MINUTES
WATAUGA COUNTY BOARD OF COMMISSIONERS
TUESDAY, SEPTEMBER 15, 1998
The Watauga County Board of Commissioners held a regular meeting on Tuesday, September 15, 1998 at 7:00 P.M. in the Board Room of the Watauga County Courthouse.
PRESENT: James Coffey, Chairman
Jack D. Lawrence, Sr., Vice-Chairman
Jimmy Hodges, Commissioner
Jack Wellborn, Commissioner
Stacy C. Eggers, Jr., County Attorney
James S. Ratchford, County Manager
Libby Link, Clerk to the Board
Chairman Coffey called the meeting to order at 7:00 P.M. welcoming those in attendance. He noted that Commissioner Craig would be late due to an open house at Parkway Elementary School.
A moment of silence was observed.
APPROVAL OF MINUTES
Chairman Coffey called for additions or corrections to the September 1, 1998 regular and closed session minutes; there being none, they were approved as presented.
APPROVAL OF AGENDA
Vice-Chairman Lawrence seconded by Commissioner Wellborn, moved to approve the agenda for the September 15, 1998 regular meeting as presented.
VOTE: Aye-4
Nay-0
Absent-1 (Craig)
PUBLIC HEARING – COUNTY GOVERNMENT
OLD COVE CREEK SCHOOL LEASE
Chairman Coffey declared a public hearing open at 7:02 P.M. to discuss extending the current five-year lease to a
JOBREADY PROGRAM
HELICON CABLEVISION PLANS
RECREATION CENTER PROPOSAL
AGING SERVICES ANNUAL REPORT
EAST ANNEX CONSTRUCTION BIDS
MISCELLANEOUS ADMINISTRATIVE MATTERS
A. Sheriff’s Records Schedule Amendments – County Manager Ratchford stated the Sheriff’s Department had a Records and Retention Schedule that had been approved by the Board. The N.C. Department of Cultural Resources Division of Archives and History recommended two statewide amendments to the current Schedule which addressed the case history file (standard 7, item 7) and civil process records file (standard 7, item 10). Mr. Ratchford added the Sheriff requested the Board approve these amendments.
Commissioner Hodges seconded by Commissioner Wellborn, moved to approve the two amendments to the Sheriff’s Retention and Disposition Schedule as requested.
VOTE: Aye-5
Nay-0
B. CCC&TI Campus Driveway Project – County Manager Ratchford stated the N.C. Department of Transportation (NCDOT) had pledged some funds to build the new driveway access to the new community college site off the Highway 105 bypass. Unfortunately the bids for the project came in substantially over budget. Although NCDOT had committed their crews to construct this project, there was a funding shortfall of $210,000. Mr. Ratchford, Chairman Coffey and officials from CCC&TI had met with NCDOT officials. NCDOT would provide an additional $70,000 to the project and requested the County and CCC&TI provide the $140,000 balance. Funds were available through the CCC&TI construction project.
After discussion, Commissioner Craig seconded by Commissioner Hodges, moved to approve the additional $140,000 funds for this project contingent upon receiving confirmation in writing that this would be a qualified match.
VOTE: Aye-5
Nay-0
C. Hunting & Fishing Day Proclamation – A request had been received from the N.C. Wildlife Federation to proclaim September 26, 1998 as Hunting and Fishing Day in Watauga County.
Vice-Chairman Lawrence seconded by Commissioner Wellborn moved to proclaim September 26, 1998 as Hunting and Fishing Day in Watauga County.
VOTE: Aye-5
Nay-0
D. Budget Amendments – County Manager Ratchford presented the following budget amendments for Board approval:
Account # Description Debit Credit
103300-343106 FEMA Disaster Relief 25,299
104330-449906 Misc.-Fire Dept. Reimb. 25,299
To recognize FEMA expense reimbursements for Boone and Blowing Rock fire departments’ response to the Florida fires. FEMA chose to channel reimbursements to participating fire departments through Emergency Management Agencies.
