macon commissioners 02-11-2014 press kit

MACON COUNTY BOARD OF COMMISSIONERS

FEBRUARY 11, 2013 AGENDA

1. Call to order and welcome by Chairman Corbin 2. Announcements 3. Moment of Silence

4. Pledge of Allegiance

5. Public Hearing – 6 p.m. – Closeout of Macon County’s 2010

Community Development Block Grant – John Fay, Housing Director

6. Public Comment Period

7. Adjustments to and approval of the agenda

8. Reports/Presentations

A. Presentation of the Fiscal Year 2012-13 audit report – Erica Brown with Martin, Starnes & Associates, CPAs

B. Presentation regarding the Evergreen Foundation – Denise Coleman

C. Presentation by Macon County WNC Teen Institute students – Georgia Raines with Mountain Projects, Inc.

9. Old Business

A. Consideration of contract with Century Link – County Attorney and Emergency Services Director David Key

10. New Business A. Consideration of audit contract for Fiscal Year 2013-14 –

Finance Director B. Discussion regarding Parker Meadows Recreational Park loan

rates and potential increase to Parks and Recreation operating budget – County Manager, Finance Director and Seth Adams, Parks and Recreation Director

11. Consent Agenda – Attachment #11 All items below are considered routine and will be enacted by one motion. No separate discussion will be held except on request of a member of the Board of Commissioners. A. Minutes of the January 21st and January 25th meetings B. Budget Amendments #86 and #87 C. Tax Releases D. Monthly ad valorem tax collection report

12. Appointments

A. Industrial Facilities and Pollution Control Financing Authority (2 seats)

B. Library Board (2 seats) C. Watershed Review Board (3 seats) D. Joint Community Advisory Committee for Long Term Care (1

seat) E. Town of Franklin representative on the Macon County Planning

Board (1 seat)

13. Closed session A. Attorney-client privilege – NCGS 143-318.11(a)(3) B. Personnel – NCGS 143-381.11(a)(6)

14. Adjourn/Recess


AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Housing SUBJECT MATTER: Public Hearing on Closeout of Macon County’s 2010 Community Development Block Grant DEPARTMENT HEAD COMMENTS/RECOMMENDATION: A copy of the public notice is attached for your information. John Fay will be available to provide details and to answer any questions. The purpose of the hearing is solely to receive any public comments on the grant. No action on the part of the board is expected. COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments ___X__ Yes ___ No Agenda Item 5

PUBLIC NOTICE

Notice of Public Hearing. Macon County Board of Commissioners will hold a public hearing on Tuesday,

February 11, 2014, at 6:00PM in the Commissioner’s Boardroom, 3rd floor, Macon County Courthouse,

Franklin, NC. The purpose of this public hearing is to conduct a closeout of Macon County’s 2010

Community Development Block Grant #10‐C‐2124, report to the Commissioners that all grant activities

have been successfully completed and receive any citizen comments. The public is encouraged to

attend. Derek Roland - County Manager/Ex Officio Clerk to the Board


AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Finance SUBJECT MATTER: Presentation of the Fiscal Year 2012-13 Audit Report DEPARTMENT HEAD COMMENTS/RECOMMENDATION: Erica Brown with Martin, Starnes & Associates, CPAs, will be here to present a PowerPoint presentation regarding the key points of the firm’s audit report for the fiscal year ending June 30, 2013. Per the Finance Director, copies of the report and the compliance letters are available to the board members prior to meeting and can be picked up at her office. Otherwise, she will distribute copies at the meeting on Tuesday evening. COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments ______ Yes _X_ No Agenda Item 8A


AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Evergreen Foundation SUBJECT MATTER: Update on foundation activities DEPARTMENT HEAD COMMENTS/RECOMMENDATION: Denise Coleman with the Evergreen Foundation has requested time on the board’s agenda to provide a brief update on the activities of the foundation. “The mission of the Evergreen Foundation is to improve access to and public awareness of quality prevention, treatment and support services by the provider community to individuals and families with intellectual/developmental disabilities, behavioral health, and/or substance abuse needs in Cherokee, Clay, Graham, Haywood, Jackson, Macon and Swain counties.” Chairman Corbin is a member of the foundation’s board of directors. A copy of the foundation’s annual report for Fiscal Year 2012-2013 is attached for your information. COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments ___X__ Yes ___ No Agenda Item 8B

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A Message from the Board of Directors

The past year has been one of change and renewal as the Evergreen Foundation continues to strive to improve access to and public awareness of quality prevention, treatment, and support services by the provider community to individuals and families with intellectual/developmental disabilities or behavioral health and/or substance abuse needs in Cherokee, Clay, Graham, Haywood, Jackson, Macon and Swain counties. John Bauknight, long time Board Chairman stepped down from his post last December. John’s continued presence on the Board is greatly appreciated as is his long term commitment to Evergreen. New Board members Bill Teague/ Haywood County, Kevin Corbin/Macon and John Feil/Graham were welcomed to the Board during the year. Efforts to identify someone from Cherokee County to serve on the Board have been ongoing.

This past year also saw the addition of two part time staff: Denise Coleman and Patti Long. Denise’s focus on public education and awareness has strengthened Evergreen’s ability to share information more broadly across the seven counties while Patti’s focus on planning, the grant process and web-site development has been helpful in further focusing Evergreen on its mission.

