Warren County Board of Commissioners Special Meeting & Work Session

Transcription

1 216 MINUTES OF A SPECIAL MEETING HELD BY THE WARREN COUNTY BOARD OF COUNTY COMMISSIONERS IN THE ARMORY CIVIC CENTER MEETING ROOM ON WEDNESDAY, JUNE 20, 2018 AT 6:00 PM. The Special Meeting was called to order by Chairman Victor Hunt. Other commissioners present: Bertadean Baker, Tare Davis, Jennifer Jordan Pierce and Walter Powell. Others in attendance: County Manager Robert Davie, Interim Finance Director Jamie Holtzman and County Attorney Hassan Kingsberry. Citizens Comments were as follows: Retired Congresswoman Eva Clayton spoke in support of rural school system and increasing teacher supplements, etc. (comments on file with Clerk to the Board). Michael Hairston questioned 1) fund balance practices and 2) spoke in support of increasing salaries for County employees (comments on file with Clerk to the Board). Clerk to the Board read the Public Notice of Special Meeting: Warren County Board of Commissioners Special Meeting & Work Session Notice is hereby served that the Warren County Board of Commissioners have scheduled the following meetings for Wednesday, June 20, 2018 as indicated: 6:00 pm: Special Meeting to consider * Waiving $60 permit fees for Long Bridge VFD s Annual Fireworks Display * Memo of Understanding with DHHS for FY * Professional Services Agreement with Rivers & Associates for System Development Fees * Designate Voting Delegate to the 83rd NACo Annual Conference * Adopt Amendment # 8 to the FY Budget Ordinance * Adopt FY Budget Ordinance 6:15 pm: Regular Bi-Monthly Work Session These meetings will be held in the Warren County Armory Civic Center Commissioners Meeting Room, 501 US Hwy 158 Business, East, Warrenton, NC. All interested citizens are invited to attend. Victor Hunt, Chairman Warren County Board of Commissioners On motion of Commissioner Davis, which was seconded by Commissioner Powell and duly carried by unanimous vote, request from Long Bridge Volunteer Fire Department for waiver of $60 permit fees for Annual Fireworks Display was approved. Certificates of insurance for the fire station as well as TNT Fireworks, Inc. were provided for the file. On motion of Commissioner Davis, which was seconded by Commissioner Baker and duly carried by unanimous vote, Memo of Understanding for FY between NC Department of Health & Human Services (DHHS) and Warren County was adopted. Chairman Hunt and County Manager Davie were authorized signatories.

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3 218 On motion of Commissioner Davis, which was seconded by Commissioner Baker and duly carried by unanimous vote, Professional Services Agreement between the County and Rivers & Associates for System Development Fees was adopted. Chairman Hunt was authorized to sign documentation. On motion of Commissioner Baker, which was seconded by Commissioner Davis and duly carried by unanimous vote, Chairman Victor Hunt was designated as voting delegate with Vice-Chairman Tare Davis designated as alternate voting delegate, to the 83rd Annual National Association of Counties (NACo) Conference, scheduled for July 13-16, 2018 in Nashville, Tennessee. On motion of Commissioner Pierce, which was seconded by Commissioner Davis and duly carried by unanimous vote, Amendment # 8 to the FY Warren County Budget Ordinance was adopted. This action closed out FY 2018 budget year:

4 219 On motion of Commissioner Pierce, which was seconded by Commissioner Davis and duly carried by unanimous vote, FY Warren County Budget Ordinance was adopted. WARREN COUNTY BUDGET ORDINANCE FISCAL YEAR BE IT ORDAINED BY THE Board of County Commissioners of Warren County, North Carolina: SECTION 1. APPROPRIATIONS: The following amounts are hereby appropriated in the General Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: ITEM $AMOUNT County Commissioners $ 151,435 County Manager 224,175 Human Resources 154,476 Fleet Service 25,283 Finance Office 524,694 Tax Administration 652,217 County Attorney 147,813 Court Facilities 50,778 Board of Elections 605,108 Register of Deeds 249,722 Miscellaneous Appropriations 45,350 Information Technology 198,132 Buildings, Grounds & Maintenance 622,999 Sheriff s Office 2,504,217 Child Support Enforcement 52,263 Central Communications 787,452 Detention Facility 1,430,807

