THE ANSON COUNTY BOARD OF COMMISSIONERS convened for a recessed meeting Wednesday, March 11, 1998 at 6:00 p.m. in the Little Theater located in the Hampton B. Allen Library. Commissioners present: Anna H. Baucom, Chair Ross Streater, Vice Chair Lee G. Allison Herman K. Little Bobby Moore Staff members present: Steve D. Carpenter, County Manager Bonnie M. Huntley, Clerk to the Board James Bennett, Human Resource Chairman Baucom called the recessed meeting to Order. She noted that unless otherwise stated, the Board will hear the remaining items in order. Appearances: Chairman Baucom noted each appearance will be given three minutes in which to address the Board. She requested that they ask their question and give their recommendation to the Board up front. Denise Lee: Ms. Lee noted she had been requested by a member of the Board of Commissioners to speak on intensive hog operations in our county. She referred to the task force appointed in 1994 to study this situation and asked the Board to act upon the recommendations that were presented by this task force. She also asked the Board to look at Ordinances and moratoriums on intensive hog operations. She would like to see this Board come together in a vote to take an active part in making recommendations to the General Assembly and wants House Bill 515 strengthened. She would also like to see the Health department pass an Ordinance on intensive hog operations. She had pictures of Murphy Farms in Ansonville that she shared with the Board. Michelle Nowlin: Ms. Nowlin was not able to attend. Jim Little: Mr. Little introduced Mr. Amos Hall, Regional Director with Excel, who gave a presentation to the Board on Excel services. He compared Excel long distance rates with Alltel and MCI. Dorothy Tyson: Mrs. Tyson addressed the parking lot issue. She had an assigned space in the lot adjacent to the Courthouse but the side of her car next to the open space beside her was damaged from car doors. After having her car repaired, she began parking elsewhere and as a result of this, lost her assigned space. She understands the lot is to be re-assigned and monitored. She requested the Board to reinstate her parking space in this lot for her use. Jesse Campbell: Mr. Campbell reported that he, along with Steve James of the school system, recently attended a recruiting session at A&T University. He stated the reason we are not getting qualified teachers in our system is because we do not offer sign up bonuses. He would like to see the Board give the school system $30,000 to $40,000, over and above the normal budget, to be used as an incentive to attract teachers to our community. Chairman Baucom asked if this would be used to attract teachers in special needs areas such as math and science. Mr. Campbell answered yes. She also asked Mr. Campbell if he had approached the School Board with this request to which he also answered yes. Bobby Briley: He referred to the hydrogeologic report of 1997 for the proposed landfill and the lack of response from Allied Waste to the State on the report. He also mentioned that he had received a tentative legal opinion from an Attorney in the Attorney General’s office that Allied would have to receive a new franchise agreement from the County. He is also concerned that rail improvements in the landfill area will move the entrance to the landfill back to Boylin Road. Richard Pinkston: He presented his thoughts on the possible purchase of the West Knitting building by the College. He asked the Board if they would be contributing financially to the purchase with Chairman Baucom answering no. Chairman Baucom thanked those who spoke for coming, stating Board members have made notes of their issues and concerns. Chairman Baucom called for a five minute break. After the break, Administrative Matters was the next topic of discussion. Proposed Changes to the Personnel Ordinance: James Bennett, Human Resource, presented the proposed changes and additions connected with Worker’s Compensation Leave, Call Back Pay, Post Accident Drug Test, Training Pay, and Payroll Change Notice/Personnel Action Form. Chairman Baucom noted this material was included in the packet and asked if any Board member had any questions. James also presented the names of three employees currently working forty hours a week and recommended the Board reduce these to thirty seven and one half, same as all other county employees. He explained that of the three employees, the one at the water department is the only one that a reduction in hours worked was not agreeable with their supervisor. Commissioner Moore questioned the reduction in hours for the three employees and training pay. The reduction in hours is a needed wage and hour compliance. The issue of the amount of compensatory time held by the Clerk was discussed. Chairman Baucom felt compensatory time was an issue for the Board to resolve and provide direction. Some Commissioners favored paying the Clerk for time earned to date and provide direction for future time earned. Commissioner Little feels the Clerk should receive overtime pay rather than compensatory time during budget sessions since there are so many meetings and it would be impossible to take off the hours earned. Compensatory time is to be an item for discussion at the March 21st retreat. The travel pay issue is one that has not been properly addressed by Anson County. James explained the issue for the Board. After discussion, motion by Commissioner Little, seconded by Vice Chair Streater, to approve the changes and additions to the Personnel Ordinance as presented. Motion carried unanimously. Acceptance of Bids for Repeater System at Sheriff’s Department: Issue was deferred awaiting the arrival of the Sheriff. Set Meeting Date for