STATE OF NORTH CAROLINA )                    OFFICE OF THE COMMISSIONERS

                                                            )                    STOKES COUNTY GOVERNMENT

COUNTY OF STOKES                   )                    DANBURY, NORTH CAROLINA

                                                            )                    JANUARY 10, 2011

 

           

            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,

 

January 10, 2011 at 1:30 pm with the following members present:

                                                                       

Chairman Ernest Lankford

Vice Chairman J. Leon Inman

Commissioner Jimmy Walker            

Commissioner Ronda Jones

                                               

Commissioner James D. Booth - absent

                                                                                                                       

                                                County Personnel in Attendance:

                                                Clerk to the Board Darlene Bullins

                                                Finance Director Julia Edwards

                                                County Attorney Edward Powell

                                                Support Services Supervisor Danny Stovall  

                                                Tax Administrator Jake Oakley

                                   

Chairman Ernest Lankford called the meeting to order.

           

            Chairman Lankford presented the following “Thought for the Day”:

 

·         “Be strong and do not give up for your work will be rewarded”

           

            Vice Chairman Inman delivered the invocation.

 

            Chairman Lankford noted that Commissioner James Booth is out of town and was planning

 

to return today for the meeting but is unable to do so because of the inclement weather.

           

GENERAL GOVERNMENT-GOVERNING BODY-PLEDGE OF ALLEGIANCE

 

            Chairman Lankford 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 Lankford entertained a motion to approve or amend the January 10, 2011

 

Agenda.

           

            Vice Chairman Inman moved to approve the January 10, 2011 Agenda as submitted.

 

Commissioner Jones seconded and the motion carried (4-0) with Commissioner Booth absent.

 

PUBLIC HEARING – Resolution of Intent to Sell, Lease, or Convey Stokes Reynolds

Memorial Hospital, Inc.

 

            Chairman Lankford called to order the Public Hearing regarding the Resolution of Intent

 

to Sell, Lease, or Convey Stokes Reynolds Memorial Hospital, Inc.

 

            There were no public comments.  Chairman Lankford closed the Public Hearing.

 

PUBLIC COMMENTS

 

There were no public comments.

 

CONSENT AGENDA

 

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

 

Consent Agenda:

 

Minutes

 

Administration - Budget Amendment #41

 

Finance Director Julia Edwards submitted Budget Amendment #41.

 

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

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Administration

 

 

 

100.4120.260

Departmental Supplies

$1,960.00

$750.00

$2,710.00

100.4120.340

Printing

$1,700.00

$500.00

$2,200.00

 

Totals

$3,660.00

$1,250.00

$4,910.00

 

 

 

 

 

 

Capital Reserve Fund

 

 

 

201.4120.000

Administration

$26,250.00

$(1,250.00)

$25,000.00

201.9180.000

Transfer to General Fund

$118,600.00

$1,250.00

$119,850.00

 

           Totals

$144,850.00

$00.00

$144,850.00

 

This budget amendment is justified as follows:

To transfer funds from Capital Reserve Fund to General Fund for the printing of new Personnel Handbooks.

 

This will result in a net increase of $1,250.00 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

100.3982.960

Transfer from Capital Reserve Fund

$118,600.00

$1,250.00

$119,850.00

 

           Totals

$118,600.00

$1,250.00

$119,850.00

 

Natural Resources - Budget Amendment #42

 

Finance Director Julia Edwards submitted Budget Amendment #42.

 

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

 

 

 

Current

 

 

Account

Account

Budgeted

Increase

As

Number

Description

Amount

(Decrease)

Amended

 

Natural Resources

 

 

 

100.4960.511

Equipment

$300.00

$79.00

$379.00

 

           Totals

$300.00

$79.00

$379.00

 

This budget amendment is justified as follows:

To appropriate funds from the Dan River #319 Grant to purchase a GPS 60 handheld unit, carrying case, and SD 2 GB Memory Card.

 

This will result in a net increase of $79.00 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

100.3301.420

Dan River #319 Grant

$41,450.00

$79.00

$41,529.00

 

           Totals

$41,450.00

$79.00

$41,529.00

 

Vice Chairman Inman moved to approve the Consent Agent as submitted.

 

Commissioner Jones seconded and the motion carried (4-0) with Commissioner Booth absent.

 

GENERAL GOVERNMENT – GOVERNING BODY – INFORMATION AGENDA

 

Update – Manager and Board of Commissioners

           

            Chairman Lankford opened the floor for updates from the Board.

