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Continued Meeting – Thursday_ May 27_ 2010 The Graham County Board

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Continued Meeting – Thursday_ May 27_ 2010 The Graham County Board Powered By Docstoc
					Continued Meeting – Thursday, May 27, 2010


The Graham County Board of County Commissioners met Thursday, May 27, 2010 at 3:00 p.m. for a
continued meeting from the Monday, May 17, 2010 regular meeting. Commissioners present were:
Sandra Smith, Bruce Snyder, Billy Cable, Steve Odom and Gene Trull. Commissioner Smith called the
meeting to order.
    1. Commissioner Smith asks Joan Stillwell to present the Land Survey Proposals Evaluation for the
        Community Development Block Grant. Ms. Stillwell stated that she had received two bids for the
        asbestos testing and only one company qualified. The qualified company was Mountain
        Environmental from Canton, NC 28716. See Attached!

         Ms. Stillwell stated that she had received two proposals for the Land Survey Evaluation. The first
         proposal was from Owens Surveying 326 Barber Hill Drive Waynesville NC 28738 and they
         scored 70 points. The second proposal was from Phillips & Jordan 191 P&J Road Robbinsville, NC
         28771 and they scored 100 points. See Attached!

         Commissioner Cable made the motion to accept the proposal from Phillips & Jordan for the Land
         Survey Evaluation. Commissioner Trull seconded this motion. Vote unanimous.

