MINUTES
WATAUGA COUNTY BOARD OF COMMISSIONERS
TUESDAY, MARCH 18, 2014
The Watauga County Board of Commissioners held a regular meeting on Tuesday, March 18, 2014, at 5:30 P.M. in the Commissioners' Board Room of the Watauga County Administration Building, Boone, North Carolina.
PRESENT: Nathan Miller, Chairman
David Blust, Vice-Chairman
Billy Kennedy, Commissioner
John Welch, Commissioner
Perry Yates, Commissioner
Stacey “Four” Eggers, IV, County Attorney
Deron Geouque, County Manager
Anita J. Fogle, Clerk to the Board
Chairman Miller called the meeting to order at 5:31 P.M.
Vice-Chairman Blust opened the meeting with a prayer and Commissioner Yates led the Pledge of Allegiance.
Approval of Minutes
Chairman Miller called for additions and/or corrections to the February 21 and 22, 2014, special meeting minutes and the March 4, 2014, regular meeting and closed session minutes.
Commissioner Kennedy, seconded by Commissioner Yates, moved to approve the February 21 and 22, 2014, special meeting minutes as presented.
VOTE: Aye-5
Nay-0
Commissioner Kennedy, seconded by Commissioner Welch, moved to approve the March 4, 2014, regular meeting minutes as presented.
VOTE: Aye-5
Nay-0
Commissioner Kennedy, seconded by Commissioner Welch, moved to approve the March 4, 2014, closed session minutes as presented.
VOTE: Aye-5
Nay-0
Approval of Agenda
Chairman Miller called for additions and/or corrections to the March 18, 2014, agenda.
County Manager Geouque requested to add a change order request for the Rocky Knob Park restroom construction project under Maintenance Matters.
Commissioner Kennedy, seconded by Vice-Chairman Blust, moved to approve the March 18, 2014, agenda as amended.
VOTE: Aye-5
Nay-0
Board of Equalization and Review (E&R) Schedule
Mr. Larry Warren, Tax Administrator, presented the following proposed schedule for the FY 2013 Board of Equalization and Review (E&R) meetings:
April 28, 2014 4:00 - 7:00 P.M. (Convene @ 4:00 P.M.)
April 29, 2014 4:00 - 7:00 P.M.
May 1, 2014 4:00 - 7:00 P.M.
May 5, 2014 4:00 - 7:00 P.M.
May 6, 2014 4:00 - 7:00 P.M.
May 12, 2014 4:00 - 7:00 P.M.
May 15, 2014 4:00 - 7:00 P.M.
May 19, 2014 4:00 - 7:00 P.M.
May 21, 2014 4:00 - 7:00 P.M. (Adjourn @ 7:00 P.M.)
Vice-Chairman Blust, seconded by Commissioner Welch, moved to approve the Board of Equalization and Review (E&R) schedule as presented by Mr. Warren.
VOTE: Aye-5
Nay-0
Vice-Chairman Blust, seconded by Commissioner Welch, moved to set the Board of Commissioners as the Board of Equalization and Review (E&R).
VOTE: Aye-5
Nay-0
Mr. Warren presented a proposed resolution which would incorporate the County Manager to serve as an alternate member for those times in which a quorum might not be available.
Vice-Chairman Blust, seconded by Commissioner Welch, moved to adopt the resolution as presented.
Prior to a vote, the County Attorney stated that member compensation could either be set through a separate motion or incorporated into the resolution.
Vice-Chairman Blust, seconded by Commissioner Welch, moved to amend the resolution to include the Board of Equalization and Review meeting compensation at $75 per meeting.
VOTE: Aye-5
Nay-0
Maintenance Matters
A. Bid Award Request for New Maintenance Vehicle
Mr. Robert Marsh, Maintenance Director, presented the following bids for a new 4x4 pickup truck:
|
Bidder |
Amount |
|
Boone Ford |
$23,102/$22,621 Price Matching Preference |
|
Ashe County Ford |
$22,621 |
|
Capital Ford |
$22,648 |
Mr. Marsh stated that during the last snow event the transmission on the 2000 Dodge failed. Being that the truck was over fourteen (14) years old and had continued maintenance issues, direction was given to surplus the vehicle rather than expending additional funds on a vehicle that had reached its operational life cycle. Bids were solicited as the process involved for procuring vehicles takes 4-6 months and staff wanted to ensure adequate snow removal equipment was available for the 2014-2015 winter season. In addition, during the 2014-2015 budget preparation staff will be recommending another vehicle for the Maintenance Department to replace a 1998 Dodge pickup truck with similar issues as the 2000 Dodge.
