March 19, Vice Chairman Ronnie Smith and County Attorney J. Melvin Bowen were not in attendance.

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1 March 19, 2014 The Martin County Board of Commissioners met in Special Session on Wednesday, March 19, 2013 at 7:00 p.m. in the Board Room of the Martin County Governmental Center, 305 East Main Street, Williamston, North Carolina. ASSEMBLY Chairman Tommy Bowen, Commissioner Elmo Butch Lilley, Commissioner Bob Hyman, Commissioner Dempsey Bond, Jr., County Manager David Bone, and Clerk to the Board Marion B. Thompson. Vice Chairman Ronnie Smith and County Attorney J. Melvin Bowen were not in attendance. Chairman Bowen called the meeting to order at 7:00 p.m. The Pledge of Allegiance was led by Commissioner Bond. The invocation was offered by Commissioner Lilley. Chairman Bowen welcomed everyone to the meeting. Elected officials were recognized as well. Chairman stated he hoped everyone left as happy as they were when they came in. Laughter rang-out from those in attendance. AGENDA APPROVAL Commissioner Hyman made a MOTION to approve the agenda as presented, with a SECOND by Commissioner Bond. The motion was unanimously APPROVED. DEPARTMENTAL BUDGET PRESENTATIONS County Manager Bone thanked the Board for the opportunity. The preliminary reports being presented were the first step in the budget process. County Manager Bone stated he is proud of the staff and the County. In spite of the financial situation, the quality of service has not changed. Department Heads were asked to examine their budget for a possible 5% decrease in expenses. Many of them could not make cuts without cutting personnel or decreasing the level of service. Follow-up meetings will be held with staff to develop the budget, as well as, any meetings the Board may request. Agency presentations are scheduled for April 16 th. The Budget Ordinance will be done as scheduled on June 11, The final budget document will also include departmental annual goals. The challenge will be to hold down expenditures while addressing the needs of the community. As this budget document is developed and transmitted from staff to the Board, staff will continue to support and to assist in this budget process. Finance: Finance Officer Cindy Ange commented on the Department Heads awareness of the need to cut the budget. Except for minor adjustments, the Finance budget request would be basically the same as last year. Finance Officer Ange added departmental salary and benefits line items will be included in the budget later.

2 Commissioner Lilley questioned how State legislative changes were affecting the County s budget. Finance Officer Ange answered there are more mandates than resources to carry out those mandates, i.e. Animal Control facility upgrades and Department of Social Services NC FAST. The County would be penalized if mandated requirements are not met by the deadline. County Manager Bone added federal and state legislative changes are adhering to the metro areas-metro versus rural, rural areas are losing ground. Commissioner Lilley commented the political clout rural counties once had is no longer there. Tax Assessor: Tax Assessor Hilton Edmondson stated the Tax Assessor Office budget request would basically be the same as last year. Office supplies and equipment & supplies (new computer) have been increased to include an amount for 2017 revaluation. The line item for billing was reduced because motor vehicle taxes are now being billed by the State along with the tag renewal bill. Tax Assessor Edmondson stated an amount was allocated to replace a twenty (20) years old printer, if needed, as had been done in past years. Tax Collector: Tax Collector Christie Belvins reported the budget for the Tax Collector s office would be basically the same except for the new Vehicular Tax System (VTS). With only four months for comparison, it was estimated to cost $45,000 in collection fees to carrying out the State mandates relating to the VTS. County Manager Bone had stated previously only approximately 25% of that fee may be reimbursable. Department of Motor Vehicles: Tax Collector Christie Blevins stated the DMV budget would be the same as last year. When Chairman Bowen questioned the estimated NC Wildlife fee expense ($9,000), Tax Collector Blevins stated the NC Wildlife fee will be offset by revenue. This availability of this program is fairly new to Martin County DMV-LPA; therefore, there are only a few months of comparison relating to the NC Wildlife fee. Elections: Elections Director Kristy Modlin submitted two budgets in case a 2 nd primary will be required in June or July. The need for a 2 nd primary will not be known until after the May primary. If there is no federal contest, the 2 nd primary would be held in June. If there is a federal contest, the 2 nd primary would be in July. Elections Director added several voting booths need replacing. Funds may be available in the current budget to purchase some voting booths. The remaining voting booths would be purchased later. Register of Deeds: Register of Deeds Tina Manning stated she had reached a historical moment in doing budgets 25 years. Register of Deeds Manning noted budget request decreases in postage, dues & subscriptions, and capital outlay. Maintenance: Building and Grounds Director Justin Harrison presented the budget for the buildings and grounds maintained by his department. Government Building(built 1982): Budget requests increased by $48,900 to remodel the Governmental building restrooms in the break room, new glass door break room, new glass doors-front & rear entrance, new pump - boiler room (main pump), new paint DSS, replace / update a 1982 fire alarm system and a Cooling tower cleaning.

