July 8, 2015 ASSEMBLY

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1 July 8, 2015 The Martin County Board of Commissioners met in Regular Session for Wednesday, July 8, 2015 at 1:30 p.m. Closed Session and 7:00 p.m. Open Session in the Board Room, Martin County Governmental Center at 305 East Main Street, Williamston, North Carolina. ASSEMBLY Chairman Ronnie Smith, Vice Chairman Elmo Butch Lilley, Commissioner Tommy Bowen, Commissioner Dempsey Bond, Jr., Commissioner Joe R. Ayers, County Manager David Bone, and Clerk to the Board Marion B. Thompson. Chairman Smith called the meeting to order around 1:30 p.m. Closed Session NC G.S (a)(6) Personnel Shortly after 1:30 p.m., Vice Chairman Lilley made the MOTION to enter Closed Session in pursuant of NC G.S (a)(6), Personnel, with a SECOND by Commissioner Bond. The motion was APPROVED unanimously. Approximately 5:15 p.m., Commissioner Bond made the MOTION to recess for dinner and continue Closed Session at a later time, with a SECOND by Vice Chairman Lilley. The motion was APPROVED unanimously. Approximately 6:05 p.m., Commissioner Bond made the MOTION to re-enter Closed Session, with a SECOND by Vice Chairman Lilley. The motion was APPROVED unanimously. Around 6:30 p.m., Commissioner Ayers made the MOTION to end Closed Session in pursuant of NC G.S (a)(6), Personnel, with a SECOND by Commissioner Bond. The motion was APPROVED unanimously. ASSEMBLY Chairman Ronnie Smith, Vice Chairman Elmo Butch Lilley, Commissioner Tommy Bowen, Commissioner Dempsey Bond, Jr., Commissioner Joe R. Ayers, County Manager David Bone, County Attorney J. Melvin Bowen, Clerk to the Board Marion B. Thompson, and Finance Officer/Deputy Clerk Cindy Ange. Chairman Smith called the meeting to order at 7:00 p.m. Commissioner Ayers led the pledge of allegiance. Vice Chairman Lilley offered the invocation. Chairman Smith welcomed everyone to the meeting. Elected Official, Sheriff Dan Gibbs, was recognized.

2 AGENDA APPROVAL Commissioner Bowen made the MOTION to approve the agenda as presented, with a SECOND by Commissioner Ayers. The motion was unanimously APPROVED. PUBLIC COMMENTS Ms. Terrell Davis, Director of Martin-Tyrrell-Washington District Health Department, requested the opportunity to make public comments. During her comments, Health Director Davis thanked the County Commissioners, County Manager and Finance Director for the increased allocation approved for the Martin-Tyrrell-Washington District Health Department, which will assist the Health Department in providing mandated services to the citizens of Martin County. CONSENT AGENDA Commissioner Bond made the MOTION to approve the Consent Agenda below as presented. Commissioner Bowen SECONDED the motion. The motion was unanimously APPROVED. 1. Minutes for June 17, 2015 Regular Session, June 24, 2015 Special & Closed Sessions & June 26, 2015(June 24, 2015 Special Session continued). 2. Financial Report for May 2015 included for informational purposes. 3. Tax Relief Orders Real & Personal for June 2015 in the amount of $ Year Levy Lname Fname Reason Value Total 2014 Carr Lieutenant Error in Landfill Total Tax Collector s Report June 2015 June June Real (20) $86, $8,575, Personal (25) 10, ,109, Total $96, $12,684, MV (30) 14, , Total MV $14, $91, All Total $110, $12,775,930.02