Three (3) bids were solicited in which Ashe County Ford was the lowest responsive bidder in the amount of $22,621. Boone Ford’s initial bid was $23,102 but being the local bidder they were provided an opportunity to match the lowest bid per the County’s local bidder policy. Boone Ford did complete all necessary documents to qualify for the local bidder matching preference.
Commissioner Kennedy, seconded by Commissioner Welch, moved to award the bid to Boone Ford for one (1) new F250 4X4 in the amount of $22,621 plus $684.63 for taxes and tag for a total amount of $23,305.63 with funds to come from the administrative contingency budget line.
VOTE: Aye-5
Nay-0
B. Bid Award Request for Rocky Knob Park Paving
Mr. Marsh stated that the following bids were received for paving at the Rocky Knob Park:
|
Bidder |
Bid |
Unit/Gravel per ton |
|
Moretz Paving; Zionville, NC |
$121,820 |
$20.00 |
|
Carl Rose & Sons Paving; Elkin, NC |
$140,656 |
$28.50 |
|
Tri-County Paving; West Jefferson, NC |
$149,574 |
$20.65 |
Mr. Marsh stated that in September 2013 paving bids were received; however, due to the bathroom project at the Park being behind schedule staff recommended postponing the paving until the bathrooms were completed. Bids for the bathrooms were recently accepted and the estimated completion date was the end of August. Moretz Paving, lowest responsive bidder, has agreed to honor the bid submitted in September with the caveat that should the price of asphalt increase their bid would increase correspondingly. However, if the price of asphalt were to increase both the TDA and Board of Commissioners would be required to approve the increase over the base bid and Alternates Two (2) and Three (3). Alternate Two (2) included an additional 2” of gravel, 2” of binder, and 2” of asphalt increasing the standard bid spec price from $54,700 to $114,300. Alternate Three (3) provided for the repair of the existing park entryway pavement in the amount of $7,520. Staff recommended Alternates Two (2) and Three (3) for a total amount of $121,820 as approved by the TDA Board.
Commissioner Kennedy, seconded by Vice-Chairman Blust, moved to award the paving for Rocky Knob Park to Moretz Paving in the amount of $121,820 including Alternate Two and Three with all funding to be provided by the Watauga County Tourism Development Authority (TDA).
VOTE: Aye-5
Nay-0
C. Rocky Knob Park Restroom Construction Project Change Order Request
Mr. Marsh stated that the proposed location of the restrooms at Rocky Knob Park was troubling due to the proximity in relation to the handicap parking and the parking lot. An alternate location was discussed which would be farther back from the drive aisle in the parking lot, yet closer to the handicap accessible ramp. Mr. Marsh stated that staff had requested Kanipe Construction to submit a Change Order for consideration in regards to the more desirable location of the restrooms. The Change Order submitted was in the amount of $2,200.
The alternate location has been inspected by County staff and, if approved, would be contingent upon Watauga County Tourism Development Authority (TDA) approval as the TDA was funding the project.
Commissioner Kennedy, seconded by Vice-Chairman Blust, moved to approve Change Order #1 from Kanipe Construction for the restroom construction project at Rocky Knob Park contingent upon the Watauga County Tourism Development Authority’s approval and funding.
VOTE: Aye-5
Nay-0
Planning Matters
A. Secondary Roads Addition Request
Mr. Joe Furman, Planning and Inspections Director, stated that residents of George Triplett Road petitioned the North Carolina Department of Transportation (NCDOT) to add their road to the state-maintained system. The petition was presented, along with a map and an aerial photo.
Mr. Furman presented a proposed resolution (form SR-2) which, if adopted, would move the petition forward. Mr. Furman stated that the NCDOT had assessed the road and identified improvements needed to bring the road up to NCDOT standards, and that the residents had agreed to pay for the improvements.
Commissioner Yates, seconded by Commissioner Welch, moved to adopt the resolution as presented.
