MINUTES
WATAUGA COUNTY BOARD OF COMMISSIONERS
MONDAY, NOVEMBER 3, 2003
The Watauga County Board of Commissioners held a regular meeting on Monday, November 3, 2003, at 9:00 A.M. in the Board Room of the Watauga County Courthouse.
PRESENT: James Coffey, Chairman
Jimmy Hodges, Vice-Chairman
Keith Honeycutt, Commissioner
Allen Trivette, Commissioner
Rebecca Eggers-Gryder, County Attorney
Robert E. Nelson, Jr., County Manager
Deron Geouque, Assistant County Manager
Anita J. Fogle, Clerk to the Board
Chairman Coffey called the meeting to order at 9:01 A.M. welcoming those in attendance.
[Clerk’s Note: Commissioner Blust absent due to being out of town.]
A moment of silence was observed.
APPROVAL OF MINUTES
Chairman Coffey called for additions and/or corrections to the October 21, 2003, regular meeting minutes and the October 21, 2003, closed session minutes.
Commissioner Honeycutt, seconded by Vice-Chairman Hodges, moved to approve the October 21, 2003, regular meeting minutes and the October 21, 2003, closed session minutes as presented.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
APPROVAL OF AGENDA
Chairman Coffey called for additions and/or corrections to the November 3, 2003, agenda.
County Manager Nelson requested to add the appointment of a representative to the Future Forward Strategic Planning Committee under Boards and Commissions.
Vice-Chairman Hodges, seconded by Commissioner Trivette, moved to approve the November 3, 2003, agenda as amended.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
COMMUNITY BASED AFFORDABLE HOUSING TASK FORCE REPORT
Mr. Scott Eggers, Chairman of the Community Based Affordable Housing Task Force, reported that the results of the recent survey conducted by the task force was soon to be available for review and was to be presented to the Board at a future meeting. Mr. Eggers reported that a representative from Orange County was to make a presentation on Friday, November 7, 2003, regarding progress to date in issues related to affordable housing in their county, which had similar characteristics to Watauga County.
Mr. Eggers requested funding in the amount of up to $2,000 for expenses related to the printing of the survey and costs associated with guest speakers.
Vice-Chairman Hodges, seconded by Commissioner Honeycutt, moved to appropriate an amount not to exceed $2,000 for the remainder of the current fiscal year to be allocated from the administrative contingency fund and handled on a reimbursement basis as costs were incurred and receipts submitted for payment to the Watauga County Finance Department.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
REQUESTED APPOINTMENT OF PRIMARYDISPATCHCENTERFORWATAUGACOUNTYEMS PLAN
Mr. Craig Sullivan, Director of Watauga Medics, Inc., reviewed additional information that the North Carolina Office of Emergency Medical Services (OEMS) requested to be included with the County’s EMS Plan. Among the additional information was the requirement to establish a primary dispatch center which would serve as a single point of contact for the three dispatch centers in the County (Watauga County, Town of Boone, and Town of Blowing Rock). Mr. Sullivan reported that the EMS Advisory Committee recommended that the Board of Commissioners designate the Watauga County Dispatch Center as the primary center for EMS purposes.
Commissioner Trivette, seconded by Commissioner Honeycutt, moved to designate the Watauga County Dispatch Center as the primary center for EMS purposes in the Watauga County EMS Plan and approve the submittal of the amendments to the Plan to the State.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
BOARD OF ELECTIONS GRANT APPLICATION REQUEST
Ms. Jane Hodges, Elections Director, requested to submit an application to the State Board of Elections for Help America Vote Act (HAVA) funding. The grant funds were to be used to make polling places accessible to handicapped voters with a wide range of disabilities. Ms. Hodges stated that the Board of Elections planned to use the grant funding for temporary items that could be put in place for Election Day and then removed until the next Election Day. Ms. Hodges stated that she was not requesting a local match.
