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«Regular Meeting – November 19, 2012 The Graham County Board of Commissioners met Monday, November 19, 2012 at 5:00 p.m. for their regular monthly ...»

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Regular Meeting – November 19, 2012

The Graham County Board of Commissioners met Monday, November 19, 2012 at 5:00 p.m. for their

regular monthly meeting in the Graham County Community Building located at 196 Knight Street

Robbinsville NC. All commissioners were present.

1. Commissioner Edwards called the meeting to order.

2. Commissioner Edwards gave the Invocation.

3. Commissioner Edwards asks Commissioner Smith to lead the Pledge of Allegiance.

4. Commissioner Edwards asks for approval of the agenda. Commissioner Orr made the motion to approve the agenda. Commissioner Holder seconded this motion. Vote unanimous.

Commissioner Edwards asks for approval of the October 15th Workshop Session and Regular 5.

Meeting Minutes. Commissioner Holder made the motion to approve the minutes.

Commissioner Orr seconded this motion. Vote unanimous.

6. Commissioner Edwards asks for the finance report. Rebecca Garland, Finance Officer stated that the county ended October with a $4 million dollar cash balance which is an increase of one million dollars from this time last year. Ms. Garland stated that the tax collections were going good thanks to the taxpayers of the county. Ms. Garland stated that the DMV offices will take control of the DMV taxes beginning in January 2013 and this should show an increase in DMV taxes. Ms. Garland stated that sales tax was down for October as compared to last year but hoped that this would increase during the holiday season. Ms. Garland stated that the audit was complete and the county was in good shape and she was happy to report that the county stayed within budget with a surplus which left our fund balance at 22.51%. Ms. Garland reported that the fund balance came from 8% to 14.9% from the previous years and was very glad to see this balance but would still like it to be higher from an accounting perspective. Ms. Garland stated that she would be finalizing the budget this week and would have the auditors present a complete audit to the board. Ms. Garland stated that she felt good about the audit as a whole.

Commissioner Edwards stated that was great news.

7. Ms. Garland stated that Stanley would have to pay Goldenleaf money for not retaining the number of employees required as per the grant that they received. Ms. Garland stated that the amount was $13,184.00 which will pass through the EDC funds and go directly to Goldenleaf.

Ms. Garland stated that Stanley did meet their benchmarks on the Rural Center Grant and they did not owe any monies for this grant.

8. Ms. Garland gave the board a review of the EMS Billing and stated that she was not happy with the customer service and gave the collection rates from the billing company. Ms. Garland stated that the county was behind on past due collections which needed to be addressed. Ms. Garland stated that she had met with the billing company last week and informed them of her concerns.

Ms. Garland gave the board a comparison of the collections with the billing company and collections done in-house. Ms. Garland stated that the billing had changed from having 17,000 billing codes to 141,000 codes and if the commission wanted the billing to be in-house then someone would have to take intensive training. Ms. Garland stated that errors have been found with previous in house billing as well as billing by the company. Ms. Garland stated that errors found by in-house billing are the counties liability and errors by a billing company are their liability so this is something to consider. Ms. Garland stated that she would be transparent and present the board the truth and wanted to know which direction to go in the billing whether to go back to in-house or maintain the billing company. Commissioner Orr thanked Ms. Garland and stated that she had told the board about the liabilities that the county could face.

Commissioner Edwards stated that the billing needed to be tweaked to be more efficient but the board worked out the math and the best case was to go with outsourcing. The board discussed the various problems with the billing and one main concern by Commissioner Williams was that the county residents needed a person and place to pay the bill. Ms. Garland stated that the finance office takes payments for the billing but they were limited on the amount of time needed to be efficient and asks if the board would discuss personnel in closed concerning this matter. The board agreed to discuss personnel in closed.

9. Ms. Garland stated that the school was in the process of doing their renovations which included a new roof for $206,000.00; one chiller for $100,000.00; a second chiller for $100,000.00 and YDC renovations of $200,000.00. Ms. Garland stated that she and Manager Cable had met with the school representatives and talked about a better formula for budgeting. Ms. Garland stated that she paid the school their current expense and the ½ of the mil rate which was $38,000.00 at the time of the meeting.

