WATAUGA COUNTY BOARD OF COMMISSIONERS
TUESDAY, JULY 17, 2018
The Watauga County Board of Commissioners held a regular meeting, as scheduled, on Tuesday, July 17, 2018, at 5:30 P.M. in the Commissioners' Board Room of the Watauga County Administration Building, Boone, North Carolina.
PRESENT: John Welch, Chairman
Billy Kennedy, Vice-Chairman
Jimmy Hodges, Commissioner
Larry Turnbow, Commissioner
Anthony di Santi, County Attorney
Deron Geouque, County Manager
Anita J. Fogle, Clerk to the Board
Chairman Welch called the meeting to order at 5:39 P.M. and announced that Commissioner Yates was not able to attend.
Commissioner Hodges opened with a prayer and Commissioner Turnbow led the Pledge of Allegiance.
Approval of Minutes
Chairman Welch called for additions and/or corrections to the June 19, 2018, regular meeting and closed session minutes.
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to approve the June 19, 2018, regular meeting minutes as presented.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to approve the June 19, 2018, closed session minutes as presented.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Approval of Agenda
Chairman Welch called for additions and/or corrections to the July 17, 2018, agenda.
County Manager Geouque requested to add the Annual Settlement and Oath to Tax Matters and a Board of Elections Funding Request and Watauga Arts Council Grant Support Request to Miscellaneous Administrative Matters. At the request of Vice-Chairman Kennedy, the County Manager requested the Board of Elections item be placed at the beginning of the meeting.
Commissioner Turnbow requested to remove the Blue Ridge Resource Conservation and Development Funding Request for placement on a future agenda.
Commissioner Hodges, seconded by Commissioner Turnbow, moved to approve the July 17, 2018, agenda as amended.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Board of Elections Funding Request
County Manager Geouque stated that, due to changes by the General Assembly requiring One-Stop Voting locations to be open for twelve hours, the Board of Elections has requested a funding increase in the current budget. The County Manager presented the following two funding options: Option 1 would increase funding by $27,632 and Option 2 would increase funding by $20,392. The reduction in Option 2 is due to reduced staff at each One-Stop location. Board of Elections members, Mr. Eric Eller and Dr. Richard Rapfogel stated that the Board of Elections would take formal action to approve the option chosen on July 18, 2018; however, both agreed that Option 2 was acceptable.
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to approve the Option 2 funding increase for Board of Elections in the amount of $20,392 with the contingency that the County Manager could facilitate Option 1 if needed.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Social Services Matters
A. Vehicle Bid Award Request - Subaru
Mr. Tom Hughes, Social Services Director, presented the following bids for a 2018 Subaru Forester:
|
BIDDER |
AMOUNT |
|
Jim Armstrong Subaru (Hickory, NC) |
$22,769 |
|
Tindol Subaru (Gastonia, NC) |
$22,950 |
|
Modern Subaru (Boone, NC) |
$23,318 |
|
Randy Marion Subaru (Mooresville, NC) |
No response |
Mr. Hughes stated that four companies were solicited with three responses received. Jim Armstrong Subaru was the lowest responsive bidder in the amount of $22,769. The total amount including tax and tag is $23,458.07. Adequate funds have been budgeted in the current fiscal year to cover the purchase.
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to award the bid for a 2018 Subaru Forester to Jim Armstrong Subaru in the amount of $23,458.07 which includes tax and tag.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
B. Proposed NC Department of Health and Human Services (DHHS)/County Memorandum of Understanding (MOU) Pursuant to G. S. 108A-74
At the June 19th meeting the Board tabled action on the Memorandum of Understanding MOU with the NC Department of Health and Human Services (DHHS). Mr. Tom Hughes, Social Services Director, presented the MOU with the NC Department of Health and Human Services for consideration. The MOU is required per NCGS 108A-74. Counties are required to enter into annual written agreements for all social services programs other than medical assistance. The law requires the agreement to contain certain performance requirements and administrative responsibilities related to the social services program. Mr. Hughes stated that thirty-four counties had submitted a cover letter with their MOU citing reservations with the MOU and other counties added a writ to the end of their signed MOUs. Many of the MOUs that included the writ were returned with a request from the State to resubmit the MOU without the writ attached. The MOU’s with the letters attached were accepted. County Attorney di Santi presented a proposed resolution to accompany Watauga County’s MOU. The resolution states that the County signed the MOU with reservation and requests DHHS consider modifying the mandatory criteria and benchmarks imposed by the MOU to address small counties. The resolution also requests DHHS to reconsider the oversight, compliance and enforcement process.