VOTE: Aye-5
Nay-0
B. Middle Fork Greenway Engineering Recommendation
Mr. Furman recently received Statements of Qualifications from three engineering firms in response to the Request for Qualifications (RFQ) seeking a firm to provide construction administration for the Middle Fork Greenway project. Bids for the construction of the greenway were due March 21st. Pursuant to North Carolina Department of Transportation (NCDOT) requirements, the selected engineering firm must be “pre-qualified” by NCDOT to perform the necessary construction oversight, materials measuring and testing, and eligible for contract award. Responses were received from McGill Associates, Vaughn and Melton and Blue Ridge Environmental Consultants. McGill Associates and Vaughn and Melton were pre-qualified; Blue Ridge Environmental Consultants was in the process of pre-qualifying. Upon review of the qualifications of the three firms, McGill Associates and Vaughn and Melton have the most relevant experience with similar projects. Neither of the firms prepared the construction plans nor bid documents; the firm that did so was not NCDOT pre-qualified. Mr. Furman recommended Vaughn and Melton based on experience and the presence of a local office in Boone. This was consistent with the Commissioners’ desire to work with local companies, and would also save on travel costs.
Mr. Furman requested the Board select Vaughn and Melton to provide construction administration for the Middle Fork Greenway project. Upon Board approval, Mr. Furman would negotiate a contract and, if unable to do so, would initiate contract negotiations with the next best qualified firm. Approval will allow for both engineering and construction costs to be determined for comparison to the amount of grant funds available. Provided there were sufficient grant funds, Mr. Furman planned to request approval of both engineering and construction contracts at the April 1, 2014, Board of Commissioners meeting.
Commissioner Kennedy, seconded by Commissioner Welch, moved to select Vaughn and Melton to provide construction administration for the Middle Fork Greenway project and authorize Mr. Furman to negotiate a contract to be approved along with the construction contract pending adequate grant funds at the April 1, 2014, Board of Commissioners meeting.
VOTE: Aye-4(Miller, Blust, Kennedy, Welch)
Nay-1(Yates)
Budget Amendments
Ms. Margaret Pierce, Finance Director, reviewed the following budget amendments:
|
Account # |
Description |
Debit |
Credit |
|
103839-386000 |
Rent |
|
$4,700 |
|
104288-469500 |
Contracted Services |
$4,700 |
|
|
|
|||
|
The amendment recognized revenue of AT&T cell tower rent at Rocky Knob Park per the PARTF grant agreement and a lease agreement. All funds must be used to offset the expenses at Rocky Knob Park. |
|||
|
|
|||
|
103839-341100 |
Donations |
|
$99,597 |
|
104288-458000 |
Capital Outlay-Building |
$99,597 |
|
|
|
|||
|
The amendment allocated funds for the rest room construction contract and recognized a donation from the Watauga County Tourism Development Authority (TDA) to fund the cost of the restroom building. |
|||
|
|
|||
|
103586-332006 |
SHIIP Grant |
|
$1,739 |
|
105550-449901 |
SHIIP Grant Expenses |
$1,739 |
|
|
|
|||
|
The amendment recognized additional grant funds allocated by the State to Project on Aging for health insurance education per Board action on December 17, 2013. |
|||
|
|
|||
Commissioner Yates, seconded by Commissioner Welch, moved to approve the budget amendments as presented by Ms. Pierce.
VOTE: Aye-5
Nay-0
Miscellaneous Administrative Matters
A. High Country Classics Car Club Request
County Manager Geouque stated that the High Country Classics Car Club had requested to use the Human Services parking lot for their annual charity car show. The Board approved for the Car Show to use the Human Services Center parking lot and facilities for a fee of $200 in 2013. The fee covered the cost of opening and cleaning the restrooms.
The Car Club would like to continue using the facility and planned on holding the 10th Annual High Country Classics Charity Car Show on June 14, 2014. The group was willing to pay the $200 fee for opening and cleaning of the restrooms. In addition, the Club would like to continue to use the facility in future years.
Commissioner Yates, seconded by Commissioner Welch, moved to approve High Country Classics’ request to hold their Annual Charity Car Show at the Human Services Center parking lot along with the use of facilities for a fee of $200 on June 14, 2014, and to authorize the County Manager to approve their request annually for future years.
VOTE: Aye-5
Nay-0
B. Department of Social Services Out-of-State Travel Request
County Manager Geouque stated that Ms. Beth Berry, Social Worker, had requested permission to travel out-of-state to observe the Drug and Treatment Court in Galena, Missouri. The purpose was to enhance the current Drug Treatment Court in Watauga County. Other members from the Watauga County Drug Treatment Court would also be traveling to Galena, Missouri. The National Drug Court Institute was paying all of Ms. Berry’s expenses with the exception of salary costs.
