MINUTES
WATAUGA COUNTY BOARD OF COMMISSIONERS
MONDAY, APRIL 7, 2003
The Watauga County Board of Commissioners held a regular meeting on Monday, April 7, 2003, at 8:30 A.M. in the Board Room of the Watauga County Courthouse.
PRESENT: James Coffey, Chairman
Jimmy Hodges, Vice-Chairman
David Blust, Commissioner
Keith Honeycutt, Commissioner
Allen Trivette, Commissioner
Rebecca Eggers-Gryder, County Attorney
Robert E. Nelson, Jr., County Manager
Deron Geouque, Assistant County Manager
Anita J. Fogle, Clerk to the Board
Chairman Coffey called the meeting to order at 8:30 A.M. welcoming those in attendance.
Chairman Coffey announced that Vice-Chairman Hodges was representing the County at a function and was to arrive shortly.
A moment of silence was observed.
APPROVAL OF MINUTES
Chairman Coffey called for additions and/or corrections to the March 18, 2003, regular meeting minutes and the March 18, 2003, closed session minutes.
Chairman Blust, seconded by Commissioner Honeycutt, moved to approve the March 18, 2003, regular meeting minutes and the March 18, 2003, closed session minutes as presented.
VOTE: Aye-4 (Coffey, Blust, Honeycutt, Trivette)
Nay-0
Absent-1 (Hodges)
APPROVAL OF AGENDA
Chairman Coffey called for additions or corrections to the April 7, 2003, agenda.
Commissioner Honeycutt, seconded by Commissioner Blust, moved to approve the April 7, 2003, agenda as presented.
VOTE: Aye-4 (Coffey, Blust, Honeycutt, Trivette)
Nay-0
Absent-1 (Hodges)
TAX MATTERS
A. Monthly Collections Report – Tax Administrator, Kelvin Byrd, presented the Tax Collections Report for the month of March 2003.
B. Releases and Refunds – Tax Administrator Byrd presented the following Refunds and Releases for March 2003 for Board approval:
TO BE TYPED IN MINUTE BOOK
Commissioner Honeycutt, seconded by Commissioner Blust, moved to approve the Refunds and Releases Report for March 2003 as presented.
VOTE: Aye-4 (Coffey, Blust, Honeycutt, Trivette)
Nay-0
Absent-1 (Hodges)
BUDGET AMENDMENTS
Finance Director Doris Isaacs presented the following budget amendments for Board approval:
Account # Description Debit Credit
103300-343304 Domestic Prep. Program $27,986
104310-449902 Sheriff Dept.-DPP Grant $5,000
104370-449900 EMS/Rescue Squads-DPP $5,000
104330-449904 Misc.-DPP-Town of B.Rock $5,000
104330-449905 Misc.-Exercise $2,503
104330-449906 Misc.-Fire Depts. $5,482
104330-449907 Misc.-Town of Boone $5,000
The amendment recognized the award of Domestic Preparedness Program as a part of the National Homeland Security Program. The Board of Commissioners appointed a local committee to determine the use of these funds at the September 17, 2002 meeting. At the March 3, 2003, meeting, the Board of Commissioners approved the expenditure plan recommended by the local committee.
Account # Description Debit Credit
103300-343301 Hazard Mitigation Grant $15,000
104330-452000 Cap. Outlay-DP Equip. $4,500
104330-452100 Cap. Outlay-Software $2,000
104330-449901 Misc. Exp.-Hazard Mitigation $2,444
104330-434101 Printing-Hazard Mitigation $1,000
104330-469500 Contracted Ser.-Hazard Mitigation $5,056
The amendment recognized the award of the Hazard Mitigation Grant to be used to develop a flood mitigation plan with visual GIS data to complement the written plan. The required match of $5,000 was provided in-kind with Emergency Management staff. The Board approved the application for this grant at their March 3, 2003, meeting. Notification of the award was received February 24, 2003.
Account # Description Debit Credit
103586-332001 Medicaid Reim. Fees $150,000
105550-412101 Salaries-Non-Regular $150,000
The amendment recognized additional Medicaid reimbursement revenue and an increase in non-regular salaries expenditures.
Account # Description Debit Credit
663200-327501 Scrap Tire Disposal Grant $10,186
667420-465665 Scrap Tire Disposal Expense $10,186
The amendment recognized an award of the Scrap Tire Disposal Grant and additional funds for disposal expenses.
Account # Description Debit Credit
264330-451000 Capital Outlay-Equip. $12,335
264330-449902 Misc.-B.Rock-Furn.Reimb. $13,594
263991-399101 Approp. Fund Bal.-New $25,929
The amendment appropriated fund balance for unbudgeted expenditures for a server needed for E-911, which was scheduled for replacement next year, but became a critical need mid-year. Also, to appropriate funds to reimburse the Town of Blowing Rock for dispatch furniture.
Commissioner Blust, seconded by Commissioner Trivette, moved to approve the budget amendments as presented.