Vice-Chairman Hodges, seconded by Commissioner Trivette, moved to approve the submittal of the grant application to the State Board of Elections for Help America Vote Act (HAVA) funding contingent upon no County match being required and that the acceptance of the grant would not expose the County to any additional liabilities regarding accessibility improvements to polling places that would not be required otherwise.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
COMMUNICATIONSTOWER LEASE RENEWAL REQUEST
Ms. Lisa Danner presented a lease renewal for space on the County’s tower on Howard’s Knob that allowed ASU to place an antenna for their communication needs. The lease was for one year (retroactive to July 1, 2003, thru June 30, 2004) at a rate of $200 per month and was a renewal of a long standing lease.
Commissioner Honeycutt, seconded by Vice-Chairman Hodges, moved to approve the lease agreement renewal as presented by Ms. Danner and contingent upon the County Attorney’s review.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
ASBESTOS REMOVAL BID AWARD REQUEST
Maintenance Director Robert Marsh reviewed bids for asbestos removal at the old prison camp site on Hodges Gap Road as required by the Department of Environment and Natural Resources prior to the demolition of the buildings in preparation of the site for the new law enforcement center. Two bids were received as follows:
|
Contractor
|
Base Bid
|
Tank Removal
|
Total Bid
|
|
Terry-Lynn
Statesville, NC
|
$22,470.00
|
$5,510.00
|
$27,980.00
|
|
Western Asbestos, Inc.
Marion, NC
|
$18,231.00
|
$8,621.10
|
$26,852.10
|
Mr. Marsh recommended that the contract be awarded to the low bidder, Western Asbestos, Inc., in the amount of $26,852.10 with approval for the County Manager to approve change orders in the amount of up to an additional $33,147.90 for an overall total of $60,000 in the likely event that additional asbestos was found during the removal process.
Vice-Chairman Hodges, seconded by Commissioner Honeycutt, moved to award the asbestos removal contract to Western Asbestos, Inc. as presented by Mr. Marsh allowing the County Manager to approve change orders up to a total amount of $60,000 and contingent upon the County Attorney’s review.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
TAX MATTERS
A. Monthly Collections Report – Tax Administrator, Mr. Kelvin Byrd, presented the Tax Collections Report for the month of October 2003.
B. Releases and Refunds – Tax Administrator Byrd presented the following Refunds and Releases for October 2003 for Board approval:
TO BE TYPED IN MINUTE BOOK
Vice-Chairman Hodges, seconded by Commissioner Trivette, moved to approve the Refunds and Releases Report for October 2003 as presented.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
C. Business Personal Audit Contract Renewal Request – Mr. Byrd stated that for the past two years the County had contracted with Turner Business Appraisers to conduct compliance audits of business personal property in the county. To date Mr. Turner had examined approximately 700 business accounts and discovered/generated approximately $319,000 in taxes for Watauga County. The proposed contract was for Mr. Turner to conduct up to 300 business personal property audits at a fee proposed at 27 ½ % to be paid after collection of discovered taxes.
Commissioner Honeycutt, seconded by Vice-Chairman Hodges, moved to approve the contract with Turner Business Appraisers as presented by Mr. Byrd and contingent upon the County Attorney’s review.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
BUDGET AMENDMENTS
Finance Director Doris Isaacs presented the following budget amendment for Board approval:
Account # Description Debit Credit
103300-352100 CJPP Grant $7,000
105210-469820 Criminal Justice Part. Program $7,000
The amendment recognized the award of reallocated Criminal Justice Partnership Program (CJPP) grant revenue and to increase the expenditure accounts for the CJPP program.
Account # Description Debit Credit
104310-412100 Salaries-Regular $22,486
104310-413300 Supplemental Retirement $1,124
104310-418100 Social Security Cont. $1,799
104310-418200 Retirement Cont. $1,124
104310-418300 Hospital Insurance $3,197
104310-418600 Workers Compensation $562
104310-451000 Capital Outlay-Equipment $17,399
103991-399101 Fund Balance-Approp.-New $47,691
The amendment appropriated funds for a vehicle and a Deputy I position to be used for a transport officer in the Sheriff’s Department and was approved at the September 2, 2003 Board meeting.
Account # Description Debit Credit
104310-412100 Salaries-Regular $19,010
104310-413300 Supplemental Retirement $951
104310-418100 Social Security Cont. $1,455
104310-418200 Retirement Cont. $907
104310-418600 Workers Compensation $424
103991-399101 Fund Balance Approp.-New $22,747
The amendment appropriated funds to pay comp time accrued by Sheriff’s Department detectives and was approved at the September 2, 2003, Board meeting.
