The Alleghany County Board of Commissioners met in regular session on Monday, February 20, 2006, at 10:00am in the Conference Room of the County Office Building, 90 South Main Street, Sparta, North Carolina.

 

            Present:  Chair Eldon Edwards, Vice-Chair Warren Taylor, Commissioner Sandy Carter Herndon, Commissioner Ken Richardson, County Attorney Donna Shumate, County Manager Don Adams and Clerk to the Board Karen Evans.  Commissioner Graylen Blevins was absent.

 

Chair Eldon Edwards called the meeting to order and welcomed everyone.

 

Commissioner Sandy Carter Herndon opened the meeting with a prayer.

 

Chair Eldon Edwards stated that the annual report for the Sparta-Alleghany Volunteer Fire Department needs to be removed from this agenda.

 

Commissioner Warren Taylor made a motion to approve the amended agenda for this February 20, 2006, meeting.  Commissioner Sandy Carter Herndon seconded the motion.   Vote 4:0.

 

AGENDA

Monday, February 20, 2006

10:00 AM

 

10:00              Meeting Called To Order

                        Motion on Agenda for February 20, 2006 meeting

Motion on Minutes for January 30, 2006 joint meeting & February 6, 2006, regular meeting

10:05              Karen Fender

                        RE:  Voting Machines

10:15              Mary Walker

                        RE:  Tax Releases & Refunds

10:30              Amy Pardue

                        RE:  Duncan Recreation Center for 2006 

                                CDBG Property Purchase

10:40              Glen Wing

RE:  Ropes Course

10:50              Sandy Ashley

                        RE:  Community Child Protection Team Annual Report

                                Income Maintenance Caseworker New Hire Training

11:05              Register of Deeds Annual Report

11:20              Sparta-Alleghany Volunteer Fire Department Annual Report   (removed)

                        County Business

1.      Solid Waste Transportation & Recycling Contracts

2.      Manager’s Meeting Briefing

3.      CJPP Budget Amendment

4.      Jail Hospital Expense Budget Amendment

5.      Cost Savings Contract

6.      Joint Meeting with Board of Education 

7.      Sparta Elementary School Renovation Project Ordinance

8.      Other Business

9.      Public Comments—30 minutes

10. Closed Session—NCGS 143-318.11 (a) (4)—economic development

              NCGS 143-318.11 (a) (6)—personnel

11.  Adjourn

 

Commissioner Sandy Carter Herndon made a motion to approve the minutes for the January 30 and February 6, 2006, meetings.  Commissioner Warren Taylor seconded the motion.  Vote 4:0.

 

Karen Fender, Elections Director, came before the Board to present the contract and grant acceptance agreement for the new voting machines.  She stated that the final costs to Alleghany County for the voting machines are $53,775.

 

County Manager Don Adams reviewed the breakdown of the costs including total costs of $196,565; grant amount of $112,790 and additional monies from the State being $30,000.  He explained budget amendment General Fund #23 in the amount of $142,790.

 

Commissioner Sandy Carter Herndon and Karen Fender discussed the costs of the software and hardware maintenance.

 

Commissioner Warren Taylor made a motion to approve the documents and budget amendment General Fund #23 in the amount of $142,790.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 4:0.

 

Mary Walker, Tax Administrator, presented the January 2006 real property requests in the amount of $2,901.47 for refunds and $2,295.50 for releases.

 

            Commissioner Sandy Carter Herndon made a motion to approve the January 2006 real property requests in the amount of $2,901.47 for refunds and $2,295.50 for releases.  Commissioner Warren Taylor seconded the motion.  Vote 4:0. 

 

            Mary Walker presented the January 2006 automobile requests in the amount of $369.66 for refunds and $1,470.43 for releases.

 

            Commissioner Warren Taylor made a motion to approve the January 2006 automobile requests in the amount of $369.66 for refunds and $1,470.43 for releases.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 4:0.

 

            Mary Walker presented a letter from Mr. Upright regarding a discovery that was completed for a dwelling located on his property.  She explained that his concern is about the late listing penalties because he didn’t realize he hadn’t paid taxes on the dwelling.  She read NCGS 105-312 about the Board’s options.  She stated that prior boards have never made any adjustments.  She explained the difference between NCGS 105-312 and 105-380.

 

            Commissioner Warren Taylor and Mary Walker discussed new tax software to show more information on the tax bill.

 

            Commissioner Sandy Carter Herndon stated that she thought it was the property owner’s responsibility to make sure the tax information was correct.