Board of Equalization and Review: Three Board members are needed to sit with the Assessor as the Board of E&R. Board set the date for April 27, 1998 from 9:00 a.m. until 12:00 Noon and again at 3:00 p.m. until 7:00 p.m. in Room 31, Commissioners Room located in the Anson County Courthouse. Chairman Baucom asked that Mr. McCormick, when mailing notices of the meeting, advise those attending of the location of the elevator. Members volunteering for the morning session were: Commissioners Moore, Streater and Allison. Volunteering for the evening session were Commissioners Little and Baucom. Chairman Baucom asked the Clerk to talk with Commissioner Thacker and Commissioner McLendon for the time they could meet. Old Business: Steve Leary - Construction Cost for Belk Building Renovations: County Manager Carpenter presented each Board member with a layout of the proposed office space and explained the options. He noted that the Board of Elections, Inspections and one Probation Officer would like to remain in the building on a permanent basis. A last minute thought was that the offices will need a phone system as well as computer connections to the courthouse. It is possible that vacant offices under the jail could be utilized by the court system. County Manager Carpenter stated that an additional six to seven thousand dollars may be needed in order to proceed with making permanent office space available in the Belk building. After discussion, motion by Commissioner Little, seconded by Commissioner Allison, to approve Option1 and approve the transfer of up to $8,000 from contingency for the renovations. Vice Chair Streater asked if the motion could be amended to make sure James Bennett has an office in the deal. Commissioner Little agreed to amend his motion to include that a private office be provided for James Bennett at the Belk building with Commissioner Allison agreeing to second the amendment. Motion and amendment motion carried unanimously. Chairman Baucom called for a five minute break. After the break, Sheriff Sellers addressed the issue of Acceptance of Bids for Repeater System at Sheriff’s Department. Jim reported two bids had been received as follows: Pyramid Communications: $ 10,932.00 excluding tax Southern Highlands Communications $ 11,826.71 including tax Unknown Bid $ 12,430.55 Sheriff Sellers stated they are currently using Pyramid Communication and are pleased with their service and would like to continue doing business with them. He was asked if these repeaters would end the problem with dead spots in the county. Jim replied that they specifically pointed this problem out and Pyramid picked the spot to place the repeaters to end this problem. Jim said they have been assured this would take care of the problem and feels since this is a part of the specifications, they should be obligated to find another spot if this is not the cure. Commissioner Little thought perhaps placing the repeater on either Bonsal or Hedrick’s tank or even Ingram Mountain would have been better than the Lilesville water tank. Commissioner Allison asked if placing the repeater on the Peachland water tank would help the Burnsville community with Sheriff answering he certainly hopes so. Sheriff Sellers said he would have an understanding with Pyramid that the repeaters will have to be in a location that works. Motion by Commissioner Little, seconded by Vice Chair Streater, to approve the bid of Pyramid. Motion carried unanimously. Commissioner Little asked about the status of the Jail Food Contract. Sheriff Sellers noted he had compiled the specifications and they are now in the hands of the County Manager. County Manager Carpenter talked with a representative of IOG and it seems that since the food will be prepared off-site, we do not have to bid this contract, but recommended that we do. They will need to work out some type penalty should the Contract holder not supply enough meals. Commissioner Moore inquired as to the cost of meals now, with Sheriff Sellers thinking the cost is about $2.00 for breakfast and $2.50 for other meals. Chairman Baucom asked Sheriff Sellers about his budget and if he was running out of money in any line items. Sheriff replied no. Report on Ambulance Merger: County Manager Carpenter noted he, along with Commissioner Allison and John Nassef, had been appointed to this committee. They have had two meetings with representatives of CHN and another is planned for March 18th. This meeting will be held at 7:00 p.m. at the Anson Rescue building to meet with Rescue Squads and first responders. CHN has requested certain information which we have supplied. We are proposing that the merger take place prior to the July 1 budget change. CHN is requesting, if we want to continue this process, that we sign a letter of exclusive negotiations so that we don’t go through all this and then sign with someone else. County Manager Carpenter did note that several other vendors have expressed an interest in talking with us but that it makes sense that if CHN is operating the hospital they operate this function. After discussion, Board agreed to discuss this again after the March 18th meeting. Commissioner Allison stated he is impressed with CHN’s attitude and they appear willing to work with us. Chairman Baucom expressed her appreciation to Commissioner Allison for attending these meetings. Request for Courthouse Space: County Manager Carpenter reported he had received two request for space, one from the District Attorney and the other from the Clerk of Court’s office. Each Commissioner had been given a copy of an Order filed by Resident Superior Court Judge Michael Beale, with findings to be reported to him within sixty days. Board realized that a response to Judge Beale is that