5 220 Emergency Services 209,842 Fire Protection 414,100 Code Enforcement 185,088 Medical Examiner 7,000 Emergency Medical Services 2,770,416 Halifax County EMS 110,303 Animal Control 302,467 KARTS Transportation 78,931 Lake Gaston Weed Control 116,000 Forestry Program 139,761 Planning 169,760 Economic Development Commission 184,651 Kerr Tar HUB 36,000 Cooperative Extension Service 369,313 Buck Spring Camp Development 7,850 Cooperative Ext 4-H Program 22,010 Soil Conservation 190,750 Health Department 3,147,004 Area Mental Health 60,100 Juvenile Crime Prevention Council 8,000 Boys & Girls Club 37,091 DSS Administration 3,934,203 DSS Public Assistance 409,117 DSS Local Funds 6,300 DSS Child Support 447,226 Rural Operating Assistance Program 124,269 Senior Center 445,598 Veteran s Service Office 103,628 Warren County Public Schools 4,933,073 VGCC Satellite Campus 231,625 Libraries 486,675 Recreation Program 375,766 Armory 27,000 Debt Services 1,917,982 Insurance & Fringes 374,938 Transfer to Other Funds 50,000 Contingency 21,500 TOTAL GENERAL FUND APPROPRIATIONS $30,882,258 SECTION 2. REVENUES: It is estimated that the following revenues will be available in the General Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: ITEM $AMOUNT Ad Valorem Taxes 18,991,697 Sales Taxes 3,405,000 Other Taxes & Licenses 78,000 Unrestricted Intergovernmental 218,000 Restricted Intergovernmental Health 638,944 Restricted Intergovernmental DSS 183,306 Restricted Intergovernmental DSS ,804,383 Restricted Intergovernmental Other 833,725 Permits and Fees 249,500 Sales and Services 1,762,640 Investment Earnings 100,000 Miscellaneous Revenue 538,950 Transfers from Other Funds 678,113 Fund Balance Appropriated 400,000 TOTAL GENERAL FUND REVENUES $30,882,258 SECTION 3. There is hereby levied a tax rate of $.79 per one hundred dollars valuation of property listed for taxes as of January 1, 2018 for the purpose of raising the revenue listed as "ad valorem taxes" in the General Fund of this ordinance. This rate is based upon an estimated total valuation of property for the purposes of taxation of $2,420,705,063 and an estimated collection rate of 96.8%. The estimated rate of collection is based

6 221 on the fiscal year collection rate that is estimated to be 96.8%. The rate of $.79 per one hundred dollars valuation of property is levied in support of the General Fund. SECTION 4. EXPENDITURES: There is appropriated to the fourteen (14) Fire Service Districts, in the amounts listed below proceeds of the service district tax for use by the Fire Service Districts in such a manner and for such expenditures as are permitted by law from the proceeds of these taxes. In the event the actual proceeds from the tax levies exceed or fall short of the appropriated amounts, the actual net proceeds from the taxes shall constitute the appropriation from the tax levy. Fire Fire Tax Fire Tax Department Property Motor Vehicle Total Afton Elberon $ 70,416 $ 10,832 $ 81,248 Arcola 36,442 5,482 41,924 Central Warren 133,395 17, ,228 Churchill Five Forks 155,670 4, ,884 Drewry 63,794 5,075 68,869 Hawtree 42,790 6,309 49,099 Inez 19,607 2,433 22,040 Littleton 59,602 3,028 62,630 Long Bridge 87,897 2,300 90,197 Macon 32,392 3,325 35,717 Ridgeway 31,265 3,585 34,850 Roanoke Wildwood 90,438 2,169 92,608 Smith Creek 53,895 6,434 60,329 Soul City 25,575 2,914 28,489 TOTALS $ 903,179 $ 75,934 $ 979,113 SECTION 5. REVENUES: There is hereby levied a tax at the rate shown below, per one hundred dollars ($100.00) valuation of property listed for taxes as of January 1, 2018, located within the listed special fire districts for generating revenue for said special districts. These rates of tax are based on a 95.77% average collection rate. Estimated total of valuation of property for each special fire district for the purpose of taxation are as follows: Fire Department Fire Department Valuation and Tax Rate FY 19 Estimated Tax Base Property Tax Estimated Tax Base Motor Vehicles Tax Rate FY 19 Afton Elberon $ 96,758,339 16,526, Arcola 68,958,586 11,137, Central Warren 134,458,309 19,276, Churchill Five Forks 343,363,043 9,477, Drewry 89,719,539 7,489, Hawtree 49,277,738 7,716, Inez 49,302,683 6,447, Littleton 137,991,786 7,190, Long Bridge 345,670,420 9,366, Macon 63,501,132 6,947, Ridgeway 50,839,744 6,335, Roanoke Wildwood 358,520,990 8,794, Smith Creek 73,490,562 9,110, Soul City 42,299,040 5,229, TOTALS $ 1,904,151,911 $ 131,046,246 It is estimated that the following revenues will be available in the Fire Service District Special Reserve Fund for the fiscal year beginning July 1, 2018, and ending June 30, 2019:

