MINUTES
WATAUGA COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, MAY 7, 2014
The Watauga County Board of Commissioners held a regular meeting, as rescheduled, on Wednesday, May 7, 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 April 15, 2014, regular meeting and closed session minutes.
Commissioner Kennedy, seconded by Commissioner Yates, moved to approve the April 15, 2014, regular meeting minutes as presented.
VOTE: Aye-5
Nay-0
Commissioner Kennedy, seconded by Commissioner Yates, moved to approve the April 15, 2014, closed session minutes as presented.
VOTE: Aye-5
Nay-0
Approval of Agenda
Chairman Miller called for additions and/or corrections to the May 7, 2014, agenda.
Commissioner Welch, seconded by Commissioner Kennedy, moved to approve the May 7, 2014, agenda as presented.
VOTE: Aye-5
Nay-0
Board of Education’s Request for Lottery Funds
Ms. Ly Marze, Finance Director for Watauga County Schools, requested approval of an application for Education Lottery funds. The total amount requested was $35,500 to shingle a portion of the roof at Bethel Elementary School. The estimated project beginning date is June 2014 and the estimated project completion date is August 2014.
Commissioner Yates, seconded by Vice-Chairman Blust, moved to approve and disburse the requested funding.
VOTE: Aye-5
Nay-0
Appalachian Theatre of the High Country Request
Mr. Jonathan Allen with the Appalachian Theatre of the High Country presented information to the Board about the Theatre and requested County support for the project via a $250,000 grant from the County proposed to be paid in $50,000 increments over a five-year period. The purpose of the grant was to assist in the renovation and restoration of the Appalachian Theatre. Mr. Allen invited the Board on a tour of the Theatre the evenings of May 14 and 15, 2014.
By consensus of the Board, further discussion was tabled to allow for review during the budget process.
Proposed Audit Contract for FY 2014
Ms. Kathy Brown with Bryce Holder, CPA, PA, presented a contract, in the amount of $40,000, for conducting the County’s FY 2013-2014 financial audit. The contracted amount was $5,400 less than the current year due to the County assuming the preparation of the financial statements.
County Manager Geouque stated that adequate funds were included in the Fiscal Year 2014-2015 Proposed Budget.
Vice-Chairman Blust, seconded by Commissioner Welch, moved to approve the contract with Bryce Holder, CPA, PA, for the Fiscal Year 2013-2014 financial audit of Watauga County in the amount of $40,000.
VOTE: Aye-5
Nay-0
Maintenance Matters
A. Bid Award Request for Asphalt Sealing and Striping Project
Mr. Robert Marsh, Maintenance Director, presented the following bids for asphalt sealing and striping:
|
Bidder |
Total Price for Liquid Road |
Total Price for Guard Top |
|
Carolina Pavement Care Roxboro, NC |
$57,426.00 |
|
|
Hickory Sealing & Striping Connelly Springs, NC |
|
$19,961.50 |
Mr. Marsh stated that each bidder was given the opportunity to bid on both or either forms of sealing and striping. Bids were requested twice and two bids were received with Hickory Sealing and Striping being the lowest responsive bidder in the amount of $19,961.50. Mr. Marsh stated that Hickory Sealing and Striping had satisfactorily completed previous County projects. Adequate funds were available in the Fiscal Year 2013-2014 budget.
Commissioner Kennedy, seconded by Commissioner Welch, moved to award the bid to Hickory Sealing and Striping in the amount of $19,961.50 for asphalt sealing and striping.
VOTE: Aye-5
Nay-0
B. Bid Award Request for Appalachian Enterprise Center Renovation Project
Mr. Robert Marsh presented the following bids received for the Appalachian Enterprise Center renovation:
|
Contractor |
License # |
Check or Bid Bond |
Base Bid |
Alternate 1 |
Alternate 2 |
Total |
|
Greene Construction Company Boone, NC |
1610 |
Check |
$46,431 |
$6,836 |
$3,959 |
$57,226 |
|
Houck Contracting LLC Hickory, NC |
49615 |
Bid Bond |
$40,676 |
$8,775 |
$6,550 |
$56,001 |
|
Kanipe Construction, LLC Vilas, NC |
72149 |
Bid Bond |
$26,700 |
$4,900 |
$6,200 |
$37,800 |
|
Lawrence Construction Boone, NC |
|
Check |
$29,931 |
$6,6580 |
$8,767 |
$45,356 |
The renovations were necessary according to an approved lease with the High Country Workforce Development Board in which the lease payments would be used to pay for the renovations.