Account # Description Debit Credit
103991-399101 New Approp. F. Balance 1,844
109800-498014 Transfer to Public Assist. 1,844
143980-398010 Transfer from Gen. Fund 1,844
145310-469846 TY 97-98 E&D Carryover 1,844
To appropriate unexpended FY 97-98 Elderly and Disabled Grant funds to the Department of Social Services medical transportation per the June 25, 1998 EDTAP board action.
Commissioner Wellborn seconded by Commissioner Hodges, moved to approve the budget amendments as presented.
VOTE: Aye-5
Nay-0
E. Fixed Assets Removal – County Manager Ratchford stated Board action was needed to remove the value of the leasehold improvements that were shown as fixed assets at the old Rivers building. The County was no longer leasing this property, and these leasehold improvements stayed with the building. Therefore, the following assets needed to be removed from the County’s fixed asset list:
Asset # Description Cost
00027 Parking Lot Drainage-Leasehold Improvement $ 7,250.00
00012 Rivers Building Renovation-Leasehold Improvement $313,193.80
00013-A Rivers Building, Carpet-Leasehold Improvement $ 10,151.65
Commissioner Hodges seconded by Commissioner Wellborn, moved to approve the removal of these fixed assets from the County’s fixed asset list.
VOTE: Aye-5
Nay-0
F. State Maintained Road Addition – County Manager Ratchford presented a request for the addition of Navajo Trail and Patricelli Drive – approximately .4 mile, located off Howard’s Knob Road (NCSR 1390) to the State Maintained Secondary Road System.
Commissioner Craig seconded by Commissioner Hodges, moved to approve the above request be forwarded to the N.C. DOT for consideration.
VOTE: Aye-5
Nay-0
RESOLUTION BOOK #_______, PAGE #_______
G. Announcements – County Manager Ratchford reminded the Board and provided an agenda for the Caldwell Community College & Technical Institute’s meeting scheduled September 17, 1998.
In addition, the Board of Education was having a dedication (reception and tour) at the High School’s new athletic facility scheduled for October 21, 1998 at 6:30 p.m.
CLOSED SESSION
Commissioner Craig seconded by Commissioner Wellborn, moved to enter closed session at 8:43 P.M. to discuss: Attorney/Client Matters – G.S. 143-318.11(a)(3), Avery County Line Issue. Following a brief recess, the Board entered Closed session at 8:51 P.M.
VOTE: Aye-5
Nay-0
Commissioner Hodges seconded by Vice-Chairman Lawrence, moved to resume the regular meeting at 9:16 P.M.
VOTE: Aye-5
Nay-0
ADJOURN
Commissioner Craig seconded by Commissioner Wellborn, moved to adjourn the meeting at 9:20 P.M.
VOTE: Aye-5
Nay-0
___________________________
James Coffey
Chairman
ATTEST:
______________________________
Elizabeth H. Link
Clerk to the Board
MINUTES
WATAUGA COUNTY BOARD OF COMMISSIONERS
TUESDAY, SEPTEMBER 15, 1998
The Watauga County Board of Commissioners held a regular meeting on Tuesday, September 15, 1998 at 7:00 P.M. in the Board Room of the Watauga County Courthouse.
PRESENT: James Coffey, Chairman
Jack D. Lawrence, Sr., Vice-Chairman
Jimmy Hodges, Commissioner
Jack Wellborn, Commissioner
Stacy C. Eggers, Jr., County Attorney
James S. Ratchford, County Manager
Libby Link, Clerk to the Board
ABSENT: Linda S. Craig, Commissioner
Chairman Coffey called the meeting to order at 7:00 P.M. welcoming those in attendance. He noted that Commissioner Craig (a guidance counselor at Parkway Elementary School) would be late due to a school open house.
A moment of silence was observed.
APPROVAL OF MINUTES
Chairman Coffey called for additions or corrections to the September 1, 1998 regular and closed session minutes; there being none, they were approved as presented.
APPROVAL OF AGENDA
Vice-Chairman Lawrence seconded by Commissioner Wellborn, moved to approve the agenda for the September 15, 1998 regular meeting as presented.
