HALIFAX COUNTY BOARD OF COMMISSIONER'S
REGULAR MEETING
Monday February 7, 2000 9:30 a.m.
Historic Courthouse
Halifax, NC
PRESENT: George C. Parrish, Chairman, John D. Hall, Vice-Chairman; Roger Dalton; Kenneth E. Brantley; William A. Pierce, III; Horace Johnson, Sr.; W. Turner Stephenson, III, County Attorney; and Lynne S. Medlin, Clerk to the Board.
OTHERS: Charles B. Archer, County Manager; Mary Ann Hinshaw, Deputy County Manager; Linda E. Taylor, Finance Officer; Doris B. Hawkins, Public Information Officer and Bonita R. Smith, Administrative Officer.
ABSENT: None.
Chairman George C. Parrish called the meeting to order at 9:30 a.m. followed by the invocation led by Mr. Kenneth E. Brantley.
Adoption of Agenda
Chairman George C. Parrish asked if there were any changes or additions to the agenda as presented. Mr. Charles B. Archer, County Manager made a request to add an Item C under Tab 15, County Manager's Report. Chairman Parrish asked if there were any other corrections to the Agenda. Hearing none, Vice-Chairman John D. Hall made a motion to adopt the agenda with the amendment; seconded by Mr. William A. Pierce, III and carried.
1. Public Hearings
A. Public Hearing for Shell Acres II Road Improvements Assessment Roll
Mr. Brian Matthews, Planning and Development Director gave a brief overview of the need for the public hearing. He explained that this was the final public hearing. Mr. Matthews stated that each property owner along Faison Drive had been notified by mail of the estimated cost. The purpose of this hearing is to hear citizen comments for or against the project. Mr. Matthews asked that if the board was in support of this project, they should confirm the assessment roll and turn it over to the North Carolina Department of Transportation. NC DOT will schedule a paving date, pave the road and request payment from the county. We will then bill the property owners and they have a period to pay it off without paying interest or pay in installments. Chairman George C. Parrish asked if there were questions or comments from the Board of Commissioners on this issue. Vice-Chairman John D. Hall asked what the interest rate was and Mr. Matthews stated that the interest rate was eight (8) percent annually over a period of five years. Chairman Parrish asked if there were any other questions, and hearing none, Chairman Parrish asked if there were any citizens present who wanted to speak for, against or about the public hearing for the assessment roll for Shell Acres II road improvements. Hearing none, Mr. Kenneth E. Brantley made a motion to close the public hearing for Shell Acres II Road Improvements Assessment Roll; seconded by Mr. Horace Johnson, Sr. and carried.
B. Public Hearing for Cullom Acres Road Improvements Assessment Roll
Mr. Brian Matthews, Planning and Development Director gave a brief overview of the reason for the public hearing. He explained that this was the final public hearing. Mr. Matthews stated that each property owner had been notified by mail of the estimated cost. The purpose of this hearing is to hear citizen comments for or against the project. Mr. Matthews asked that if the board was in support of this project, they should confirm the assessment roll and turn it over to the North Carolina Department of Transportation. Chairman George C. Parrish asked if there were questions or comments from the Board of Commissioners on this issue, and hearing none, Chairman Parrish asked if there were any citizens present who wanted to speak for, against or about the public hearing for the assessment roll for Cullom Acres road improvements. Hearing none, Mr. Kenneth E. Brantley made a motion to close the public hearing for Cullom Acres Road Improvements Assessment Roll; seconded by Mr. Horace Johnson, Sr. and carried.
2. Approval of Consent Agenda
Chairman George C. Parrish asked if there were any comments or questions concerning the Consent Agenda. Mr. Charles B. Archer, County Manager asked the Board to postpone Item F- Proclamation for Crimestoppers Month and Item G - Budget Calendar until a later time. Mr. William A. Pierce, III made a motion to adopt the Consent Agenda as amended; seconded by Mr. Roger Dalton and carried. The items approved under the Consent Agenda are as follows: A) Approval of minutes from the January 3, 2000 regular meeting and January 18, 2000 Work Session, B) Approval of Budget Amendments, see Attachment 1, C) Approval of PRO, Inc. as Administrator of the CDBG Scattered Site Project, E) Approval of Fee to be Assessed for Collection of Delinquent Taxes by Outside Collection Agency, and H) Approval of the Acceptance of Grant Award from the Workforce Investment Act Youth Program.