Four (4) bids were received in which Kanipe Construction was the lowest responsive bidder in the amount of $32,900, including Alternate Two (commercial doors and hardware) in the amount of $6,200. While the bid was somewhat higher than originally anticipated, the increase was due to overall maintenance and repair issues of the building being addressed at the time of the renovation. These maintenance and repair issues would have been handled over several years but it was more efficient and economical to do them during the renovation process.
Commissioner Yates, seconded by Commissioner Welch, moved to award the bid to Kanipe Construction for renovations at the Appalachian Enterprise Center in the amount of $32,900, including the Base Bid of $26,700 and Alternate Two of $6,200, with funds to be allocated from administrative contingency funds.
VOTE: Aye-5
Nay-0
C. Bid Award Request for Medic Base Architectural Services
Mr. Marsh stated that during the due diligence period for the potential purchase of thirteen (13) acres adjacent to US Highway 321 for the location of a new ambulance station the County conducted interviews for potential architects for the project. Staff sent out an RFQ (Request for Qualifications) for architects in which two proposals were received. The interview panel consisted of Commissioner Kennedy, the County Manager, and himself (Maintenance Director). Upon completion of the interviews, the committee was in agreement to recommend Innovative Designs from Raleigh, NC. The recommendation was based on Innovative Designs qualifications and past experience with the County.
Commissioner Kennedy, seconded by Commissioner Welch, moved to employ Innovative Designs as the architects for the new medic base and to authorize staff to negotiate a contract to be approved by the Board at a future meeting all contingent upon the County closing on the US Highway 321 property.
VOTE: Aye-5
Nay-0
D. Contract Renewal Request for Parks and Recreation Weekend Janitorial Services
Mr. Marsh stated that Estate Maintenance was the current contractor for parks and recreation weekend janitorial services and the only firm to submit a proposal for these services. The proposed rate for renewal of the contract was in the amount of $22,365. The existing contract with Estate Maintenance is set to expire June 30, 2014, and adequate funds were proposed in the recommended Fiscal Year 2014-2015 budget.
Commissioner Yates, seconded by Commissioner Welch, moved to approve the contract with Estate Maintenance, in the amount of $22,365, for parks and recreation weekend janitorial services to be effective July 1, 2014.
VOTE: Aye-5
Nay-0
Tax Matters
A. Monthly Collections Report
Tax Administrator Larry Warren presented the Tax Collections Report for the month of April 2014. This report was presented for information only and, therefore, no action was required.
B. Refunds and Releases
Mr. Warren presented the Refunds and Releases Report for April 2014, as well as a report from the new motor vehicle billing system, North Carolina Vehicle Tax System (NCVTS), for Board approval:
TO BE TYPED IN MINUTE BOOK
Vice-Chairman Blust, seconded by Commissioner Welch, moved to approve the Refunds and Releases Report for April 2014, as presented.
VOTE: Aye-5
Nay-0
Vice-Chairman Blust, seconded by Commissioner Welch, moved to approve the North Carolina Vehicle Tax System Refunds and Releases Report for April 2014 as presented.
VOTE: Aye-5
Nay-0
C. Unpaid Real Estate Tax Bills
Mr. Warren presented the unpaid real estate tax bills for Board consideration and advertisement.
Commissioner Kennedy, seconded by Vice-Chairman Blust, moved to authorize Mr. Warren to advertise the unpaid real estate tax bills for 2013.
VOTE: Aye-5
Nay-0
Miscellaneous Administrative Matters
A. Presentation of the FY 2015 Capital Improvement Plan (CIP)
County Manager Geouque presented the FY 2015 Capital Improvement Plan (CIP) for review prior to discussion during the upcoming budget work sessions.
B. Presentation of the Manager’s FY 2015 Recommended Budget
County Manager Geouque presented the FY 2015 Proposed Budget and reviewed highlights. He announced upcoming budget work sessions scheduled for 4:00 P.M. on Thursday, May 8 and Tuesday, May 13, and a public hearing to allow citizen comment scheduled for Tuesday, May 20, 2014, at 6:00 P.M.
C. Proposed Property & Liability Insurance and Workers Compensation Renewals Request
County Manager Geouque presented renewal rates for property and liability insurance and workers compensation. The proposed rate for property and liability was $239,865 (a $7,650 decrease) and workers compensation was $279,708 (a 14.52% increase). The primary reason for the increase in workers compensation was the substantial rise in the rate modifier due to claims experience. The County Manager stated that staff was researching increasing the property deductible from $1,000 to $5,000, based on prior years claims experience.
Vice-Chairman Blust, seconded by Commissioner Welch, moved to accept the renewals for property and liability insurance, in the amount of $239,865, and workers compensation in the amount of $279,708, from the North Carolina Association of County Commissioners (NCACC).