         Commissioner Odom made the motion to accept the bid from Mountain Environmental for the
         asbestos testing. Commissioner Trull seconded this motion. Vote unanimous.
   2.    Commissioner Smith asks for old business. Commissioner Snyder stated that they needed help
         with the Heritage Festival.
   3.    Commissioner Odom made the motion to lease the building located at 34 Court Street,
         Robbinsville, NC 28771 from Jack Edward Millsaps and Billie Ann Williams, Trustees of the Roy B.
         Millsaps Living Trust. See Attached! Commissioner Trull seconded this motion. Commissioner
         Smith calls for a vote. Commissioners Smith, Odom, Cable and Trull voted yes. Commissioner
         Snyder opposed. Motion carried four to one.
   4.    Commissioner Odom made the motion to adopt a resolution to designate the offices located at
         34 Court Street, Robbinsville, NC 28771 as the Office of Graham County Sheriff. See Attached!
         Commissioner Trull seconded this motion. Commissioner Smith calls for a vote. Commissioners
         Smith, Cable, Trull and Odom voted yes. Commissioner Snyder opposed. Motion carried four to
         one. Commotion erupted from the audience causing Chairman Smith to state that the board
         would not hear public comment.
   5.    Commissioner Odom made the motion to accept Budget Amendment #16 increasing the
         American Cancer Society Special Appropriation to $3000.00. Commissioner Trull seconded this
         motion. Vote unanimous.
   6.    Commissioner Odom made the motion to appoint Erma Phillips as the Assistant Review Officer
         for Mapping due to the current Review Officer being located in another building. Commissioner
         Trull seconded this motion. Vote unanimous.
   7.    Commissioner Odom asks about the contract to collect the Town of Robbinsville’s taxes at 3%.
         All board agreed for David Sawyer, County Attorney, to meet with Mack Tallant, Town Attorney,
         to finalize whether this would include back taxes. Attorney Sawyer stated that he would meet
         with Attorney Tallant. Erma Phillips, Tax Assessor, stated that this needed to done before the
         June 1st meeting in order to have the billing ready to go out in July.
   8.    Commissioner Snyder stated that the Heritage Festival needed volunteer to help with the
         festival.
   9.    Clerk Crisp asks about the July 4th Holiday Schedule. Commissioner Trull stated that the county
         could be off on Friday and not Monday and there were no reasons for the half day closing on
         Thursday. Clerk Crisp stated that the request had been made by a member of the Heritage
         Festival committee so that they could begin setting up for the festival. Commissioner Smith
         stated that this would affect our offices if the roads were blocked. Commissioner Snyder stated
         that he had not given much thought to the closing. Commissioner Odom discussed the county
         doing away with the furloughs for the next fiscal budget year and giving some holidays without
         pay. This would eliminate double pay and save the county money. Commissioner Trull stated
         that he did not have a problem with that suggestion.
   10.   Commissioner Smith stated that there was a misunderstanding in the Graham Star about the
         TVA PILT money. She asks James Bud to stay and listen to which he refused. Commissioner
         Smith asks Rebecca Garland, Finance Officer and Erma Phillips, Tax Assessor, to explain the facts.
         Ms. Phillips stated that TVA gives their allocations to the State of NC and then the state gives the
         distribution to the counties. Ms. Garland stated that the total allocation in every state gets
         determined by the revenue generation for that year and the NC Statues determine that amount.
      Commissioner Smith asks that the Graham Star print the correct news and learn the laws on
      how Graham County gets their money.
11.   Rebecca Garland, Finance Officer, stated that she had some changes to the policies for the
      county and needed to add some new policies that concerned the Transit Department. (a) The
      first policy is for open meeting law compliance. She stated that she received notice of the
      changes needed after a compliance review was done on the Transit Department. She stated that
      all advisory boards shall provide to the Clerk of the Board of Commissioners a schedule of
      advisory meetings to be held each fiscal year. The Clerk to the Board shall then advertise such
      meetings to the public at a minimum of seven days and maximum of fourteen days prior to such
      meetings via public posting and advertisement via public media. (b) The Fare and Service
      Reduction Policy. (c) Amendment to Conflict of Interest Policy; (d) Americans with Disabilities
      Act; (e) Charter Policy; (f) Amendment to Procurement Policy. Commissioner Smith made the
      motion to accept all the new policies and amended policies. Commissioner Odom seconded this
      motion. Vote unanimous.
12.   Ms. Garland stated that she also had the Master Agreement Contract for BI-TEK, the software
      company for the Tax Offices. Commissioner Smith asks if this is a comparable price and does the
      county have this budgeted. Erma Phillips, Tax Assessor, replied that this was for the whole
      system and was a very good price. Commissioner Cable asks if this is ready for installation. Ms.
      Phillips stated that is was ready. Commissioner Smith asks if the money is in the budget for this
      expense. Ms. Garland stated that the money was there. All board agreed to sign the Master
      Agreement Contract.
13.   Commissioner Cable asks Donna Cody, a member in the audience, about the lease that was
      offered to the county located at 300 Rodney Orr By-Pass. See Attached! He asks if the price to
      buy, which was a little over the purchase price from the county, included all the property to the
      creek because the original sale included all the property and by looking at this contract it does
      not include the entire property. Erma Phillips, Tax Assessor, confirmed that the original sale was
      for all the property to the creek. Donna Cody, an owner of the building, stated that she was not
      sure but would check to see what the contract stated.
14.   Commissioner Odom stated that the board needed to consider bids on IT / Mapping
      Department. He directed the Asst. County Manager to start getting bids on outside sources to
      see if this would be more cost efficient. He stated that he had been told that JR Rodgers, IT
      /Mapping Specialist had asked for a layoff. Commissioner Odom asks the Clerk if that was
      correct. Clerk Crisp stated that JR Rodgers had stated that he was tired. Commissioner Odom
      stated that the Clerk needed to consult with the county attorney and set up a bid process.
      Commissioner Odom stated that Highland Mapping was already subbing out the Mapping for
      Graham County.
15.   Commissioner Odom asks the County Attorney, David Sawyer to draw up a resolution on the
      Reappraisal Schedule. He stated that the next appraisal be done in 2015 and every four years
      after that to take off of the election year cycle. He stated that the commissioners shouldn’t have
      to deal with this when running for reelection. Attorney Sawyer stated that he would draw up the
      resolution and present at the next meeting.
16.   Commissioner Odom stated that the board needed to set up work sessions for the upcoming
      budget. He also stated that the board needed an Ethics Policy drawn up. Commissioner Smith
      stated that the board needed to finish the personnel policy at the same time.
17.   Commissioner Smith stated that the NC Department of Revenue was going to be late and asks
      for motion to recess for ten (10) minutes. Commissioner Trull made the motion to recess the
      meeting for ten (10) minutes. Commissioner Odom seconded this motion. Vote unanimous.
18.   Commissioner Smith calls the meeting back to order.
19.   Commissioner Smith asks Erma Phillips, Tax Assessor; Bill Wilkes and Greg Woods, NC
      Department of Revenue Property Tax Assessors to speak. Ms. Phillips introduced the two
      gentlemen then presented the board with House Bill 1570. See Attached! Ms. Phillips turned the
      floor over to Bill Wilkes. Mr. Wilkes stated that Ms. Phillips had contacted his office about three
      months ago about the TVA PILT money distribution. He stated that his department is gathering
      all the information related to this distribution. Mr. Wilkes also stated that is appears that the
      county line is the river.

