Board discussed the Grant with Director Stevens.

 

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

 

on today’s Action Agenda.

 

 

GENERAL GOVERNMENT – GOVERNING BODY – ACTION AGENDA

           

Board of Education – Request – Relocation of POD

 

            Commissioner Smith requested the Board move the item to follow Item F - Educational

 

Facilities or either incorporate the item with Item F.

 

            The Board discussed placing the item after Item F.

 

            Chairman Walker, with full of the Board, directed the clerk the place the after Item F,

 

labeled as F1.

 

Proposed Resolution – Presentation of Service Badge to Retiring Law Enforcement Officer

 

            Chairman Walker entertained a motion.

 

            Vice Chairman Lankford moved to approve the following proposed Resolution to present

 

Sheriff Mike Joyce his service badge upon retirement:

 

 

                Resolution per North Carolina General Statute 20-187.2.A

 

WHEREAS, Mike Joyce is retiring as Sheriff of Stokes County on November 30, 2010; and

 

WHEREAS, Mike Joyce has been a dedicated Sheriff to the citizens of Stokes County from December 3, 1990 through November 30, 2010, and

 

WHEREAS, North Carolina General Statute 20-187.2 (a), permits Stokes County to donate the badge worn at no cost to retiring law enforcement officers; and

 

THEREFORE, THE BOARD OF COMMISSIONERS OF STOKES COUNTY RESOLVES THAT:

 

  1. Major Durward Bennett is authorized to present to Sheriff Mike Joyce his Stokes County Sheriff’s Department issued badge at no cost.

                        

Adopted this the ___ day of ________ 2010. 

                      

_____________________________              _____________________________

Jimmy Walker - Chairman                               Ernest Lankford – Vice Chairman

 

____________________________                        _____________________________

J. Leon Inman - Commissioner                                    Ron Carroll - Commissioner  

 

____________________________                            Attest ________________________                    

Stanley Smith – Commissioner                                              Darlene Bullins

Clerk to the Board

 

            Commissioner Inman seconded and the motion carried unanimously.

 

Sheriff Department – Equipment Request – Computers for Patrol Vehicles

 

            Chairman Walker entertained a motion.

 

            Vice Chairman Lankford moved to approve the purchase of new laptop computers

 

along with vehicle mounts for the Sheriff’s Department and Budget Amendment #24.

 

 

 

 

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Sheriff’s Department

 

 

 

100.4310.511

Equipment Non Capitalized

$2,750.00

$43,073.00

$45,823.00

100.4310.510

Equipment

$213,130.00

$(13,130.00)

$200,000.00

 

Contingency

 

 

 

100.9910.000

Contingency

$187,681.00

$(16,943.00)

$170,738.00

 

           Totals

$403,561.00

$13,000.00

$416,561.00

 

This budget amendment is justified as follows:

To appropriate Federal Fines & Forfeitures and transfer funds from Contingency from the financing for vehicles purchase in fiscal year 2009-10, to purchase 18 to 20 laptop computers, invertors, and mounts.  This budget amendment also corrects Budget Amendment #12 from equipment to equipment non capitalized due to the cost per unit for the computers.

 

This will result in a net increase of $13,000.00 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

100.3301.411

Federal Fines & Forfeiture

$13,130.00

$13,000.00

$26,130.00

 

           Totals

$13,130.00

$13,000.00

$26,130.00

 

 

 

 

 

           

Commissioner Inman seconded the motion.

 

            Commissioner Smith confirmed with Finance Director Julia Edwards that Budget

 

Amendment #24 does not appropriate funding from Fund Balance and allocates an additional

 

$13,000 from Federal Fines & Forfeitures.

 

            The motion carried unanimously.

 

Proposed Restructuring of the Administration Plan for Stokes County Sheriff’s Department

 

            Chairman Walker entertained a motion.

