MINUTES
WATAUGA
TUESDAY,
The Watauga County Board of Commissioners held a regular meeting on Tuesday, August 16, 2011, at 5:00 P.M. in the Commissioners' Board Room of the
PRESENT: Nathan A. Miller, Chairman
Stacy C. Eggers, IV,
Anita J. Fogle, Clerk to the Board
[Clerk's Note: Commissioner Deal was absent from the meeting due to health issues.]
Chairman Miller called the meeting to order at 5:01 P.M.
Vice-Chairman Blust opened the meeting with a prayer and Commissioner Gable led the Pledge of Allegiance.
Approval of Minutes
Chairman Miller called for additions and/or corrections to the
Commissioner Futrelle, seconded by Vice-Chairman Blust, moved to approve the August 2, 2011, regular meeting minutes as presented.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Commissioner Futrelle, seconded by Vice-Chairman Blust, moved to approve the August 2, 2011, closed session minutes as presented.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Approval of Agenda
Chairman Miller called for additions and/or corrections to the
County Manager Geouque requested to add a vehicle bid award request and grant acceptance award request (to be presented by Mr. Joe Furman) as additions to Item # 14; and possible action after closed session regarding a settlement agreement.
Vice-Chairman Blust, seconded by Commissioner Gable, moved to approve the
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Out-of-State Travel Request
Sherriff Hagaman and Captain Rominger were not present; therefore, the Board, by consensus, tabled this request to a future meeting.
Watauga Opportunities, Inc., Update
Mr. Michael Maybee presented an overview of services provided by Watauga Opportunities, Inc. (WOI) and invited Board members to visit and tour the WOI facilities.
The presentation was provided for information only; therefore, no action was required.
Forestry Services Funding Request for New Attack Vehicle
County Ranger Mark Hildebran, along with District Ranger Brent Triplett and District Mechanic Danny Hayes with the North Carolina Forest Service, requested the County's assistance with the purchase of a new attack vehicle. The State Forestry Service had originally planned to replace the vehicle in Fiscal Year 2013; however, do to its age and maintenance/repair issues, the vehicle replacement should have been included in the current year budget. Mr. Hayes reviewed some of the mechanical issues that plagued the current vehicle. Mr. Hildebran requested the County provide $12,000 (40%) in the current budget toward the purchase of the new vehicle.
Commissioner Gable stated that he preferred a local purchase, if possible. Mr. Hildebran stated this vehicle was required to be purchased under the state contract.
Commissioner Gable, seconded by Commissioner Futrelle, moved to approve the purchase of a new attack vehicle for the County Forest Ranger and approved to fund 40% of the purchase, not to exceed $12,000, with funding to be allocated from the administrative contingency budget line.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
High Country Soccer Association Request to Develop and Utilize a Practice Field at the Brookshire Complex
Mr. Kiki Wallace, Director of Coaching, with High Country Soccer Association (HCSA), requested permission to create a practice field adjacent to the Ted Mackorell Soccer Complex. Mr. Wallace stated that, due to a boom of interest in soccer, the HCSA needed additional field space in the fall as the fields were shared with County Parks and Recreation programs during that time.
County Manager Geouque stated that, when planning the complex, the grassy area was intended to be used for a practice/game field. However, funds were not and are still not available to complete the area as designed.
Mr. Wallace stated that HCSA would be responsible for the development of the practice field and all associated maintenance, repairs, and cleaning. Mr. Wallace also requested, that at the expense of the HCSA, a fence be placed around the practice field and gravel be brought in to provide additional parking.
The County Manager shared a map detailing the proposed area and stated that the property was in the Town of Boone limits and, therefore, the HCSA would have to request permits from the Town to add the fence. The permit applications would be signed by the County as the property owner.
Commissioner Futrelle, seconded by Vice-Chairman Blust, moved to approve the request for High Country Soccer Association to develop a grass practice field on County-owned property located adjacent to the Ted Mackorell Soccer Complex with the High Country Soccer Association to be responsible for all costs associated with the development (including permit fees), maintenance, and upkeep of the field and to direct the County Attorney to prepare the appropriate documents.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Cooperative Extension Update
Ms. Meghan Baker, Agricultural Extension Agent with the Cooperative Extension, presented a report on the Christmas tree industry and horticulture in the County. Ms. Baker stated that she worked closely with the Christmas Tree Association and the Choose and Cut Program. Christmas tree sales were up in
The report was provided for information only; therefore, no action was required.
