The Alleghany County Board of Commissioners met in regular session on Monday, March 6, 2006, at 6:30pm 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 Graylen Blevins, Commissioner Sandy Carter Herndon, Commissioner Ken Richardson, County Attorney Donna Shumate, County Manager Don Adams, and Clerk to the Board Karen Evans. 

 

Chair Eldon Edwards called the meeting to order.

 

Commissioner Graylen Blevins opened the meeting with a prayer.

 

Chair Eldon Edwards stated that closed session needs to be added to the agenda for economic development and Laurel Springs Volunteer Fire Department needs to be removed.

 

Commissioner Warren Taylor made a motion to approve the amended agenda for this March 6, 2006, meeting.  Commissioner Graylen Blevins seconded the motion.  Vote 5:0.

 

AGENDA

Monday, March 6, 2006

6:30 PM

 

6:30                Meeting Called To Order

                        Motion on Agenda for March 6, 2006, meeting

Motion on Minutes for February 20, 2006, meeting

6:35                Joy Hines

                        RE: Finance Office Annual Report

                                2005/2006 Audit Contract

6:50                Soil and Water Annual Report

7:05                Laurel Springs Volunteer Fire Department Annual Report  (deleted)

                        County Business

1.      Duncan Recreation Center Budget Amendment

2.      AOC-Register of Deeds Contract

3.      Home & Community Care Block Grant Appointment

4.      Newspaper Donation

5.      Planning Committee Report

6.      Other Business

7.      Public Comments—30 minutes

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

9.      Adjourn

 

Commissioner Sandy Carter Herndon made a motion to approve the minutes for the February 20, 2006, meeting.  Commissioner Warren Taylor seconded the motion.  Vote 5:0.

 

Joy Hines, Finance Officer, presented the audit contract with Martin Starnes & Associates for 2005-2006.  She explained that the contract is $600 higher than last year.

 

Commissioner Warren Taylor and Joy Hines discussed the price of the audit including the printing costs.

 

Commissioner Warren Taylor made a motion to approve the Finance Officer’s recommendation to enter into contract with Martin Starnes & Associates for the 2005-2006 audit.   Commissioner Sandy Carter Herndon seconded the motion.  Vote 5:0.

 

Joy Hines presented the annual report for the Finance Office.  She reviewed the number of employees in the department, functions of the department, number of payroll and expense checks issued monthly, number of solid waste bills generated monthly and investing money procedures.  She explained the finance software has been implemented in phases.  She reviewed the phases and explained that Department Heads can access their department’s data from their desk.

 

Chair Eldon Edwards and Joy Hines discussed the amount of time spent on solid waste billing.

 

Commissioner Warren Taylor and Joy Hines talked about shopping around at the local banks when investing money to get the best interest rate.

 

Commissioner Sandy Carter Herndon, Joy Hines and County Manager Don Adams discussed working on a RFP for the checking account and waiting until the direct deposit transition was completed.

 

Commissioner Warren Taylor and Joy Hines discussed Bob Segal has been very helpful so far.

 

Commissioner Sandy Carter Herndon and Joy Hines discussed the amount of money that is invested in CDs.  Mrs. Hines explained that CDs are normally purchased in increments of $350,000 to $400,000.  She further explained CDs come due weekly.

 

Joy Hines reviewed the purchasing process for departments.

 

County Manager Don Adams talked about the purchase order requirement of $100 is one of the tighter controls across the State.  He explained the process if the budget lines are overspent and line item transfers.

 

The Board of Commissioners stated their appreciation to the Finance Office.

 

Linda Hash came before the Board to present the annual report for the Soil and Water Conservation District.  She presented a PowerPoint presentation showing their activities and accomplishments for last year.  She reviewed their mission statement, board members and staff.  She further reviewed the district programs including educational programs, technical/financial assistance programs, farmland preservation program and the ecosystem enhancement program.  She described the accomplishments for each program.  She gave the Board an activity summary that showed the number of activities and contacts they had during the year. 

 

Commissioner Sandy Carter Herndon and Linda Hash discussed the requirements for the Farmland Preservation Program.

 

County Manager Don Adams presented budget amendment General Fund #24 in the amount of $8,155 for the repairs and renovations at the Duncan Recreation Center that was approved at the last meeting.

 

Commissioner Warren Taylor made a motion to approve budget amendment General Fund #24 in the amount of $8,155 for the repairs and renovations at the Duncan Recreation Center.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 5:0.

 

County Manager Don Adams presented the contract between the Administrative Office of the Courts and Register of Deeds.  He reminded the Board that this will connect the Clerk of Court’s office with the Register of Deed’s office.  He explained the purpose for providing this service.

 

Chair Eldon Edwards made a motion to approve the contract with the Administrative Office of the Courts.  Commissioner Warren Taylor seconded the motion.  Vote 5:0.

 

County Manager Don Adams presented a letter from Janis Fender stating that Sherrie Peeler needs to be appointed to replace George Stancil on the Home & Community Care Block Grant Advisory Board.