 

            Mary Walker stated that the burden of proof is on the taxpayer.  She further stated that everyone should check their property record card.

 

            Commissioner Warren Taylor and Mary Walker discussed these things could be taken care of during the Board of Equalization and Review.  She stated that the appeal timeline is 30 days after a discovery is made.

 

            Commissioner Sandy Carter Herndon stated her concern about opening the door for other requests if this request is granted.

 

            Commissioner Sandy Carter Herndon made a motion to not waive the penalties on the tax bill and send Mr. Upright a letter.  Commissioner Warren Taylor seconded the motion. Vote 4:0.

 

            Mary Walker presented a vehicle appeal for a Ford Taurus.  She stated that this vehicle has a salvage title, and she is recommending the value be at $1,000.

 

Commissioner Warren Taylor made a motion to approve the Tax Administrator’s recommendation of $1,000.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 4:0.

 

Mary Walker talked about a commercial solid waste bill for Jack Rollins from 2001.  She stated that he hasn’t paid the bill because he wasn’t sure if it belonged to him.  She explained that the bill was generated from the remodeling of a house into office space on Main Street.  She further explained that Melvin Coe verified his signature on the ticket on behalf of Jack Rollins.  She said that Melvin Coe was doing the work for Jack Rollins, and he told Jack Rollins about the bill.  She further said that she was letting the Board know of the situation.

 

Karen McGrady stated that the tickets go back to 2000, and Melvin Coe verified who signed the tickets for that job.

 

County Manager Don Adams explained that some additional rules have been set.  He reviewed the current policy and talked about having a better system now than in 2000-2001.

 

Amy Pardue, Planner/Recreation Director, presented a proposal for the Duncan Recreation Center pool to address the safety issues in order to open the pool this season.  She explained that she had talked with the health inspector and the County’s maintenance crew.  She reviewed the major safety concerns from the PARTF grant presentation.  She explained the amount needed for the safety issues; aquatic matting, deck patching, pool patching, pool paint, pressure washing, signs and pool thermometers.  She further explained that the prices for full aquatic matting and partial aquatic matting.  She talked about the total costs above the PARTF grant will be $365.  She explained the usage of the pool last year and issues about using the Wellness Center pool.

 

Commissioner Warren Taylor, Commissioner Sandy Carter Herndon and Amy Pardue discussed the aquatic matting.

 

Commissioner Sandy Carter Herndon made a motion to approve the full matting and allow the pool to open this season.

 

Commissioner Ken Richardson asked about money spent before the grant cycle will be the responsibility of the County.

 

County Manager Don Adams explained that the County will be bearing the entire costs for anything spent before the grant award date.  He talked about the long-term benefit from the matting.

 

Amy Pardue reminded everyone that the concerns at the pool aren’t new issues.

 

Commissioner Warren Taylor seconded Commissioner Herndon’s motion to approve the safety items and allow the pool to open this season.

 

Commissioner Ken Richardson asked if the motion was for the full amount.

 

Commissioner Sandy Carter Herndon stated yes.

 

The Board voted on the motion on the floor.  Vote 4:0.

 

Amy Pardue introduced Michelle Ball to discuss the CDBG property purchase.

 

Michelle Ball explained that one home that was scheduled to be replaced on the Scattered Site grant is on a 1/10 of an acre lot.  She explained that this property has a septic system but no water.  She further explained that the adjoining property owner would sell ¾ of acre.  She stated that there is money in the budget for this land purchase.  She explained that she couldn’t get anything to go through for purchasing the adjoining property, and the homeowner found another piece of property close to the original site that already has water but needs a septic system.  She explained that the purchase price is $17,500 for the 0.6 acre lot, everyone has agreed to this purchase, and the contract is ready to be signed.

 

County Manager Don Adams explained that one condition of the sale would be that a pump must be installed in the well.

 

Michelle Ball agreed and explained that the Health Department has been contacted about the septic system.

 

Commissioner Warren Taylor made a motion to approve the purchase contract for the property.

 

Commissioner Sandy Carter Herndon added that the sale be subject to a successful perk test and pump being installed.  She seconded the motion.  Vote 4:0.

 

County Manager Don Adams stated that in order to get the property in her name that this may come back before the Board later.

 

Glen Wing reviewed the forms, rules and regulations for the ropes course.  He stated that he is ready to start construction as soon as permission can be granted.

 

Chair Eldon Edwards and Glen Wing discussed the impact to the area, the lay of the land, daytime activity, and the course will be subject to weather conditions.

 

County Manager Don Adams explained that this will be handled through the recreation department and the facilitator will be paid through fees collected.  He asked Glen Wing to call him about the bridge area before construction because of springs in the area.