3 Maintenance Director Harrison stated Clerk of Court Tonya Leggett requested using court facility funds to renovate the 2 nd floor. The courtroom entrance, foyer, and elevator would be upgrade with these funds as well. The Martin House and the Biggs House no longer maintained by the county. County Office Building: Budget was increase by $14,800 to repair walls & to paint the first floor, repair floor tiles, and replace side fire exit. Old Agriculture Extension Building: Remodeling of Transit included replacing two heating & air units. Health Department Building: Budget would be the same. Plans would be to continue remodeling the Department of Aging as included in the allocation for the Health Department Building. It took over a span of two years; nevertheless, all roofing renovations have been completed on the Health Department Building in the Williamston location. The Bargain Shop: Budget would be the same. Plans would be to remodel (modify) restrooms and kitchen. Farmer s Market: Budget would be the same. Plans would be to paint the overhead doors at the Farmer s Market building. Moratoc Park: Additional funds ($36,500) were requested to repair the roof on the Red School house, replace floor in the mechanical room, to remodel the kitchen, to purchase a new commercial gas stove and commercial refrigerator, drop ceiling, duct work, new flooring, main building siding, and miscellaneous repairs. Plans are to clean-up the old out buildings. Kehukee Park (built mid- 90 s) and Watts Street Buildings: Budgets would be the same. In the Kehukee Park building, plans would be to replace carpet w/cut tile - front door carpet in hallways, replace carpet in kitchen and in the side entrance, and upgrade sign & landscaping. Plans would be to update the ventilation in the basement of the Watts building. Sheriff: Sheriff Dan Gibbs requested increasing the allocation for part-time staff by $5,000 due to the installation of the electronic monitoring system, purchase six (6) patrol cars, and provide raises and promotions for Sheriff Office staff. Sheriff Gibbs gave way to Chief Deputy Tim Manning who presented to the Board the following overview of the investment that goes into hiring and retaining certified deputies. A summary of the Law Enforcement complex hiring process has been listed below. Must have a high school diploma, and attend a Basic Law Enforcement class which consists of 620 hours. Fill out a 16 page application (F-3) and have it notarized.

4 Fill out an Authorization of release and have it notarized. Fill out a Medical History Statement. Must take a psychological evaluation, medical physical, drug test which will cost the County citizens $505 per Deputy starting July 1, Deputy must become qualified with the pistol and shotgun. Intensive background checks (process takes about 2 weeks) take time away from supervision / daily operation. (Approx. cost $1,900 per deputy based on Chief Deputy salary) Cost to uniform Deputy with officer specific items: shirt, pants, belt, winter and rain coat, hat, shoes, body armor, name tag (Approx. cost $1,075 per deputy) On the job training for 6 to 8 weeks (Approx. cost $3,648); two deputies doing the job of one Chief Deputy Manning stated it is getting harder and harder to find and retain quality individuals due mainly to Martin County s current pay rate. The starting salaries for the same positions in neighboring counties pay several thousand dollars more. Those hired coming out of basic training are making the same salary as those that have been loyal to the Sheriff s Office. As a result, the turnover is constant and costs the county countless dollars as shown above. Sheriff Gibbs stated that to get close to the Williamston Police Department s starting salary would take a 10% salary increase. To reach the salary levels of Bertie County Sheriff s Office would require an 18% salary increase. Sheriff Gibbs asked the County Commissioners to consider giving the Sheriff s Office entire staff a 10% raise in the budget year Sheriff Gibbs and Chief Deputy Manning have been working with County Manager Bone to examine what options may be available. Communication: Telecommunications Manager Jason Steward thanked the Board for their support of his position and department. The general fund for 911 would be largely unchanged. There was a request to increase overtime salaries by $15,000 to be in line with the actual amount being required for mandated coverage during the use of sick leave, training, or other issues. A new CAD server to replace two (2) aging and out of warranty servers was also requested as well as funding to move and consolidate all radio system infrastructure located inside of the Governmental Center into the new server room. Many projects in the making, including certification training for staff, all qualify for 911 funding. Emergency Management: E/M Director Mike Stalls stated his budget would the same except for a requested increase in gasoline. E/M Director Stalls stated there are four central functions in his department: management, safety, EMS and E911 addressing. Due to staff reduction in fiscal year , capital improvement projects have been put on hold to allow time to do certain functions required to receive federal funding, which pays approximately three-fourths of his salary. E/M Director Stalls asked that the rest of E/M budget remain the same for fiscal year Building Inspector: Inspector Jody Griffin stated that his budget request would relatively be the same except he would decrease part-time salaries to $6,000 (cut to one day a week). The Building Inspector and another county are utilizing resources to cover what the part-time staff