Mr. Jim Hamilton, Cooperative Extension Director and Coordinator of the Watauga County Farmland Preservation Plan Review Committee, provided an update on the Committee's review of the plan to date. Mr. Hamilton reviewed general notes made by the Committee; parts of the plan that the Committee felt needed editing and amending; and potential actions that could be recommended by the Committee in the future. Mr. Hamilton stated that the Committee's next goal was to review the Plan page-by-page and bring recommendations back to the Board of Commissioners.
This report was provided for information only; therefore, no action was required.
Bid Award Request for New Wheel Loader
Mr. J. V. Potter, Operation Services Manager, stated that the Sanitation Department had solicited bids for a new wheel loader to be used at the transfer station. The loaders were typically replaced every five years with the new loader replacing a 2005 model. The following three bids were received:
Bidder Amount
Linder $226,700
Mr. Potter recommended awarding to the low bidder, Carolina Tractors, in the amount of $220,408. The purchase of the wheel loader is included in the current Sanitation Department budget.
Commissioner Futrelle, seconded by Commissioner Gable, moved to award the bid for the purchase of a new wheel loader to Carolina Tractor in the amount of $220,408 with funds to be allocated from the Sanitation Department's current budget.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Tax Matters
A. Annual Settlement of Tax Collector
Tax Administrator Byrd presented the following Annual Settlement Statements for Fiscal Year 2010/2011 for Board approval:
TO BE TYPED IN MINUTE BOOK
Vice-Chairman Blust, seconded by Commissioner Gable, moved to approve the Annual Settlement Statements for Fiscal Year 2011.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
B. Oath to Collect Taxes
Mr. Byrd presented a proposed Order granting authorization to collect taxes for Fiscal Year 2012. Once approved, a sworn oath was to be administered to Tax Administrator Byrd.
Commissioner Gable, seconded by Vice-Chairman Blust, moved to grant authorization for Tax Administrator Byrd to collect taxes for Fiscal Year 2012.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Maintenance Matters
A. Discussion of Custodial Services and Potential Bid Award Request
Mr.
Option 1: Award a full service contract to IH Services with a three (3) year rate lock of $119,450 annually. This option also included an alternate choice in the amount of $86,827; however, weekend custodial services to parks and recreation facilities would be omitted from the contract if this alternate were chosen.
Option 2: Provide full custodial services through the County's Maintenance Department at a cost of $154,159 annually. This option would require hiring four (4) additional Custodian II positions as well as part-time workers and would include the cost of equipment.
Option 3: Provide full custodial services through the County's Maintenance Department; however, with this option, weekend custodial services to parks and recreation facilities would be discontinued.
Option 4: Provide full custodial services through the County's Maintenance Department, including weekend services to parks and recreation facilities in the amount of $77,080 annually. This option requires reassigning two (2) Maintenance Technicians positions to Custodian II positions and provides the same level of custodial services listed in Option 1 and Option 2; however, a reduction in the level of building maintenance services would occur.
Mr. Marsh stated that he and the
After discussion, Vice-Chairman Blust, seconded by Commissioner Futrelle, moved to accept Option 4 and reassess services provided in January 2012.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
B. Office Renovation Bid Award Request
Mr. Marsh presented bids associated with renovation work required as a result of the relocation of the License Plate Agency (LPA) to the East Annex. The following two (2) bids were received:
Bidder Amount
Houck Contracting, LLC $18,141
Mr. Marsh stated that he was satisfied with past work done by Houck Contracting and recommended accepting their low bid in the amount of $18,141.
Vice-Chairman Blust, seconded by Commissioner Gable, moved to award the bid for minor office renovations to Houck Contracting, LLC, in the amount of $18,141 with funds to be allocated from the costs savings realized by no longer leasing space for the License Plate Agency and, if needed, the administrative contingency budget line.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Proposed Agreement for Reimbursement Audit of Social Services' Programs
Ms.