After discussion, Vice-Chairman Kennedy, seconded by Commissioner Hodges, moved to approve the Memorandum of Understanding and adopt the “Resolution Regarding the HB 630 Required Agreement Between the North Carolina Department of Health and Human Services (“DHHS”) and Watauga County, North Carolina (the “County”) and the Watauga County Department of Social Services (“DSS”).”
VOTE: Aye-3(Welch, Kennedy, Hodges)
Nay-1(Turnbow)
Absent-1(Yates)
C. Request to Change the Name of the Social Services Advisory Board
Mr. Hughes requested the change of the name of the Social Services Advisory Board to the Watauga Board of Social Services to be more in line with wording in the above MOU. County Manager Geouque stated that a previous Board of Commissioners abolished the Watauga County Board of Social Services and reconstituted the Board as the Social Services Advisory Board. The purpose of the change was for the Board of Commissioners to have more control over the Department of Social Services instead of an independent Board.
County Attorney di Santi verified that the name change requested would only affect the name of the Board and nothing more. The Board would continue to have the same authority it currently has.
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to change the name of the Social Services Advisory Board to the Watauga Board of Social Services.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Mr. Hughes stated that the Watauga Board of Social Services may make a presentation to the Board of Commissioners regarding upcoming changes due to the MOU with DHHS and may request a position or two be added to the Department of Social Services.
County Manager Geouque stated that position requests would be appropriate for the Annual Pre-Budget Retreat which is typically held during February.
D. Social Services Advisory Board
Mr. Hughes requested the Board consider Ms. Lynn Patterson’s reappointment to the Social Services Board for a four-year term at this time.
[Clerk’s Note: Consideration for Ms. Patterson’s appointment was originally listed for consideration later on the agenda under Boards and Commissions which is a part of Miscellaneous Administrative Matters.]
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to waive the second reading and reappoint Ms. Lynn Patterson to a four-year term on the Social Services Board.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Proposed McLaurin Parking Agreement
Mr. Joe Furman, Planning and Inspections Director, presented a proposed contract with McLaurin Parking for the County-owned Ginn Parking Lot located on Queen Street. The lot would be a pay lot with a central pay station, including Saturdays. Jurors and County employees can park in the lot for free with the use of parking stickers or juror parking notices. Mr. Furman stated that the County would receive, as rent for each month, thirty percent (30%) of the monthly gross parking revenue for the first $1,000 collected and fifty percent (50%) of the gross parking revenue for all parking revenue in the excess of the first $1,000 collected. McLaurin Parking would pay for the pay station and signage. The lease is for a three-year term.
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to approve the lease with McLaurin Parking contingent upon the County Attorney’s review.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Maintenance Matters
A. Vehicle Bid Award Request - Work Van
Mr. Robert Marsh, Maintenance Director, presented the following bids for a two-wheel drive medium roof height van:
|
BIDDER |
AMOUNT |
|
Asheville Ford (Asheville, NC) |
$32,173 |
|
Modern Nissan (Winston Salem, NC) |
$27,573 |
|
Modern Ford (Boone, NC) |
No response |
|
Capital Ford |
No response |
|
Nissan (Boone, NC) |
No response |
Mr. Marsh stated that five vendors were solicited with only two responses received. Modern Nissan was the lowest responsive bidder in the amount of $27,573. The total amount including tax and tag is $28,406.19. Adequate funds have been budgeted in the current fiscal year to cover the purchase.