VOTE: Aye-4
Nay-0
Absent-1 (Craig)
PUBLIC HEARING
OLD COVE CREEK SCHOOL LEASE
Chairman Coffey declared a public hearing open at 7:02 P.M. to discuss extending the current five-year lease on the old Cove Creek elementary school to 25 years.
Mr. Jack Simpson, Representative for the Cove Creek Preservation and Development (CCP&D) addressed the Board and discussed upcoming events scheduled by the CCP&D. In addition, he requested the current five-year lease be extended to 25 years in order for the CCP&D to receive financing for needed renovations. He added that this lease extension (beginning on August 20, 1997 and ending on August 31, 2022) would enable CCP&D to obtain additional tenants. Chairman Coffey noted County Attorney Eggers had reviewed the lease amendment and requested he read it aloud. Discussion occurred regarding who was responsible for maintaining the road in front of the building and the clause in the lease amendment which stated that CCP&D would be responsible or agree for the N.C. Department of Transportation to take over the road.
There being no public comment, Chairman Coffey declared the public hearing closed at 7:13 P.M.
Vice-Chairman Lawrence seconded by Commissioner Wellborn, moved to approve this request from CCP&D to extend the lease for a 25-year period.
VOTE: Aye-4
Nay-0
Absent-1 (Craig)
JOBREADY PROGRAM
Ms. Marion Krege, Watauga County JobReady Coordinator, addressed the Board regarding the JobReady Program. She noted that Governor Hunt had declared September 14-20, 1998 as JobReady Week to be celebrated throughout the State. (At their previous meeting, the Board had proclaimed September 14-20, 1998 as JobReady Week in Watauga County). Ms. Krege stated the JobReady Program was a joint effort between educators, students and business leaders to make learning more beneficial to students. She added the JobReady Program also enabled teachers and students to work together focusing on students’ career opportunities.
Ms. Bricca Sweet also addressed the Board stating she had received notification that $91,000 had been declared for another year for the JobReady Program in Watauga County.
HELICON CABLEVISION PLANS
Mr. Tony Barlage, Helicon Cable TV Director, addressed the Board concerning Helicon’s plans to purchase FrontierVision’s (F.V.) Cable Franchise. Mr. Barlage stated the companies had reached an agreement, and the sale could be completed by the end of October, however, no later than the end of 1998. Helicon was currently examining the physical condition of F.V.’s plants to see what was required to bring F.V.’s system up to FCC standards. He added that Helicon projected the end of 1999 for the system upgrade completion. Mr. Barlage stated that although Helicon was not extending service beyond F.V.’s service area at this time, plans would be underway to extend service to additional areas throughout the County. He added updates would be provided to the Board monthly.
RECREATION CENTER PROPOSAL
Dr. Bill Horn, Task Force Member for High Country Recreation Facilities, addressed the Board in support of building a Community Activity Center and in developing long range planning for recreational facilities in Watauga County. To accomplish this, Dr. Horn requested the Board recommend individuals throughout the County to serve on this task force. He presented a list of approximately 55 residents who had shown interest in this project. Chairman Coffey thought it would be more appropriate for the County’s Parks and Recreation Board to work with this task force on this project. Dr. Horn noted that this would be a large and expensive project, and the committee expected to receive a lot of community support from residents throughout the County. A public forum was planned for the end of October, 1998 to receive additional input from County citizens.
Mr. Jim Deal, Mr. Dave Robertson, and Parks and Recreation Director, Deb Wynne, addressed the Board in support of this project and task force.
After discussion, Commissioner Hodges seconded by Vice-Chairman Lawrence, moved to endorse this request from the Task Force for High Country Recreation Facilities to proceed.
VOTE: Aye-4
Nay-0
Absent-1 (Craig)
AGING SERVICES ANNUAL REPORT
Project On Aging Director Rocky Nelson stated that each year the Project on Aging was required to present an annual report to the Board and to review the agency’s policies and procedures. The N.C. Division of Facility Services required that the agency review its client resources at least quarterly. The current policy stated on page 6, number 2: "A 10% sample of active and closed client records would be reviewed at least quarterly." Mr. Nelson requested this be changed to "A sample of active and closed cases (a minimum of 10 files/cases) would be reviewed at least quarterly". This change was due to the growth in caseloads and was in compliance with the State’s requirements.