County Manager Geouque stated that it had been over ten years since such an audit had been performed and with recent personnel turnovers within the Department of Social Services the audit would provide training to staff and the potential for cost savings.
Commissioner Futrelle, seconded by Vice-Chairman Blust, moved to approve the contract with MAXIMUS, in the amount of $8,900, for audit services at the Department of Social Services, contingent upon the County Attorney's review.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Request for Additional Dates to Schedule the
Mr.
By consensus, the Board agreed to reschedule the training for
Vehicle Bid Award Request
Mr. Furman presented the bids from Light-N-Up, LLC, in the amount of $24,225, and Bobby Jones' Ford, in the amount of $24,936.25 for a new F-150 truck for the Emergency Management office. Mr. Furman stated that Boone Ford did not give a state-contract bid. Sufficient funds were budgeted for the purchase of the vehicle. Mr. Furman stated that two higher-mileage vehicles were planned to be surplused for use by other County Departments which would leave two vehicles, including the F-150 truck, for Emergency Management use. Mr. Furman detailed the bid process used and stated that the vehicle had to be ordered by the end of the week to take advantage of the bid price. Mr. Furman recommended awarding the bid to the low bidder, Light-N-Up, LLC, in the amount of $24,225, for a turn-key F-150 truck.
Commissioner Gable stated that he preferred local vendors and Chairman Miller suggested that, in the future, bid proposals be offered to local dealerships even if they did not recognize the state contract price.
After discussion, Vice-Chairman Blust, seconded by Commissioner Futrelle, moved to award the bid for the purchase of the F-150 truck to the low bidder, Light-N-Up, LLC, in the amount of $24,225, as presented by Mr. Furman.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Training Exercise Grant Award Acceptance Request
Mr. Furman stated that the North Carolina Emergency Management grant application which was approved at the
Emergency Management Coordinator, Steve Sudderth, stated that the Sheriff's Office and Watauga Medical Center had recommended C3 Applications. The only cost to the County would be time spent by personnel for the training.
Commissioner Futrelle, seconded by Commissioner Gable, moved to accept the grant funds and approve the contract with C3 Applications, LLC, contingent upon the
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Public Hearings to Allow Citizen Comment
A. Rural Operating Assistance Program (ROAP)
Chairman Miller declared the public hearing open at 6:21 P.M. to allow for comment on AppalCART’s application for funding through the FY 2012 Rural Operating Assistance Program (ROAP). Mr. Chris Turner, AppalCART’s Director, reviewed the previous allocation amounts and discussed recommendations for the County’s $131,048 allocation for FY 2012.
There being no public comment, Chairman Miller declared the public hearing closed at 6:24 P.M.
Commissioner Futrelle, seconded by Commissioner Gable, moved to approve the submission of the FY 2012 Rural Operating Assistance Program (ROAP) grant application and the execution of the certified statement as presented by Mr. Turner.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
B. Closeout of the Community Development Block Grant (CDBG) for the Hospitality House Construction Project
Chairman Miller stated that a public hearing had been scheduled to allow citizen comment on the close-out procedure of Community Development Block Grant (CDBG) #08-C-1881, Hospitality House. The County received $600,000 in CDBG funds which was contributed towards construction of the new Hospitality House, now complete and in use. The purpose of the hearing was to assess the County’s performance administering the grant funds.
Chairman Miller declared the public hearing open at 6:25 P.M.
There being no public comment, Chairman Miller declared the public hearing closed at 6:25 P.M.
Commissioner Futrelle, seconded by Chairman Miller, moved to approve the close-out of the Community Development Block Grant (CDBG) #08-C-1881, Hospitality House.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
C. Road Names
Chairman Miller stated that a public hearing had been scheduled to allow citizen comment on the new private and public road names as follows: names for new roads - Buck Mountain Road, Quarry Road, Community Lane, Woodrow Street, Genevieve Lane, Paws Way, Red Tail Summit, Siano Lane, Timberwolf Trail, Vineyard Lane; and name changes for existing roads - from Castle Lane to Clark Castle Lane, from Valley View Road to Autumn View Lane, and from Chestnut Drive to Old Chestnut Road. The public hearing is required by N.C.G.S. 153A-239.1 and Board action was requested to approve the road names as submitted.