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to award the bid for a 2018 Nissan cargo van to Modern Nissan in Winston Salem, NC, in the amount of $28,406.19 which includes tax and tag.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
B. Vehicle Bid Award Request - Compact Pickup Truck
Mr. Robert Marsh, Maintenance Director, presented the following bids for a two-wheel drive compact pickup truck:
|
BID SUMMARY |
|||
|
VENDOR |
TRUCK |
||
|
Toyota Tacoma Access Cab 2.7L; 4 cyl.; 127" WB |
Chevrolet Colorado Ext. Cab 2.5L; 4 cyl., 128" WB |
Nissan Frontier King Cab 2.5L; 4 cyl.; 125.9" WB |
|
|
Modern Toyota Boone, NC |
No bid received |
|
|
|
Auto Star Nissan Boone, NC |
|
|
No bid received |
|
Modern Nissan Winston-Salem, NC |
|
|
NCSA Base Bid $16,834 Add Equipment $2,243 Total $19,077 |
|
Modern Toyota Winston-Salem , NC |
NCSA Base Bid $23,662 |
|
|
|
Parks Chevrolet Huntersville, NC |
|
NCSA Base Bid $21,044 Includes power equip Refused to provide updated pricing. |
|
|
- Bid Specification: Base bid from North Carolina Sheriffs Association, specification number; Toyota 356; Nissan 412; Chevrolet 273 - General specification includes two-wheel drive, compact pickup with four-cylinder engine, automatic transmission, AC, extra cab, short bed and power windows and door locks. - Staff also obtained quotes for a full-size, two-wheel drive pickup. Bid range received was $19,056-$23,142. Staff rejected bids in favor of a smaller, more economical vehicle. |
|||
Mr. Marsh stated that five (5) vendors were solicited with three responses received. Modern Nissan was lowest responsive bidder in the amount of $19,077. The total amount including tax and tag is $19,665.31. Adequate funds have been budgeted in the current fiscal year to cover the purchase.
Commissioner Turnbow, seconded by Commissioner Hodges, moved to award the bid for a 2018 Nissan two-wheel drive compact pickup truck to Modern Nissan in Winston Salem, NC, in the amount of $19,655.31 which includes tax and tag.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Tax Matters
A. Monthly Collections Report
Tax Administrator, Mr. Larry Warren, presented the Tax Collections Report for the month of June 2018. The 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 June 2018 for Board approval:
TO BE TYPED IN MINUTE BOOK
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to approve the Refunds and Releases Report for June 2018 as presented.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
C. Annual Settlement of Tax Collector
Tax Administrator Warren presented the following Annual Settlement Statements for Fiscal Year 2018 for Board approval:
TO BE TYPED IN MINUTE BOOK
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to approve the Annual Settlement Statements for Fiscal Year 2018.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Commissioner Turnbow, seconded by Commissioner Hodges, moved to accept the Tax Administrator’s “Oath as to Diligent Effort to Collect Taxes.”
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
D. Oath to Collect Taxes
Mr. Warren presented a proposed order granting authorization to collect taxes for Fiscal Year 2019. Once approved, a sworn oath would be administered to Tax Administrator Warren.
Commissioner Turnbow, seconded by Commissioner Hodges, moved to grant authorization for Tax Administrator Warren to collect taxes for Fiscal Year 2019.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Miscellaneous Administrative Matters
A. Watauga Arts Council Grant Support Request
County Manager Geouque presented a draft letter of support for the Watauga Arts Council in reference of a grant application to “Our Town” who is the National Endowment for the Arts’ creative placemaking grants program. The grant requires a partnership between a nonprofit organization and a local government entity. The Watauga County Economic Development Commission recently approved providing the match for this grant, if awarded, through an in-kind match and in an amount up to $10,000.
Ms. Cherry Johnson, Director of Watauga Arts Council, stated that specific criteria had to be included in the support letter and requested to revise it to include the information needed.
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to authorize the Chairman to sign the letter of support once modified to include the specific criteria as mentioned by Ms. Johnson.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
B. Proposed Resolution Supporting the Naming of the U.S. Highway 221/U.S. 421 Overpass in the Deep Gap Community in Honor of Sergeant Dillon C. Baldridge
County Manager Geouque presented a proposed resolution supporting the naming the future U.S. 221/U.S. 421 overpass in the Deep Gap community in honor and memory of Sergeant Dillon C. Baldridge who gave the ultimate sacrifice for his community and Country.