 

            Commissioner Walker confirmed that there would be another Public Hearing regarding the

 

hospital that citizens could speak at since the weather could have kept them from the meeting today.

 

            Vice Chairman Inman noted the upcoming Legislative Goals Meeting scheduled for

 

January 20th and 21st and expressed his appreciation to the Board for giving him the opportunity to

 

serve as the Board’s Voting Delegate.

 

            Commissioner Jones noted the upcoming Economic Development Business Extravaganza

 

scheduled for January 20th at Camp Hanes.

 

GENERAL GOVERNMENT – GOVERNING BODY – DISCUSSION AGENDA

 

Tax Administration Report – December 2010

 

Administrator Jake Oakley presented the following informational data for the December

 

report:

 

Fiscal Year 2010-11

Budget Amt

Collected Amt

Over

Under

 

 

 

Budget

Budget

County Regular & Motor Vehicles

$(20,744,514.00)

$14,219,878.29

 

$6,524,635.71

 

 

 

 

 

Prior Taxes 93-09 Tax Years

 

 

 

 

County Regular & Motor Vehicles

$ 700,000.00

$427,113.24

   

$272,886.76

EMS Collections

 

 

 

 

Total Collected

(12-01-10/12-31-10)

           $8,770.29

 

 

 

Total Collected

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

         $67,515.60

 

 

Delinquent accounts received from EMS (none)

 

 

 

 

 

 

Personal Property Discovery Report

# of

Total

Taxes

 

Audit Dates

Accts

Value

Due

 

12-01-10/12-31-10

13

$30,648.00

$243.15

 

07-01-10/06-30-11

351

$4,066,885.00

$34,780.96

 

Business Personal Property Discovery Report

# of

Total

Taxes

 

Audit Dates

Accts

Value

Due

 

12-01-10/12-31-10

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

 

 

 

12-01-10/12-31-10

48

$1,886.51

 

 

 

 

 

Motor Vehicle Refund Report

Accounts

Total Value

 

Audit Dates

 

 

 

12-01-10/12-31-10

7

$186.54

 

Number billed for Dec. 2010

4228

 

 

 

Garnishment Totals

 

 

 

 

Month

Total Accounts

Original Levy Amt

Collected Amt

 

12-01-10/12-31-10

               200       

          $34,379.04

$24,163.35

 F/Year 2010-11

 

(July 1 – June 30)

              1063

$238,530.44

$175,238.62

 

 

Interstate Collection Report (December 2010)

Collection

Total Collected

Cumulative total Collected (Dec. 2010)

NC Debt Setoff 

  $28,936.00

 

Cumulative total Collected (to date)

 Motor Vehicles

    $43,980.44

  Cumulative total Collected (to date)                               Property Taxes                                $11,410.73

  Cumulative total Collected (to date)                                       EMS                                          $28,625.96

  Cumulative total Collected (to date)                               All Categories                                  $84,017.13

 

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

 

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

 

Releases (Real and Personal Property)

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

Name

Bill Number

Amount

James D. Ashburn(Cove Lounge)

09A155894961.07

$24.75

James D. Ashburn(Cove Lounge)

10A155894961.07

$24.75

Dasilva, LLC

09A156020420.07

$14.85

Dasilva, LLC

10A156020420.07

$10.35

Billy Edwards

10A3703.09.1

$2.20

Total Amount

$76.90

 

Tax Administrator Jake Oakley noted that budgeted tax revenue was approximately 90%  

 

collected to date and the Tax Administration is seeing an increase in taxpayers requesting payment

 

arrangements due to the economy along with an increase in elderly exemptions and  deferments.  

 

Administrator Oakley noted the Tax Administration is willing to work with all taxpayers who are

 

having difficulties paying their taxes.