Chairman Miller declared the public hearing open at 6:26 P.M.
There being no public comment, Chairman Miller declared the public hearing closed at 6:27 P.M.
Commissioner Futrelle, seconded by Commissioner Gable, moved to adopt the road names as submitted.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Board of Education Request to Release Funds for New High School Construction Project
By consensus, the Board agreed to table action on the request to release the funds.
Miscellaneous Administrative Matters
A. Letter of Support Request from W.A.M.Y. Community Action
Commissioner Futrelle, seconded by Vice-Chairman Blust, moved to approve the letter of support for W.A.M.Y. Community Action, Inc.'s, application for Housing Preservation Grant funds from the U. S. Department of Agriculture, Rural Development Division as presented.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
B. Appointments to High Country Regional Bike Plan Steering Committee
County Manager Geouque stated that appointments to the High Country Regional Bike Plan Steering Committee were previously tabled. The appointment request was for three members to represent Watauga County on a Steering Committee for a Regional Bike Plan which the North Carolina Department of Transportation had contracted with High Country Council of Governments to develop. The purpose of the plan was to improve safety, access, and mobility for cyclists by identifying road improvements and providing signage to mark the designated routes.
In addition to Dan Scagnelli and Eric Woolridge, who were recommended at the
Commissioner Futrelle, seconded by Commissioner Gable, moved to appoint Dan Klinedist, Dan Scagnelli, and Eric Woolridge to serve as Watauga County representatives on the High Country Regional Bike Plan Steering Committee.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
C. Boards and Commissions
Vice-Chairman Blust, seconded by Commissioner Gable, moved to waive the second reading and appoint Ms. Jeannine Underdown Collins to fill the unexpired term.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Commissioner Gable, seconded by Vice-Chairman Blust, moved to waive the second reading and reappoint Ms. Sarah Mast and Ms. Susan Mast to three-year terms on the Valle Crucis Historic Preservation Commission with both terms to expire in September 2014.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
County Manager Geouque stated that, at the
Commissioner Futrelle, seconded by Vice-Chairman Blust, moved to waive the second reading and reappoint Mr. William Winkler, III, to a four-year term on the
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
County Manager Geouque stated that he served on the Management Committee for the Ted Mackorell Soccer Complex (TMSC); however the agreement between the County, Appalachian State University (ASU), and the High Country Soccer Association (HCSA) stated that, "In the event the affirmative vote of at least four (4) members of the Management Committee is incapable of being obtained, then any controversy or claim arising out of or relating to this Agreement or the operation of the Joint Venture shall be submitted to the Watauga County Manager, and the President of HCSA." Since he now serves as the
Commissioner Gable, seconded by Vice-Chairman Blust, moved to appoint
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
D. Announcements
County Manager Geouque announced that the North Carolina Department of Transportation (NCDOT) was holding a Local Officials Informational Meeting on Monday,
County Manager Geouque announced that a public hearing was scheduled for Tuesday,
County Manager Geouque announced that the High Country Council of Governments Annual Banquet was scheduled for Friday,
Public Comment
There was no public comment.
Closed Session
At 6:42 P.M., Vice-Chairman Blust, seconded by Commissioner Gable, moved to enter Closed Session to discuss Attorney/Client Matters, per G. S. 143-318.11(a)(3) and Economic Development Matters, per G. S. 143-318.11(a)(4).
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Vice-Chairman Blust, seconded by Commissioner Gable, moved to resume the open meeting at 7:23 P.M.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Possible Action After Closed Session – Settlement Agreement
Vice-Chairman Blust, seconded by Commissioner Gable, moved to accept a general release agreement pursuant to a personnel matter in the amount of $20,000, as presented.
VOTE: Aye-4(Miller, Blust, Futrelle, Gable)
Nay-0
Absent-1(Deal)
Adjourn
Commissioner Futrelle, seconded by Chairman Miller, moved to adjourn the meeting at 7:25 P.M.
ATTEST: Nathan A. Miller, Chairman