 

Commissioner Warren Taylor asked if the scheduling will go through the recreation department. 

 

Amy Pardue stated yes, it will.

 

Commissioner Ken Richardson made a motion to approve the ropes course.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 4:0.

 

Sandy Ashley, Social Services Director, presented the annual report from the Child Protection Team/Child Fatality Prevention Team.  She gave an overview of the teams’ actions.  She reviewed the gaps and deficiencies and how to address these problems.

 

Commissioner Sandy Carter Herndon, Commissioner Warren Taylor, Sandy Ashley and Eva Wooten discussed the growing difficulty of communicating with Spanish-speaking people and the inability to find interpreters when they are needed. 

 

Commissioner Sandy Carter Herndon asked that a job description be put together in order to help find some interpreters.

 

Sandy Ashley mentioned that she gave the Board a list of the current membership for the teams.

 

Chair Eldon Edwards thanked Sandy Ashely and Eva Wooten for the report.

 

Sandy Ashley informed the Board about three awards child protection services received for 2004-2005.  She explained each award.

 

Sandy Ashley told the Board that Marlene Caudill is retiring at the end of the March, and she is requesting permission to overlap one position in March in order to allow for a smooth transition.  She stated that no additional money is needed.

 

Commissioner Ken Richardson made a motion to approve the request to overlap positions in March.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 4:0.

 

Lizabeth Roupe came before the Board to present the annual report for the Register of Deeds office.  She talked about moving into the new Administration Building and thanked the Maintenance Department and the County Manager for their efforts on the move.  She stated that everyone appreciates the additional space.  She reviewed the number of deeds recorded, cancellation of deed of trusts recorded, excise tax collected, value of property transferred, number of vital certified records issued, marriage licenses issued, death certificates recorded, plats recorded, new notaries sworn in and the number of non-certified records issued.  She reviewed their long term and short term goals.  She further reviewed the duties of her staff.  She explained the amount of training involved for electronic recordation.

 

County Manager Don Adams mentioned a contract with the Clerk of Court’s Office and the Register of Deeds’ office.  He stated that Lizabeth Roupe has researched how the two offices can be connected electronically.

 

Lizabeth Roupe talked about 14 counties in the State already have this capability.  She stated that the Administrative Office of the Courts will provide the pilot software for free.

 

County Manager Don Adams mentioned the contract covers what you can do with the software.  He stated that it is a secure software package.

 

Commissioner Sandy Carter Herndon complimented the Register of Deeds office and the accessibility to the records.

 

County Manager Don Adams presented a letter from Allied Waste (BFI) regarding the options they are offering for the transportation and disposal of the County’s solid waste.  He reviewed the two options they are offering and explained the differences.  He stated he contacted GDS, and they can’t bid on a package at this time.

 

The Board of Commissioners talked about there is a more security with a three-year contract.

 

Commissioner Warren Taylor made a motion to approve the three-year option with Allied Waste (BFI).  Commissioner Ken Richardson seconded the motion.  Vote 4:0.

 

County Manager Don Adams stated that he would like to make the Board aware of bills of concern that he learned about at his manager’s meeting.

 

Commissioner Ken Richardson gave the Board an update on the Medicaid relief.  He explained that he attended the NCACC steering committee last Tuesday.  He stated larger counties oppose this action, there were more representatives from the larger counties at the meeting and the vote was to not recommend the sales tax option.  He explained that the full Board of Directors decided to not vote on the matter.  He further explained discussions on the Medicaid issue and sales tax.

 

County Manager Don Adams continued reviewing the bills of concern including exempting builders’ inventory, public-private solid waste collections and 911 fees.  He explained how these bills could affect the County.

 

County Manager Don Adams presented budget amendment General Fund #21 in the amount of $2,300 for CJPP.  He stated that additional monies had been received from the State.

 

Commissioner Warren Taylor made a motion to approve budget amendment General Fund #21 in the amount of $2,300 for CJPP.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 4:0.

 

County Manager Don Adams presented budget amendment General Fund #23 in the amount of $109,500 for the Jail medical expenses.  He explained that this is a follow-up regarding the inmate that had heart bypass surgery and an additional $33,500 for increased medical costs due to having more inmates than was budgeted.  He informed the Board that the same issue will be discussed for the food for inmates.

 

Commissioner Warren Taylor made a motion to approve budget amendment General Fund #23 in the amount of $109,500 for the Jail medical expenses.  Commissioner Ken Richardson seconded the motion.  Vote 4:0.

