MINUTES
WATAUGA COUNTY BOARD OF COMMISSIONERS
TUESDAY, NOVEMBER 18, 2008
The Watauga County Board of Commissioners held a regular meeting on Tuesday, November 18, 2008, at 6:00 P.M. in the Commissioners’ Board Room of the Watauga County Administration Building.
PRESENT: Jim Deal, Chairman
Winston Kinsey, Commissioner
Mary Moretz, Commissioner
Anthony di Santi, County Attorney
Robert E. Nelson, Jr., County Manager
Deron Geouque, Deputy County Manager
Anita J. Fogle, Clerk to the Board
Chairman Deal called the meeting to order at 6:04 P.M., welcoming those in attendance.
Chairman Deal opened the meeting with a prayer.
Chairman Deal announced that Commissioner Cooper and Commissioner Winkler were not able to attend the meeting due to out-of-town travel and illness.
APPROVAL OF MINUTES
Chairman Deal called for additions or corrections to the November 3, 2008, regular meeting and closed session minutes.
Commissioner Kinsey, seconded by Commissioner Moretz, moved to approve the November 3, 2008, regular meeting minutes as presented.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
Commissioner Moretz, seconded by Commissioner Kinsey, moved to approve the November 3, 2008, closed session minutes as presented.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
APPROVAL OF AGENDA
Chairman Deal called for additions and/or corrections to the November 18, 2008, agenda.
Chairman Deal requested that a discussion on the December meeting schedule be added under Miscellaneous Administrative Matters.
County Manager Nelson requested to add a Change Order Request for the Scale House Project and an additional Closed Session item under land acquisition, per G. S. 143-318.11a(5)(i).
Commissioner Kinsey, seconded by Commissioner Moretz, moved to approve the November 18, 2008, agenda as amended.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
PUBLIC HEARING TO ALLOW CITIZEN COMMENT ON AN ORDINANCE AMENDMENT TO EXTEND THE MORATORIUM ON CHANGEABLE ELECTRONIC VARIABLE MESSAGE SIGNS
Chairman Deal declared the public hearing open at 6:07 P.M. to allow citizen comment on the ordinance amendment to extend the moratorium on changeable electronic variable message signs.
There being no public comment, Chairman Deal declared the public hearing closed at 6:08 P.M.
Chairman Deal requested that the amended ordinance begin December 23, 2008, instead of December 24th.
Commissioner Moretz, seconded by Commissioner Kinsey, moved to adopt the Ordinance Extending a Moratorium on Changeable Electronic Variable Message Signs as amended.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
2008 HOMELAND SECURITY TRAINING & EXERCISE GRANT ALLOCATION REQUEST
Mr. Steve Sudderth, Fire Marshal/Emergency Management Director, stated that Watauga County had received $2,970.30 for a State Homeland Security Training Grant. The grant was to fund training in areas of the Emergency Management certification process, National Incident Management training courses, and other required areas. The North Carolina Emergency Training and Exercise Grant Branch facilitated the training for the County which was to be provided through an agreement with Caldwell Community College. For this to occur, the County had to authorize the grant monies to be passed back to the State to cover the expense.
Commissioner Kinsey, seconded by Commissioner Moretz, moved to authorize the grant allocation as presented.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
BRUSH GRINDING REQUEST
County Manager Nelson stated that Mr. J. V. Potter, Operational Services Director, received the following quotes for brush grinding for materials received at the Watauga County Sanitation Department: Superior Mulch in the amount of $18.25 per ton and Baker Grading and Landscaping in the amount of $20.00 per ton.
Mr. Potter had recommended the award for brush grinding to Superior Mulch, the low bidder, in the amount of $18.25 per ton for a current approximate amount of $25,057.25. Mr. Potter also had recommended that additional materials received prior to the conclusion of this contract be included at the same rate, which was the County’s usual practice.