 

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

 

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

 

Releases (Real and Personal Property)

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

 

Name

Bill Number

Amount       

Mark Durrett

10A698300726605

$960.09

House not complete on

01-01-2010

Total Amount

$960.09

 

Tax Administrator Jake Oakley submitted the following proposed hearing dates for the

 

2011 Board of Equalization and Review:     

 

·         April 4, 2011 – Monday – 2:00-5:00 pm

·         May 2, 2011 – Monday – 5:00-8:00 pm

 

Tax Administrator Jake Oakley presented the following documents for the Board’s

 

review and consideration:

 

·         2011 Department of Revenue Cost Index and Depreciation Schedules (Business Personal Property)

·         2011 Pricing Guidelines for Personal Property

·         2011 Single Wide Mobile Home Pricing Guidelines (Schedules developed from Marshall and Swift)

 

Tax Administrator Jake Oakley presented the following update regarding trends

 

potentially impacting the 2013 Revaluation:

 

·         Midpoint of the four year 2009-2012 Revaluation Cycle

·         On an annualized basis, the number of qualified sales recorded in the Register of Deeds is running at approximately half of the number of qualified sales recorded per year during the last Revaluation cycle

·         Based upon a review of the qualified real property sales covering the period of  January 1, 2009 to December 31, 2010, our data indicates a median Sales Ratio of 99.4%

·         Sales Ratio is a figure that represents the relationship between assigned market values and the sales price of those specific properties

·         Based upon a potential continuance of the above trends, the Tax Administration projects that the 2013 Revaluation will give an average overall zero value increase

·         The Tax Office feels that the Board needs to be aware of developing trends that could impact future financial planning for the County by the Board

 

The Board discussed the information with Tax Administrator Oakley.

 

Commissioner Walker confirmed with Tax Administrator Oakley that citizens could call

 

the office to set up a time to talk about setting up payment arrangements.

 

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

 

following on the January 24th Consent Agenda:

 

·         Real and Personal Releases more than $100.00

·         Personal Property Schedule of Values and Depreciation Schedules (2011 Pricing Guides)

·         2011 Board of Equalization and Review Dates

 

 

 

 

 

YVEDDI Transportation Contract

 

            Support Services Supervisor Danny Stovall noted the following additional information

 

regarding the requested transportation rate increase submitted by YVEDDI that was presented to

 

the Board at the December 28th meeting:

 

·         Medicaid and Work First are mandated programs

·         Medicaid is an uncapped funding source – County will be reimbursed on the amount spent (reported at the last meeting that Medicaid was a capped funding source)

·         Work First is a capped fund – 100% County dollars- transportation is provided by a different vendor – not YVEDDI

·         Taking the mileage for November’s Medicaid transportation and using the new proposed YVEDDI rate, there would have been an $4,544.02 additional cost

·         Taking the mileage for November’s Senior Meal Program transportation and using the new proposed YVEDDI rate, there would have been an $491.66 additional cost

·         YVEDDI is utilizing 8-9 vans daily to provide Medicaid transportation

·         YVEDDI is utilizing 2 vans for the Senior Meal transportation

·         YVEDDI has offered to pick-up the Senior Meal transportation costs after the County’s budgeted funds have been exhausted using their State ETAP Funds

·         If the county started providing Senior Meal Transportation, it would take two vans (estimated cost $72,706 plus 3% sales tax and radio equipment) along with an estimated $117.39 daily cost

·         Alleghany County currently runs a transportation program:

o   Current rate = $10.20 per hour plus $.32 per mile

o   Office staff- 3 full time employees (Director, Dispatcher and Billing Clerk) which are county funded with benefits

o   Two full time drivers and 16 part time drivers (average wage $9.20)

o   Vehicle Fleet- 12 (4 each 12 passenger handicap vans, 5 each wheel chair lift vans and 3 each standard mini vans)

o   County’s upfront equipment costs based on Alleghany County’s fleet: Total estimated equipment cost  =  $432,371.00 – could be more since Stokes County is larger than Alleghany County

·         YVEDDI is trying to arrange medical trips going to the same area as often as possible

·         It would take at least 4-5 months to start up a County transportation program

·         Need to set up a committee to see if a transportation program is feasible and to make sure all issues are addressed such as making sure services are billable

·         If the County starts a transportation program, the County would need to set up a capital account in order to have funding available to purchase new vans when needed

 

Chairman Lankford questioned Mr. Stovall if the County agrees to YVEDDI’s proposed rate

 

increase which is to be effective 02-1-11, would there be enough funding without additional county

 

funds to get through the remainder of the fiscal year.  Mr. Stovall noted to his understanding that

 

Medicaid transportation (which is uncapped) will be reimbursed 65/federal and 35/state for the

 

funding spent as long as it meets the necessary criteria and the Senior Meal Program will be picked-

 

up by YVEDDI’s ETAP Funds once the County’s budgeted funds have been exhausted as long as

 

there are available ETAP Funds.

 

            The Board discussed the amount of time and funding needed to start up a transportation

 

program.         