3 5. Tax Collector s Request to Purge / Destroy Records In accordance with the Amended Records Retention and Disposition Schedule provided by the North Carolina Department of Cultural Resources dated July 31, 2008, Tax Collector Christie Blevins requested permission to shred the records as stated below. ---Record to be Destroyed--- Recommended Retention Years on File Through June 2011 Years Requested To Be Destroyed Debt-Setoff Records 3 Years Motor Vehicle Scrolls 10 Years Motor Vehicle Tag Surrenders, Release, and Refunds Mobile Home Moving Permits 1 year after submission or 3 years after final settlement Year Deposits 3 Years Attachment/Garnishment Records Payment Proofs and Monthly Reports Town Monthly Reports For Checks Accounts Receivable Monthly Reports 3 Years Year Year Years Employer Record of Employees For Garnishment Beer & Wine Permit Copies Payment Plans Destroy In Office When Administrative value ends (1Year) Tax Receipts File Destroy in office after 3 years Destroy in office 3 years after final settlement 1 Year Motor Vehicle Block Records Gross Receipts 3 Years Check Request and 3 Years Purchase Orders

4 Leave Reports 3 Years Telephone Records 1 Year ABC Board Requests a. ABC Board Appointments The Board was asked to reappoint Commissioner Dempsey Bond, Jr. and Ms. Rose Reason for another three year term, which would expire July 31, b. ABC Board Chairman and Vice Chairman Appointments The Board of Commissioners was asked to reappoint Ms. Grady as ABC Chairman and Mr. Hill as ABC Vice Chairman for a three year term, which would expire July 31, c. Annual Approval of Alcoholic Beverage Control (ABC) Board Travel Policy NC General Statute states that travel on official business by the members and employees of the local ABC boards shall be reimbursed pursuant to G.S unless the local ABC board adopts a travel policy that conforms to the travel policy of the appointing authority and such policy is approved by the appointing authority [NC General Statute 18-B-700 (g)(2)]. The ABC Board voted to adopt the Martin County Travel Policy as its own. To that end, statute requires annual approval by the appointing authority. The Martin County ABC Board asked the Martin County Board of Commissioners to approve adoption of the Martin County Travel Policy as the Travel Policy of the Martin County ABC Board in accordance with NC General Statute 18-B-700 (g)(2). 7. Clerk Report included for informational purposes. INTRODUCTION OF NEW EMPLOYEE (S) Any employees hired in July will be presented at the August 12, 2015 County Commissioners meeting, if applicable. PRESENTATION (S) MCRWASA Water Treatment Plant Manager County Manager Bone stated Martin County Regional Water and Sewer Authority (MCRWASA) has contracted with United Water to operate the new Water Treatment Plant.

5 Staffing the new water plant through United Water on a contract basis was chosen as the most efficient, cost-effective way to operate the new water treatment plant. The company s staff has a great deal of experience with the type of Superpulsator treatment process the MCRWASA plant will utilize. United Water s North Carolina operations were founded in 1981 as Hydro Management Services. Hydro Management Services began as an environmental consulting company offering assistance in administration, operation and maintenance of water and wastewater treatment facilities in NC. Hydro Management was acquired by US Water in 1997, and US Water acquired by United Water in United Water is one of the nation s leading environmental companies, providing water and wastewater services to over 6.7 million people in the United States. In addition to owning and operating 16 water and wastewater utilities, United Water operates 84 municipal and industrial water and wastewater systems through innovative public-private partnerships and contract agreements. Founded in 1869, United Water is a subsidiary of Suez Environment, a global leader in providing water and waste management services. United Water currently operates seven water systems and seven wastewater systems throughout North Carolina. Since its contract began in December 2014, United Water staff has been: Coordinating with the contractor (T.A. Loving), the design / construction inspection team (The Wooten Company) and MCRWASA; Recruiting and mobilizing staff; Preparing for start-up of the plant; and Coordinating with the staffs of the Town of Williamston and Martin County Water Districts #1 and #2. The MCRWASA Water Treatment Plant is expected to be operational by September 1, County Manager Bone introduced Mr. Joe Thaxton, the Project Manager for United Water at the MCRWASA Water Treatment Plant, to the Board of Commissioners. Mr. Thaxton explained that he is now renting a small home in the county but his family is in the process of purchasing a house to relocate in Martin County. As shown below, Mr. Thaxton has acquired a great deal of experience in water / wastewater treatment over the years: 34 years wastewater operations, maintenance and management 18 years of surface water treatment 15 years of membrane operations both RO and Ultra filtration 15 years Ground water 13 years of experience in bottled water production. 25 years Instrumentation and control system design, installation, network design and installation, management of maintenance