      Mr. Woods stated that he was researching the federal records from 1940 to show how the dam
      was structured and placed in the two counties: Graham and Swain. He stated that the acreage
      was mandated to allocate Swain County 90% and Graham County 10%. He stated that this
      allocation was incorrect. Mr. Woods stated that he found Swain County to hold two thirds and
      Graham County holding one third. Mr. Woods’s concern was which county the generators are
      actually located in and by his estimates, they lie in Graham County. Mr. Woods stated that this
      would be corrected when a decision is made on where the actual riverbed lines are located.
      Commissioner Odom asks if a visual survey would determine where the riverbed splits. He
          stated that according to the original survey the river came around in a curve and this was
          physically moved to build the dam and was not a natural change therefore this line should not
          be used. Donna Cody, resident of Graham County stated that the State Archives in Raleigh
          would pull all the information for them and they would have the original document. Mr. Woods
          stated that the county would receive a small increase of money because of the generators
          location of around $17,000.00. Mr. Woods stated that once the riverbed lines have been
          determined, an actual figure of increased monies would be available. Commissioner Smith
          stated that the records needed to be found at the state archives. Mr. Wilkes and Mr. Woods
          both stated that they would go to the archives to retrieve the information that was needed. The
          board discussed the acreage and equipment that is located in Graham County and how the
          government figures the allocations. The board questioned the possibility of receiving back funds
          and both gentlemen stated that this would be determined when the actual riverbed lines are
          found. Mr. Wilkes stated that the county would have to request a refund to the NC Department
          of Revenue. Commissioner Smith thanked the gentlemen for coming and speaking to the board.
          All board members thanked them as well.
   20.    Commissioner Odom made the motion to go into closed session under G.S. 143-318.11(a) 1, 3,
          and 6, for privileged or confidential information, attorney client privilege, personnel and
          contracts. Commissioner Snyder seconded this motion. Vote unanimous.
   21.    Commissioner Odom made the motion to go back into open session. Commissioner Cable
          seconded this motion. Vote unanimous.
   22.    Commissioner Odom gave a directive to the Assistant County Manager to have a survey done on
          the property where the old ambulance base was located to see if the playground equipment
          could be installed there. He stated that the playground equipment needed to be installed on
          100% owned county property. All board was in agreement.
   23.    Commissioner Odom made a motion to adjourn. Commissioner Trull seconded this motion. Vote
          unanimous.



_____________________________________________________________
Sandra Smith, Chairman, Graham County Commissioner

_____________________________________________________________
Bruce Snyder, Vice-Chairman, Graham County Commissioner

_____________________________________________________________
Billy Cable, Member, Graham County Commissioner

_____________________________________________________________
Steve Odom, Member, Graham County Commissioner

_____________________________________________________________
Eugene Trull, Member, Graham County Commissioner

ATTEST:

_______________________________
Kim Crisp, Clerk to the Board

				
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