 

County Manager Don Adams talked about a cost savings contract with Bob Segal.  He reminded the Board that Mr. Segal has previously worked on a telecommunication contract for the County.  He stated that Mr. Segal gave him a list of suggestions to save money on telecommunications.  He further stated that he asked Mr. Segal to research some of these issues.  He reminded the Board that Mr. Segal receives half of the savings that the County gets through suggestions that are implemented.  He gave the Board reasons why he is asking for another contract with Mr. Segal.  He asked the Board to exempt the Jail in the cost savings contract because he was already working on some items there.

 

Commissioner Warren Taylor and County Manager Don Adams discussed that Mr. Segal would only have access to public records.

 

Commissioner Ken Richardson made a motion to approve the contract with Bob Segal with the exception of the Law Enforcement Center.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 4:0.

 

Chair Eldon Edwards stated that he had spoken to Charles Joines about a meeting with the School Board.  He further stated that they could meet on March 13 at 5:00pm at the Board of Education Conference Room.

 

County Manager Don Adams presented the project ordinance for the Sparta Elementary School renovation project in the amount of $1,950,000.  He reviewed the ordinance.

 

Commissioner Warren Taylor made a motion to approve the project ordinance for Sparta Elementary School in the amount of $1,950,000.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 4:0.

 

Chair Eldon Edwards mentioned a letter he received from the Partnership for Children requesting a Commissioner or appointee to fill the vacancy on their board.

 

County Manager Don Adams talked about their meeting schedule.

 

Commissioner Warren Taylor stated that he will try to go to the meetings.

 

Chair Eldon Edwards stated his appreciation.

 

Chair Eldon Edwards made a motion to approve Warren Taylor to serve on the Partnership for Children board.  Commissioner Ken Richardson seconded the motion.  Vote 4:0.

 

Chair Eldon Edwards talked about the eminent domain issue that has been discussed.

 

Commissioner Ken Richardson stated that he understands that it may not be introduced in the short session but probably would be introduced in the 2007 session.

 

Commissioner Warren Taylor talked about recent action regarding BB&T and eminent domain and other lending institutions following BB&T.

 

Commissioner Sandy Carter Herndon stated that there are efforts being made in the County to oppose it in Alleghany County.

 

Commissioner Warren Taylor and Commissioner Sandy Carter Herndon stated that they don’t think it is a good idea.

 

Chair Eldon Edwards asked for further public comments.  None were received.

 

            Commissioner Warren Taylor made a motion to enter into closed session at 12:01pm under NCGS 143-318.11 (a) (4)—economic development and (a) (6)—personnel.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 4:0.

 

            The Board of Commissioners took a brief recess at 12:01pm.

 

            Commissioner Warren Taylor made a motion to adjourn the closed session at 12:24pm and reconvene the regular meeting.  Chair Eldon Edwards seconded the motion.  Vote 4:0.

 

            Chair Eldon Edwards stated no action was taken during closed session.

 

            Being no further business, Commissioner Warren Taylor made a motion to adjourn the meeting at 12:25pm. 

 

            Commissioner Sandy Carter Herndon asked about the status of the land-use plan.

 

            County Manager Don Adams stated that a committee meeting has been scheduled for next week, and he will be presenting it to the Commissioners at the first meeting in March.  He explained that it is missing some elements.

 

            Commissioner Ken Richardson stated the Board of Commissioners must come up with the final version.

 

            Commissioner Sandy Carter Herndon seconded the motion to adjourn at 12:36pm.  Vote 4:0.

 

Respectfully Submitted,

 

 

 

Karen Evans

Clerk to the Board

 

 

Attest:

 

 

 

Eldon Edwards

Chairman

 

ALLEGHANY COUNTY PROJECT ORDINANCE

 

Sparta Elementary School

 

 

                BE IT ORDAINED by the Board of Commissioners of Alleghany County, North Carolina, meeting this the 20th day of February, 2006 that:

 

                Section I.   The following amounts are hereby appropriated to be expended in the Sparta Elementary School Capital Project Fund for the life of the Project:

 

                                Construction                                                                         $  1,654,400

                                Architect Fees                                                                                      99,264

                                Furniture/Technology                                                                         90,266

                                Contingency                                                                                         106,070

                                                                                                                                                $  1,950,000

 

                Section II.   It is estimated that the following revenues will be available in the Sparta Elementary School Capital Project Fund for the life of the Project:

 

                                Loan Proceeds                                                                      $  1,950,000

                               

 

                Adopted this the 20th day of February, 2006.