Vice-Chairman Hodges, seconded by Commissioner Trivette, moved to approve the budget amendments as presented.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
DISCUSSION OF PROPOSED AMENDMENTS TO ORDINANCE TO GOVERN SUBDIVISIONS AND MULTI-UNIT STRUCTURES
Mr. Ric Mattar, Chairman of the Watauga County Planning Board, reported that the Planning Board had reviewed and proposed amendments to parts of the Ordinance to Govern Subdivisions and Multi-Unit Structures. Mr. Mattar stated that a public hearing was required to amend the ordinance and that the Planning Board was open to a joint work session prior to consideration or the scheduling of a public hearing.
The Board agreed, by consensus, to schedule a joint meeting with the Watauga County Planning Board at the end of the regularly scheduled Board meeting on Tuesday, November 18, 2003, to review and discuss the proposed changes to the Ordinance to Govern Subdivisions and Multi-Unit Structures.
BROOKSHIREROADPARK PLAN APPROVAL REQUEST
Mr. Mike Trew of Municipal Engineering gave a brief update on the project and reviewed the final plan for the Brookshire Road Park.
Vice-Chairman Hodges, seconded by Commissioner Honeycutt, moved to approve the proposed park plan, contingent upon review by County Maintenance Director Robert Marsh, to allow the project to progress to the bid stage.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
PROPOSED INSURANCE RENEWAL CONTRACTS
Assistant County Manager Geouque reviewed insurance renewal quotes that were received in the areas of medical, dental, and life. Medical insurance rates for the new year beginning January 1, 2004, increased by 8% and dental insurance increased by 2.4%, with life insurance rates remaining the same. These new amounts were well within budgeted amounts as anticipated by staff in the current fiscal year budget. Mr. Geouque also reported that he had inquired into self insurance and determined that the savings would not cover the administrative costs involved in the additional paperwork that self insurance would require.
Vice-Chairman Hodges, seconded by Commissioner Trivette, moved to approve accepting the new rates and continuing coverage with the current providers. (Blue Cross/Blue Shield for medical, Fortis for dental, and Companion Life Insurance Company for life).
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
MISCELLANEOUS ADMINISTRATIVE MATTERS
A. Boards and Commissions – County Manager Nelson stated that the Watauga Medical Center Board of Trustees had submitted eight names (Sam Adams, Lynn Castle, Graydon Eggers, Mary Hall, Joe Miller, Bill Moretz, Larry Nance, Jan Winkler) to fill four vacancies on their Board. Board action was not required as this was the first reading.
County Manager Nelson stated that the Future Forward Strategic Planning Committee had a meeting scheduled for November 12, 2003 at 9:00 A.M. and requested that a representative from Watauga County be appointed to serve on this committee.
Commissioner Honeycutt, seconded by Commissioner Trivette, moved to appoint Vice-Chairman Hodges to the Future Forward Strategic Planning Committee and to appoint County Manager Nelson as an alternate.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
B. Announcements – County Manager Nelson announced that the Farm-City Banquet was to be on November 6, 2003, at 6:00 P.M. at the Boone United Methodist Church.
The County Manager announced that the dedication ceremony for Hospitality House’s Rock Haven was to be on November 3, 2003, from 11:30 A.M. – 12:00 noon at Rock Haven located on Green Briar Road off of Bamboo Road.
The County Manager announced that the Future Forward Economic Alliance Leadership Summit was to be on November 20, 2003, from 8:30 A.M. – 3:30 P.M. at the Broyhill Inn and Conference Center.
The County Manager announced that the State School Superintendent was to give a presentation at Green Park Inn on November 5, 2003, at 6:00 P.M.
ADJOURN
Vice-Chairman Hodges, seconded by Commissioner Honeycutt, moved to adjourn the meeting at 10:15 A.M.
VOTE: Aye-4 (Coffey, Hodges, Honeycutt, Trivette)
Nay-0
Absent-1 (Blust)
James Coffey, Chairman
ATTEST:
Anita J. Fogle, Clerk to the Board