6 40 years of experience in cryogenics and satellite communication, high-speed networks with data security and firewalls, and video security systems. 5 year Pro-Board Certified Hazmat first responder, FEMA Training Instructor with training in Tactical/Incident Commands Courses. Master in Military Emergency Management. Mr. Gary Stainback, Regional Manager for United Water, was introduced by County Manager Bone, as well. Mr. Stainback stated he lives in Winston Salem and commutes to various locations, as needed. Resolution Congratulating Recipients of the Order of the Long Leaf Pine & the Spirit of Community Service Awards Mr. William Thomas King and Mrs. Frances Evelyn King have served the Martin County area for years promoting positive change for all, through education and peaceful interactions, especially in the African American and Native American community. The Kings are recent recipients of the Order of the Long Leaf Pine Award, as well as the Spirit of the Community Award. Chairman Smith invited the Kings to the meeting, in an effort to commend and congratulate the Kings on receiving such outstanding and well deserved awards. Ms. Mercedes Fornay, local business owner, introduced Mr. Clarence Biggs, well known and respected Martin County resident, who gave a brief history of the many contributions the Kings have made to this community and others. The Board was asked to adopt the resolution below for presentation. Vice Chairman Lilley made the MOTION to adopt the Resolution Congratulating the Kings, with a SECOND by Commissioner Bond. The motion was unanimously APPROVED. The Board expressed gratitude, praise, and honor to Mr. William Thomas King and Ms. Frances Evelyn King for their life of service to the community, and for receiving these prestigious awards. Mr. King thanked everyone for everything done. Mrs. King thanked God first and the Commissioners for the recognition. Mrs. King also recognized and thanked each family member and friend, who came to support them. Mr. Harold Randolph, a former NFL Dallas Cowboys pro football player, East Carolina University Hall of Famer and J. H. Rose High School Hall of Famer, was in attendance in support of the Kings. (Mr. Randolph was the keynote speaker at the ceremony held for the Kings when the awards were originally presented on June 28, 2015.) RESOLUTION CONGRATULATING MR. WILLIAM THOMAS KING & MRS. FRANCES EVELYN KING RECIPIENTS OF THE ORDER OF THE LONG LEAF PINE AWARD & THE SPIRIT OF THE COMMUNITY SERVICE AWARD

7 WHEREAS, for decades Mr. William Thomas King and Mrs. Frances King have combined their efforts, and have advocated for the betterment of those in Martin County and the world, especially the African-American and Native American community; and WHEREAS, during times when the world is being strongly encouraged to look at life through different lenses, the Kings continue to promote change through peaceful discussions, education, and encouragement of others to have higher expectations and higher standards; and WHEREAS, the Kings have rendered service to the general Martin County community for years as civic leaders, and volunteers for various churches, groups, boards, and committees; and WHEREAS, the Order of the Long Leaf Pine (created in 1963, under the administration of Governor Terry Sanford) is among the most sought after and valued awards conferred by the Governor of North Carolina, which is presented to outstanding North Carolinians who have a proven record of service to the State; and WHEREAS, as joint recipients of the Order of the Long Leaf Pine, the Kings stand tall among a long list of well-known individuals such as Ms. Shirley Caesar, Mr. Billy Graham, Ms. Oprah Winfrey, Mr. Gerald Ford, Mr. Colin Powell, Mr. Michael Jordan, and others; and WHEREAS, receiving the Spirit of the Community Service award, also, further documents and celebrates the Kings willingness to serve and to unify the community for the common good for so many years, even during sometimes difficult and unpopular situations; and WHEREAS, the Kings have earnestly tried to instill, and pass forward a sense of servitude and duty to their five children, Miranda, Millicent, William, Jr., Leslye and Lucretia, as well as others. NOW BE IT RESOLVED, THAT the Martin County Board of Commissioners congratulate and commend Mr. William Thomas King and Ms. Frances Evelyn King, for their service to Martin County, and for being joint recipients of the Order of the Long Leaf Pine Award, and the Spirit of the Community Service Award. Adopted this 8 th day of July Ronnie Smith, Chairman Attest: Marion B. Thompson, NCCCC Clerk to the Board NCACC July Update Video The NC Association of County Commissioners produced a new legislative update video for county boards of commissioners. The NCACC requested that the video be included in the July board meeting agenda.