The importance of Evergreen’s mission continues to come more sharply into focus as providers struggle to produce innovative programs with positive outcomes in the face of regulatory hurdles and an increasingly distant administrative approach to services via managed care. It is fair to say that the funding reductions from governmental sources have increased the importance of Evergreen’s mission.

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AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Mountain Projects, Inc. SUBJECT MATTER: Presentation by Macon County WNC Teen Institute group DEPARTMENT HEAD COMMENTS/RECOMMENDATION: Georgia Raines, the Teen Institute Coordinator for Mountain Projects, Inc., has asked for time on the agenda to allow some Macon County students to make a presentation regarding the WNC Teen Institute. This is a regional program that works with middle and high school students toward prevention and awareness of substance abuse issues and the risky behaviors that surround them. The institute has a group at Nantahala School as well as one at Franklin High School. COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments ______ Yes _X_ No Agenda Item 8C


AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Emergency Management SUBJECT MATTER: Contract with Century Link DEPARTMENT HEAD COMMENTS/RECOMMENDATION: The County Attorney and Emergency Management Director David Key can provide additional information on this item at Tuesday’s meeting. As you may recall, the board approved a budget amendment at its December 10, 2013 meeting that would allow for the purchase of a new phone controller system for 911. Authorization is now being sought to formally enter into a contract with Century Link, the provider of that equipment. COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments ______ Yes _X_ No Agenda Item 9A


AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Finance SUBJECT MATTER: Consideration of audit contract for Fiscal Year 2013-14 DEPARTMENT HEAD COMMENTS/RECOMMENDATION: A copy of the proposed “Contract to Audit Accounts” from Martin Starnes & Associates, CPAs is attached for your review and information. The proposed cost of the audit is $47,400, with an additional $14,000 for the preparation of the annual financial statements. The Finance Director can provide additional detail at the meeting. COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments ___X__ Yes ___ No Agenda Item 10A


AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Parks and Recreation SUBJECT MATTER: Discussion regarding Parker Meadows Recreational Park loan rates and potential increase to Parks and Recreation operating budget DEPARTMENT HEAD COMMENTS/RECOMMENDATION: First, please see the attached amortization schedules for a 10-year and 15-year loan for $2.7 million, based on the anticipated cost of the full build-out of the recreation complex. Secondly, please see the attached Parks and Recreation Department budget that Director Seth Adams said he would need to ask for in the first year after the park is completed. Per Mr. Adams, the numbers are based on what the department currently maintains and what will be needed to take care of the additional 48-acre site along with maintenance of the new fields and buildings. The numbers are also based on the assumption that county staff will be taking care of the fields but leasing out concessions. COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments ___X__ Yes ___ No Agenda Item 10B

RECREATION PARK 2013-2014 With Parker Meadows 116120 550001 SALARY 226,484 + 59,654 116120 550002 PT SALARY 65,000 + 20,000 116120 550005 LONGEVITY 1,497 116120 550201 MED/FICA 22,413 + 4,563 116120 550203 HOSP. 56,064 + 12,166 116120 550206 LIFE INS 516 + 166 116120 550207 RETIREMENT 16,118 + 4,217 116120 550701 CTY 401K 4,560 + 1,194 116120 552900 CANTEEN EX 2,500 116120 556001 OFF SUPP 2,300 + 200 116120 556004 CUST SUPP 8,000 + 4,000 116120 556005 COMPUT SUP 2,700 116120 556011 OPER SUPPL 33,000 + 17,000 116120 556015 REC SPORTS 3,000 + 2,000 116120 556503 VH RP/MAIN 4,000 + 3,000 116120 556600 MAINTENANC 40,000 + 5,000 116120 556603 PROP/BLDG 15,000 + 5,000 116120 556618 CFB-MAINT 9,000 116120 556620 BACK CKS 2,000 116120 557101 POSTAG/DEP 200 116120 557700 DUES 55 116120 558901 TRAVEL 700 116120 559202 TELE EXPEN 4,250 + 1,500 116120 559301 ELECTRICIT 48,250 + 25,000 116120 559302 WATER/SEWR 21,000 116120 559700 NON-CAP EQ 1,500 + 1,500 116120 559701 SPEC EVENT 6,000 116120 561600 SR/SO GMS 3,000 116120 569504 OTHR CAP S 25,000 TOTAL RECREATION PARK 624,107 +166,160=$790,267 *$55,000 will be needed to buy equipment (Tractor, Field Buggy, 2 mowers)

*Concession Lease and Field Rental will be new revenue streams for Macon County.

‐Suggested concession lease ($1,500 per month + a % of their profit) per stand.

‐Suggested Field Rental ($25 per field, per day + $15 per team in the tournament)


AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Governing Board SUBJECT MATTER: Consent Agenda DEPARTMENT HEAD COMMENTS/RECOMMENDATION: A. Minutes – Consideration of the minutes from the January 21st and January 25th,

meetings, per attachment 11A. B. Finance – Consideration of Budget Amendments #86 and #87, per attachment

11B. C. Tax releases – Consideration of tax releases in the amount of $1,820.72, per

Attachment 11C. The supporting documentation is on file in the Deputy Clerk’s office.

D. Monthly Tax Collection Report – For the board’s information, the monthly ad

valorem tax collection report is attached as attachment 11D. It does not require board action. Also, please see the letter from Tax Collector Margaret Perry regarding the total amount of unpaid 2013 taxes that are liens on real property.

COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments ___X__ Yes ___ No Agenda Item 11(A)-11(D)

Minutes 01.21.14

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MACON COUNTY BOARD OF COMMISSIONERS JANUARY 21, 2014

MINUTES

Chairman Corbin called the meeting to order at 6:00 p.m. All Board Members, the County Manager, Deputy Clerk, Finance Director, County Attorney, members of the news media and interested citizens were present. ANNOUNCEMENTS: Chairman Corbin extended a welcome to the new County Manager, Derek Roland. Chairman Corbin then recognized Rich Robb, who, along with his wife, Cate, regularly attends the meetings of the county commissioners. Chairman Corbin noted that Mr. Robb, a World War II veteran and retired police chief, recently celebrated his 90th birthday, and presented him with a small gift on behalf of the board. MOMENT OF SILENCE: Chairman Corbin asked those in attendance to observe a moment of silence. PLEDGE TO THE FLAG: Led by Commissioner Tate, the pledge to the flag was recited. PUBLIC COMMENT: Dennis Conley, a member of the county’s recreation commission, voiced his support for the full development of the Parker Meadows recreation facility. Saying that he was here on behalf of the entire recreation commission, Mr. Conley urged the board to do all of the work now, not in phases. Mike Caldwell with the Independent Sports Association spoke to the economic benefits for communities that host softball and baseball tournaments such as those planned for the Parker Meadows facility. Narelle Kirkland offered recommendations for improving vehicular access to Southwestern Community College and the Macon County Public Library from U.S. 441 and Siler Road.

Minutes 01.21.14

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ADJUSTMENTS TO AND APPROVAL OF THE AGENDA: Upon a motion by Commissioner Haven, seconded by Commissioner Tate, the board voted unanimously to approve the agenda as adjusted, as follows:

To remove Item 8A, the presentation of the Fiscal Year 2012-13 audit report, per the County Manager.

To add a report on the upcoming “short session” of the General Assembly, per Commissioner Beale.

To add a presentation by Lisa Leatherman of Duke Energy as Item 10L under New Business, per Chairman Corbin.

CHANGES TO ELECTION LAW: Chairman Corbin recognized the three members of the Macon County Board of Elections, Luke Bateman, Sara Waldroop and Gary Dills. Mr. Bateman, who chairs the elections board, told the commissioners of some recent changes in state election law, but focused the majority of his comments on changes in one-stop absentee voting, as the time period for that event has been shortened to one week. However, Mr. Bateman said that the county must offer potential voters the same number of hours in which to vote, resulting in the prospect of 15-hour days, which he said was not feasible. Therefore, the Board of Elections requested additional funding in the amount of $7,500 to add an additional one-stop voting location in Highlands, and Mr. Bateman presented a cost estimate for establishing the second site. Following further discussion, and upon a motion by Commissioner Beale, seconded by Commissioner Tate, the board voted unanimously to fund the $7,500 request as presented, with the money to come from contingency. “STAND DOWN” EVENT FOR VETERANS: Veterans Service Officer Daylon Plemens introduced Leigh Tabor, the county’s assistant veterans service officer, who gave the board an overview of a planned one-day event known as a “Stand Down,” which will be set up like a military base camp in which homeless and at-risk veterans will be able to receive basic social services from a variety of community and government agencies. Ms. Tabor told the board she was “looking for your blessing and support” for the planned August 21, 2014 event, which will take place at the county’s Community Facilities Building and will offer services for veterans in the state’s seven westernmost counties. No action was necessary. UPDATE ON PARKER MEADOWS RECREATIONAL PARK: Mike Lovoy updated the board on the status of the rough grading plan for the initial phase of development for the Parker Meadows Recreational Park, noting that the plan was ready to submit to the state for permitting. He provided the board with copies of the grading, erosion control and storm

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drainage master plan, explaining that at a cost of $65 per acre, the permit fee for the 18 acres covered by the plan would be $1,170, adding that he needed the board’s approval to move forward. Macon County Planner Matt Mason and Parks and Recreation Director Seth Adams then presented a PowerPoint presentation outlining options for the development of the park. The first option contained the items necessary to meet the requirements of the $500,000 Parks and Recreation Trust Fund (PARTF) grant, and came in at a cost of $623,315, leaving the county with a $123,315 obligation. Option One included items to make the new park more user-friendly, such as an access road, a central building for bathrooms, concessions and scoring, plus lighting for two fields. The total cost for this option was $1,104,815. Option Two included two additional adult fields with dugouts, additional lighting, a 7,000-square-foot multi-use court and a 200-space parking area. The total cost for this option was $1,748,815. Option Three is essentially a complete build-out of the master plan and includes four youth fields, a central building for the youth fields, two more parking areas, completion of the access road and a maintenance building. The total cost for this option is $2,989,315, but Mr. Adams pointed out that for any of the three options, the $500,000 PARTF grant would be subtracted from the total. For example, he said the county could have a brand new park for a county investment of $2,489,315. Commissioner Haven asked how long it would take to have the total project completed, and Mr. Adams said it could be done in about one year from this coming spring. Mr. Adams also said that having all of the field lighting done at one time would result in a savings of $256,000. Commissioner Higdon asked Mr. Adams to provide numbers regarding annual ongoing expenses, such as new employees and projected utility costs. Mr. Adams and the board members then discussed equipment needs, landscaping and traffic flow issues. Chairman Corbin asked for options on how to pay for the park, and the Finance Director suggested looking at it as part of the upcoming budget process. Upon a motion by Commissioner Beale, seconded by Commissioner Haven, the board voted unanimously to submit the application for the land disturbance permit for the park and to authorize the County Manager to sign it. ECONOMIC IMPACT OF PROPOSED RECREATIONAL PARK: Economic Development Director Tommy Jenkins presented a PowerPoint presentation entitled “Recreational Facility Expansion and the Economic Impact of Athletic Tournaments.” After outlining the county’s existing facilities and usage, Mr. Jenkins cited a number of expansion benefits, noting that while recreation facilities are built foremost to serve the local population, such facilities can have a positive impact on the area’s economic development as an athletic tournament destination. He then