7 222 Motor Req. Rev Fire Vehicle Req. Rev Total Department Current Tax Delinquent Revenue Afton Elberon $ 63,416 10,832 $ 7,000 $ 81,248 Arcola 33,942 5,482 2,500 41,924 Central Warren 124,395 17,834 9, ,228 Churchill Five Forks 152,670 4,214 3, ,884 Drewry 60,794 5,075 3,000 68,869 Hawtree 40,290 6,309 2,500 49,099 Inez 18,607 2,433 1,000 22,040 Littleton 58,102 3,028 1,500 62,630 Long Bridge 84,897 2,300 3,000 90,197 Macon 30,392 3,325 2,000 35,717 Ridgeway 28,765 3,585 2,500 34,850 Roanoke Wildwood 88,438 2,169 2,000 92,608 Smith Creek 51,895 6,434 2,000 60,329 Soul City 23,575 2,914 2,000 28,489 TOTALS $ 860,179 $75,934 $ 43,000 $ 979,113 SECTION 6. EXPENDITURES: There is appropriated to the Solid Waste Enterprise Fund for the operation of the County s comprehensive solid waste program for fiscal year beginning July 1, 2018, and ending June 30, 2019: Solid Waste Program $1,723,797 Debt Service 10,200 TOTAL $1,733,997 SECTION 7. REVENUES: It is estimated that the following revenues will be available in the Solid Waste Enterprise Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: Other Taxes & Licenses $1,728,258 Restricted Intergovernmental Other 5,046 Investment Earnings 518 Miscellaneous 175 TOTAL $1,733,997 SECTION 8. There is hereby levied for the fiscal year , a Solid Waste Availability/Household User Fee of $ per household or business not subject to municipal taxation to be deposited in the Solid Waste Enterprise Fund. For those households or businesses exempt from the $150 Solid Waste Availability/ Household User Fee and using a licensed solid waste collector, there is hereby levied for the fiscal year , a Solid Waste Fee of $ There is hereby levied for the fiscal year , a Solid Waste Transfer Station Tipping Fee of $67 per ton for all waste brought to the County s Transfer Station. There is hereby levied for the fiscal year , a Solid Waste Inert Debris Tipping Fee of $20 per ton for all inert debris, yard waste and land clearing debris, brought to the County s Landfill. SECTION 9. EXPENDITURES. The following amount is hereby appropriated in the Regional Water System Enterprise Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: Regional Water System $965,703 Debt Service 2,294 TOTAL $967,997

