MINUTES
WATAUGA COUNTY BOARD OF COMMISSIONERS
TUESDAY, SEPTEMBER 18, 2018
The Watauga County Board of Commissioners held a regular meeting, as scheduled, on Tuesday, September 18, 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
Perry Yates, 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 5:33 P.M.
Chairman Welch thanked all emergency personnel as well as the Governor and Senator Ballard for their service during the recent weather events associated with Hurricane Florence.
Commissioner Yates opened with a prayer and Vice-Chairman Kennedy led the Pledge of Allegiance.
Approval of Minutes
Chairman Welch called for additions and/or corrections to the September 4, 2018, regular meeting and closed session minutes.
Commissioner Yates, seconded by Commissioner Turnbow, moved to approve the September 4, 2018, regular meeting minutes as presented.
VOTE: Aye-5
Nay-0
Commissioner Yates, seconded by Commissioner Turnbow, moved to approve the September 4, 2018, closed session minutes as presented.
VOTE: Aye-5
Nay-0
Approval of Agenda
Chairman Welch called for additions and/or corrections to the September 18, 2018, agenda.
Vice-Chairman Kennedy, seconded by Commissioner Hodges, moved to approve the September 18, 2018, agenda as presented.
VOTE: Aye-5
Nay-0
Request for Funds to Upgrade and Professionalize the Doc Watson Museum at the Historic Cove Creek School
Ms. Karen James, who is working with the Cove Creek Preservation & Development (CCP&D), stated that she planned to apply for a grant through the Blue Ridge National Heritage Area. If awarded, the funds would be used to hire a Museum Consultant to review the available space and develop a master plan to ensure the feasibility of enhancing the Doc Watson Museum in the Historic Cove Creek School. The grant requires a partner funds 50% of the grant award amount. Ms. James requested Watauga County partner by committing to provide $15,000. The grant application is due on October 1, 2018, and requires the commitment at the time of the submission. Discussion was held regarding this being an appropriate request for the Tourism Development Authority (TDA); however, the TDA’s next meeting is October 9, 2018, which is after the October 1 deadline.
Commissioner Turnbow, seconded by Commissioner Hodges, moved to commit, contingent upon Ms. James receiving the grant award, a match of half of the grant, in the amount of $15,000, with the Board of Commissioners to discuss with the Tourism Development Authority where best for the funds to be allocated from.
VOTE: Aye-5
Nay-0
Rural Operating Assistance Program (ROAP) Grant Application Request
Mr. Craig Hughes, AppalCART Director, presented the Rural Operating Assistance Program (ROAP) grant application for FY 2019. Watauga County was awarded $157,297 which is down slightly from last year’s funding. The grant does not require a local match.
Commissioner Yates, seconded by Vice-Chairman Kennedy, moved to approve the Rural Operating Assistance Program (ROAP) grant application for FY 2019 and accept the funds to be awarded in the amount of $157,297.
VOTE: Aye-5
Nay-0
Tax Matters
A. Monthly Collections Report
Tax Administrator, Mr. Larry Warren, presented the Tax Collections Report for the month of August 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 August 2018 for Board approval:
TO BE TYPED IN MINUTE BOOK
Vice-Chairman Kennedy, seconded by Commissioner Hodges, moved to approve the Refunds and Releases Report for August 2018 as presented.
VOTE: Aye-5
Nay-0
Community Recreation Center Matters
A. Proposed Resolution Approving A Contract and A Deed of Trust and The Delivery Thereof and Providing for Certain Other Related Matters
County Manager Geouque stated that a public hearing was held to allow citizen input on the proposed financing of the Community Recreation Center on August 21, 2018. In order for the project to continue forward, Board action is required to approve the enclosed resolution authorizing a contract, deed of trust, and the delivery thereof and providing for certain related matters. The resolution states that the County will not finance more than $20,000,000 for the project.
Vice-Chairman Kennedy, seconded by Commissioner Yates, moved to adopt the resolution as presented.
VOTE: Aye-5
Nay-0
B. Community Recreation Center Update
Mr. Chad Roberson, Clark Nexsen, introduced Mr. David Fey, Project Manager, and Mr. Matt Johnson, Construction Manager, and gave an update on the progress of the new Community Recreation Center. A video illustrating a walk-through of the new facility was shown. Mr. Roberson stated that tariffs were affecting project costs. Pre-qualification of trade partners were ongoing. Mr. Johnson stated that the project has gone through fourteen months of work resulting in three detailed estimates. Eighteen supply houses have been visited locally, within a fifty mile radius, and there has been fifteen percent minority participation thus far.
Mr. Roberson stated that the Local Government Commission’s (LGC) push for information has resulted in the project being pushed ahead by three months with an anticipated substantially complete date of March 2020. This presentation was given as information only.
C. Community Recreation Center GMP
Mr. Chad Roberson presented the Guaranteed Maximum Price for the Community Recreation Center as required by the contract and provided Change Order #1 to Harper Corporation’s existing contract for Board consideration. Change Order #1 for the GMP includes Clarifications, Schedule of Values, General Conditions Itemized Costs, weather assumptions, and Preliminary Project Schedule. Additionally, the Total Project Budget indicating budgetary items necessary for the successful completion of the project includes the following:
· owner contingency
· architectural fees
· engineering fees
· building permit fees
· bid contingency
· special inspections budget
· survey costs
· technology/equipment budget
· furniture, fixture and equipment budget
Mr. Roberson stated that the building will be turnkey and ready for operations at completion.
The proposed Guaranteed Maximum Price (GMP) is $32,937,626 with a total project budget of $38,547,395.78. The difference between the Schematic total project budget and GMP is $3,600,178.40.
There are two options for handling the increase:
Option 1 is to reduce the scope of the project. Should the Board choose this option the only way to reduce the cost by $3.6 million is delete two of the gyms and construct them at a later date. This option would also reduce the walking track and will cost more to construct in the future.
Option 2 would be to appropriate the additional funds necessary from the general fund balance. A $3.6 million fund balance allocation would leave the County with an unaudited fund balance in the range of 30%-33% which is well above the required amount.
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to approve the Guaranteed Maximum Price (GMP) for the Community Recreation Center in the amount of $32,937,626.
VOTE: Aye-5
Nay-0
Vice-Chairman Kennedy, seconded by Commissioner Turnbow, moved to approve Change Order # 1 for a total project budget of $38,547,395.78 with the additional $3.6 million to cover the increase to be allocated from the general fund balance.
VOTE: Aye-5
Nay-0
Miscellaneous Administrative Matters
A. Announcements
County Manager Geouque announced that the Trustees of Caldwell Community College & Technical Institute (CCC&TI) invited the Board of Commissioners to a meeting on Wednesday, September 19, 2018, at 6:00 P.M. at the Watauga Instructional Facility on Hwy 105 Bypass, Boone NC, in Room 112.
Public Comment
There was no public comment.
Closed Session
At 6:29 P.M., Commissioner Turnbow, seconded by Vice-Chairman Kennedy, 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 Yates, seconded by Commissioner Turnbow, moved to resume the open meeting at 7:25 P.M.
VOTE: Aye-5
Nay-0
Adjourn
Commissioner Turnbow, seconded by Vice-Chairman Kennedy, moved to adjourn the meeting at 7:25 P.M.
VOTE: Aye-5
Nay-0
John Welch, Chairman
ATTEST:
Anita J. Fogle, Clerk to the Board