3. Action on Public Hearing
A. Shell Acres II Road Improvements Assessment Roll Confirmation
Vice-Chairman John D. Hall made a motion to approve the Shell Acres II Road
Assessment Roll Confirmation as presented; seconded by Mr. Roger Dalton and carried.
B. Cullom Acres Road Improvements Assessment Roll Confirmation
Mr. Kenneth Brantley made a motion to approve Cullom Acres Road Improvements Assessment Roll Confirmation as presented; seconded by Vice-Chairman John D. Hall and carried.
4. Employee Retirement Recognitions
A. Mrs. Helen P. Wells, retiring as the Board of Elections Supervisor of the Halifax County Board of Elections Department, was read her resolution by Chairman George C. Parrish. Vice-Chairman John D. Hall made a motion to adopt the resolution; seconded by Mr. Kenneth E. Brantley and carried. Chairman Parrish then presented Mrs. Wells with a Halifax County watch and a plaque of her resolution.
B. Mrs. Ann N. Wilson, retiring as a Processing Assistant III of the Halifax County Health Department, was read her resolution by Chairman George C. Parrish. Mr. Kenneth E. Brantley made a motion to adopt the resolution; seconded by Mr. William A. Pierce, III and carried. Chairman Parrish then presented Mrs. Wilson with a Halifax County watch and a plaque of her resolution.
5. Community Issues
Mr. Harold Carawan
Mr. Harold Carawan, Treasurer of the Roanoke River Basin Association (RRBA) introduced Mr. Tom Brawner, Executive Director. Mr. Brawner gave the board an overview of the Roanoke River Basin Association's Mission Statement. He stated that the association promotes the development, use, enhancement and preservation of RRBA resources. Mr. Brawner stated that the RRBA is trying to promote the message that the basin is interconnected, what happens in one part of the basin impacts other parts of the basin. Mr. Brawner asked the Board for their continued support with the RRBA. The RRBA is a active participant in the Gaston-Roanoke Rapids Relicensing Project, Section 2-16 Army Corp of Engineers for the Kerr Dam operation. They are trying to get Roanoke River Basin highway signs installed and evaluate some models that are being conducted by technical people concerning operations of the entire basin. Mr. Brawner presented to the Board copies of their new brochure. Mr. Brawner stated that he would like input from the Commissioners and he would also like to keep the Commissioners informed on the activities of the Roanoke River Basin Association. Mr. Carawan informed the board of the possibility of presenting a resolution for adoption of the highway signs.
Mr. Vernon T. Bradley
Mr. Vernon T. Bradley commented on the amendments to the Subdivision Regulations. Mr. Bradley commented that he is bothered by the requirement to pave the road before development because it puts the property owner at great risk in their financing. He contended that the amendments were adopted and enforced without any input from the public. Mr. Bradley stated that the North Carolina Department of Transportation will not accept the roads until there are at least two permanent residences every one-tenth of a mile in the subdivision. Mr. Bradley informed the board that this could take four or five years in some subdivisions. In the meantime, the developer has spent thousands of dollars on the road that will take years to be reimbursed. Mr. Bradley stated that he liked the comment that Mr. Brian Matthews had to say about Cullom Acres. He believes the only fair way to do it is to build the subdivision to state specifications, gravel the road and several years later then assess property owners when enough home owners have built in the subdivision. Mr. Bradley asked the Board of Commissioners to give consideration to rescinding the paving amendment.
Mr. Nelson Brown
Mr. Nelson Brown asked Mr. George Parrish, Chairman if he was allowed to speak on issues during discussion of agenda items. Chairman Parrish explained that the purpose of the Board of Commissioner's meeting is to conduct county business and the Board is not required to recognize the audience during discussion by the Commissioners. Chairman Parrish stated that usually, if time permits, a person is given an opportunity to speak. Chairman Parrish informed Mr. Brown that the general public is allowed to speak if the issue is discussed at a public hearing.
6. ADM Request Revision - Roanoke Rapids Graded Schools
Ms. Jane Burke, Superintendent of Roanoke Rapids Graded Schools informed the Board that $25,000 of ADM funds for the Clara Hearne Project had been approved by the Board of Commissioners but was denied by the State because Clara Hearne is considered a Pre-K center and not a K-12 school. Ms. Burke requested that the $25,000 previously approved ADM funds with an additional $3,671 be applied to the Roanoke Rapids High School communication wiring project. Mr. Kenneth E. Brantley made a motion to accept the changes of the ADM funds request as presented; seconded by Mr. William A. Pierce, III and carried. Vice-Chairman John D. Hall asked about the 60 day waiting period for an ADM request. Mr. W. Turner Stephenson, III, County Attorney stated that since this was a modification to a previous request, the waiting period would not be necessary.