 

            Commissioner Inman moved to approve the proposed restructuring of the Administration

 

Plan for the Stokes County Sheriff’s Department submitted at today’s meeting by Sheriff Elect

 

Mike Marshall with an effective date of December 6, 2010.  Commissioner Carroll seconded

 

and the motion carried unanimously.

 

Lease Purchase – Vehicle Purchases – Fiscal year 2010-11

 

            Chairman Walker entertained a motion.

 

            Vice Chairman Lankford moved to approve vehicle financing in the amount of $470,500

 

with RBC Bank at an interest rate of 1.52%, the proposed Resolution submitted by Mr. Stovall at

 

today’s meeting along with authorization by Chairman Walker.  Commissioner Inman seconded

 

and the motion carried unanimously.

 

Educational Facilities

 

Chairman Walker opened the floor for any further discussion.

 

Commissioner Carroll submitted the following new option:

 

·         Commissioner Smith’s option with no tax increase provided that the Board commit to funding debt service an additional $650,000 per year beyond what is currently being funded

·         Each Board each year must determine where the funding comes from for debt service

 

Commissioner Carroll moved that this Board authorize this County to incur debt as follows:

 

·         $13 million dollars appropriated to the School Board effective March 1, 2011 for the construction of a new elementary school in the Yadkin Township

·         $6 million dollars appropriated to the School Board to Southeastern Middle School for new construction and renovation for July 1, 2011 for the debt with the actual expenditures could  be frontloaded by the county as soon as school is out

·         $1.5 million dollars appropriated to the School Board for new construction at Lawsonville Elementary School effective January 1, 2013

·         $6 million dollars appropriated for  construction of a new Forsyth Tech. Community College campus at Meadows effective January 1, 2013

Commissioner Carroll reiterated that it was premature to discuss a tax rate because each

 

Board of Commissioners when they adopt a budget each year must set the tax rate and fund the debt

 

service.

 

            Commissioner Smith seconded the motion.

 

            The Board continued discussion regarding education facilities.

 

            Commissioner Carroll added the following comments:

·         This Board, meaning the five of us, having been talking about building schools since January of 2007 and have been looking at specific financial scenarios for well over a year

·         This is not being rushed, if anything it has been delayed unnecessarily, it should have been long ago

·         As superintendent of the schools, I presented some of these very same  proposals at a joint meeting between the Board of Education and the Board of Commissioners in February 2001 and almost ten years later, we are still talking about the same projects

·         There comes a time when you stop talking and start acting

·         It is time for this Board to stop talking and starting acting

·         Ready to build these schools

            Vice Chairman Lankford noted the following:

·         The truth is that this Board has been discussing these issues, but where  we differ on what needs to happen is the process

·         Very important to build schools, but it is also very important to have a process that is efficient, effective and something that won’t be questioned in six months whether it was or was not a good decision

·         Want to make the right decision

·         When spending his kind of money, traditionally, the county has always took it to the people for a vote

·         It would my preference to allow the people to vote on this type of action

·         With the changes and the published indicators, it doesn’t give a positive picture with the State predicting a $3.2 billion dollar shortfall next year and the recession could be out as much as 2-3 years

·         Very firm on the people’s voice in making this type of decision of borrowing this amount of funding

Commissioner Inman noted the following:

·         In recent discussions, Representative Holloway feels that he might be able to assist the county in obtaining an appropriation for the community college project

·         Even with Certificates of Participation, there must be Public Hearings, the people could be heard at that time

            Commissioner Smith noted the following:

·         Feels everyone in the room knows where I stand, this is a very good plan

·         Been waiting four years to for this plan

·         The plan is doable, logical and meets the needs

Vice Chairman Walker confirmed with Commissioner Carroll that his motion certifies the

 

debt, but financial details could be worked out later.

 

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

 

Board of Education – Request – Relocation of POD

 

            Chairman Walker entertained motion.