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noted the financial impact of both a 24-team and a 48-team tournament. Following the presentation, Chairman Corbin asked the County Manager and the Finance Director to work on financial options for development of the proposed park. CHANGE ORDER NUMBER 15 ON LITTLE TENNESSEE RIVER/CARTOOGECHAYE CREEK TRUNK SEWER PROJECT: Mike Waresak with McGill Associates went over the details of the change order on the Little Tennessee River/Cartoogechaye Creek Trunk Sewer Project, the 15th and final change order. The net result of the change order was a decrease of $77,781.69 (Attachment 1), a copy of which is attached and is hereby made a part of these minutes. Commissioner Higdon and Mr. Waresak discussed another project item that fell outside of the scope of the contract with Gary’s Grading and Pipeline Co., with Commissioner Higdon noting that the county is still obligated to complete it. Commissioner Beale asked when a set of “as-built” plans would be available from McGill, and Mr. Waresak said it would be within a month. Mr. Waresak and the board then briefly discussed Change Order Number 1 on the Little Tennessee River/Cartoogechaye Creek Reuse Distribution System. The net effect of this change order was a decrease in cost of $11,797.50 and an increase of 15 days in contract time. A copy of the change order is attached (Attachment 2) and is hereby made a part of these minutes. Upon a motion by Commissioner Higdon, seconded by Commissioner Haven, the board voted unanimously to approve both change orders as presented. LEASE RENEWAL WITH DRAWBRIDGE SECURE NETWORK SOLUTIONS, LLC: Tommy Jenkins and the County Attorney reviewed the terms of a one-year renewal for leased space at the county’s Business Development Center to Drawbridge Secure Network Solutions, LLC. The firm is leasing Unit D at the facility at a cost of $150 per month, with the renewal to commence on February 1, 2014 and expire on January 31, 2015. Upon a motion by Commissioner Higdon, seconded by Commissioner Beale, the board voted unanimously to adopt a resolution declaring the property in the Business Development Center to be surplus and to lease that space to Drawbridge Secure Network Solutions, LLC as presented. Copies of the resolution (Attachment 3) and of the lease agreement (Attachment 4) are attached and are hereby made a part of these minutes. MACON COUNTY PUBLIC HEALTH FEE SCHEDULE: Diane Keener with Macon County Public Health presented proposed changes in the department’s fee schedule on behalf of Director Jim Bruckner. She first reviewed two additions to the schedule, one for the Japanese

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Encephalitis Vaccine at a cost of $248, and the second for a MI Paste (prescription strength fluoride) at a cost of $12. She then outlined the department’s fee schedule as it applies to laboratory services provided by LabCorp, noting that the Board of Health had already given its approval to the schedule and the two additions noted earlier. Upon a motion by Commissioner Higdon, seconded by Commissioner Tate, the board unanimously approved the fee schedule changes as presented. A copy of the laboratory services schedule is attached (Attachment 5) and is hereby made a part of these minutes. PLAYGROUND AT IOTLA VALLEY ELEMENTARY SCHOOL: Gary Brown, the principal at Iotla Valley Elementary School, asked the board to consider providing up to $40,000 to purchase additional playground equipment at the school. Following a discussion regarding the amount of money remaining in the school’s construction fund, upon a motion by Commissioner Haven, seconded by Commissioner Beale, the board voted unanimously to fund the request, not to exceed $40,000, with the county to handle the financial details. Chairman Corbin declared a recess at 7:42 p.m. Chairman Corbin called the meeting back to order at 8:00 p.m. MACON COUNTY HISTORICAL SOCIETY REQUEST FOR VEHICLE: Joe Hilliard, speaking on behalf of the Macon County Historical Society, asked the board to consider donating a pair of retired Macon County Transit vans to the society. The County Attorney pointed out that the county would have to determine the source of funding that was used to purchase the vans, and from there, declare them surplus prior to selling them. After further discussion, the board asked Mr. Hilliard to talk with Macon County Transit Director Kim Angel about the vehicles. No action was taken. FIRE CONTRACTS WITH THE TOWN OF FRANKLIN, TOWN OF HIGHLANDS AND VOLUNTEER FIRE DEPARTMENTS: Jimmy Teem, the county’s fire marshal, and the County Attorney briefed the board on the updated contracts with the two municipal fire departments (Franklin and Highlands) as well as the nine volunteer fire departments that cover the county. The County Attorney explained that the contracts were essentially updates of documents last approved in 2001, and are now “in the shape they need to be in.” Commissioner Tate noted that this had been a six-month process. Mr. Teem said that he had been present for all of the recent inspections of the departments and that all were certified, although a few had minor deficiencies. Upon a motion by Commissioner