7. Request from Halifax Community College
Dr. Ted Gasper, President, Halifax Community College stated that HCC had been approved for $450,000 capital outlay for FY 99-00. Mr. Charles B. Archer stated that during the budget process last Spring the commissioners set aside $450,00 for HCC with $350,000 estimated for roof repairs for Buildings 100/200 and $100,000 for miscellaneous capital improvements. He stated that the commissioners at that time decided that the money would come from debt service from the Weldon Middle School project financing. Mr. Archer stated that Dr. Gasper came back to the board in November or December about Building 400 which needed roof repair at an estimated cost of $150,000. The board fronted the cost of $150,000 out of fund balance and plans to add that amount to the $450,000 in the Weldon School project financing.
Chairman George C. Parrish asked Dr. Gasper if looking at the original request for $450,000 HCC wanted funds for roof repair and $100,000 for miscellaneous purposes. Dr. Gasper explained that HCC submitted a request based on a bid plus the miscellaneous capital projects they needed which totaled $450,000. There was another bid on a second roof project that they were trying to wait on but suffered some hurricane damage. They got an estimate of $150,000 on the second roof. Dr. Gasper stated that by combining the two projects the price was decreased. Dr. Gasper stated that his understanding was that $150,000 was put in HCC's account but it was specified for roof repair to building 400. Mr. Charles Archer suggested to the board that the two roofing projects be combined. The $150,000 and an additional $184,683 is needed to meet the invoices for the completion of the roofs. Mr. Archer recommends appropriating the $184,683 combining it with the $150,000, allowing HCC to complete the roof repairs. The $100,000 for the miscellaneous projects would be disbursed to the college when the county closes on the loan in mid-April. Dr. Gasper expressed his concern that additional damage will be found once the roof repair process has begun. Mr. Kenneth E. Brantley made a motion to approve the recommendation of Mr. Charles B. Archer, County Manger on the request from Halifax Community College; seconded by Mr. Roger Dalton and carried.
Mr. William A. Pierce, III asked Dr. Gasper about additional damage that may not be discovered until repair has begun. Dr. Gasper stated that the roof has not been torn into and there is some potential for additional damage once they get into the deck that cannot be detected by the human eye at this time. Vice-Chairman John D. Hall inquired about discussions with the insurance company concerning claims from Hurricane Floyd. Dr. Gasper stated that the two reviews by the insurance company said HCC suffered no damage to the roofs due to the hurricane that their policy would cover.
8. Presentations of 1999-2000 Official Guide for Halifax County
Mrs. Doris Hawkins, Public Information Officer presented the Board of Commissioners with a copy of The Official Guide of Halifax County. Mrs. Hawkins gave a power point presentation showing what type of information the guide featured. Mrs. Hawkins stated that the guide provides an overview of services that are provided by our local government system in Halifax County. Mrs. Hawkins pointed out major categories that were highlighted in the guide that are very informative and valuable for citizens in the area as well as for someone interested in sightseeing or relocating to the area. Mrs. Hawkins stated that 1,000 copies of the guide were printed and she explained her method of distribution.
9. Hurricane Floyd Disaster Relief Housing Update
Mr. Brian Matthews, Planning and Development Director gave a brief update on Hurricane Floyd Relief funds. Mr. Matthews stated that North Carolina Department Community Assistance implemented a hurricane relief grant fund program for sixty-six (66) counties affected by Hurricane Floyd. The county will be responsible for fronting the grant payment initially and the State will refund the payments on a weekly basis. Mr. Matthews asked the Board of Commissioners to approve appropriation of $100,000 to cover the grant payments. The Planning Department will be responsible for taking applications from homeowners and determining if they are eligible. Mr. Charles B. Archer, County Manager clarified how the process should operate. Mr. Archer explained that instead of appropriating County funds, the Finance Department will set up a revenue and expenditure line. County money would not be involved if the process operates the way the State implied that it will. The Finance Department will requisition the State on a weekly basis for repayment of grant funds. Vice-Chairman John D. Hall asked if any applications had been submitted at this time. Mr. Brian Matthews stated that none had been submitted but that he had been informed that 82 homeowners would qualify. Mr. Kenneth E. Brantley asked if there was a deadline in place. Mr. Matthews stated that there was no deadline. He was told the process could take several months. Vice-Chairman John D. Hall asked if the County had initiated the first contact with the 82 individuals. Mr. Matthews stated the State will contact all individuals who were approved for SBA loans. Mr. Matthews stated that if an individual declines an approved loan he is still eligible to apply for the grant program. Mr. Kenneth E. Brantley made a motion to approve the process for distributing grant funds from the North Carolina Department of Community Assistance outlined by the County Manager; seconded by Vice-Chairman John D. Hall, and carried.
