The Alleghany County Board of Commissioners met in regular session on Monday, October 20, 2003, at 3:30pm in the Conference Room of the County Office Building, 90 South Main Street, Sparta, North Carolina.

Present: Vice-Chair Warren Taylor, Commissioner Sandy Carter, Commissioner Patrick Woodie, County Manager Don Adams, and Clerk to the Board Karen Evans. Commissioner Graylen Blevins was present but arrived late. Chair Eldon Edwards and County Attorney Ed Woltz were absent.

Vice-Chair Warren Taylor called the meeting to order and opened with a prayer.

Commissioner Sandy Carter made a motion to approve the agenda for this October 20, 2003, meeting. Commissioner Patrick Woodie seconded the motion. Vote 3:0.

AGENDA

Monday, October 20, 2003

3:30 PM

3:30 Meeting Called To Order

Motion on Agenda for October 20, 2003 meeting

Motion on Minutes for September 29 & October 6, 2003, meetings

3:35 Mary Walker

RE: Tax Releases & Refunds

3:45 Susanne Irwin

RE: Library Expansion Needs

4:00 Bill Neil

RE: Annual Probation Report

County Business

1. Budget Amendment—Insurance Proceeds

2. Budget Amendment—Workers Comp Audit

3. Transfer Facility Waste Disposal

4. Recreation Recommendations

5. Other Business

6. Public Comments—30 minutes

7. Adjourn

Commissioner Patrick Woodie made a motion to approve the September 29 & October 6, 2003, minutes. Commissioner Sandy Carter seconded the motion. Vote 3:0.

Mary Walker, Tax Administrator, presented the tax refund requests for September 2003 in the amount of $7,695.02 for real property and $1,101.16 for vehicles.

Commissioner Patrick Woodie made a motion to approve the tax refund requests for September 2003 in the amount of $7,695.02 for real property and $1,101.16 for vehicles. Commissioner Sandy Carter seconded the motion. Vote 3:0.

Mary Walker, Tax Administrator, presented the tax release requests for September 2003 in the amount of $3,775.47 for real property and $580.43 for vehicles.

Commissioner Sandy Carter made a motion to approve the tax release requests for September 2003 in the amount of $3,775.47 for real property and $580.43 for vehicles. Commissioner Patrick Woodie seconded the motion. Vote 3:0.

Mary Walker, Tax Administrator, presented a motor-vehicle appeal for a 1995 Chevrolet Truck with a tax value of $7,200, appraised value of $4,500 and NADA book value of $6,675, which is her recommendation.

Commissioner Sandy Carter made a motion to approve the Tax Administrator’s recommendation of $6,675 for this appeal. Commissioner Patrick Woodie seconded the motion. Vote 3:0.

Mary Walker, Tax Administrator, discussed hiring an Assistant Tax Appraiser. She explained the process of her moving to the Tax Administrator’s position and Rita Miller moving to Assistant Tax Administrator/Appraiser. She stated that at the time they moved into the new positions, a discussion was held regarding having an assistant tax appraiser. She explained the need to reclassify the vacant Tax Clerk’s position to the Assistant Tax Appraiser’s position.

Commissioner Patrick Woodie made a motion to give Mary Walker permission to advertise and hire an assistant tax appraiser. Commissioner Sandy Carter seconded the motion. Vote 3:0.

Susanne Irwin gave the Board a presentation about the public library and the need for a public library in Alleghany County. She discussed the current building and facility needs of the Alleghany County Library.

Pat Polley came before the Board to give an overview of the Friends of the Library. She explained that the Friends of the Library try to earn money to assist in providing the public library services.

Commissioner Graylen Blevins arrived at 3:50pm.

Pat Polley continued to discuss ways the Friends of the Library help in providing assistance to the Library.

Commissioner Sandy Carter asked if any plans have been started in finding out what is needed by the Library.

Ken Richardson stated that a feasibility study has been completed and determined the need is there.

Commissioner Sandy Carter asked is the Library Board knows an approximate dollar amount for this project.

Ken Richardson stated that the experts have determined that the current building is not a feasible solution to remodel to suit their building needs. He explained the need and costs of a new building with approximately 10,000 square feet.

Commissioner Warren Taylor asked about any other source of revenue other than County funds.

Ken Richardson stated that the Library Board is looking at any and all of other funding sources.