8 223 SECTION 10. REVENUES. Regional Water System Enterprise Fund The following table lists the water rates for Fiscal Year beginning July 1, 2018 and ending June 30, 2019 the rates have not changed. Security Deposit Water $125 Security Deposit Water/Sewer $150 Activation Fee $25 Flat Rate Water $25 Per Thousand Water/Sewer $5 Flat Rate Sewer $13 Late Fee $25 NSF Fee $25 Tampering Fee $100 Tap (3/4 ) $950 Tap (1 ) $1,100 Availability Fee $12 Service Fee (during regular hours) $25 Service Fee (after hours) $50 Reconnect fee for NSF $25 Hydrant Permit $5 per thousand $50 Pool Permit $5 per thousand $50 It is estimated that the following revenues will be available in the Regional Water System Enterprise Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: Permits & Fees $ 300 Sales & Services 926,950 Investment Earnings 6,000 Misc. Revenue 34,747 TOTAL $967,997 SECTION 11. EXPENDITURES. The following amount is hereby appropriated in the District I Water System Enterprise Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: District I Water System $613,485 Debt Service 2,294 Transfer to Other Funds General Fund 85,175 TOTAL $700,954 SECTION 12. REVENUES. It is estimated that the following revenues will be available in the District I Water Enterprise Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: Permits & Fees $ 1,500 Sales & Services 689,700 Investment Earnings 9,000 Misc. Revenue 754 TOTAL $700,954 SECTION 13. EXPENDITURES. The following amount is hereby appropriated in the District II Water System Enterprise Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: District II Water System $537,123 Debt Service 2,294 Transfer to Other Funds General Fund 141,975 TOTAL $681,392 SECTION 14. REVENUES. It is estimated that the following revenues will be available in the District II Water Enterprise Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: Permits & Fees $ 1,000

9 224 Sales & Services 658,877 Investment Earnings 10,000 Misc. Revenue 11,515 TOTAL $681,392 SECTION 15. EXPENDITURES. The following amount is hereby appropriated in the District III Water System Enterprise Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: District III Water System $483,340 Debt Service 2,294 Transfer to Other Funds General Fund 450,963 TOTAL $936,597 SECTION 16. REVENUES. It is estimated that the following revenues will be available in the District III Water Enterprise Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: Permits & Fees $ 1,300 Sales & Services 931,697 Investment Earnings 3,600 TOTAL $936,597 SECTION 17. EXPENDITURES. The following amounts are hereby appropriated for the Enhanced 911 System Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: Emergency 911 $191,767 SECTION 18. REVENUES. It is estimated that the following revenues will be available for the Enhanced 911 Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: Other Taxes & Licenses (E911 Surcharge) 136,520 Investment Earnings 1,500 Fund Balance Appropriated 53,747 TOTAL $191,767 SECTION 19. EXPENDITURES. The following amounts are hereby appropriated for the Octennial Revaluation Fund for the operation of the County revaluation process for fiscal year beginning July 1, 2018 and ending June 30, 2019: TOTAL $50,500 SECTION 20. REVENUES. It is estimated that the following revenues will be available in the Octennial Revaluation Fund for the fiscal year beginning July 1, 2018 and ending June 30, 2019: Investment Earnings 500 Transfers from Other Funds 50,000 TOTAL $50,500 SECTION 21. There is hereby levied on each marriage license issued during the fiscal year , a tax of $ The proceeds of such tax shall be deposited in the General Fund. SECTION 22. A. Funds belonging to Warren County and deposited to the credit of the Warren County Operating Account and the Warren County Payroll Account may be withdrawn on signatures of Jamie Holtzman, Interim Warren County Finance Director; Victor Hunt, Chairman, Warren County Board of Commissioners; and Angelena Kearney-Dunlap, Clerk to the Board of Commissioners. Warren County Manager Robert Davie has signatory authorization for contracts or agreements up to $50,000. All contracts for purchases or agreements with amounts over $50,000 are to be approved by the Warren County Board of Commissioners. B. All funds belonging to Warren County and deposited to the credit of the Warren County Department of Social Services (DSS) Trust Fund Accounts shall be withdrawn only by checks signed by the Warren County Director of Social Services and the Warren County Finance Director