Vice-Chairman Lawrence seconded by Commissioner Wellborn, moved to approve this request.
VOTE: Aye-4
Nay-0
Absent-1 (Craig)
Mr. Nelson reviewed the Project on Aging’s FY 1998 budget ($1,083,313) and FY 1998 Revenue expenditures ($1,016,759) as well as services provided to older adults in the County.
Vice-Chairman Lawrence seconded by Commissioner Wellborn, moved to approve the Project On Aging Annual Report.
VOTE: Aye-4
Nay-0
Absent-1 (Craig)
EAST ANNEX CONSTRUCTION BIDS
Architect, Mr. Randy Jones, addressed the Board regarding the alterations and additions to the Courthouse East Annex Building (the old library area). Mr. Jones stated this project was bid for both Single Prime Contracts and Multi Prime Contracts. The following bids were received:
Single Prime General Contracts Amounts
Hunter Construction, Inc. $547,429 (Base Bid)
Spruce Pine, N.C. + 97,191 (Alternate #1)
+ 2,816 (Alternate #2)
- 258 (Alternate #3)
- 700 (Alternate #4)
- 1,386 (Alternate #5)
- 8,522 (Alternate #6)
+ 1,400 (Alternate #7)
- 2,500 (Alternate #8)
- 1,420 (Alternate #9)
James R. Vannoy & Sons, Inc. $ 520,000 (Base Bid)
Jefferson, N.C. +100,300 (Alternate #1)
+ 2,300 (Alternate #2)
- 2,100 (Alternate #3)
- 1,050 (Alternate #4)
- 1,400 (Alternate #5)
- 9,800 (Alternate #6)
+ 375 (Alternate #7)
- 2,800 (Alternate #8)
- 1,050 (Alternate #9)
Multi Prime General Contracts Amounts
Hepler Building Co., Inc. $359,720 (Base Bid)
Statesville, N.C. +104,346 (Alternate #1)
+ 5,089 (Alternate #2)
- 2,625 (Alternate #3)
- 1,060 (Alternate #4)
- 1,400 (Alternate #5)
- 9,870 (Alternate #6)
N/A (Alternate #7)
- 15,413 (Alternate #8)
- 1,733 (Alternate #9)
Hickory Construction Co., Inc. $341,950 (Base Bid)
Hickory, N.C. + 96,900 (Alternate #1)
+ 3,070 (Alternate #2)
- 3,600 (Alternate #3)
- 250 (Alternate #4)
- 1,400 (Alternate #5)
- 8,522 (Alternate #6)
N/A (Alternate #7)
- 4,280 (Alternate #8)
- 1,440 (Alternate #9)
Hunter Construction, Inc. $302,099 (Base Bid)
Spruce Pine, N.C. + 88,271 (Alternate #1)
+ 2,816 (Alternate #2)
- 258 (Alternate #3)
- 700 (Alternate #4)
- 1,386 (Alternate #5)
- 8,522 (Alternate #6)
N/A (Alternate #7)
- 2,500 (Alternate #8)
- 1,040 (Alternate #9)
James R. Vannoy & Sons, Inc. $373,000 (Base Bid)
Jefferson, N.C. + 96,000 (Alternate #1)
+ 2,300 (Alternate #2)
- 2,000 (Alternate #3)
- 1,050 (Alternate #4)
- 1,400 (Alternate #5)
- 9,800 (Alternate #6)
N/A (Alternate #7)
- 2,800 (Alternate #8)
- 800 (Alternate #9)
Multi-Prime Mechanical Contract
Nor-Well, Inc. $ 66,735 (Base Bid)
Elizabethton, TN + 127 (Alternate #1)
Multi-Prime Plumbing Contracts
Jeff’s Plumbing & Repair, Inc. $ 52,375 (Base Bid)
Boone, N.C. - 300 (Alternate #7)
Nor-Well, Inc. $ 18,610 (Base Bid)
Elizabethton, TN + 1,166 (Alternate #1)
+ 330 (Alternate #7)
Multi-Prime Electrical Contracts
Duncan Electric Company $ 63,579 (Base Bid)
North Wilkesboro, N.C. + 5,600 (Alternate #1)
- 380 (Alternate #9)
Mountaineer Electric, Inc. $ 64,000 (Base Bid)
Vilas, N.C. + 2,979 (Alternate #1)
- 750 (Alternate #9)
Commissioner Craig attended the meeting at 8:08 P.M.