Commissioner Moretz, seconded by Commissioner Kinsey, moved to award the brush grinding contract to Superior Mulch in the amount of $18.25 per ton and to allow additional brush to be ground at the same amount while under contract.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
RECOMMENDED CONTRACT AWARD FOR COURTROOM THREE RENOVATION
Mr. Robert Marsh stated that phase three of the Courthouse Renovation included renovation of the ground floor including the small courtroom designated as Courtroom # 3. The renovation required cabinet work in the Judge’s bench area. Mr. Marsh solicited quotes and received the following two: Appalachian Cabinets located in Deep Gap in a total amount of $37,000 and Forest Millwork in Asheville in the amount of $6,750-$9,000 for working drawings and $40,000 to $70,000 for the construction. Mr. Marsh recommended that the contract be awarded to Appalachian Cabinets out of Deep Gap, North Carolina, which was the same company that did the cabinet work in Courtroom # 1. The approximate amount for this contract was to be $37,000 and funds were included in the budget to complete the renovation.
Commissioner Kinsey, seconded by Commissioner Moretz, moved to award the contract for the millwork in Courtroom # 3 to Appalachian Cabinets in the amount of $37,000.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
FINANCE MATTERS
A. Budget Amendments – Finance Director Doris Isaacs presented the following budget amendments for Board approval:
Account # Description Debit Credit
145480-438800 Crisis Intervention Payment $58,685
143531-323000 Administrative Cost Reimbursement $58,685
The amendment recognized additional revenue from the NC Department of Health & Human Services for the Crisis Intervention Program to address increased energy costs and anticipation of a colder winter.
Account # Description Debit Credit
135912-449902 Facilities Improvements – 07/08 $331,801
133991-399103 Fund Balance Approp.-Pr. Years $331,801
The amendment re-appropriated unspent Public School Facilities Lottery funds at June 30th for the FY 07-08 Facilities Improvement Plan.
Commissioner Moretz, seconded by Commissioner Kinsey, moved to approve the budget amendments as presented.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
B. Surplus Property Request – Ms. Isaacs presented a list of property and requested it be surplused and subsequently sold through GovDeals or recycled.
Commissioner Kinsey, seconded by Commissioner Moretz, moved to surplus the property as presented and to authorize the property either for recycling or for sale on GovDeals.com.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
RECOMMENDED CONTRACT AWARD FOR INSURANCE (MEDICAL, DENTAL, & LIFE) RENEWALS
Deputy County Manager Geouque reviewed proposals for insurance coverage renewals for Watauga County employees. The recommended quote for medical insurance was approximately 17% higher than the current year’s premiums but staff had anticipated and budgeted for an increase of 20%. The increase was due to claims increasing a total of $780,238 for both medical and prescription coverage. Deputy County Manager Geouque stated that staff recommended accepting the proposal with the current provider which was CIGNA with the North Carolina Association of County Commissioners’ Insurance Pool.
Based on the quotes below Deputy County Manager Geouque recommended contracting for dental and life insurance with the Citizens Group who proposed reductions from current rates at 14.7% for dental insurance and 7% for life insurance.
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2009 Dental Rate Comparison
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|||||
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Company
|
Current (MetLife)
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MetLife
|
Humana
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Citizens Group*
|
Companion
|
|
Employee Rate
|
$21.70
|
$20.93
|
$20.08
|
$18.52
|
$18.69
|
|
Percentage Savings
|
|
3.5%
|
7.5%
|
14.7%
|
13.9%
|
|
Annual Savings
|
|
$2,550.24
|
$5,365.44
|
$10,532.16
|
$9,696.12
|
|
*In addition to the lowest quoted rate, Citizens Group also increased the annual maximum from $1,500 to $2,000.