10. Commissioner Edwards asks for public comment. Clerk Crisp stated that no one had signed in for public comment.

11. Commissioner Edwards asks Manager Cable to present the discussion items. Manager Cable stated that Senior Center Director Wanda Hill needed permission to apply for the FY 2012-2013 Senior Center General Purpose Funding.

12. Manager Cable informed the board of a NCDOT Informational Workshop for improvements on West Buffalo Creek to NC 143 Robbinsville on November 29, 2012. Manager Cable stated that there are three different proposed routes and encouraged the public to attend.





13. Manager Cable stated that the county offices would be closed Thursday, November 22nd and Friday, November 23rd for the Thanksgiving Holiday.

14. Manager Cable stated that he had received a request from WCU for an internship for David Maennle under the Community Employment Opportunities Program. Manager Cable stated that David can intern at 20 hours per week for minimum wage at the EMS Facility.

15. Manager Cable stated that the county had received a request from Gaston County to support Resolution 2012-317 which will add security features to EBT cards. Manager Cable stated that the idea behind the resolution was to limit fraud.

16. Manager Cable stated that he has not received any communication from FEMA regarding the Floodplain Ordinance and would continue to send weekly requests.

17. Manager Cable stated that the board needed to consider a new Travel and Tourism Board member to replace Dirk Cody who resigned.

18. Manager Cable informed the board of meetings for Larry Hembree, Misty Hembree, Brain Johnson and Brian Stevens. The meeting dates are December 4th at Maryville Tennessee and December 13th at Black Mountain.

19. Manager Cable stated that the motor was out in the building inspector’s car and needed to be replaced. Manager Cable stated that two quotes had been submitted and he will present these in the action items.

20. Manager Cable stated that the transfer of money in the CDBG Senior Center grant had been approved by the state.

21. Manager Cable stated that Larry Hembree had requested that the board allow him to hire some part time workers for EMS. The board tabled this to closed session.

22. Manager Cable asks the board’s consideration on appointing him to the Smoky Mental Health Board.

23. Manager Cable stated that he had polled the board concerning a funding request from Fontana for use of EDC funds to match a grant that they are seeking. Manager Cable stated that the poll vote was in favor of this request and he would need final approval in the action items.

24. Manager Cable stated that the Senior Center had received extra funds through CRC which required a 10% match of $619.90 and asks the board to consider accepting this request.

25. Manager Cable stated that the sewer line at the courthouse needed to be tied into the new manholes installed during Streetscape and presented the proposals for the cost. Manager Cable received a bid from Stillwell Contracting to do the core drilling and installation at $2500.00 and a bid from Elaine Carey for the plumbing at $968.00. Manager Cable stated that he was very happy with these quotes because at one time the cost of repairs was estimated at $20,000.00.

26. Manager Cable stated that he did need to add some new business. Manager Cable asks that the board approve a change order for the new transit facility. Manager Cable stated that Juanita Colvard, Transit Director had secured funding to have the back parking paved at the new facility and thanked Ms. Colvard for her hard work in obtaining these funds.

27. Manager Cable stated that the Transit’s Operation Policy needed to be amended on the time that the employees may leave the facility. Manager Cable stated that this is a safety issue with the winter time months approaching and Ms. Colvard would give a 30 day notice to all parties involved with this proposed change.

28. Clerk Crisp asks that the board consider changing the No Show fees for transit from $5.00 to $10.00. Clerk Crisp stated that people were paying the $5.00 instead of keeping their scheduled appointments and this was not covering the cost of an employee going to Snowbird or Stecoah and having the individual refuse to ride.

29. Commissioner Edwards stated that Commissioner Smith is an outgoing commissioner as she elected not to rerun for office and he stated that he had enjoyed working with her and he appreciated her service to the county. Commissioner Smith thanked the board for working with her and felt that she was departing with friends.

30. Commissioner Edwards asks for action items and asks Clerk Crisp to assist. Commissioner Edwards asks for approval on the Releases and Discoveries. Commissioner Williams made the motion to approve. Commissioner Holder seconded this motion. Vote unanimous.