 

            Chairman Lankford noted the need to look at other options for the upcoming 2011-12 fiscal

 

year.

 

            Vice Chairman Inman noted with no additional county funding needed, he was inclined to

 

continue with YVEDDI for the remainder of this fiscal year and look at bidding out these services

 

for fiscal year 2011-12 and investigating any other available options.

 

            Commissioner Walker questioned if there were any other possible vendors available.

 

Mr. Stovall noted that he had not been contacted by anyone else regarding transportation services.

 

            Mr. Stovall recommended the County continue with YVEDDI using ETAP funding for

 

the Senior Meal Program after the County’s budgeted funding is exhausted and start investigating

 

the cost of starting a county transportation program to see if the program is feasible and cost

 

effective for Stokes County.

 

            Chairman Lankford directed Mr. Stovall to form a committee to start looking at other

 

options and a possible county transportation program before the 2011-12 budget process.

 

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

 

the item on the January 24th Action Agenda.

 

2010-11 Fiscal Year Audit Contract

 

            Finance Director Julia Edwards submitted the following information regarding the

 

renewal of the 2010-11 fiscal year audit contract with Martin Starnes and Associates:

 

·         Contract price being requested for Fiscal Year 2010-11 = $46,500.00

·         Martin Starnes and Associates have been performing the County’s audit for the past five years

·         Fiscal Year 2010-11 has another GASB 34 requirement that will change the way the county reports Fund Balance

·         Services received from Martin and Starnes have been professional, been in a timely manner, and very cost efficient

·         History of audit cost with Martin Starnes and Associates:

o   F/Y 2005-06 = $40,500

o   F/Y 2006-07 = $42,000

o   F/Y 2007-08 = $43,600

o   F/Y 2008-09 = $45,000 (GASB 34 was implemented for Stokes)

o   F/Y 2009-10 = $45,000

o   F/Y 2010-11 = $46,500 Requested

·         Martin and Starnes is very willing to answer questions during the year without additional costs

·         Recommending the county contract with Martin and Starnes for the upcoming 2010-2011 Fiscal Year Audit

 

The Board discussed the proposed increase submitted by Martin and Starnes with Finance

 

Director Edwards.

 

Chairman Lankford stated that due to the current economy, he doesn’t see justification for

 

an increase.  Chairman Lankford noted possibly bidding out the audit services this year.

 

            Commissioner Walker confirmed with Finance Director Edwards that there would be

 

additional requirements this year and questioned how the proposed cost is comparable to counties

 

our size and to surrounding counties.  Finance Director Edwards noted that she did not have

 

that information available, but could provide it at the next meeting.

 

            Vice Chairman Inman agreed with Chairman Lankford that if Martin and Starnes could

 

not do the audit this year without an increase, the County should consider bidding out the services.

 

            Commissioner Jones agreed with Chairman Lankford regarding the need to possibly bid out

 

the services if there were going to be additional costs this year.  Commissioner Jones noted that

 

as long as the County has been using Martin and Starnes, the changes shouldn’t be too difficult.

 

            Finance Director Edwards noted that she would pass on the concerns of the Board to

 

Martin and Starnes.

 

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

 

the item on the January 24th Discussion Agenda.

 

Personnel Policies Handbook – Proposed Revision

 

            Personnel Officer Darlene Bullins noted that Finance Director Julia Edwards has

 

requested the following three sections of the Personnel Handbook be changed due to the

 

Automatic Attendance Software Program which is scheduled to be operable 02-1-11:

 

 

The Board discussed the proposed changes with Finance Director Edwards.

 

The Board’s only concern with the requested changes was with moving the pay date from

 

Friday to the next Tuesday.

 

Chairman Lankford noted this would be a very big change for employees who have

 

always been paid on Fridays especially for those who do not participate in direct deposit, but

 

expressed the Board’s appreciation regarding employees obtaining compensatory time.

 

            Vice Chairman Inman agreed with Chairman Lankford.

 

            Commissioner Jones had no issues with the proposed changes.

 

            Commissioner Walker stated that he had no issues at the moment with changing the

 

pay date and if problems did arise, it could always be revisited.

 

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

 

the item on the January 24th Action Agenda.