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|||||
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2009 Life Rate Comparison
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||||
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Company
|
Current (Eastern)
|
Eastern
|
Humana*
|
Citizens Group*
|
|
Life Rate
|
$0.11
|
$0.10
|
$0.105
|
$0.10
|
|
AD&D
|
$0.03
|
$0.03
|
$0.025
|
$0.03
|
|
Percentage Savings
|
|
7.0%
|
7.0%
|
7.0%
|
|
Annual Savings
|
|
$1,266
|
$1,266
|
$1,266
|
|
*Include two-year rate guarantees
|
||||
Commissioner Moretz, seconded by Commissioner Kinsey, moved to award employee health care coverage to CIGNA through the North Carolina Association of County Commissioners and dental and life insurance coverage through Citizens Group as presented by the Deputy County Manager.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
RECOMMENDED CONTRACT AWARD FOR SOLID WASTE HAUL AND DISPOSAL SERVICE
Deputy County Manager Geouque stated that staff received the following bids for hauling and disposal of the County’s waste on September 5, 2008:
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Vendor
|
Cost per Ton
|
Fuel Surcharge
|
|
Allied Waste
Concord, NC 28027
|
$52.00 + $2.00 NC State Tax
|
Yes
|
|
Allied Waste
Church Hill, TN 37642
|
$47.70 + $2.00 NC State Tax
|
Yes
|
|
Republic Services of NC – GDS
Hickory, NC 28603
|
$37.64 + $2.00 NC State Tax
|
$3.98 to $4.059
1% +/- for each .08
|
|
Waste Management
Iris Glen, TN 37601
|
$44.54 + $2.00 NC State Tax
|
Yes
|
The Deputy County Manager stated that after review and negotiations with the low bidder, Republic Services of NC – GDS, staff recommended approval of a contract, contingent on County Attorney review, which was to go into effect April 9, 2009, as the current contract was to end April 8, 2009. The potential savings to the County was to be between $325,000 and $380,000 annually.
Commissioner Kinsey, seconded by Commissioner Moretz, moved to approve the contract with Republic Services of NC (GDS), contingent upon the County Attorney’s review.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
MISCELLANEOUS ADMINISTRATIVE MATTERS
A. New High School Matters
1. New High School CM Contingency Requests #’s 13, 15, & 18 – County Manager Nelson presented Construction Management Contingency requests #’s 13, 15, & 18 for the new high school project. Number 13 was for an elevator for the baseball dwelling that was omitted in the bid documents by the sub-contractor. The amount for the additional elevator was $38,950 above the allotted elevator amount budgeted. Number 15 was to cover the installation of structural shoring at the commons area within the main high school building. This was discovered and required by the structural engineer to be placed prior to the installation of the concrete in this area. The shoring amount was $25,000. Number 18 was to cover a design error regarding plumbing in the wedge area of the main high school building. If installed as designed, the piping was exposed to the floor below. The costs associated with the rerouting were $17,109.30.
Commissioner Moretz, seconded by Commissioner Kinsey, moved to approve Construction Management Contingency # 13 in the amount of $38,950; # 15 in the amount of $25,000; and # 18 in the amount of $17,109.30.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
2. Requested Bid Awards for Athletic Equipment and Stage Rigging/Lighting – County Manager Nelson stated that the following bids were received for athletic equipment and stage rigging/lighting for the new high school:
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Athletic Equipment Bid Summary
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Vendor
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Price
|
Alternate
|
Unit
|
|
Lockers By Design
|
$230,000
|
$3,321
|
$35
|
|
Blankenship Associates
|
$232,115
|
$2,821
|
$80
|
|
Medallion
|
$224,200
|
$4,484
|
|
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Stage Rigging/Draperies/Performance Lighting Bid Summary
|
|||
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Vendor
|
Price
|
Alternate
|
Unit
|
|
Productions Unlimited
|
$306,900
|
$4,603.50
|
$50
|
|
Secoa
|
$425,051
|
$4,251.00
|
$65
|
The County Manager stated that Mr. Don Critcher had recommended awarding the bid for athletic equipment, in the amount of $224,200, to the low bidder, Medallion, and awarding the bid for stage rigging/lighting, in the amount of $306,900, to Productions Unlimited.
Commissioner Kinsey, seconded by Commissioner Moretz, moved to award the bid for athletic equipment, in the amount of $224,200, to the low bidder, Medallion, and award the bid for stage rigging/lighting, in the amount of $306,900, to Productions Unlimited
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
B. Cooperative Extension Agreement – County Manager Nelson presented an agreement with Cooperative Extension that was to allow signatory authority for the County Director for purchases executed in the Cooperative Extension’s local budget. The County Manager stated that the agreement formalized a process that had been longstanding and was currently in place.