10 225 or the Warren County Manager and counter-signed by the Warren County Finance Director. Ryan Whitson is authorized to sign such checks as Director of the Department of Social Services; Robert Davie is authorized to sign such checks as the Warren County Manager and Jamie Holtzman is authorized to counter-sign such checks as the Interim Finance Director. C. All funds belonging to Warren County deposited to the Public School Building Capital Fund Disbursing Account may be withdrawn on signature of Jamie Holtzman, Interim Finance Director and Robert Davie, Warren County Manager. D. All funds belonging to Warren County deposited to the Flexible Spending Account (FSA) may be withdrawn on signature of Victor Hunt, Chairman, Warren County Board of Commissioners; Jamie Holtzman, Interim Finance Director and Robert Davie, Warren County Manager. SECTION 23. There is hereby levied for the fiscal year , a license fee of $2.00 on each dog of the age of six months or older. The proceeds of such taxes shall be deposited in the General Fund. SECTION 24. Copies of this ordinance shall be furnished to the Budget Officer and the Finance Director for direction in carrying out their duties. This budget is prepared on a departmental basis, and need not be amended unless expenditures exceed departmental appropriations. Adopted this the 20 th day of June On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried, the June 20, 2018 Budget Special Meeting was adjourned. Angelena Kearney-Dunlap, Clerk RECORD OF A WORK SESSION / MEETING HELD BY THE BOARD OF COUNTY COMMISSIONERS FOR THE COUNTY OF WARREN IN THE ARMORY CIVIC CENTER COMMISSIONERS MEETING ROOM ON WEDNESDAY JUNE 20, 2018 AT 6:15 PM. The June 20, 2018 Work Session / Meeting was opened by Chairman Victor Hunt. Other Commissioners present: Bertadean Baker, Tare Davis, Jennifer Jordan Pierce and Walter Powell. Others in attendance: County Manager Robert Davie, Interim Finance Officer Jamie Holtzman and County Attorney Hassan Kingsberry. A moment of silence was followed by acknowledgement of written Department Head Reports from Public Utilities Director Macon Robertson and Health Director Margaret Brake. ITEM 2 Discussion Regarding Citizens Advisory Council (CAC) CAC members were asked to stand. The Board by consensus decided that the present format was acceptable, members need to actually be from the commissioner district they represent and a mission statement is needed. Clerk to the Board Kearney-Dunlap was tasked to meet with CAC to formalize a mission statement. Suggestions for CAC involvement came from a citizen as follows: Sandy Hook Promise, Gun Violence Prevention & Special Project with the Warren County School System. Commissioner Pierce suggested CAC assist with annual September Litter Sweep Project. ITEM 3 Agreement with Winston, Williams, Creech, Evans & Company LLP for Medicaid Audit Jamie Holtzman, Interim Finance Director

11 226 On motion of Commissioner Pierce which was seconded by Commissioner Baker and duly carried by unanimous vote, Agreement between the County of Warren and Winston, Williams, Creech, Evans & Company LLP for Medicaid Audit not to exceed $10,000, was adopted with Chairman Hunt authorized to sign same. ITEM 4 Warren County Local Foods Promotion Council - Paul McKenzie & Crystal Smith, Cooperative Extension Services The Board received a report of accomplishments from Council members William A. Kearney and Alex Borst. Council requested the appointment of a County Commissioner representative to the Local Foods Promotion Council. Request was referred to July 2, 2018 board meeting agenda for action. Next Council meeting is scheduled for July 27 at 12 noon. ITEM 5 Countywide Zoning Presentation Ken Krulik, Planner/Zoning Administrator. Krulik stated the County Zoning presentation was not a public hearing, it was for information only. In zoning, bonafide farms are exempt, hunting is exempt and hunting lodges are permitted. ITEM 6 Ordinance & Resolution Codification Hassan Kingsberry, County Attorney After discussion, this item was referred to the July 2, 2018 agenda. ITEM 7 Amended Warren County Purchasing Policy & Federal Funds Procurement Policy Jamie Holtzman, Interim Finance Director & Hassan Kingsberry, Co. Attorney On motion of Commissioner Baker which was seconded by Commissioner Pierce and duly carried by unanimous vote, proposed Warren County Federal Funds Procurement Policy was adopted with Chairman Hunt authorized to sign same. Amended Warren County Purchasing Policy was referred to the July 2, 2018 agenda. ITEM 8 Racing Moratorium Hassan Kingsberry, Co. Attorney: Attorney recommended repeal of ordinance No action taken. Commissioner Pierce stated, she did not see the value of Moratorium since no one called law enforcement or complained during the 90 period when racing did not cease. Item was referred to the July 2, 2018 agenda. ITEM 9 Proposed Amendments to the Animal Control Ordinance Danielle Bowen, Director of Animal Control & Hassan Kingsberry, County Attorney Animal Control Director Danielle Bowen gave a brief overview of amendments to the Ordinance and proposed fee schedule. ITEM 10 Collection Center & Transfer Station Operation Agreement Renewal Marshall Brothers, Director Public Works (Solid Waste) On motion of Commissioner Davis, which was seconded by Commissioner Baker and duly carried by unanimous vote, renewal of Collection Center & Transfer Station Operation Agreement with Waste Industries, LLC was approved for an eleven (11) year contract. Chairman Hunt was authorized to sign same. ITEM 11 Consideration of Boards/Committees/Commissions with Special Circumstances County Attorney & Clerk to the Board In order to keep track of and maintain an updated member list, it was requested that all