10. Comprehensive Plan Report
Mr. Brian Matthews, Planning and Development Director stated that the County has initiated a contract with Glenn Harbeck Associates to begin a comprehensive plan to guide the economic growth and development of Halifax County. Mr. Matthews stated that this would be the first comprehensive plan for Halifax County. Mr. Matthews introduced Mr. Glenn Harbeck to the Board of Commissioners. Mr. Harbeck recommended that the Board of Commissioners appoint a steering committee comprised of 9-11 members with a diversity of race, sex, economic status and location in the county. The Board of Commissioners, the Planning and Development Director and the steering committee will meet in a workshop setting to determine what their priorities are for the county and then Glenn Harbeck Associates will start the process for public input. Mr. Matthews suggested that the Chairman and Vice-Chairman of the Board of Commissionrs meet to develop a list of committee appointees to present to the Board for approval at the February Work Session. Mr. Matthews stated that the time frame for the entire project was 18 months, hopefully the Comprehensive Plan will be ready about June 2001. The public input process will start in the next couple of months with about 5 to 8 public meetings throughout the county. Chairman Parrish asked if there were questions or comments from the Board. Vice-Chairman John D. Hall stated that recommendations for the steering committee from the other Commissioners would be welcomed.
11. EMS Bid Recommendations
Mr. Charles B. Archer stated that bids were opened last week on three EMS stations. He explained that the prices came in higher than our budget. The architect as well as the contractor who was the low bidder on all three stations will review the plans for cutting costs to help us get closer to our budget. Thus, the recommendation is not ready to present to the board. Mr. Archer asked the Board to recess this meeting to February 15, 2000 at 6:30 P.M. before the Public Input Meeting at McIver Elementary School in Littleton, NC. Recommendations for awarding the contract will be presented at that time.
12. County Attorney's Report
A. Mr. W. Turner Stephenson, III, County Attorney presented the Board with a resolution for approval of a tax exempt loan for Davie Volunteer Fire Department from First Citizens Bank and Trust Company. Mr. Stephenson stated that Davie Volunteer Fire Department held their own public hearing. Mr. Stephenson informed the Board that Halifax County was not held liable for repayment of this debt. The IRS regulations do require that the Board of Commissioners approve the application of the tax-exempt loan. Mr. George C. Parrish asked the pleasure of the Board. Mr. Roger Dalton made a motion to approve the resolution concerning the tax-exempt loan to Davie Volunteer Fire Department; seconded by Mr. Horace Johnson, Sr., and carried. Mr. William A. Pierce asked about the repayment method of the loan. Mr. Stephenson stated that he was unsure of their method of repayment. Mr. Charles B. Archer, County Manager restated for the record that the county is not loaning money for this project and the county is not obligated for the repayment of the debt.
RESOLUTION FOR
COUNTY APPROVAL
STATE OF NORTH CAROLINA
COUNTY OF HALIFAX
CERTIFICATE OF CLERK RE
APPROVAL OF TAX-EXEMPT LOAN
TO VOLUNTEER FIRE DEPARTMENT
BY BOARD OF COMMISSIONERS
The undersigned, being duly qualified Clerk of Halifax County, North Carolina, does hereby certify that the following is a true and accurate copy of a Resolution passed by the Board of Commissioners of Halifax County, North Carolina, at its Regular meeting on the 7th day of February, 2000, which Resolution was duly introduced, seconded, and approved, and that said Resolution remains in full force and effect:
"NOW, THEREFORE, BE IT HEREBY RESOLVED, that the Board of Commissioners of Halifax County, North Carolina does hereby approve (within the scope of the qualifying language set forth below) a tax-exempt loan to the Davie Community Volunteer Fire Department, Inc. from First-Citizens Bank and Trust Company in the principal amount of $225,000.00 which loan is for the purpose of purchasing a fire truck for the Davie Community VFD, which fire truck will be owned and operated by the Davie Community VFD at the following address; 1725 Highway 158, Roanoke Rapids, NC 27870.