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Tate, seconded by Commissioner Beale, the board voted unanimously to approve all 11 contracts with a single motion. Copies of the contracts with the Town of Franklin (Attachment 6), the Town of Highlands (Attachment 7), Burningtown-Iotla Volunteer Fire & Rescue, Inc. (Attachment 8), Clarks Chapel Fire and Rescue Department, Inc. (Attachment 9), Cowee Volunteer Fire/Rescue, Inc. (Attachment 10), Cullasaja Gorge Fire and Rescue, Inc. (Attachment 11), Mountain Valley Volunteer Fire & Rescue, Inc. (Attachment 12), Nantahala Volunteer Fire and Rescue, Inc. (Attachment 13), Otto Volunteer Fire and Rescue, Inc. (Attachment 14), Sky Valley-Scaly Mountain Volunteer Fire and Rescue Incorporated (Attachment 15) and West Macon Fire and Rescue, Inc. (Attachment 16) are attached and are hereby made a part of these minutes. TOPICS FOR PLANNING BOARD DISCUSSION: Commissioner Tate asked the other board members to consider the next topic for discussion or study by the Macon County Planning Board. He suggested two possible items, the first being a study of utility systems (water and sewer) within the county and the second being a look at traffic patterns as they relate to the planned Parker Meadows recreational park. Another possible item was an update to the county’s comprehensive plan. Following discussion, the board agreed by consensus to direct the planning board to review utilities within the county. WAIVER OF FEES FOR REACH FACILITY: Commissioner Haven asked the other board members to discuss and consider the possibility of the county waiving inspection fees for the new REACH facility. The County Attorney advised the board that, by ordinance, the county inspections department cannot issue permits until fees have been paid, and urged the board to follow the ordinance “as is.” Commissioner Beale noted that such action would also set a difficult precedent. No action was taken. REPORT ON LEGISLATIVE “SHORT SESSION”: Following a brief discussion on issues regarding federal payment in lieu of taxes, Commissioner Beale gave a report on the goals of the North Carolina Association of County Commissioners (NCACC) for the upcoming “short session” of the General Assembly, which will convene on May 14th and is expected to last about four to six weeks. Among those topics are the need for lottery funds to come back to the counties, the use of 911 funds, a more effective means of holding runoff elections following primaries, the redesigned mental health local management entities and the related issue of involuntary commitments.

Minutes 01.21.14

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CONSENT AGENDA: Upon a motion by Commissioner Beale, seconded by Commissioner Tate, the following items on the consent agenda were unanimously approved: Minutes – Approved the minutes from the December 10, 2013 meeting. Budget amendments – Approved the following budget amendments: #68 for the Health Department to appropriate $3,400 in additional Smart Start grant revenue; #69 for the Sheriff’s Office to appropriate $890 from an insurance settlement for vehicle repairs; #70 for the Sheriff’s Office to appropriate $31,330 in federal and state forfeiture funds; #71 for the Department of Social Services to appropriate a $150 donation for foster care; #72 for the Department of Social Services to appropriate $172,107 in additional TANF revenues; #73 for the Department of Social Services to appropriate $5,739 in additional SHIPP grant funds; #74 for the Department of Social Services to appropriate a $54 donation for foster care; #75 for Soil and Water Conservation to appropriate a $50,000 grant received from the North Carolina Department of Agriculture and Consumer Services for the Hillwinds Farm easement; #79 for Emergency Management Services to appropriate a donation of $500 for furniture and equipment at the Nantahala Base. (Revisions with corresponding numbers attached.) Tax releases – Approved tax releases in the amount of $602.83 (A computer printout of releases is on file in the Tax Department and the County Manager’s office.) Monthly ad valorem tax collection report – No action necessary. APPOINTMENTS: (1) Town of Franklin appointment to the Economic Development Commission – Upon a motion by Commissioner Haven, seconded by Commissioner Beale, the board voted unanimously to accept the Town of Franklin’s recommendation to appoint Barbara McRae as the town’s representative on the Economic Development Commission (EDC). (2) Franklin Area Chamber of Commerce appointment to the EDC – Upon a motion by Commissioner Tate, seconded by Commissioner Haven, the board voted unanimously to accept the Franklin Area Chamber of Commerce’s recommendation to appoint Judy Chapman as the chamber’s representative on the EDC. (3) Economic Development Commission (EDC) – Upon a motion by Commissioner Beale, seconded by Commissioner Haven, the board voted unanimously to appoint Jim Bross to a three-year term on the EDC, with the term to expire January 21, 2017. (4) Recreation Commission – Following an explanation by the Deputy Clerk, upon a motion by Commissioner Tate, seconded by Commissioner Beale, the board voted unanimously to expand the membership of the Recreation Commission by two members, increasing the number from six to eight, with Josh Ward and Josh Cantrell to serve as the seventh and eighth members, respectively.