Commissioner Kennedy, seconded by Vice-Chairman Blust, moved to authorize the out-of-state travel for Ms. Berry to attend the training in Galena, Missouri, as requested.
VOTE: Aye-5
Nay-0
C. Proposed Lease for Probation and Parole
County Manager Geouque presented a revised lease agreement from the North Carolina Department of Public Safety regarding the Probation and Parole space. Per Commissioner request, the proposed lease had been revised to reflect the changes regarding the square footage, and its deletion was approved by the State Property Office.
Commissioner Kennedy, seconded by Vice-Chairman Blust, moved to approve the lease as presented and reviewed by the County Attorney.
VOTE: Aye-5
Nay-0
D. Boards & Commissions
Watauga County Tourism Development Authority
County Manager Geouque stated that Ms. Sonya Garland had resigned as a Board Member on the Watauga County Tourism Development Authority due to time constraints. Therefore, an appointment was needed to fill the unexpired two-year term. Ms. Connie Baird, Mr. William Leonard, and Mr. Steve Tatum have submitted volunteer applications and were willing to serve if so reappointed.
Vice-Chairman Blust, seconded by Commissioner Yates, moved to appoint Ms. Connie Baird to fill the unexpired, two-year term.
VOTE: Aye-3(Miller, Blust, Yates)
Nay-2(Kennedy, Welch)
County Manager Geouque stated that Scott St. Clair, President of High Country Recreation, a local non-profit committed to promoting recreation in our community, had requested Commissioners Welch and Yates to meet with High Country Recreation to seek input in advocating for a community recreation center.
Commissioner Yates and Commissioner Welch agreed to meet with High Country Recreation through a consensus of the Board.
E. Announcements
County Manager Geouque announced the following:
· Save the date: Cooperative Extension invites you to attend the Small Farms Week kickoff event on Monday, March 24, 2014, at the Boone United Methodist Church. Watauga County is hosting the event as Bill Moretz, local apple grower and former Farmer's Market president, was the recipient of this prestigious award in 2013. The event, which will welcome more than 200 small farmers and Extension agents from across the state, begins at 9:30 A.M. NC A&T State University faculty member, Dr. Manny Reyes, will be the keynote speaker. Breakout sessions on technical topics will follow and lunch will be served around noon.
· The dedication of the Highway 421 Bridge in honor of fallen Deputy William R. Mast, Jr. will be March 25, 2014, at 10:00 AM. Per the family’s request, there will be a small ceremony including opening remarks, an invocation, a presentation of colors, the bridge dedication, an unveiling of the sign, and closing remarks. The ceremony will be held at Brookshire Park.
· The North Carolina Association of County Commissioners will be holding district meetings across the State in March and April with the meeting for our district being on April 3, 2014, in Catawba County. If you wish to attend, please see Anita who will be happy to RSVP for you. Please click on the following link to view a short introduction to the District Meetings: District Meetings Introduction Link.
· Save the date: The Watauga County Economic Development Commission and Appalachian State University will hold an Economic Summit on Tuesday, April 8, 2014, at the Holmes Convocation Center from 8:00 A.M. to 1:30 P.M.
Public Comment
Mr. Chris Burns, Chairman of Hospitality House Board of Directors, presented a brief report and requested the Board consider allocating $10,000 for Winter Emergency Shelter overflow services. Mr. Burns also welcomed Board members to visit and tour the Hospitality House facilities.
Closed Session
At 6:13 P.M., Commissioner Kennedy, seconded by Commissioner Welch, moved to enter Closed Session to discuss Attorney/Client Matters, per G. S. 143-318.11(a)(3) and Land Acquisition, per G. S. 143-318.11(a)(5)(i).
VOTE: Aye-5
Nay-0
Commissioner Kennedy, seconded by Commissioner Welch, moved to resume the open meeting at 6:54 P.M.
VOTE: Aye-5
Nay-0
Adjourn
Commissioner Yates, seconded by Commissioner Welch, moved to adjourn the meeting at 6:54 P.M.
VOTE: Aye-5
Nay-0
Nathan A. Miller, Chairman
ATTEST:
Anita J. Fogle, Clerk to the Board