31. Commissioner Edwards asks for permission to apply for Senior Center funding. Commissioner Williams made the motion to allow Wanda Hill to apply for the Senior Center General Purpose Funding FY 2012-2013. Commissioner Orr seconded this motion. Vote unanimous.

32. Commissioner Edwards asks that the board appoint Greg Cable to the Smoky Mental Health Board. Commissioner Orr made the motion to appoint Manager Greg Cable to this board.

Commissioner Holder seconded this motion. Vote unanimous.

33. Commissioner Edwards asks about the T&T Board Member. Commissioner Orr stated that the T&T Board had requested that Barry Levy with the Two-Wheel Inn be appointed to the board.

Commissioner Williams stated that more than one name needed to be submitted in the future.

Commissioner Holder made the motion to appoint Barry Levy to the T&T Board. Commissioner Orr seconded this motion. Vote unanimous.

34. Commissioner Orr made the motion to approve the travel as requested for the county employees. Commissioner Holder seconded this motion. Vote unanimous.

35. Commissioner Edwards asks the board pleasure on the proposed resolution request. Clerk Crisp stated that the board could hold this decision until a resolution is prepared. Commissioner Edwards gave a directive to Clerk Crisp to prepare the resolution.

36. Commissioner Edwards asks about the motor for the building inspector’s vehicle. Manager Cable stated that two quotes were provided: 1) Barry Adams for a new ford engine at $4150.00 and $300.00 for labor; and 2) Steve Lovelace for a new ford engine $4129.99 and $600.00 labor and $150.00 parts. Commissioner Williams asks that this be tabled to discuss in closed.

Commissioner Edwards tabled this item until closed.

37. Commissioner Edwards asks for a motion to approve the EDC funding request to Fontana in the amount of $21,750.00. Commissioner Williams made the motion to approve the funding request. Commissioner Orr seconded this motion. Commissioner Edwards called for a vote.

Commissioner Williams, Orr and Edwards voted yes. Commissioner Holder abstained due to his not being contacted during the poll and Commissioner Smith voted no. Motion carried three to one.

38. Commissioner Edwards asks for approval on the sewer line repairs at the courthouse.

Commissioner Williams made the motion to approve the bids as stated in the discussion items.

Commissioner Orr seconded this motion. Vote unanimous.

39. Commissioner Edwards asks for approval of the extra Senior Center CRC money with a match of $619.90. Commissioner Williams made the motion to approve the extra money with the match.

Commissioner Orr seconded this motion. Vote unanimous.

40. Commissioner Williams made the motion to leave the No Show Fee at Transit as is at the $5.00 charge. Commissioner Edwards asks for a second. Motion failed for lack of a second.

41. Commissioner Orr made the motion to amend the Transit Operation Policy time from 5:00 a.m.

to 8:00 p.m. for safety reasons. Commissioner Williams seconded this motion. Vote unanimous.

42. Commissioner Williams asks that the board consider having two meetings per month. The majority of the board wanted one meeting per month.

43. Commissioner Edwards asks for motion to go into closed session under G.S. 143-318.11(a) (1) (3) (6) for privileged or confidential information, attorney-client privilege, personnel and contracts.

Commissioner Orr made the motion to go into closed. Commissioner Williams seconded this motion. Vote unanimous.

44. Commissioner Holder made the motion to go back into open session. Commissioner Smith seconded this motion. Vote unanimous.

45. Commissioner Williams made the motion to hire two part time EMS employees pending background checks. Commissioner Holder seconded this motion. Vote unanimous.

46. Commissioner Williams made the motion to hire David Maennle as an Intern at the EMS Facility.

Commissioner Smith seconded this motion. Vote unanimous.

47. Commissioner Williams made the motion to pay Jason Sawyer 95.50 hours of his comp time due to personal reasons. Commissioner Holder seconded this motion. Vote unanimous.

48. Commissioner Williams made the motion to approve the raises as requested by Sheriff Mickey Anderson. Commissioner Holder seconded this motion. Vote unanimous.

49. Commissioner Williams made the motion to hire Krystina Collins as a public health nurse.



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