12 227 Boards/Committees/Commissions/Councils be created by resolution adopted by the Board of Commissioners and subject membership and bylaws to the Policy for Board & Committee Appointments and/or Re-Appointments, unless otherwise governed by NC General Statute or a regional set of by-laws. The Board of Commissioners by consensus approved the request that: all Boards/ Committees/Commissions/Councils are subject to the Policy for Board & Committee Appointments and/or Re-Appointments, unless otherwise governed by NC General Statute or a regional set of by-laws; All Boards/Committees/Commissions/Councils be created by resolution of the Board of Commissioners; Membership is subject to term limits of three (3), three year terms, and Mission Statement and Bylaws are adopted. A Board/Commission/Committee Orientation has been scheduled for June 28, 2018 to inform all Committee members and interested citizens regarding the adopted policy. ITEM 12 Proposed Warren County Unassigned Fund Balance Policy Robert Davie, County Manager After discussion, item was referred to the July 2, 2018 agenda. On motion of Commissioner Baker, which was seconded by Commissioner Powell and duly carried, the June 20, 2018 Work Session / Meeting was adjourned at 8:45 pm Angelena Kearney-Dunlap, Clerk MINUTES OF A SPECIAL MEETING HELD BY THE WARREN COUNTY BOARD OF COUNTY COMMISSIONERS IN THE ARMORY CIVIC CENTER MEETING ROOM ON THURSDAY, JUNE 28, 2018 AT 7:30 PM. The Special Meeting was called to order by Chairman Victor Hunt. Other commissioner present: Bertadean Baker. Absent Commissioners: Tare Davis, Jennifer Jordan Pierce and Walter Powell. Others in attendance: County Manager Robert Davie and Interim Finance Director Jamie Holtzman. After a moment of silence, Deputy Clerk to the Board Pulley read the special meeting notice. PUBLIC NOTICE Warren County Board of Commissioners Special Meeting Notice is hereby served that the Warren County Board of Commissioners have scheduled a special meeting for Thursday, June 28, 2018 at 7:30 pm to receive a BroadBand presentation from RiverStreet. This meeting will be held in the Warren County Armory Civic Center Commissioners Meeting Room, 501 US Hwy 158 Business, East, Warrenton, NC. All interested citizens are invited to attend. Victor Hunt, Chairman Warren County Board of Commissioners

13 228 County Manager Robert Davie gave a brief overview of the Broadband community feasibility study conducted by RiverStreet Management Services, LLC. Davie quoted Darlene Yudell, the Director of Management and Information Systems for Chatham County: public-private partnerships hold the most promise for counties to expand broadband access. This is what Warren County is working on, a public-private partnership to build out our broadband. Eric S. Cramer, President and Chief Executive Officer, Wilkes Communications/RiverStreet Network, Wilkesboro, NC updated the Board and public on its findings (report on file in County Administration office). Questions were entertained from the public. Chairman Hunt closed the Special Meeting at 8:45 pm. Angelena Kearney-Dunlap, Clerk