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to adopt the Resolution Supporting the Naming of the U.S. Highway 221/U.S. 421 Overpass in the Deep Gap Community in Honor of Sergeant Dillon C. Baldridge as presented.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
C. Community/Recreation Center Request
County Manager Geouque stated that, in February, the Board approved the increase in scope for the Community Recreation Center with the addition of two gyms bringing the total to four gyms. The County Manager presented a proposal formalizing the increase in scope for the two additional gyms. The original cost of the increase in scope was $356,000 bringing the total cost of the project to $34,947,500; however, after additional negotiations, staff was able to secure a reduction of $16,000 bringing the increase in scope down to $340,000.
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to approve the increase in scope of the Community Recreation Center by $340,000 for the addition of two gyms bringing the total to four gyms.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
D. Proposed Contract for Phase II of the Public Safety and Emergency Communications Systems Comprehensive Study
County Manager Geouque stated that at the Annual Pre-Budget Retreat, Board direction was given to develop a contract to complete a comprehensive study of public safety and emergency communications systems. Dr. Marvin Hoffman conducted and completed the study for the County. The County has been satisfied with Dr. Hoffman and his work product. Due to the departure of Mr. Jeff Virginia, former Director of Communications and Emergency Services, and the desire to keep the momentum going forward, staff would like to extend an additional offer to Dr. Hoffman for technical assistance and planning services regarding the County’s emergency communications systems. The proposed contract is in the amount of $14,000 and additional charges for travel which would be approved by the County Manager and would follow County policy regarding per diems.
Vice-Chairman Kennedy, seconded by Commissioner Hodges, moved to accept the contract with Mr. Marvin Hoffman in the amount of $14,000 and additional charges for travel to be approved by the County Manager and to follow the County policy regarding per diems contingent upon the review of the County Attorney.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
E. Proposed Renewals of Maintenance Agreements
1. VESTA
2. Console Infrastructure
3. Fixed Equipment
4. Subscribers
5. Centerline Maintenance
County Manager Geouque presented four maintenance contracts, as prepared by Ms. Elaine Griffith, E911 Addressing Technician. Four of the contracts are with Wireless Communications Inc. and one is with High Country Council of Governments for the County’s E911 and Emergency Management Radio systems. The VESTA (Patriot System) Maintenance agreement is in the amount of $57,580.32. The Console Infrastructure Maintenance agreement is in the amount of $12,900. The Fixed Equipment Maintenance agreement is in the amount of $10,080. The Subscribers Maintenance agreement is in the amount of $4,872. The Centerline Maintenance contract with High Country Council of Governments is for an hourly rate in the amount of $60.00; not to exceed $7,200. All are included in the current budget.
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to approve the VESTA (Patriot System) Maintenance agreement in the amount of $57,580.32; the Console Infrastructure Maintenance agreement in the amount of $12,900; the Fixed Equipment Maintenance agreement in the amount of $10,080; the Subscribers Maintenance agreement in the amount of $4,872; and the Centerline Maintenance contract with High Country Council of Governments for an hourly rate of $60.00 not to exceed $7,200.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
F. Proposed Lease with Tourism Development Authority (TDA)
County Manager Geouque stated that the Watauga County Tourism Development Authority (TDA) is requesting to lease space temporarily from the County in the East Annex. The space requested is in the former location of the Planning and Inspections offices. The time period would be a minimum of two (2) years while they secure a new location. The TDA would pay $1,545 monthly. Funds generated from the lease could be utilized to renovate the building for new court purposes.
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to approve the lease with the Tourism Development Authority for space in the East Annex in the amount of $18,540 annually as presented.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
G. Out-of-State Travel Request - Sanitation
County Manager Geouque stated that Mr. Rex Buck, Operations Service Director, would like to visit Columbia, South Carolina, to evaluate a stationary shredder unit. If their equipment is suitable for our materials a mobile unit demonstration at the County’s facility would be scheduled in September. The equipment has the potential to save the County money and allow for more efficient handling and disposal of materials. The director will drive down and back in the same day to reduce costs to the County.