8 PUBLIC HEARING Marco Economic Development Grant Closeout Commissioner Bowen made the MOTION to enter the Public Hearing for the close-out of the Marco Community Development Block (CDBG) Grant. Commissioner Ayers SECONDED the motion. The motion was APPROVED unanimously. County Manager Bone explained the Martin County Community Development Block Grant Economic Development Program consisted of infrastructure improvements to assist the Marco Company/Carolina Store Fixtures project. In 2013, the North Carolina Department of Commerce, Rural Economic Development Division awarded Martin County a grant from the Small Cities Community Development Block Grant (CDBG) program. The total project costs for water, sewer and drainage infrastructure improvements for The Marco Company in Jamesville was financed with $517, of CDBG funds. With the funds awarded, Martin County installed: 1,750 LF of flood and drainage improvements, 696 LF of 8 gravity sewer, and One 90 GPM Pumping Station and one new water meter. The Town of Jamesville are providing the water and wastewater services for the Marco site project. The Wooten Company has provided the Administrative Services. Hatchell Concrete, Inc. (from Manteo) was the project contractor. The project has been completed, and The Marco Company is operating in a former textile mill as Carolina Store Fixtures. Several photos of the completed project were shown during the public hearing. County Manager Bone stated the company is doing well. Carolina Store Fixtures, located in Jamesville, created 45 new jobs, with 38 jobs, or 84%, being filled by persons of prior low and moderate income status. Hopefully, the number of jobs will continue to increase. With all project activities completed, and the County needed to hold a public hearing to detail the program performance, receive citizen comments and officially close out the project. After the public hearing the Board would be asked to approve the close-out resolution. No public comments or inquiries verbal or written were received. Chairman Smith commented on this being a tremendous asset for the Jamesville community. Members of the Board praised the project, and the fact that there was not a County match required for a project of this size.

9 Commissioner Bowen made the MOTION to end the Public Hearing for the close-out of the Marco Community Development Block (CDBG) Grant. Vice Chairman Lilley SECONDED the motion. The motion was APPROVED unanimously. Commissioner Bowen made the MOTION to approve the following resolution authorizing the close-out of the Marco Community Development Block (CDBG) Grant, with a SECOND by Vice Chairman Lilley. The motion was APPROVED unanimously. A Resolution Authorizing the Closeout of the Martin County FY 12 Community Development Program. BE IT RESOLVED by the Martin County Board of Commissioners, That WHEREAS, the County is participating in the Community Development Block Grant Program under the Housing and Community Development Act of 1974, as amended, administered by the North Carolina Department of Commerce; and WHEREAS, the County has completed all the approved project activities; and WHEREAS, the County certifies that an advertisement was published on June 19, 2015 in the Enterprise and Weekly Herald; and, WHEREAS, the County certifies that a public hearing, to review and assess the performance of this project, in accordance with the North Carolina CDBG Program Regulations, was conducted on Wednesday, July 8, 2015 at 7:00 PM to discuss the project closeout. Comments made at the public hearing were favorable; and THEREFORE, BE IT RESOLVED, that the Martin County Board of Commissioners, hereby authorizes the closeout of the FY 12 Community Development Program and directs the Chairman to act on behalf of the County in executing closeout documentation as the Chief Elected Official under the provisions of the North Carolina Community Development Block Grant Program Regulations (4 NCAC 19L). Adopted this 8 th day of July Attest: Ronnie Smith, Chairman Marion B. Thompson, Clerk to the Board OLD BUSINESS - None NEW BUSINESS