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CLOSED SESSION: At 8:41 p.m., upon a motion by Commissioner Beale, seconded by Commissioner Haven, the board voted unanimously to go into closed session for the purpose of consulting with the attorney under NCGS 143-318.11(a)(3) and to discuss personnel matters under NCGS 143-318.11(a)(6). At 8:45 p.m., upon a motion by Commissioner Haven, seconded by Commissioner Tate, the board voted unanimously to come out of closed session and return to open session. No action was taken. DUKE ENERGY AWARD PRESENTED TO COMMISSIONER BEALE: Pam Bell, the outgoing president of the Franklin Area Chamber of Commerce, and other chamber members presented the Duke Energy Citizenship and Service Award to Commissioner Beale. The chamber’s annual awards banquet was held at the same time as the county commission meeting, and several chamber officials came to the boardroom to join Mrs. Bell in presenting the award. CLOSED SESSION: At 8:52 p.m., upon a motion by Commissioner Higdon, seconded by Commissioner Tate, the board voted unanimously to return to closed session for the reasons as stated earlier. At 10:16 p.m., upon a motion by Commissioner Higdon, seconded by Commissioner Haven, the board voted unanimously to come out of closed session and return to open session. No action was taken. RECESS: At 10:17 p.m., upon a motion by Commissioner Beale, seconded by Commissioner Higdon, the board voted unanimously to recess the meeting until Saturday, January 25, 2014 at 9 a.m. in the Cecil L. Groves Center on the Macon County campus of Southwestern Community College at 44 Siler Farm Road, Franklin, NC 28734. _____________________________ ______________________________ Derek Roland Kevin Corbin Ex Officio Clerk to the Board Board Chairman

Minutes 01.25.14

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MACON COUNTY BOARD OF COMMISSIONERS CONTINUED SESSION JANUARY 25, 2014

MINUTES

Chairman Corbin reconvened the meeting at 9:05 a.m. in the conference room of the Cecil L. Groves Center on the Macon campus of Southwestern Community College at 44 Siler Farm Road in Franklin as recessed from the January 21, 2014 regular meeting. All board members with the exception of Commissioner Haven, the County Manager, Deputy Clerk, Finance Director, County Attorney, members of the news media and interested citizens were present. The purpose of the meeting was to hold a mid-year work session. County Manager Derek Roland presented a PowerPoint presentation that highlighted events from 2013, noting the county commission’s commitment to the community, children and the future and how past projects have embodied those three values. Economic Development Director Tommy Jenkins also presented 2013 in highlights from the perspective of the Economic Development Commission (EDC). Mr. Jenkins recounted the efforts in the transition from Whitley Products to Franklin Tubular Products, gave an update on the five tenants in the county’s Business Development Center, and recapped the events of BizWeek 2013. He also updated the board on the county’s status as a Certified Entrepreneurial Community as well as the manufacturing base, healthcare, technology, tourism and outdoor recreation, the Macon County Airport and retail business, noting that Macon County continues to be the retail sales leader in the six far-western counties of the state. Mr. Jenkins provided data on the drop in the county’s unemployment rate from 13.3 percent in January of 2013 to 7.2 percent in November, as well as figures on the estimated cost of new construction in the county over the past seven years. A roster of the

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EDC members and a meeting schedule were also provided to the board. No action was necessary. Finance Director Lori Hall gave a PowerPoint presentation that provided a mid-year financial review. She indicated that sales tax revenue, ad valorem and vehicle taxes, General Fund revenues and General Fund expenditures for the current fiscal year were on the same pace as Fiscal Year 2012-13. In the upcoming fiscal year, the county will have roughly $5 million in debt service payments, compared to $6.2 million in the current year. At this time, the county has total debt of $43.7 million, of which 88 percent is school system related. Ms. Hall told the board that while some debt capacity will open up, the county has already refinanced all of the debt that it can. In closing, she gave the board some preliminary numbers on 10-year and 15-year loans to borrow $2.7 million to finance the construction of the Parker Farms Recreational Complex. No action was taken. The County Manager presented the Fiscal Year 2014-2015 Budget Calendar for the board’s information, a copy of which is attached (Attachment 1) and is hereby made a part of these minutes. Chairman Corbin and Commissioner Beale offered comments on the legislative goals of the North Carolina Association of County Commissioners (NCACC) for the upcoming “short session” of the General Assembly, which begins May 14th. Tax Administrator Richard Lightner discussed tax collection issues with the board before providing an update on the 2015 tax revaluation. He started by explaining that the county had never used forced collections of delinquent taxes, even through the commissioners passed a resolution in mid-2004 directing the tax office to do so. After a 10-year period and three different county attorneys, these taxes are still an issue, he said. He asked the board to allow the County Manager to approve a contract with Ridenour & Murphy, PA to contractually provide the services needed to collect these back taxes, and by consensus of the board was given approval to proceed. Mr. Lightner then provided a timeline for the adoption of a schedule of values and the notification of those values to the taxpayers, a copy of which is attached (Attachment 2) and is hereby made a part of these minutes. Based on his projections, Mr. Lightner said that, overall, the county has lost 25 percent of its property value, with the total taxable value having decreased approximately $2 billion. With revenues and expenditures remaining the same, the revenue neutral tax rate would be 38 cents per $100 valuation. In terms of growth projections, he told the board that the land values experienced in