5 individual was doing. More state mandated, unfunded training is being required i.e. nine days a year for code certification. Predictions are that by 2016, the Building Inspector s Administrative Assistant would have to be certified as Permit Technician before signing and issuing building permits. Additionally, yearly recertification would be required for the permit Technician. Animal Control: Animal Control Director Pete Brock requested an increase in budget for capital improvement ($20,000 for a vehicle replacement). County Manager Bone stated Animal Control staff has been doing maintenance on the truck to save funds. An increase has been budgeted for supplies due to the discontinuation of the gas chamber. The Humane Society donated $10,000 in exchange for this effort. Landfill: Landfill Supervisor Maurice Robinson had a death in his family and could not attend the meeting. On his behalf, County Manager Bone stated the budget presented would be in line with last year s except for a requested increase for capital outlay (roof & building repairs). Chairman Bowen inquired as to the condition of the Rex machine. County Manager Bone stated the Rex machine had been listed as a Landfill Capital Improvement project goal over the next few years. Cooperative Extension: Director Al Cochran stated the budget for Cooperative Extension had a decrease in the telephone line item. The rest of the budget would be the same. Advertising is being done for a multi-county Agriculture Extension Agent to replace Lareo Reddick, who retired. The agent would service Martin and Pitt counties. This would provide an adjustment to the level of service as well as the salary for this position. Soil and Water Conservation: S & W Supervisor Lynn Whitehurst stated his budget request would be the same as last year except for reductions in travel and office supplies. Social Services: DSS Director Susan Davenport thanked the Board for allowing DSS to fill vacant positions due to the NC Fast implementations. Having the internet upgraded has really helped with NC Fast. Increases were included for purchase services IVD and purchasing of a car to replace a 2008 van. Medicaid line item was reduced totally as there is no longer a County share. Director Davenport recognized DSS Administrative Officer Barbie Bonds for handling the complex budget revenue / expense reconciliation. Veterans: Veterans Director Theodosia Robinson requested no new monies. Veterans Services pays for itself through services. Veterans Director Robinson requested that all continue to remember the veterans and their contributions to Martin County and the country through their service, as well as financially. Department of Aging: Department of Aging Director Marsha Anderson stated there would not be a lot of changes to her budget. Program participation is down as well as travel. Director Anderson reminded the Board that $25,000-$30,000 is being saved annually by the Department of Aging through the volunteer services of an administrative assistant.

6 Water: Water District Manager Ed Warren stated his budget would have a few revisions in revenue. The expenses would be the same as last year for Water District 1 & 2. County Manager Bone added the Martin County Water District Advisory Board will meet Monday, March 24 th, to discuss the current water rates. Transit: Deputy Transit Director Frank Halsey stated the requested allocation for the NC Department of Transportation 5311 grant for fiscal year was $180,467 for administration and $97,500 for capital outlay. The allocation included replacing one vehicle. Federal match will be 80%, State match will be 10%, and the county match required will be 10% Transit fare rates have been the same for some time. An evaluation of current fare rates is planned to consider the feasibility of increasing rates. County Manager/Commissioners: County Manager Bone stated that the budget for County Manager s office included $2,000 for a new computer / laptop for the clerk. The telephone line item has decreased due to the purchase of the telephone system. Because the current system is 6 years old, a new telephone system may be needed in a couple of years. Postage and beaver bounty would be increased. County Manager Bone stated the Clerk had saved monies by applying for scholarships for the Commissioners to attend seminars. In the Commissioners budget, the travel line item would be increased for fiscal year County Manager Bone stated previously, plans had been to include an amount in the budget to hire a consultant to revise the Personnel Policy. Instead, the personnel policy will be handled inhouse. COMMENTS The Commissioners thanked the Department Heads and Elected Office Holders for all they do for Martin County. The Board expressed appreciation to all for understanding the economic conditions of the County. Members of the Board expressed concern because more could not be done now for staff and the County as a whole. The hope and prayer is for better days / times ahead. ADJOURNMENT With no further business to discuss, Commissioner Hyman made a MOTION to adjourn the meeting, with a SECOND by Commissioner Bond. The motion was unanimously APPROVED, and the meeting was adjourned at 8:28 p.m. Tommy Bowen, Chairman Marion B. Thompson, NCCCC Clerk to the Board