we currently have no space available. Chairman Baucom wanted the response to mention the renovations being done at the Belk building and as we can, we will make space available to DA’s for the full cost of maintenance. Board agreed the next order of business should be to find more suitable space for the Manager and Clerk. County Manager Carpenter reported he had been advised by the County Attorney that proper etiquette on the response letter would be to schedule an audience with the Judge and explain in person. Vice Chair Streater asked what happened to the idea of building a county administration complex and clearing out the courthouse. It was also considered that the county could build a complex in conjunction with the school system and share a meeting room. Vice Chair Streater noted he would invite Clayton Bennett to the retreat scheduled for Wednesday, March 25, 1998. Report on Little League Park in Polkton - Jeff Waisner: Item was deferred to the April meeting as Jeff Waisner was ill and unable to attend. Report on Condition of Roof at CP&L Building - Inspections: County Manager Carpenter reported that Roof-Tec had inspected this building and found it to be in pretty good shape. Cost to repair the roof and drain system is about $7,000 and about $12,500 to repair the HVAC system and there are grant funds available for the repairs. Chairman Baucom suggested that should CJP receive the grant and money for the repairs, we negotiate with them to use the drive- through window to place a satellite office for collections for the convenience of our tax payers. Commissioner Little suggested that possibly BB&T could provide this service for us. Richard Burr-ACTS: Richard had recently been notified that he could receive additional funding from the State to purchase a new phone system and some computer software. The phone system will consist of four incoming lines with eight extensions. Bids received as follows: Selectronics: Norstar Compact Integrated System $ 1,604.00 Alltel: Norstar Compact Integrated System $ 2,419.00 Inacom Communications: Partner ACS System $ 2,669.00 The computer software will upgrade the Secretary’s computer from Windows 3.1 to Windows 95 but in order to do this, this computer will need a 16 meg memory simm. Office 97 will be installed on the Director’s computer. The computer software bids are as follows: Computer Concepts; $ 532.00 Office Max $ 822.96 Micro Ware Technologies $ 758.97 Richard recommended the Board accept the bid of Selectronics for the phone and Computer Concepts for the software. Selectronics is a local vendor and readily available to assist should any problems occur. Computer Concepts provides both computers and software currently used and the department is pleased with their service. The county will only have to match 10% of this cost for a total of $214.00 for both upgrades. Motion by Commissioner Moore, seconded by Commissioner Allison, to approve $214 from contingency for this purchase. Motion carried unanimously. Appointments: ACTS Advisory Board: Motion by Commissioner Little, seconded by Commissioner Moore, to approve the appointment of Jerry Ridenhour and Dan Stowe. Motion carried unanimously. Town of Wadesboro-Planning & Zoning: Motion by Allison, seconded by Commissioner Little, to approve the reappointment of Margaret Meachum, Henry Morton, Robert Hillard and Pat Forbes to the Planning Board with terms to expire 3-1-2001; and the reappointment of Jarvis Woodburn and Herman Byrd to the Zoning Board of Adjustment with terms to expires 3- 1-2001. Motion carried unanimously. Council on Aging: Notice received from the Council on Aging that the following persons terms expired December 31, 1997: District 1: Ruth Edwards District 2: Thomasina Liles District 3: Marjorie Cole District 4: two vacancies needing appointments District 5: Marie Burns District 6: Cletis Trexler District 7: Pearl Blount After discussion, the Board decided they needed more information before making these appointments. Add-on to Courthouse Roof Contract: The contractor feels we need to install new gutters and down spouts and recommends doing this while they are repairing the roof. The bid for this is $5,950 which includes about 200 feet of copper down spouts and other drain material. Work on the roof is to start around the 20th of April. After discussion, motion by Commissioner Little, seconded by Commissioner Moore, to approve. Motion carried unanimously. Request from Historical Society for Funds: They are requesting additional financial help with renovation of the Boggan-Hammond House, the Alexander Little Wing and the Craig Building. They have received a $17,000 estimate to repair the buildings and more is needed as the buildings need to be treated for termites. After discussion, Board agreed by consensus to deny the request. Commissioner’s Concerns: Chairman Baucom reported on her meeting in Raleigh with Nat Greene of the Department of Commerce. She was interested in what could be done to increase Economic Development and attract more people to our area. It was recommended that we use the team approach for Economic Development. There is also available to counties grant tax rebates for new and expanding industries and we need to look at what conditions must be met to qualify. It was also recommended that we have an industrial park with a shell building. We also need to update our Web page. Commissioner Thacker was to report on the Chamber of Commerce Land Use Planning Retreat but was absent. Motion by Commissioner Little, seconded by Commissioner Moore, to recess until 9:00 a.m. on March 21, 1998 at Grace Center for the Commissioner’s Retreat. Motion carried unanimously. Respectfully submitted: Bonnie M. Huntley Clerk to the Board Meeting time: 3 hr.