 

Commissioner Warren Taylor made a motion to approve Sherrie Peeler to replace George Stancil on the Home & Community Care Block Grant Advisory Board.  Commissioner Sandy Carter Herndon seconded the motion.

 

County Manager Don Adams stated that Council on Aging is also requesting to be appointed as the Lead Agency for the Home & Community Care Block Grant.

 

Clerk to the Board Karen Evans stated that George Stancil just informed her that Sherrie Peeler will not need to be appointed to the Home & Community Care Block Grant Advisory Board because he is going to continue serving on that Board.

 

Commissioner Warren Taylor amended his motion to approve Council on Aging to serve as the Lead Agency for the Home & Community Care Block Grant and leave George Stancil on the Board.  Commissioner Sandy Carter Herndon seconded the amended motion.  Vote 5:0.

 

County Manager Don Adams turned the meeting over to Coby Larue to introduce a gentleman about a newspaper donation.

 

Coby Larue introduced Dick Pruitt to speak to the Board about an old newspaper.  He explained that Mr. Pruitt has an 1894 newspaper from The Alleghany Star, and he would like it publicly displayed for everyone to be able to view it.

 

Dick Pruitt explained the history of the newspaper and stated that he would like the paper to be displayed in a public place for everyone to be able to view it.

 

The Board of Commissioners and Dick Pruitt discussed ways to preserve the newspaper and where to display it.

 

Commissioner Ken Richardson stated that on behalf of the library, he could take custody of the newspaper and find the best way to preserve it.

 

Chair Eldon Edwards stated that someone needs to make sure it is safeguarded and taken care of it.

 

The Board of Commissioners stated their appreciation to Dick Pruitt for the newspaper donation.

 

County Manager Don Adams explained that the land-use planning committee has asked to do a presentation to the Planning Board regarding their activities.  He explained that the committee is meeting again on March 16 and the Planning Board could meet any time after that for the formal presentation.

 

Commissioner Warren Taylor asked about the number of hours these volunteers have worked on this project.

 

County Manager Don Adams stated that he would have to check the minutes in order to determine the amount of time spent on the project.

 

The Board of Commissioners discussed dates and times to hold the Planning Board meeting.  They decided the Planning Board will meet on Monday, March 20, 2006, at 6:30pm.

 

Commissioner Warren Taylor stated that something special should be done for the committee members.

 

County Manager Don Adams mentioned the Department of Transportation (DOT) is holding a Community Citizens Input Meeting regarding US 21 on April 18 at the Cherry Lane Community Building.  He explained that from 4:00pm to 7:00pm they will gather input from citizens and answer any questions.  He further explained that they will be meeting with government officials from 2:00pm to 4:00pm to discuss the project with them.

 

Commissioner Ken Richardson talked about a citizen had came to him regarding an article in the Winston-Salem Journal about highway monies for the northwestern counties showing Alleghany County not receiving any money.  He explained that after reading the article, DOT has 7.5 million dollars for this region and 3 million dollars have been allocated.  He further explained that he told the citizen about Commissioner Taylor serving on the High Country RPO.  He talked about the need for knowledge and input on highway projects in the County.  He further talked about the majority of the improvements are repaving major roads.

 

Commissioner Warren Taylor stated that DOT completed a lot of paving here last year, and it is done on an as-needed basis.

 

Commissioner Ken Richardson stated that he will keep a running total on the road improvements.

 

Commissioner Warren Taylor explained the purpose and function of the RPO.

 

Chair Eldon Edwards talked about a fax received from Suffolk County Executive Office asking for our support on immigration reform.

 

Commissioner Sandy Carter Herndon and Commissioner Warren Taylor asked what is appropriate action.

 

Chair Eldon Edwards reminded everyone of the joint meeting with the Board of Education on March 13 at 5:00pm at the Board of Education’s conference room.

 

Chair Eldon Edwards stated that the Commissioners and Town Council have been invited to attend a luncheon at BROC on Wednesday at 1:00pm.

 

Chair Eldon Edwards mentioned the invitation to the Pine Wood Derby this weekend.

 

Commissioner Ken Richardson talked about the two-year celebration at the Wellness Center on March 11 and encouraged everyone to attend.

 

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

 

            Commissioner Warren Taylor made a motion to enter into closed session at 7:45pm under NCGS 143-318.11 (a) (4)—economic development. Commissioner Sandy Carter Herndon seconded the motion.  Vote 5:0.

 

            The Board of Commissioners took a brief recess at 7:45pm.

 

            Chair Eldon Edwards made a motion to adjourn the closed session at 8:10pm and reconvene the regular meeting.  Commissioner Warren Taylor seconded the motion.  Vote 5:0.

 

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

 

            Being no further business, Commissioner Warren Taylor made a motion to adjourn at 8:11pm.  Commissioner Sandy Carter Herndon seconded the motion.  Vote 5:0.

 

Respectfully submitted,                   

 

 

Karen Evans                         

Clerk to the Board                

 

Attest:

 

 

Eldon Edwards

Chairman