RESOLVED, FURTHER, that the approval of the loan to the Davie Community VFD set forth above is given solely for purposes of the public approval requirements for tax-exempt financing applicable to the Davie Community VFD because of Section 150 (e) (3) and Section 147 (f) of the Internal Revenue Code of 1986, as amended, and such approval does not obligate the County or its Board of Commissioners in any way regarding repayment of the debt."
Duly certified by the execution hereof and the placing hereon of the seal of the said County, this the 7th day of February, 2000.
CLERK
Halifax County, North Carolina
SEAL
B. Mr. W. Turner Stephenson, III, County Attorney presented the Board with a suggested resolution dissolving Halifax Emergency Medical Services Association (HEMSA). Mr. Stephenson stated that there is some property still owned by HEMSA and the taxing district is in place. This resolution is set forth for the record that HEMSA's taxing authority is dissolved and any property that is owned by HEMSA reverts to the county. Chairman George C. Parrish asked if there were any questions from the Board. Hearing none, Mr. William A. Pierce made a motion to adopt the resolution to dissolve Halifax Emergency Medical Services Association (HEMSA); seconded by Mr. Kenneth E. Brantley, and carried. (See Attachment 2)
13. Personnel Policy Amendment
Mr. Tony Brown, Human Resources Director presented the Board of Commissioners with an amendment to the Halifax County Personnel Policy concerning the grievance committee and its responsibilities. Mr. Brown stated that two things need to occur. 1.) The Solid Waste Department and the Water Department need to be consolidated and 2.) The Board will have an opportunity to make the grievance reviewing committee a more diverse committee. In order to make the process fair to an employee that has a grievance, the employee can request two additional non-department head employees be added to the committee. Mr. Brown stated that employees could only request a grievance hearing for (1) demotion; (2) suspension, with or without pay; and/or (3) dismissal. Mr. Charles B. Archer stated that two actions were needed. 1.) Adopt the proposed amendment outlined by Mr. Brown. 2.) Upon adoption of the amendment, the board would have to appoint a grievance committee for calendar year 2000. Mr. Kenneth E. Brantley made a motion to approve the recommended amendment to the grievance policy as presented by Mr. Tony Brown; seconded by Vice-Chairman John D. Hall, and carried.
Vice-Chairman John D. Hall made a motion to accept the grievance committee members Evelyn Dawson, Ed Johnson, Ginny Orvedahl, Pat Peele, and Regina Dickens as recommended by the County Manager; seconded by Mr. Roger Dalton, and carried. Chairman George C. Parrish opened the floor for discussion on the grievance committee. Mr. Horace Johnson stated that he would like to have an elected official on the committee from the county chair. Chairman Parrish asked for other discussion. Mr. W. Turner Stephenson, III, County Attorney commented that he had discussed the situation with Mr. Archer and Mr. Brown and it was his recommendation that a commissioner not serve on the committee so if an employee wanted to go beyond a grievance committee decision and come before the Board of Commissioners they could be given a fresh hearing.
RECOMMENDED POLICY:
1-1.5 Organization; grievance committee
It is the policy of Halifax County to provide a system to address grievances employees may have. In order to maintain harmonious and cooperative relationships between Halifax County and its employees, this process has been created to provide for the settlement of complaints through an orderly complaint procedure free from interference, discrimination or reprisal. Employees can only request a grievance hearing for the following major personnel actions: (1) demotion; (2) suspension, with or without pay; and/or (3) dismissal. Employee shall request a grievance hearing through the Halifax County Manager or the Clerk to the Board of Halifax County Commissioners. The request must be made within five working days following the presentation of one of the personnel actions listed above. Grievances which are not received within the time allowed as prescribed in this section; or which are not filed with the County Manager or the Clerk to the Board as prescribed in this section, shall be dismissed.
Each January the Halifax County Board of Commissioners will appoint a grievance committee who will be responsible for conducting hearings on employees' complaint(s). The grievance committee will make determinations on employee grievances and forward its recommendations to the Board of Commissioners, who will make the final determinations. Grievance committee determinations in the Sheriff's department and Register of Deeds' office will be forwarded to the Sheriff and Register of Deeds, respective, who will make final determination in their respective departments.