 

Appointments – Region I Advisory Council

 

            Clerk Darlene Bullins represented the following information regarding the vacancy:

 

·         One vacant position – Jim Carlin’s term has expired

·         Mr. Carlin wishes to be considered for the re-appointment

·         Will follow the county’s guidelines for appointments

 

Commissioner Jones nominated Jim Carlin for re-appointment to the Region I Advisory

 

Council.

 

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

 

the item on the January 24th Action Agenda.

 

Appointments – Firemen’s Relief Fund – Board of Directors

 

Clerk Darlene Bullins presented the following recommendations from each fire department

 

for re-appointments/appointments to the Firemen’s Relief Fund – Board of Directors:

 

Department

Recommendations

Danbury Vol. Fire Department

Norman Scott

Double Creek Vol. Fire Department

Tom Tilley

Francisco Vol. Fire Department

Atherton Jessup

Lawsonville  Vol. Fire Department

Ronnie Mabe

Northeast Stokes Vol. Fire Department

Gary Wilkins

Pinnacle Vol. Fire Department

Travis Sink

Sauratown Vol. Fire Department

Randall Smith

South Stokes Vol. Fire Department

Bobby Boles

Stokes Rockingham Vol. Fire Department

Libby Paris

Walnut Cove Vol. Fire Department

James Teague

 

Vice Chairman Inman nominated the following to serve on the Firemen’s Relief Fund –

 

Board of Directors for each department:

 

Department

Recommendations

Danbury Vol. Fire Department

Norman Scott

Double Creek Vol. Fire Department

Tom Tilley

Francisco Vol. Fire Department

Atherton Jessup

Lawsonville  Vol. Fire Department

Ronnie Mabe

Northeast Stokes Vol. Fire Department

Gary Wilkins

Pinnacle Vol. Fire Department

Travis Sink

Sauratown Vol. Fire Department

Randall Smith

South Stokes Vol. Fire Department

Bobby Boles

Stokes Rockingham Vol. Fire Department

Libby Paris

Walnut Cove Vol. Fire Department

James Teague

 

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

 

the item on the January 24th Action Agenda.

 

Job Vacancies

 

            Chairman Lankford presented the following job vacancies for the Board to consider:

 

·         Sheriff’s Department – Patrol Sergeant (vacant: January 18th )

·         District Resource Center- Office Assistant III (vacant:  February 1st)

 

Chairman Lankford opened the floor for discussion.

 

The Board had no issues with the job vacancies.

 

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

 

item on the January 24th Action Agenda.

 

GENERAL GOVERNMENT – GOVERNING BODY – ACTION AGENDA

 

Economic Development Partners – Funding Request

 

            Chairman Lankford entertained a motion.

 

            Commissioner Walker moved to appropriate $2,000 from Economic Development Special

 

Funding to the King Chamber of Commerce as recommended unanimously by the EDC. 

 

Commissioner Jones seconded the motion. 

 

            Chairman Lankford noted that is very vital to the Chamber, but Stokes County has already

 

made approximately $1,000 in contributions to the Chamber and did not know if the EDC was

 

aware of this information.

 

            The motion carried (4-0) with Commissioner Booth absent.

 

State Employees’ Credit Union – Annual Lease Agreement

 

Chairman Lankford entertained a motion.

 

            Commissioner Walker moved to approve the annual one year renewal option

 

(1-1-2011/12-31-2011) with the State Employees’ Credit Union (rent fee) for the ATM located in

 

the upper parking lot of the Government Center Complex.  Commissioner Jones seconded and the

 

motion carried (4-0) with Commissioner Booth absent.

 

Job Vacancies

 

Chairman Lankford entertained a motion.

 

            Vice Chairman Inman moved to approve the following vacancies be filled:

 

·         Assistant Fire Marshal

·         Emergency Management Planner I

·         Health Director

 

Commissioner Jones seconded and the motion carried (4-0) with Commissioner Booth

 

absent.

 

 

 

 

 

CLOSED SESSION

 

Chairman Lankford 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). 

 

Vice Chairman 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 Jones seconded and the motion carried (4-0) with Commissioner Booth

 

absent.

 

The Board reconvened to the regular session of the January 10th meeting.

 

Adjournment

 

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

 

motion to adjourn the meeting.

 

Vice Chairman Inman moved to adjourn the meeting.   Commissioner Walker seconded and

 

the motion carried (4-0) with Commissioner Booth absent.

 

 

 

 

 

 

 

 

 

 

_________________________                                  _____________________________

Darlene M. Bullins                                                    Ernest Lankford

Clerk to the Board                                                    Chairman