VOTE: Aye-4 (Coffey, Blust, Honeycutt, Trivette)
Nay-0
Absent-1 (Hodges)
PROPOSED WATAUGA COUNTY COMMUNITY PRIDE WEEK
Assistant County Manager Geouque discussed a proposed Resolution proclaiming the week of May 26-May 31, 2003 as “Community Pride Week” in Watauga County. Mr. Geouque discussed planned activities for that week and then read the Resolution.
Commissioner Trivette, seconded by Commissioner Honeycutt, moved to adopt the Resolution for Watauga County Community Pride Week.
VOTE: Aye-4 (Coffey, Blust, Honeycutt, Trivette)
Nay-0
Absent-1 (Hodges)
GREEN VALLEY COMMUNITY PARK, INC., REQUEST FOR ASSISTANCE
Mr. Eric Gustaveson, Vice-President, of Green Valley Park, Inc. requested in-kind assistance from the Watauga County Sanitation Department for site preparation at the Green Valley Park on Big Hill Road. Mr. Gustaveson stated he understood the County had two major projects that would involve the Sanitation Department’s heavy equipment and crews that must be finished prior to any work on the park. Green Valley Park, Inc., was responsible for all required engineering and permitting prior to the start of the project.
Commissioner Honeycutt, seconded by Commissioner Trivette, moved to approve the request for in-kind assistance from the Watauga County Sanitation Department for site preparation at the Green Valley Park on Big Hill Road.
Commissioner Coffey volunteered to assist with the project.
VOTE: Aye-4 (Coffey, Blust, Honeycutt, Trivette)
Nay-0
Absent-1 (Hodges)
FIRE MARSHAL/EMERGENCY MANAGEMENT MATTERS
A. FEMA Operations Planning Grant Request – Watauga County Fire Marshal Lisa Danner discussed the opportunity for Watauga County to apply for up to $20,000 in Federal Emergency Management Assistance (FEMA) grant funds to update or enhance the County’s emergency operation plans. Ms. Danner stated that no local match was required.
Commissioner Blust, seconded by Commissioner Trivette, moved to approve the request to apply for the Federal Emergency Management Assistance (FEMA) grant funds as presented by Ms. Danner.
VOTE: Aye-4 (Coffey, Blust, Honeycutt, Trivette)
Nay-0
Absent-1 (Hodges)
B. Travel Request – Ms. Danner stated that she had the opportunity to attend a Weapons of Mass Destruction Exercise Development Class in Las Vegas, Nevada, April 27-May 2, 2003. The class was sponsored by the US Department of Justice and there was no cost to Watauga County for this requested travel other than Ms. Danner’s salary the week of the training. Ms. Danner stated that the knowledge gained was beneficial when conducting exercises and training in Watauga County.
Commissioner Blust, seconded by Commissioner Honeycutt, moved to approve Ms. Danner’s request to attend the Weapons of Mass Destruction Exercise Development Class in Las Vegas, Nevada, April 27-May 2, 2003.
VOTE: Aye-4 (Coffey, Blust, Honeycutt, Trivette)
Nay-0
Absent-1 (Hodges)
[Clerk’s Note: Vice-Chairman Hodges arrived at the meeting at 8:45 A.M.]
MISCELLANEOUS ADMINISTRATIVE MATTERS
A. Proposed Dates for Budget Work Sessions – County Manager Nelson stated that the following dates were set aside for tentative budget work sessions prior to adopting the County’s FY 2004 budget: May 8, 2003 from 6:00 P.M. to 10:00 P.M.; May 14, 2003 from 1:00 P.M. to 5:00 P.M.; and if needed May 22, 2003 from 1:00 P.M. to 5:00 P.M. or from 6:00 P.M. to 10:00 P.M. The plan was for the Board to receive the Manger’s Recommended Budget at the May 5, 2003, meeting. The public hearing to allow comment on the Fiscal Year 2004 recommended budget was scheduled at 7:00 P.M. May 20, 2003. The dates were agreeable with all Board members.
B. Discussion of a Work Session to Review Drafts of the Solid Waste and Junked Car Ordinances – County Manager Nelson stated that the County Attorney had prepared updated drafts of the Solid Waste and Junked Car Ordinances. The County Manager requested direction in scheduling a work session for review of the draft ordinances.
The Board agreed to table scheduling of a work session for review of the draft Solid Waste and Junked Car Ordinances until after adoption of the Fiscal Year 2004 budget.
C. Hannah Building Discussion – County Manager Nelson presented a report from Mr. Joe Furman regarding zoning issues relevant to the Hannah Building’s, which was appraised at $550,000, potential reuse. The property was zoned M-1 and therefore, substantial improvements for flood proofing requirements might be required dependant upon the dollar amount of improvements that the County or a new owner chose to make. Dr. Kenneth Boham, President of Caldwell Community College and Technical Institute, toured the facility with his staff and was of the opinion that CCC&TI did not possess sufficient funds for the required renovation to utilize the space as classrooms.