The grievance committee will be chaired by the Halifax County Manager and consist of at least five department heads. The panel should contain an odd number of members (including the County Manger) with a diverse representation to ensure a fair and consistent review. At the request of the employee with a grievance, two additional county (non-department head) employees can be added to the panel; these members will be selected and appointed by the County Manager. A department or agency head will not sit as a member of the grievance committee when the employee with a grievance is employed in that department head's department or agency.
Furthermore, in the event the grievance originates with a department or agency head, that department or agency head will not serve on the grievance committee during those proceedings.
The chairman will be responsible for calling and presiding at all meetings. All members of the grievance committee must be present at all meetings to constitute a quorum, with the exception of a department or agency head as mentioned in the preceding paragraphs. If a committee member is excused for one of the above listed (conflict of interest) reasons, the committee will consist of the remaining members, no alternate will be appointed. The Human Resources Director will be present in all proceedings to provide support to the committee chair and the grievance committee.
14. Board Appointments
A. Halifax County Board of Adjustment
Mr. William A. Pierce nominated for reappointment Mr. Clemon Williamson, Ms. Regina Willoughby-Langley and Mr. Billy Carter to three-year terms on the Halifax Board of Adjustment. With no more nominations, these members were reappointed.
B. Halifax County Planning Board
Vice-Chairman John D. Hall nominated for reappointment Mr. Owen Dudley, Mr. Danford Josey and Mr. Willie Lewis to three-year terms on the Halifax County Planning Board. With no more nominations, these members were reappointed.
C. Lake Gaston Weed Control Council
Mr. Roger Dalton nominated for reappointment Mr. Les Mocock to a three-year term on the Lake Gaston Weed Control Council. With no more nominations, Mr. Mocock was reappointed.
D. Nursing Home Advisory Committee
Vice-Chairman John D. Hall requested that the nomination to appoint Ms. Teddie Boone to the Nursing Home Advisory Committee to replace Ms. Zenobia Cofield be postponed until March.
Mr. Horace Johnson, Sr. will submit a nomination for someone to fill the unexpired term of Mr. Ronnie Wood at the March meeting.
E. Census 2000 Complete Count Committee
Mr. Horace Johnson, Sr. requested that the nomination to appoint Ms. Anne Heimer to the Census 2000 Complete Count Committee be postponed until March.
15. County Manager's Report
A. Farmer's Market Bylaws
Mr. Charles B. Archer, County Manager informed the Board of Commissioners that he had received a request from the Roanoke Valley Farmer's Market Board to expand their board membership. We have confirmed that attendance requirements do not exist in the bylaws of the Farmer's Market and researched bylaws from similar committees. Mr. Archer read to the Board of Commissioners some draft language that he recommends be included in the Farmer's Market Committee Bylaws. Mr. William A. Pierce made a motion to recommend to the Farmer's Market that they amend their bylaws to include attendance requirements; seconded by Mr. Kenneth E. Brantley, and carried.
B. Weldon Middle School Financing
Mr. Charles B. Archer gave an update on the financing for the Weldon Middle School Project. He stated that the school system advertised for bids on January 3, 2000. The bid opening is scheduled for February 8, 2000. Dove Knight and Whitehurst are architects for the project. Once the bids are opened, the bids will be reviewed to determine if they are compliant with the specifications and within the budget. Assuming the low bids are within budget and qualified, the architect will notify the finance department before February 16, 2000. At that time, the Finance Department will solicit proposals from banks for installment contract financing. A public hearing is scheduled for March 13, 2000 for financing of the project and awarding a bank bid. Mr. Archer stated that the documents will be submitted to the Local Government Commission and approved on April 4, 2000. The Weldon School board is slated to award a construction contract on April 5, 2000 . The school is scheduled to open by August 1, 2001. Chairman George C. Parrish asked for questions from the Board.
C. Tax Listing Extension
Mr. Charles B. Archer stated that after discussions with Mr. Gerald Wright, Tax Administrator, the tax listing period had been extended to February 10, 2000 due to the recent bad weather. Citizens will not be given excessive penalties for late filing. Mr. Archer stated that the Statutes do require that the Commissioners approve the extension. Mr. Archer requested that the Board of Commissioners take action to extend the tax listing period. Mr. Horace Johnson, Sr. made a motion to extend the tax listing period to February 10, 2000; seconded Mr. William A. Pierce, III, and carried.