10 Designation of NCACC Voting Delegate The North Carolina Association of County Commissioners (NCACC) 108 th Annual Conference, will be held August 20-23, 2015 in Pitt County, NC at the Greenville Hilton Convention Center. Commissioners Smith, Lilley, Bowen, Bond, and Ayers plan to attend. Being a county in good standing, the Board of Commissioners has been asked to select a primary and an alternate voting delegate for the NCACC Annual Conference. Vice Chairman Lilley made the MOTION to appoint the Chairman as the primary voting delegate, and the Vice Chairman as the alternate voting delegate. Commissioner Bowen SECONDED the motion. The motion was APPROVED unanimously. Courthouse Security Evaluation and Report County Manager David Bone stated due to several events in the Courthouse and concerns raised by the judicial branch, safety in the Courthouse has emerged as a growing priority. To help address the concerns, Sheriff Dan Gibbs arranged for a free Courthouse security consultation from the NC Sheriffs Association. On April 30, 2015, an ad hoc Courthouse Security Committee met with Mr. Travis Robinson, Court Security Consultant for the NC Sheriffs Association for training and group discussion. At the meeting, Mr. Robinson introduced the Courthouse Security Committee to the Courthouse Security Manual, published by the North Carolina Sheriffs Association with funding from the Governor s Crime Commission. This 107 page document addresses in detail the best practices that all courthouse complexes should adopt to maximize the security of those individuals attending court or for those visitors attending the other county offices that are located in the courthouse building. The Courthouse Security Committee engaged in extensive dialogue as the strengths and security gaps were explored that related to the specifics of the Martin County Courthouse. The end product of the April 30 th May 1 st consultation was a written report from the NC Sheriffs Association that was received on June 15, 2015 a little late for full review and consideration in the Budget. County Manager Bone opted to include funding requests for a new camera system and a wireless panic button system in the Budget, which were approved. The NC Sheriffs Association report stated the Martin County Courthouse has several security strategies and procedures currently in place that follow the best practices as outlined in the Courthouse Security Manual. The report also highlighted recommendations for enhancements for security at the Courthouse, such as the ones listed below: 1. The courthouse complex needs additional Closed Circuit Television (CCTV) system cameras. Members of the Courthouse Security Committee should identify the best location for these additional cameras in order to view as many areas as possible to

11 supplement the physical security rounds that officers perform during the course of a business day. 2. Establish an incident reporting system whereby security incidents are reported to the bailiffs, documented and then shared with the Courthouse Security Committee at their meetings. 3. Systematic safety training needs to be conducted for all staff occupying the courthouse building to reinforce procedures for active shooters, bomb threats, hostage situations, etc. In addition, conduct an orientation training session for new employees. 4. The Courthouse Security Committee needs to assist in the development of a written policy outlining who can access the restricted areas behind the courtrooms. Every effort should be made to lock down the restricted areas in the courthouse building. All doors leading in from the public areas should be locked at all times. 5. Radios with earpieces should be purchased so that officers can hear radio traffic and respond more effectively to incidents in and around the courthouse building. 6. Designate separate smoking area(s) outside the courthouse building for all visitors and employees. Install the appropriate signs for smoking and non-smoking areas. 7. Develop and implement written courthouse security policies and standard operating procedures included as part of the overall courthouse security plan. 8. Duress alarms are needed in all of the offices that are occupied within the Martin County Governmental Complex. This allows for extra coverage and the ability to contact the Sheriff s Office when issues or emergencies arise that need a law enforcement response. County Manager Bone added the report suggested the next step for the County should be to review this summary, carefully look at the current gaps and begin to prioritize what items/activities need to be addressed by critical function and ease of implementation. The report suggests that those items that can be changed quickly should become part of a short-term plan. Those items that require substantial funding should be included in the County s long-range plan. The Martin County Safety Committee met on June 30 th to discuss the security evaluation provided by Mr. Travis Robinson, of the NC Sheriff s Association. All persons in attendance were supportive of the report and agreed the security cameras should be the first priority. At the June 30 th Safety Committee meeting, Clerk of Court Tonya Leggett commented on items in the report regarding the need to lock the top stairway doors to prevent persons leaving the 1 st floor and going up the back hallways. Clerk Leggett also stated she would like to see a designated smoking area moved out towards the mailbox area to reduce gathering during court breaks, limiting the noise. Sheriff Dan Gibbs agreed working on priorities first would be the best measure. Sheriff Gibbs stated he realized it would be a long road ahead in obtaining goals, due to the cost involved.