Mr. Jones reviewed the bids and alternates. He and Maintenance Director, Robert Marsh, discussed the possibility of having to reroof the building due to hail damage. They would inform the Board at a later date if that was necessary. Mr. Jones recommended installing an elevator in the building while completing this project. Although this was not legally required, the elevator would allow much better pedestrian traffic flow and year-round access. Mr. Jones noted that if the elevator was installed now, the cost would be approximately $90,000. These bids were within the estimated amounts that had been approved, and Mr. Jones recommended the Board approve the following Multi Prime Contracts with Alternate #1 (add the elevator addition and elevator equipment room), Alternate #6 (delete paint work from the Base Bid, including labor and material; staining/finishing shall remain in the building) and Alternate #7 (delete the copper piping for domestic water system, and in lieu thereof, provide polyethylene pipe system equal to "AquaPex" (potable water distribution system) as manufactured by Wirsbo Co., Apple Valley, MN 55124).
Multi-Prime Contracts
Hunter Construction, Inc. $302,099 (Base Bid)
Spruce Pine, N.C. + 88,271 (Alternate #1)
General - 8,522 (Alternate #6)
CONTRACT SUB-TOTAL $381,848
Nor-Well, Inc. $ 66,735 (Base Bid)
Elizabethton, TN + 127 (Alternate #1)
Mechanical CONTRACT SUB-TOTAL $ 66,862
Nor-Well, Inc. $18,610 (Base Bid)
Elizabethton, TN + 1,166 (Alternate #1)
Plumbing + 330 (Alternate #7)
CONTRACT SUB-TOTAL $20,106
Mountaineer Electric, Inc. $64,000 (Base Bid)
Vilas, N.C. + 2,979 (Alternate #1)
Electrical CONTRACT SUB-TOTAL $66,979
Vice-Chairman Lawrence seconded by Commissioner Wellborn, moved to approve the Multi Prime Contracts as recommended with Alternates #1, #6 and #7.
VOTE: Aye-5
Nay-0
MISCELLANEOUS ADMINISTRATIVE MATTERS
A. Sheriff’s Records Schedule Amendments – County Manager Ratchford stated the N.C. Department of Cultural Resources Division of Archives and History recommended two statewide amendments to the Sheriff’s current Records Retention and Disposition Schedule which addressed the case history file (standard 7, item 7) and civil process records file (standard 7, item 10). Mr. Ratchford added the Sheriff requested the Board approve these amendments.
Commissioner Hodges seconded by Commissioner Wellborn, moved to approve the two amendments to the Sheriff’s Records Retention and Disposition Schedule as requested.
VOTE: Aye-5
Nay-0
B. CCC&TI Campus Driveway Project – County Manager Ratchford stated the N.C. Department of Transportation (NCDOT) had pledged some funds to build the new driveway access to the new community college site off the Highway 105 bypass. Unfortunately the bids for the project came in substantially over budget. Although NCDOT had committed their crews to construct this project, there was a funding shortfall of $210,000. Mr. Ratchford, Chairman Coffey and officials from CCC&TI had met with NCDOT officials. NCDOT would provide an additional $70,000 to the project and requested the County and CCC&TI provide the $140,000 balance. Funds were available in the CCC&TI Capital Reserve Fund.
After discussion, Commissioner Craig seconded by Commissioner Hodges, moved to approve the additional $140,000 funds for this project contingent upon receiving confirmation that this would qualify as match for future State funds.