16. Service Awards
The following Halifax County employees have attained their respective milestone in the service to Halifax County Government:
SERVICE AWARDS
FIVE YEARS
NAME: DEPARTMENT:
Nancy Wood County Management
Tommy Winebrenner Tax Administration
Michael L. Henry Sheriff
Barbara S. Leake Sheriff
Steven E. Allen Sheriff
Antonio Solomon Jail
Diyrone Solomon Jail
Ronnie N. Taylor Operations
Jerome Evans Natural Resource
Kimberly J. Rook Library
William L. Pickettet RiverStone
Cherie D. Rightmyer RiverStone
Raymond T. Brown RiverStone
Angela J. Cheatham RiverStone
Marie A. Wright Health
Dorothy R. Smith Health
Shirley A. Henderson Health
Susan R. Boseman Health
Lisa W. Nowell Health
Pamela S. Thompson Health
Debra M. Howell Health
Cheryl D. Ward Social Services
Derlie D. Pearson Social Services
Dena S. Ramsey Social Services
Betty M. Reese Social Services
Linda J. Underdue Social Services
Emma H. Gatling Social Services
Juanita C. Alston Social Services
Cathey F. Ralph Social Services
Frank K. Ralph Public Utilities
SERVICE AWARDS
10 YEARS
NAME: DEPARTMENT:
Anna Bryant Tax Administration
Wanda Patrick Register of Deeds
Andrew Pittman Sheriff
Charles Pridgen Sheriff
William O. Wheeler Sheriff
Samuel W. Tripp Sheriff
Valeria Thompson Jail
Herman Silver Jail
Michael P. Strickland Operations
Ken L. Hux Operations
Sylvia M. Ezell RiverStone
Angelia M. Medlin RiverStone
Terrell R. Stallings RiverStone
Lynn G. Rauhe RiverStone
Nancy F. Clemmons Health
Betty V. Macon Health
Jeffrey N. Dillard Health
Moulton A. Bailey Health
Patricia C. Yarboro Social Services
Phyllis L. Caine Social Services
Clairbel B. Thomas Social Services
Peggy G. Harding Social Services
Tommie A. Braddy Social Services
Rose A. Whitaker Social Services
Beulah K. Turner Social Services
Dale L. Causey Public Utilities
Edgar P. Stanfield Public Utilities
SERVICE AWARDS
15 YEARS
NAME: DEPARTMENT:
George L. Webb Operations
Betsy H. Hudgins Library
Carolyn E. Poythress RiverStone
Susie D. Jackson RiverStone
Angela B. Harris Health
Leslie W. Lilley Social Services
Deborah B. Allsbrook Social Services
Toni S. Outland Social Services
Melody M. Beaver Social Services
SERVICE AWARDS
20 YEARS
NAME: DEPARTMENT:
Carolyn Parker Human Resources
Burma B. Armstrong RiverStone
Wanda F. Davis Health
Edward C. Clemmons Health
Diane F. Dill Social Services
Dennis C. Richardson Social Services
Linda J. Browning Social Services
Arnethia S. Nicholson Social Services
Martha S. Ray Social Services
Vivian C. Scott Social Services
Mary V. Avent Social Services
SERVICE AWARDS
25 YEARS
Joanne H. Tripp RiverStone
Barbara H. Smith Social Services
Phyllis Lennon Social Services
Charles Ward Sheriff
35 YEARS
Patricia B. Keeter Health
40 YEARS
Lanelle C. Barnhill Social Services
17. Audit Report FY 1998-99
Mr. Randy Brodd, Dixon Odom PLLC presented the Board of Commissioners with the audit report for FY 98-99. Mr. Brodd stated that three opinions were rendered as a result of the audit. The first is a standard financial statement and the other two opinions relate to audits performed on the federal and state money that is received in the county. Mr. Brodd stated that there were several findings listed in the audit report and also included in the management letter. Mr. Brodd noted that there were a couple of changes this year. Mr. Brodd stated that they changed what they called a prior period adjustments where they actually changed the beginning numbers for changes they thought were appropriate for the way things were being accounted for. Mr. Brodd explained that when he refers to general funds in the financial statement he is referring to a consolidation of about 15 funds that are reported as general funds. Mr. Brodd stated that they pulled out two of the funds which had historically been reported in the county's financial statement as general funds funds and separated them into what they referred to as internal service funds. Mr. Brodd explained that internal service funds provide services to all departments of the county and get reimbursed on a cost reimbursement basis. The two funds which were pulled were the group health insurance funds and the unemployment insurance funds. Mr. Brodd reported that the fund balance as of June 30, 1999 was approximately $10 million in funds with the majority being in the 110 general funds which was at $9.9 million. Mr. Brodd informed the Board of Commissioners that the statutes of North Carolina set a minimum of a prudent level of fund balance at 8 percent of the annual expenditures. Mr. Brodd explained several charts and the management letter that was presented to the Commissioners. Chairman George C. Parrish asked if there were questions from the Board.