12 Members of the judicial system have suggested one point of entry, manned full-time with a metal detector. County Manager Bone stated unlike most counties, Martin County houses other county offices in the same building as the courthouse. While several measures have already been put into place, this arrangement presents challenges with securing the courthouse as a one point of entry. Strategic Goals County Manager Bone stated on January 26, 2015, the Martin County Board of Commissioners met for its second bi-annual Strategic Goals Planning Session. As with the first session in 2013, Mr. Gregg Piburn facilitated. Since 2013, substantial progress has been made on the strategic goals created in 2013, and the Board determined it was time to update the County s strategic goals. At the January 26 th meeting, the Board of Commissioners created 2015 High Level Objectives areas that strategically deserve special attention. These High Level Objectives include: 1. Improve overall county finances and human resources 2. Enhance the long term financial stability of the water utility 3. Inspire greater collaboration and communication with local and regional partners 4. Enhance economic development with a focus on creating jobs and increasing tourism For each High Level Objective, the Board of Commissioners established a few Measurable Milestone Goals which, if achieved, indicate significant progress being made on the High Level Objectives. The Board of Commissioners was primarily looking out two years in its planning for this session. County Manager Bone discussed some of the measurable milestones goals outlined by the Board, accomplishments to this point, and listed team leaders / partners involved or who may be involved in seeing these goals become a reality. BOARD REPORTS/COMMISSIONERS COMMENTS Mingles Duck Impoundment Vice Chairman Lilley strongly expressed concern for a water permit issued that will reportedly allow the pumping of 36 million gallons of water per year from several new wells, for the perseverance of ducks. The appearance of this being kept a secret concerned Vice Chairman Lilley. In his opinion, Martin County citizens have been fleeced regarding needing to find an alternate water source because of mandated water reduction from the current aquifer. (Martin County increased water rates by 50% to its customers in the budget, in order to cover costs to operate the MCRWASA Water Treatment Plant that was constructed due to state mandated restrictive use of the aquifer.)

13 Reportedly, the site in question, Mingles Duck Impoundment, requested and was issued a permit to replace a 400 foot well, in operation since 2008, with 5 to 6 shallow wells. The current well pumps from the same aquifer as Water Districts 1 & 2. The 5 to 6 new wells would pump through a different aquifer. Although permitted for 36 million gallons per year, the actual amount being pumped would be closer to 14 million gallons per year. Visit with Governor McCrory Chairman Smith stated a call was received for Eastern District Director Steve Keen, on behalf of Governor McCrory, inviting him, and up to ten officials, to a meeting in Raleigh with the Governor. Chairman Smith attended along with the following individuals: County Commissioner Dempsey Bond, Jr. Sheriff Dan Gibbs Van Heath, Chairman, Martin County School Board Mayor Charlotte Griffin, also, Martin Community College Board of Trustee Dr. Ann Britt, President, Martin Community College Town Commissioner Ben Jones Economic Development Corporation President / CEO Marvin Davis Several others were invited but could not attend due to prior commitments or scheduling conflicts. At the meeting, Governor McCrory delivered a press release on Connect NC and the proposed bond referendum. Chairman Smith commented working together, and continuing to build good relationships with all levels of government, is good for the county as a whole. ADJOURNMENT With no further business to discuss, Commissioner Bowen made the MOTION to adjourn at 8:35 p.m., with a SECOND by Commissioner Bond. The motion was unanimously APPROVED. The next regular meeting of the Martin County Board of Commissioners is scheduled for Wednesday, August 12, 2015 at 7:00 p.m. in the Board Room of the Martin County Governmental Center, 305 East Main Street, Williamston, North Carolina. Ronnie Smith, Chairman Marion B. Thompson, NCCCC Clerk to the Board