VOTE: Aye-5
Nay-0
C. Hunting & Fishing Day Proclamation – A request had been received from the N.C. Wildlife Federation to proclaim September 26, 1998 as Hunting and Fishing Day in Watauga County.
Vice-Chairman Lawrence seconded by Commissioner Wellborn moved to proclaim September 26, 1998 as Hunting and Fishing Day in Watauga County.
VOTE: Aye-5
Nay-0
D. Budget Amendments – County Manager Ratchford presented the following budget amendments for Board approval:
Account # Description Debit Credit
103300-343106 FEMA Disaster Relief 25,299
104330-449906 Misc.-Fire Dept. Reimb. 25,299
To recognize FEMA expense reimbursements for Boone and Blowing Rock Fire Departments’ response to the Florida fires. FEMA chose to channel reimbursements to participating fire departments through Emergency Management Agencies.
Account # Description Debit Credit
103991-399101 New Approp. F. Balance 1,844
109800-498014 Transfer to Public Assist. 1,844
143980-398010 Transfer from Gen. Fund 1,844
145310-469846 TY 97-98 E&D Carryover 1,844
To appropriate unexpended FY 97-98 Elderly and Disabled Grant funds to the Department of Social Services medical transportation per the June 25, 1998 EDTAP board action.
Commissioner Wellborn seconded by Commissioner Hodges, moved to approve the budget amendments as presented.
VOTE: Aye-5
Nay-0
E. Fixed Assets Removal – County Manager Ratchford stated Board action was needed to remove the value of the leasehold improvements that were shown as fixed assets at the old Rivers building. The County was no longer leasing this property, and these leasehold improvements stayed with the building. Therefore, the following assets needed to be removed from the County’s fixed asset list:
Asset # Description Cost
00027 Parking Lot Drainage-Leasehold Improvement $ 7,250.00
00012 Rivers Building Renovation-Leasehold Improvement $313,193.80
00013-A Rivers Building, Carpet-Leasehold Improvement $ 10,151.65
Commissioner Hodges seconded by Commissioner Wellborn, moved to approve the removal of these fixed assets from the County’s fixed asset list.
VOTE: Aye-5
Nay-0
F. State Maintained Road Addition – County Manager Ratchford presented a request for the addition of Navajo Trail and Patricelli Drive – approximately .4 mile, located off Howard’s Knob Road (NCSR 1390) to the State Maintained Secondary Road System.
Commissioner Craig seconded by Commissioner Hodges, moved to approve the above request be forwarded to the N.C. DOT for consideration.
VOTE: Aye-5
Nay-0
RESOLUTION BOOK #9, PAGE #38
G. Announcements – County Manager Ratchford reminded the Board of the Caldwell Community College & Technical Institute’s meeting scheduled for September 17, 1998.
In addition, the Board of Education was having a dedication (reception and tour) at the High School’s new athletic facility scheduled for October 21, 1998 at 6:30 p.m.
CLOSED SESSION
Commissioner Craig seconded by Commissioner Wellborn, moved to enter closed session at 8:43 P.M. to discuss: Attorney/Client Matters – G.S. 143-318.11(a)(3), Avery County Line Issue. Following a brief recess, the Board entered Closed session at 8:51 P.M.
VOTE: Aye-5
Nay-0
Commissioner Hodges seconded by Vice-Chairman Lawrence, moved to resume the regular meeting at 9:16 P.M.
VOTE: Aye-5
Nay-0
Commissioner Hodges seconded by Vice-Chairman Lawrence, moved to appoint Jim Hartley as commissioner from Watauga County and to submit three names for the at-large commission: R. G. Greene ( McDowell County), Ron Carpenter (Wilkes County) and Dillon Culbruth (Ashe County) and David Stern as surveyor to be submitted to the Judge so that he could appoint them to serve as the Boundary Line Commissioners.
VOTE: Aye-5
Nay-0
ADJOURN
Commissioner Craig seconded by Commissioner Wellborn, moved to adjourn the meeting at 9:20 P.M.
VOTE: Aye-5
Nay-0
___________________________
James Coffey
Chairman
ATTEST:
______________________________
Elizabeth H. Link
Clerk to the Board