After discussion, the Board agreed to table discussion on the Hannah Building until the Commissioners had a chance to tour the building.
D. Landfill Monitoring Report – County Manager Nelson stated that every six-months the County conducted a testing program to monitor the groundwater contamination at the Landfill property. The most recent summary illustrated that both the size and concentration of the spill continued to decrease. The County Manager stated the entire document was available for review at the County Manager’s office.
Vice-Chairman Hodges, seconded by Commissioner Trivette, moved to submit the Monitoring Report to the North Carolina Department of Environmental and Natural Resources.
VOTE: Aye-5
Nay-0
E. Announcements – County Manager Nelson announced upcoming meetings and events.
PUBLIC HEARING TO CONSIDER APPALCART’S RURAL OPERATING ASSISTANCE PROGRAM APPLICATION
Chairman Coffey declared a public hearing open at 9:05 A.M. to consider AppalCART’s Rural Operating Assistance Program Application.
AppalCART Director, Mr. Chris Turner, addressed the board explaining, that this application was submitted annually to provide Watauga County with state funding to expand AppalCART’s rural transportation services. Mr. Turner stated that this year the funding amount increased from last year and no local match was required. The funding was allocated to improve access to transportation for clients of the Project on Aging, Watauga Opportunities, Carolina Friendship, the Department of Social Services and Work First.
There being no public comment, Chairman Coffey declared the public hearing closed at 9:12 P.M.
Commissioner Honeycutt, seconded by Commissioner Trivette, moved to approve the application as presented.
VOTE: Aye-5
Nay-0
DESIGN SERVICES PROPOSAL FOR THE LAW ENFORCEMENT CENTER
Mr. Jack Hemphill, the County’s project architect, discussed his proposed contract for design services for the planned Watauga County Law Enforcement Center. The projected cost, including design fees and a 5% contingency, was $5,171,831. Mr. Hemphill’s proposed fee, as negotiated by staff, was $339,909, which was approximately 7.3%. Mr. Hemphill discussed a timeline for the project, as well as the projected costs. Mr. Hemphill stated that the projected completion date would be June/July 2005.
Vice-Chairman Hodges, seconded by Commissioner Blust, moved to proceed with the project and accept the contract contingent upon review by the County Attorney.
VOTE: Aye-5
Nay-0
County Manager Nelson stated that the final component of the Sheriff Department’s relocation would be the construction of a holding facility and sally port area for prisoners attending court.
Mr. Hemphill stated that the County had two options. 1) build a separate facility on the upper level of the rear parking lot at a cost of approximately $175,000. or 2) an addition to the rear of the courthouse to include bathrooms, storage, office space, and the holding facility at a cost of approximately $750,000.
No decision was required at this time but was to be revisited within six months of the notice to proceed on the Law Enforcement Center project in order to allow for completion prior to the relocation.
The County Manager stated that an additional scheduling factor was the planned renovation of the Heilig-Meyers warehouse building into County office space, which was to be discussed next. It would be difficult at best, if not impossible to have two major construction projects going on at the same time, given the current parking situation at the courthouse.
DESIGN SERVICES PROPOSAL FOR THE HEILIG-MEYERS BUILDING
Mr. Randy Jones discussed his proposal for renovation of the Heilig-Meyers warehouse building. The projected cost of this renovation was $920,888. Mr. Jones proposed a fee of 10% or $92,089 in that this project was renovation and not new construction. The County Manager stated that Finance Director Isaacs had identified $784,000 in our current capital reserve plan for this project. The balance of approximately $216,000 was to be funded using one of the following options: 1) finance the balance for a five to seven year period, 2) use funds from the current contingency fund (current balance of $239,000), 3) use funds set aside in the capital reserve for the courthouse, or 4) the funds could be appropriated in the FY 2004 budget.
The Board agreed to table discussion until the next meeting to allow the Commissioners to tour the building.
CLOSED SESSION
At 10:00 A.M., Commissioner Honeycutt, seconded by Commissioner Blust, moved to enter into Closed Session to discuss Personnel Matters, per G. S. 143-318-11(a)(6), and Attorney/Client Matters, per G. S. 143-318.11(a)(3).
VOTE: Aye-5
Nay-0
Commissioner Blust, seconded by Commissioner Trivette, moved to resume the open meeting at 10:40 A.M.
VOTE: Aye-5
Nay-0
APPOINTMENT OF PARKS AND RECREATION DIRECTOR
Commissioner Honeycutt, seconded by Commissioner Trivette, moved to appoint Stephen Poulos to the position of Parks and Recreation Director at an annual salary of $43,500.
VOTE: Aye-5
Nay-0
Mr. Poulos accepted the offer.
ADJOURN
Commissioner Trivette, seconded by Commissioner Blust, moved to adjourn the meeting at 10:41 A.M.
VOTE: Aye-5
Nay-0
James Coffey, Chairman
ATTEST:
Anita J. Fogle, Clerk to the Board