Commissioner Turnbow, seconded by Commissioner Hodges, moved to approve the out-of-state travel request for Mr. Rex Buck as presented.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
H. Bid Award Request for Fire Marshal Truck
County Manager Geouque presented the following bids for a new 1/2 ton 4x4 pickup truck to replace a 2007 F150 which will be used by the Fire Marshal’s Office. Three vendors were solicited with two responses received. Asheville Ford was lowest responsive bidder in the amount of $28,192.40. The total amount including tax and tag is $29,044.17. In addition, the equipment up-fit for the vehicle is $7,471.86. Adequate funds are budgeted in the current fiscal year to cover the purchase.
Vice-Chairman Kennedy, seconded by Commissioner Hodges, moved to award the bid to Asheville Ford for a 2018 Ford 150 4x4 pickup truck in the amount of $29,044.17, which includes tax and tag, and to Dana Safety Supply, Inc., for the new vehicle equipment up-fit in the amount of $7,075.44.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
I. Appointment of the North Carolina Association of County Commissioners’ (NCACC) Annual Conference Voting Delegate
County Manager Geouque stated that the North Carolina Association of County Commissioners' (NCACC) Annual Conference is scheduled for August 23-25, 2018, in Catawba County. Each county in attendance is required to select a voting delegate for representation at the Annual Business Meeting which is conducted as a part of the conference. Submission of the voting delegate is due August 17, 2018. Chairman Welch stated that he may be able to attend the meeting.
Chairman Welch tabled consideration of an appointment until the August 7, 2018, Board meeting.
J. Boards and Commissions
County Manager Geouque presented the following for consideration:
Social Services Advisory Board
Ms. Lynn Patterson is willing to be reappointed to the Social Services Advisory Board for a four-year term.
[Clerk’s Note: Ms. Patterson was appointed earlier in the meeting at the request of Social Services Director, Mr. Tom Hughes.]
W.A.M.Y. Community Action, Inc. Board
Ms. Kelly Cox has indicated interest in serving as a Watauga County Public Representative on the W.A.M.Y. Community Action Inc., Board of Directors. W.A.M.Y. has requested the Board waive the 1st reading in order to expedite the appointment.
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to waive the first reading and appoint Kelly Cox to serve as a Watauga County Public Representative on the W.A.M.Y. Community Action, Inc., Board of Directors.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
K. Announcements
County Manager Geouque announced the following:
· The 111th NCACC Annual Conference will be held August 23-25, 2018, in Catawba County. Visit www.ncacc.org/AnnualConference for full information.
· The High Country Council of Governments’ Annual Banquet is scheduled for Friday, September 7, 2018, at Linville Ridge.
· Vice-Chairman Kennedy shared a letter of appreciation from the Library.
Public Comment
There was no public comment.
Closed Session
At 7:08 P.M., Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to enter Closed Session to discuss Attorney/Client Matters, per G. S. 143-318.11(a)(3), Land Acquisition, per G. S. 143-318.11(a)(5)(i), and Personnel Matters, per G. S. 143-318.11(a)(6).
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to resume the open meeting at 7:44 P.M.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Possible Action After Closed Session
Chairman Welch stated that the County had the opportunity to purchase the Ginn House from Professional Holdings, LLC, at a purchase price of $755,000 with Mr. Turner leasing the property for one year. The due diligence period will be until October 31, 2018, and the closing date was set for November 28, 2018.
County Manager Geouque requested the Board approve acquiring an updated appraisal for the property.
Vice-Chairman Kennedy, seconded by Commissioner Hodges, moved to approve the agreement for purchase and sale of real property located at 136 North Water Street, Boone, North Carolina, in the amount of $755,000 subject to the terms and contingencies in the agreement and to direct the County Manager to obtain the services of Mr. Mike Sweeting to conduct an appraisal of the property.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
Adjourn
Vice-Chairman Kennedy, seconded by Commissioner Hodges, moved to adjourn the meeting at 7:50 P.M.
VOTE: Aye-4(Welch, Kennedy, Hodges, Turnbow)
Nay-0
Absent-1(Yates)
John Welch, Chairman
ATTEST:
Anita J. Fogle, Clerk to the Board