Minutes 01.25.14

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2007 will not be realized again for five to 10 years, possibly longer. He then gave the board a list of revaluation budget needs for 2014-15. He closed by going over the need for a major update to the tax office computer system. With new media representatives present, Chairman Corbin asked for introductions from Ryan Hanchett, the new reporter for The Franklin Press, and Holly Kays from the Smoky Mountain News, and in turn introduced the members of the board of commissioners and county staff. Sheriff Robert Holland also provided the board with a PowerPoint presentation, which touched on the number of calls, non-emergency calls and walk-in visits to the Sheriff’s Office during 2013. He also pointed out that the number of involuntary commitments rose to 218 last year, with each requiring an average of 40 employee hours per incident at a total personnel cost of $203,275. As to the upcoming budget, the sheriff said his priorities would be school resource officers, maintaining his vehicle fleet, and repair of the roof at the detention center, with that item expected to cost between $20,000 and $30,000. He said he also planned to make a request for additional “special funds” that are used for drug purchases in undercover operations, and the sheriff and the board discussed this at some length. The sheriff told the board that he had applied to the Safe Schools Task Force for grant funds for a school resource officer, and had learned just the day before the meeting that his application was approved. He explained that the county would be responsible for one-third of the cost, or $18,185, with the remaining $39,722 coming from the grant, and that this would allow him to place a school resource officer at Nantahala. Following discussion, and upon a motion by Commissioner Beale, seconded by Commissioner Tate, the board voted 3-1 to approve the request as presented and to take the $18,185 from contingency and to appropriate the $39,722 in grant funds that were awarded, which will come from Macon County Schools, for a total budget amendment of $57,907. Commissioners Beale, Corbin and Tate voted in favor of the motion, with Commissioner Higdon opposing. It was noted that this is a non-recurring grant. Emergency Management Director David Key outlined a number of requests for his department, including additional personnel to assist the fire marshal, the ongoing radio communications survey and 911 phone switch upgrade projects, the need for two additional personnel in 911 communications, the need for four additional emergency medical technicians and two new ambulances. A copy of his report is attached

Minutes 01.25.14

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(Attachment 3) and is hereby made a part of these minutes. Commissioner Tate asked questions as to why recently purchased ambulances were not yet in service, and Mr. Key responded that they were awaiting special connecting cables available only from Kenwood Corporation, which Commissioner Tate deemed “unacceptable.” Chairman Corbin declared a recess at 12:01 p.m. Chairman Corbin called the meeting back to order at 12:13 p.m. Macon County Schools Superintendent Dr. Chris Baldwin presented the school system’s capital outlay priorities for the coming year, with a focus on energy conservation. Dr. Baldwin said that the system had made it through a very difficult year financially. New issues facing the schools included determining how to provide pay increases for the top 25 percent of the system’s teachers. He also touched on the movement toward digital textbooks in the near future and the need to “refresh” school technology by moving to iPads. The 2013 School Safety Act will require the installation of a panic alarm system in every North Carolina school that connects with the nearest local law enforcement agency, and the cost for Macon’s 11 schools will be $23,500. Also, the county has purchased no cars for the school system in the past five years for staff travel or driver’s education, and all of the driver’s education cars now have in excess of 150,000 miles. Dr. Baldwin said he planned to meet with each principal in the near future to discuss individual school needs. He and the board members then held a lengthy discussion regarding the impact of upcoming third grade tests that may result in a number of students who do not pass being retained at that level. Department of Social Services Director Jane Kimsey gave the board an update on NCFAST, including a “briefing paper,” a copy of which is attached (Attachment 4) and is hereby made a part of these minutes. Ms. Kimsey explained that her agency will be receiving additional administrative money for NCFAST due to the impact of the federal Affordable Care Act on the program, and that she planned to use the funds to hire part-time staff and pay overtime in order to get NCFAST implemented. In the final presentation of the day, Information Technology Director Andy Muncey gave the board a detailed overview of a data storage infrastructure project that he was proposing, focusing mainly on data that is now stored on a SAN, or Storage Area Network, saying that limitations with this system coupled with increased demand “have led us to near gridlock.” He then took the board members through an

Minutes 01.25.14

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explanation of the new hardware and effort needed to solve the problem. In closing, he said, “In serving the public, our organization is a massive consumer and producer of data. We are entrusted with it, and rely upon it in all of our work. We must handle it with care.” The County Manager said that he would take the goals of the commission back to the departments. Chairman Corbin reiterated that there is no willingness on the part of the board to raise taxes, and that the board’s priorities continue to be education, public safety and human services. With no other business, and upon a motion by Commissioner Higdon, seconded by Commissioner Tate, the board voted unanimously to adjourn at 1:26 p.m. _____________________________ ______________________________ Derek Roland Kevin Corbin Ex Officio Clerk to the Board Board Chairman

MACON COUNTY BUDGET AMENDMENT

AMENDMENT#

DEPARTMENT: HEALTH

EXPLANATION: Insurance check received for claim on spoiled contents due to refrigerator

going out. Need to move money from insurance account to Disease Control so thatreplacement of contents may be purchased.

ACCOUNT DESCRIPTION INCREASE DECREASE

113839-485000 Insurance Settlement 5949

115145- 565002 Disease Control- Foreign Travel/ Other 5149

115159- 556011 Family Planning - Operating 800

REQUESTED BY DEPARTMENT HEAD

RECOMMENDED BY FINANCE OFFICER

APPROVED BY COUNTY MANAGER

ACTION BY BOARD OF COMMISSIONERS

APPROVED AND ENTERED ON MINUTES DATED

CLERK

file:///C|/Documents%20and%20Settings/mdecker/Desktop/REL1401.TXT[2/6/2014 6:51:30 PM]

====================================================================================================================================Tax Collections Detail Transactions by Group RTC02030302/03/14 Page 1====================================================================================================================================Group Number REL*14*01 Abatement Effective Date 01/03/14

Seq Date Account Taxbill Tax Transaction Levy Penalty Addl Interest Discnt Trn Check Trans RevNbr Number Number Code Amount Amount Amount Chgs Amount Amount Cde Number Descriptn