Mr. Charles B. Archer, County Manager thanked Mr. Brodd and his staff for their work on the audit. Mr. Archer stated that the county welcomed the recommendations and suggestions that were offered to the county for improvements. Many recommendations have been implemented or are in the process of being implemented.
18. OTHER BUSINESS:
Mr. Kenneth E. Brantley stated that he had received a call about a dog problem at the lake. Mr. Charles Archer informed the Board that Animal Control had been notified of the situation.
Mr. Kenneth E. Brantley inquired about a new date for the HCIA meeting. February 23, 2000 at 6:30 p.m. is the recommended date.
Mr. William A. Pierce expressed his concern about safety at the intersection at Hwy 158 and Hwy 301. He stated that the glare is blinding when traveling north at that section of highway.
Vice-Chairman John D. Hall reminded the Board of Commissioners of correspondence received from Ms. Donna Lynch of the Halifax County Education Foundation asking for support of the Halifax County Education Foundation Winter Pageant.
Vice-Chairman John D. Hall reminded the Board that Ms. Katie Dorsett, Secretary of Administration will be here on February 11, 2000 at 10:00 in the Old Commissioner's building. He stated that her visit is part of the governor's initiative to provide hurricane relief and resolve other issues.
Vice-Chairman John D. Hall inquired about the status of the demolition of the house next to Mr. Rivers in Weldon. Mr. Charles B. Archer stated that he had not heard anything further. Vice-Chairman Hall stated that the Sheriff's department was to drive by the house to monitor activity but Mr. Rivers stated he had only seen a patrol once.
19. Closed Session:
Mr. William A. Pierce, III made a motion to go into Closed Session to approve Closed Session minutes for January 3, 2000 and possible discussion of Personnel, Legal and Property matters; seconded by Mr. Kenneth E. Brantley, and carried.
Mr. William A. Pierce, III was not present for Closed Session, nor for the remainder of the meeting.
Mr. Roger Dalton made a motion to return to Open Session; seconded by Mr. Kenneth E. Brantley, and carried.
Mr. Roger Dalton made a motion to recess this meeting until February 15, 2000 at 6:30 p.m. at McIver Elementary School; seconded by Mr. Kenneth E. Brantley.
At 6:30 p.m. on Tuesday, February 15, 2000, George C. Parrish reconvened the Regular Meeting of the Halifax County Board of Commissioners from February 7, 2000.
Emergency Medical Services Buildings Bid Award
Mr. Charles Archer, County Manager informed the Board of Commissioners that the low bidder for the three (3) new EMS facilities were in single prime bids. The new EMS facilities will be located in Scotland Neck, Enfield and Halifax and the bids came in at $399,777, $407,777 and $795,777 respectively. The lowest bids still came in at $155,000 over budget. After being reviewed again by the architect, Scott Garner, and contractor, Turn-Key, $79,200 was cut from the plans. This left the projects at approximately $76,000 over budget. Emergency Services has offered that they can absorb $75,924 from their budget this year to cover those overages. Mr. Kenneth E. Brantley noted that he hoped the quality of the building was still in place after the budget cuts. A brief discussion followed which noted the items that were cut or revised. Upon a motion by Mr. Kenneth E. Brantley; seconded by Mr. Roger Dalton, the Board of Commissioners unanimously approved the recommendation to award the revised construction bid for all three (3) new EMS sites to Turn-Key Contractors, Inc.
FEMA Resolution
Mr. Charles Archer recommended to the Board of Commissioners that a resolution be adopted to approve application to FEMA for reimbursement of allowable expenses incurred during the snowstorm in January, 2000. On a motion by Mr. William A. Pierce, III; seconded by Mr. Roger Dalton the Board of Commissioners unanimously voted to adopt the resolution authorizing of the county manager to apply for FEMA assistance funds for expenses incurred from the January, 2000 snowstorm. See Attachment 2 for resolution.
With there being no further business to discuss, Mr. William A. Pierce, III made the motion to adjourn the meeting; seconded by Mr. Roger Dalton and carried.
Adopted this the 13th day of March, 2000
George C. Parrish, Chairman
Halifax County Board of Commissioners
Lynne S. Medlin
Clerk to the Board