VOTE: Aye-5
Nay-0
D. Request for Use of Old High School Parking Lot
County Manager Geouque stated that Mr. Tushar Bajaj with Friends Forever had requested the use of the old high school parking lot from 2:00 P.M. on May 23 until 2:00 P.M. on May 26, 2014. The group was organizing a large event at the International Center for Mediation. The County Manager stated that the Art of Living Foundation International Center for Meditation and Well Being had previously rented the parking lot at the old high school at a rate of $300 per day and, therefore, if approved, staff would recommend a fee of $300 per day for a total amount of $1,200.
Commissioner Kennedy, seconded by Commissioner Welch, moved to rent the old high school parking lot to Friends Forever from 2:00 P.M. on May 23 until 2:00 P.M. on May 26, 2014, at the rate of $300 per day for a total of $1,200.
VOTE: Aye-5
Nay-0
E. Boards and Commissions
Watauga County Economic Development Commission
County Manager Geouque stated that the Watauga County Economic Development Commission has four terms set to expire in June. Mr. Ed Evans, Mr. Tommy Sofield, and Mr. Ben Shoemake are each eligible and available for reappointment. The fourth seat was not eligible for reappointment due to having served two consecutive terms.
Region D Development Corporation
County Manager Geouque stated that the Region D Development Corporation was a Certified Development Company that assisted the US Small Business Administration in delivering small business loans to the region. They also assisted in marketing and packaging loans for small businesses throughout the region. Per their bylaws, each county was required to appoint four persons to serve as members of the Development Corporation in May of each year. Representative categories are local government (1), private lending institution (1), and community organization or a business organization (2). Following is a list of current appointees: Mr. John Spear (Local Government); Mr. Brian Crutchfield (Community Organization); Mr. Jim Furman (Business Organization); and Mr. Brian Riggins (Private Lending Institution).
Mr. Riggins was no longer with a private lending institution; however the others could be reappointed or new members can be appointed.
Town of Boone Planning Commission
County Manager Geouque stated that the Boone Town Council had recommended appointment of Mr. Thomas Purpur as an ETJ member of the Town of Boone Planning Commission.
Town of Boone Board of Adjustment
County Manager Geouque stated that the Boone Town Council had recommended appointment of Dr. Robert (Bob) Goddard as a Regular ETJ member of the Town of Boone Board of Adjustment.
The County Manager stated that all the above were first readings and, therefore, action was not required.
F. Announcements
County Manager Geouque announced the following:
? Budget Work Sessions are scheduled for Thursday, May 8, and Tuesday, May 13, 2014; both beginning at 4:00 P.M. The Work Sessions will be held in the Commissioners’ Board Room.
? Community Pride Week will be held May 12 – 17, 2014. The week will conclude on May 17 with Household Hazardous Waste Day at the County Landfill from 9:00 A.M. until 2:00 P.M. and Operation Medicine Cabinet at the three local Food Lion locations as well as Foscoe Fire Department from 10:00 A.M. until 2:00 P.M.
? Caldwell Community College and Technical Institute has invited the Board to a joint meeting on Wednesday, May 21, 2014, at 6:00 P.M. at the Watauga Instructional Facility on Hwy 105 Bypass, Room 112.
? The North Carolina Association of County Commissioners shared links accessing their legislative update video for May which contains a preview of the upcoming legislative session, information about the NCACC Annual Conference and County Assembly Day, and a report on legal cases impacting counties.
Public Comment
There was no public comment.
Closed Session
At 6:33 P.M., Vice-Chairman Blust, seconded by Commissioner Welch, moved to enter Closed Session to discuss Attorney/Client Matters, per G. S. 143-318.11(a)(3) and Personnel Matters, per G. S. 143-318.11(a)(6).
VOTE: Aye-5
Nay-0
Commissioner Kennedy, seconded by Vice-Chairman Blust, moved to resume the open meeting at 7:05 P.M.
VOTE: Aye-5
Nay-0
Actions After Closed Session
Vice-Chairman Blust, seconded by Commissioner Welch, moved to amend the agenda to add a discussion of Todd Volunteer Fire Department.
VOTE: Aye-5
Nay-0
Commissioner Yates, seconded by Commissioner Welch, moved to direct the County Manager to take formal action requesting the Sheriff’s Office and SBI (State Bureau of Investigations) to investigate the financial situation of Todd Volunteer Fire Department.
VOTE: Aye-5
Nay-0
Adjourn
Commissioner Welch, seconded by Chairman Miller, moved to adjourn the meeting at 7:07 P.M.
VOTE: Aye-5
Nay-0
Nathan A. Miller, Chairman
ATTEST:
Anita J. Fogle, Clerk to the Board