1 01/03/14 124066 13A6592178167 G01 1212.98- 1212.98- 0.00 0.00 F02 182.60- 182.60- 0.00 0.00

*** LEDFORD, DAWN C 1395.58- 1395.58- 0.00 0.00 0.00 0.00 R CLERICA

2 01/10/14 75435 13A75435.12 G01 11.36- 11.36- 0.00 0.00 F01 1.22- 1.22- 0.00 0.00 L01 72.00- 0.00 72.00- 0.00

*** PETERS, ESTHER H 84.58- 12.58- 0.00 72.00- 0.00 0.00 R APPRAIS

3 01/10/14 75435 12A75435.12 G01 13.28- 13.28- 0.00 0.00 F01 1.43- 1.43- 0.00 0.00 L01 72.00- 0.00 72.00- 0.00


4 01/10/14 75435 11A75435.12 G01 14.19- 14.19- 0.00 0.00 F01 1.53- 1.53- 0.00 0.00 L01 72.00- 0.00 72.00- 0.00


5 01/10/14 75435 10A75435.12 G01 15.29- 15.29- 0.00 0.00 F01 1.64- 1.64- 0.00 0.00 L01 72.00- 0.00 72.00- 0.00


6 01/10/14 75435 09A75435.12 G01 15.44- 15.44- 0.00 0.00 F01 1.76- 1.76- 0.00 0.00 L01 60.00- 0.00 60.00- 0.00


====================================================================================================================================Tax Collections Detail Transactions by Group RTC020303

file:///C|/Documents%20and%20Settings/mdecker/Desktop/REL1401.TXT[2/6/2014 6:51:30 PM]

02/03/14 Page 2====================================================================================================================================Group Number REL*14*01 Abatement Effective Date 01/03/14

Seq Date Account Taxbill Tax Transaction Levy Penalty Addl Interest Discnt Trn Check Trans RevNbr Number Number Code Amount Amount Amount Chgs Amount Amount Cde Number Descriptn

Tax Code Totals F01*09- FR FIRE 1.76- 1.76- 0.00 0.00 0.00 0.00 F01*10- FR FIRE 1.64- 1.64- 0.00 0.00 0.00 0.00 F01*11- FR FIRE 1.53- 1.53- 0.00 0.00 0.00 0.00 F01*12- FR FIRE 1.43- 1.43- 0.00 0.00 0.00 0.00 F01*13- FR FIRE 1.22- 1.22- 0.00 0.00 0.00 0.00 F02*13- CL CH FR 182.60- 182.60- 0.00 0.00 0.00 0.00 G01*09- GEN TAX 15.44- 15.44- 0.00 0.00 0.00 0.00 G01*10- GEN TAX 15.29- 15.29- 0.00 0.00 0.00 0.00 G01*11- GEN TAX 14.19- 14.19- 0.00 0.00 0.00 0.00 G01*12- GEN TAX 13.28- 13.28- 0.00 0.00 0.00 0.00 G01*13- GEN TAX 1224.34- 1224.34- 0.00 0.00 0.00 0.00 L01*09- LANDFILL 60.00- 0.00 0.00 60.00- 0.00 0.00 L01*10- RES FEE 72.00- 0.00 0.00 72.00- 0.00 0.00 L01*11- RES FEE 72.00- 0.00 0.00 72.00- 0.00 0.00 L01*12- RES FEE 72.00- 0.00 0.00 72.00- 0.00 0.00 L01*13- RES FEE 72.00- 0.00 0.00 72.00- 0.00 0.00

Total for Group 1820.72- 1472.72- 0.00 348.00- 0.00 0.00 REL*14*01

********** Totals By Tax Cycle ********** Cycle Current Delinquent

A 0.00 1820.72-


AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Governing Board SUBJECT MATTER: Appointments DEPARTMENT HEAD COMMENTS/RECOMMENDATION:

(A) Industrial Facilities and Pollution Control Financing Authority (2 seats) – The terms of Ed Shatley and Beverly Mason have expired.

(B) Library Board (2 seats) – Please see the attached e-mail from Karen Wallace for more details.

(C) Watershed Review Board (2 seats) – The terms of Jim Waldroop, Robert Smith and Kathy Tinsley have expired. In addition, per County Planner Matt Mason, there are also three seats on this board that have been vacant for some time. Because the membership of this eight-member board must represent specific watersheds, the recommendation is to continue to advertise this with the anticipation of addressing it at the March regular meeting.

(D) Joint Community Care Advisory Council for Long Term Care – Larry Reeves, the Long Term Care Ombudsman for the Southwestern Commissioner, is recommending that June Hawkins be appointed to an initial one-year term on the committee in place of Andy Cloer.

(E) Town of Franklin representative on the Macon County Planning Board – Justin Setser has been recommended by the Town of Franklin to fill the town’s seat on the Macon County Planning Board, per County Planner Matt Mason.

COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments __X__ Yes __ No Agenda Item 12(A) – 12(C)


AGENDA ITEM

MEETING DATE: February 11, 2014 DEPARTMENT/AGENCY: Governing Board SUBJECT MATTER: Closed Session DEPARTMENT HEAD COMMENTS/RECOMMENDATION: The Board will go into closed session for items related to preserving the attorney-client privilege and for the need to discuss personnel. COUNTY MANAGER’S COMMENTS/RECOMMENDATION: Attachments ______ Yes _X_ No Agenda Item 13

macon commissioners 02-11-2014 press kit

Documents

macon county planning

public hearing

library board

public comments

closeout of macon countys

budget county manager

finance director

public notice