Commissioner Sandy Carter asked how many square feet is in the current building.

Ken Richardson estimated about 3,500 square feet. He explained that parts of the library can’t be used except for certain functions and that limits the usage.

Commissioner Patrick Woodie stated that Alleghany County has a high circulation rate per capita compared to the region. He talked about the current building is not suited well for another renovation.

Ken Richardson talked about this will be a joint effort between the library and the Genealogical Society.

Commissioner Graylen Blevins mentioned the programs that are offered through the library and the need to accommodate these programs.

Ken Richardson stated that the new facility would definitely address these needs.

Bill Neil came before the Board to present the annual probation report for Alleghany County.

The Board of Commissioners and Bill Neil discussed statistics for Alleghany County and preventive measures.

County Manager Don Adams presented budget amendment General Fund #10 in the amount of $2,326 for lightening damage at Green Mountain radio communication tower.

Commissioner Sandy Carter made a motion to approve budget amendment General Fund #10 in the amount of $2,326. Commissioner Graylen Blevins seconded the motion. Vote 4:0.

County Manager Don Adams presented budget amendment General Fund #11 in the amount of $17,972 for the Workers Comp Audit.

Commissioner Patrick Woodie made a motion to approve budget amendment General Fund #11 in the amount of $17,972 for the Workers Comp Audit. Commissioner Graylen Blevins seconded the motion. Vote 4:0.

County Manager Don Adams presented the Citizen Participation Plan for the Scattered Site Housing grant. He explained the plan to the Board.

Commissioner Sandy Carter made a motion to approve the Citizen Participation Plan for the Scattered Site Housing grant. Commissioner Patrick Woodie seconded the motion. Vote 4:0.

County Manager Don Adams talked to the Board about the garbage contract that is set to expire next Spring. He gave the Board a review of past events, no current competition for BFI at this time and BFI is willing to extend their contract. He stated that he is requesting the Board to extend the current contract for six months or a year to see if competition increases during that time. He stated that he is just letting the Board know about this at this time, and the Board can go out to bid if they are interested in doing so.

Commissioner Sandy Carter talked about BFI coming here to make the offer.

County Manager Don Adams talked about the previous bidding cycle and the bids that were received at that time.

Commissioner Graylen Blevins stated that the Board doesn’t have to make a decision until December to give the County Manager time to bid this out if the Board decides to do so.

County Manager Don Adams stated that the only reason he brought this subject up at this time was to let the public know that the County may extend the current contract and see if there is public interest in the transportation of the garbage.

County Manager Don Adams stated that he has put together his final recommendations regarding creating a recreation department. He handed out documents that explain the current operations of the Recreation Commission and Little League Commission. He gave an overview of these documents. He reviewed his recommendations of the recreation programs including consolidating recreation in the County.

Commissioner Patrick Woodie stated that the latest edition of Blue Ridge Country features Commissioner Sandy Carter and also has several articles about Alleghany County.

Commissioner Sandy Carter left the meeting at 4:48pm.

County Manager Don Adams handed out papers regarding the timeline and budgets of creating a County recreation department. He explained the timeline and budgets in detail.

Commissioner Warren Taylor stated that the key to this program will be the recreation director meaning the director could make this program or cause this program to fail.

County Manager Don Adams stated that this program will be met with some resistance but also several groups are supporting this program.

The Board of Commissioners and County Manager Don Adams discussed the current recreation commission and little league commission acting as advisory boards to the new consolidated recreation department.

County Manager Don Adams reminded the Board that he isn’t looking for any action on this matter now. He stated that he just wanted to get the information to the Board for them to start thinking about moving to a consolidated recreation system if the Board decides to do so.

Commissioner Patrick Woodie asked the County Manager to meet with Travis Sturgill to find out what needs to be done to ensure the Commissioners meetings will be videotaped.

The Board of Commissioners and County Manager Don Adams discussed different ways to ensure an individual is here to videotape the meetings.

Vice-Chair Warren Taylor asked for public comments. None were received.

Being no further business, Commissioner Patrick Woodie made a motion to adjourn the meeting at 5:21pm. Commissioner Graylen Blevins seconded the motion. Vote 3:0.

Respectfully submitted,

Karen Evans

Clerk to the Board

Attest:

Eldon Edwards

Chairman