 

            Commissioner Smith moved that the Board of Commissioners direct the Board of

 

Education to relocate the vacated POD at Pinnacle campus that housed Nancy Reynolds to the

 

Forsyth Tech. campus at Meadows for continuation of the Early College High School. 

 

Commissioner Inman seconded the motion.

           

The Board further discussed the motion.

 

            Vice Chairman Lankford questioned the cost of relocating the POD to the Meadows

 

location.

 

            County Manager Steen noted that transportation cost were estimated $75,000 with

 

additional cost for water, sewer, placement at the site, etc.

 

            The Board agreed to allow Dr. Hobbs to address the Board regarding the cost of

 

relocating the POD.

 

            Dr. Hobbs noted the following:

·         The POD would have to be broken down, physically moved to the campus, reassembled and connect to water and sewer which would be the county’s responsibility

·         It will definite cost more than $75,000 to relocate the POD

·         Total cost estimated to relocate the POD from Pinnacle to Lawsonville was $575,000 which would be slightly different to relocate to the Meadows campus

Vice Chairman Lankford suggested that any remaining funds from the estimated

 

$500,000 savings from the Nancy Reynolds project be moved to Dedicated Fund for

construction.

 

            Dr. Hobbs had no issue with Vice Chairman Lankford’s suggestion, but requested the

 

Board of Education be allowed to use a small amount of the savings to re-establish the ball field

 

to its natural area as promised at Pinnacle.

 

            The Board had no issues with the Board of Education using a small amount of the savings

 

for repairs to the ball field.

 

            Dr. Hobbs, on behalf of 7,100 students, expressed his appreciation to the Board.

 

            Commissioner Smith amended his motion to include the following:  

 

·         Any funds over and above those needed out of the  Contingency from the construction of Nancy Reynolds be put in the County’s Dedicated Fund Balance for school construction

            Commissioner Inman seconded the amendment to the motion.

 

            The Board unanimously agreed to include Commissioner Smith’s amendment to the

 

original motion.

 

            The amended motion carried unanimously.

 

Job Vacancies

 

            Chairman Walker entertained a motion.

 

            Commissioner Inman moved to approve the filling of the following vacancies as

 

recommended at today’s meeting by Manager Steen:

 

·         Telecommunicator

·         Income Maintenance Caseworker

 

Vice Chairman Lankford seconded and the motion carried unanimously.

 

Homeland Security Grant

 

            Chairman Walker entertained a motion.

 

            Commissioner Inman moved to approve the request from EMS Director Stevens

 

to proceed with the Homeland Security Grant.  Vice Chairman Lankford seconded and the

 

motion carried unanimously.

 

Closed Session

 

Chairman Walker entertained a motion to enter Closed Session for the following:

 

·         To consider the initial employment or appointment of an individual to any office or position, other than a vacancy in the Board of County Commissioners or any other public body, or to consider the qualifications, competence, performance, character, and fitness of any public officer or employee, other than a member of the Board of Commissioners or of some other public body pursuant to G.S. 143-318.11(a)(6). 

 

 

Commissioner Inman moved to enter Closed Session for the following:

 

·         To consider the initial employment or appointment of an individual to any office or position, other than a vacancy in the Board of County Commissioners or any other public body, or to consider the qualifications, competence, performance, character, and fitness of any public officer or employee, other than a member of the Board of Commissioners or of some other public body pursuant to G.S. 143-318.11(a)(6). 

 

Commissioner Carroll seconded and the motion carried unanimously.

 

 

The Board re-entered the regular session of the November 8th meeting.

 

 

Health Department

 

            Chairman Walker entertained a motion.

 

            Commissioner Carroll move to authorize the Health Director to employ a Physicians

 

Assistant at a salary of $73,115 or the next highest grade on the salary grade.  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.

 

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

 

and the motion carried unanimously.

 

 

 

 

 

 

 

 

 

 

 

_________________________                                  _____________________________

Darlene M. Bullins                                                    Jimmy Walker

Clerk to the Board                                                    Chairman