Commissioner Moretz, seconded by Commissioner Kinsey, moved to approve the agreement as presented.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
C. Selection of Voting Delegate for the Legislative Goals Conference – County Manager Nelson stated that counties who attended the NCACC Legislative Goals Conference January 15-16, 2009, in Raleigh were requested to appoint a voting delegate to represent the member county.
Further discussion on this matter was tabled until a future meeting.
D. Announcements – County Manager Nelson announced The North Carolina Flood Plain Mapping Program invited the Commissioners to attend a public meeting on Monday, November 24, 2008, from 6:00 P.M. to 8:00 P.M. in the Commissioners’ Board room. At the meeting, the new flood plain maps were to be presented by the State and time was to be given for discussion and questions to the State staff regarding the new maps.
County Manager Nelson announced that the MountainKeepers invited the Board to attend a seminar entitled “Working to Create a Resilient Community” to be held on November 22, 2008, from 9:00 A.M. to 3:00 P.M. at the Watauga High School Cafeteria. The seminar was to address and allow for discussion of the many areas that make our community resilient.
County Manager Nelson announced that the North Carolina Association of County Commissioners’ Legislative Goals Conference was scheduled for January 15-16, 2009, in Raleigh.
County Manager Nelson announced that the NC Institute of Government was sponsoring a Local Leaders Academy Training Seminar entitled, “Good Growth: Chance or Choice” at various locations and times.
County Manager Nelson announced that the County Christmas Luncheon was scheduled for Thursday, December 18, 2008, from 12:00 P.M. to 2:00 P.M. at the Dan’l Boone Inn. The Board was invited to attend.
E. December Meeting Schedule Discussion – County Manager Nelson stated that, due to scheduling conflicts, the first meeting date in December needed to be discussed.
After discussion, and by consensus, the Board agreed to reschedule the first December meeting to Tuesday, December 2, 2008, at 9:00 A.M.
F. Scale House Project Change Order Request – County Manager Nelson presented Change Order # 1 for the scale house project which consisted of a charge for additional items including concrete, metal wheel pipe rails, paint rails, and scale display in the total amount of $7,232.03 and a deduction in the total amount of $9,076.12 for hardware not used and stone base hauled by the County. The changes resulted in a deductive amount of $1,844.09. The unused contingency allowance credit for the project in the amount of $20,000 added to the deduction gave a total change order amount of $21,844.09 to be deducted from the project budget.
Commissioner Moretz, seconded by Commissioner Kinsey, moved to approve change order # 1 for the scale house project in the deductive amount of $21,844.09.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
PUBLIC COMMENT
There was no public comment.
COMMISSIONER COMMENT
Commissioner Kinsey reiterated the importance of the public meeting on Monday, November 24, 2008, from 6:00 P.M. to 8:00 P.M. in the Commissioners’ Board room in which the flood plain maps were to be presented.
Commissioner Moretz publicly thanked Ms. Jennifer Wilson-Kearse for her work with the Children’s Council and congratulated her on her new job with Appalachian State University where she would be involved with a program dedicated to keeping children in school.
CLOSED SESSION
At 6:44 P.M., Commissioner Kinsey, seconded by Commissioner Moretz, moved to enter Closed Session to discuss Attorney/Client Matters, per G. S. 143-318.11(a)(3); Personnel Matters, per G. S. 143-318.11(a)(6); and Land Acquisition, per G. S. 143-318.11(a)(5)(i).
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
Commissioner Moretz, seconded by Commissioner Kinsey, moved to resume the regular meeting at 7:06 P.M.
VOTE: Aye-3(Deal, Kinsey, Moretz)
Nay-0
Absent-2(Winkler, Cooper)
ADJOURN
The Chairman adjourned the meeting at 7:06 P.M.
Jim Deal, Chairman
ATTEST:
Anita J. Fogle, Clerk to the Board