TAB TIME DESCRIPTION. 1) Mid-Year Review ) Management Matters 9 7:05 Citizens/Board Comments 7:35 Adjourn

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1 1 The Northampton County Board of Commissioners will meet in Regular Session on Monday, February 15, 2016 at 6:00 p.m. in the Commissioners Meeting Room located at 100 West Jefferson Street, Jackson, North Carolina. The purpose of the meeting is to conduct public business as indicated on the following agenda. TAB TIME DESCRIPTION 5:50 Work Session 1 6:00 Approval of Special Meeting Minutes for January 28, Approval of Regular Session Minutes for February 1, Approval of Closed Session Minutes for February 1, Approval of Agenda for February 15, :05 Dr. Ervin Griffin, President/CEO, Halifax Community College Connect NC Bond Resolution :20 Mr. John White, Acting Health Director Futrell Pharmacy Service Agreement :35 Mrs. Cathy Allen, Tax Administrator 1) Ad Valorem Tax Appeals ) Motor Vehicle Refunds ) Secured and Unsecured Report :50 Ms. Kimberly Turner, County Manager 2) Management Matters 9 7:05 Citizens/Board Comments 7:35 Adjourn 1) Mid-Year Review... 93

2 2 NORTHAMPTON COUNTY BOARD OF COMMISSIONERS Meeting Date: Agenda Tab Number: 1 Agenda Time: 6:00 Presenter and/or Subject Matter: Approval of Special Meeting Minutes for January 28, 2016 Michelle Nelson Clerk to the Board

3 3 1- Approval of Special Meeting Minutes for January 28, 2016 NORTHAMPTON COUNTY BOARD OF COMMISSIONERS AND BOARD OF EDUCATION PUBLIC FORUM January 28, :00 p.m. The Northampton County Board of Commissioners and Board of Education held a Public Forum to address questions and concerns regarding the supplemental tax on Thursday, January 28, 2016 at 6:00 p.m. in the Cultural and Wellness Center Auditorium located at 9536 Hwy 305, Jackson, North Carolina with the following present: Chairwoman Fannie Greene Commissioner Robert Carter Ms. Kimberly Turner, County Manager Ms. Michelle Nelson, Clerk Vice-Chair Marjorie Edwards, School Board Ms. Lucy Edwards, School Board Mr. Phil Matthews, School Board Mr. Joe Holloway, School Finance Officer Services Ms. Patricia Harris, Clerk, School Board Vice-Chairman Joseph Barrett Commissioner Virginia Spruill Mr. Scott McKellar, County Attorney Chair Rhonda Taylor, School Board Mr. Clinton Williams, School Board Mr. Kelvin Edwards, School Board Dr. Monica Smith-Woofter, Superintendent Mr. Doug Miller, Exec. Director of Auxiliary Chairwoman of the Board of Commissioners Fannie Greene welcomed everyone to the forum. She stated that on behalf of the Northampton County Board of Commissioners, we will be starting the session in partnership with the Board of Education. She introduced herself, Commissioner Virginia Spruill, Commissioner Robert Carter, and Vice-Chairman Joseph Barrett. Chair of the Board of Education, Rhonda Taylor, stated that on behalf of the Board of Education, she would like to welcome everyone to the forum. She introduced herself, Vice-Chair Marjorie Edwards, Board Member Phil Matthews, Board Member Kelvin Edwards, and Board Member Clinton Williams. She stated that Ms. Lucy Edwards will arrive shortly. She turned the forum over to Superintendent Dr. Monica Smith Woofter. Dr. Woofter reviewed the Facts about Northampton Centrally located School handout that was distributed before the forum. Ms. Kimberly Turner, County Manager, reviewed the pamphlet that was given out before the forum. PLEASE SEE SCANNED DOCUMENTS WHICH ARE HEREBY MADE A PART OF THESE MINUTES

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8 8 Dr. Woofter called up participants to read their questions and or give their comments: Donna Edwards asked if the School Board was looking to build two schools or one, and if that school would contain grades o The answer is one school, and yes it would contain those grade levels. Ms. Edwards went on to say that on previous plans, the Board asked for a $15 million school, now the amount is $34 million. She wanted to know why the amount doubled over the years. o Dr. Woofter answered that it costs more the longer you wait. Inflation has affected the cost. She said they received estimates from ten different architects, and they had amounts that ranged from $23 million to $65 million. She said they went with the median as much as possible. Even though they say they are requesting the Supplemental Tax for $34 million, if the voters support it, and they submit it, they are going to go with the best and cheapest bid. It may not mean that they need $34 million. Ms. Edwards feels that the residents want to know that the Board and the County have exhausted all avenues of researching funding for the school such as applying for State and Government assistance, looking for every possible resource. Bill Johnston stated that he is a farmer and a landowner. He is concerned by any tax increase and feels that for the older property owners, it takes about everything they receive. He asked if a school is built, will the School Board look after the closed facilities the way they have looked after Eastside School. He believes that school buildings do not always cause better education. Teachers make all the difference. Gwen Bryant said she is a lifelong resident. She asked why we couldn t fix the schools we already have. She also asked why they would want to put 7 th graders with 12 th graders. She said she and her husband are small farmers, and their taxes would go up by $1,400 per year. She feels it s not fair to always put the burden on the landowners. Ruth Bek has lived in Northampton County for about 13 years. She feels that citizens can t make informed comments in regards to the new school when no information has been available to the public. She also noted that she feels it is a security issue to place 7 th graders with 12 th graders, and gave her opinion on what the School Board could do with the existing schools. Ms. Bek also said she has a problem where it says that the County does not have any control over how the Supplemental Tax proceeds are spent by the School Unit. She wanted to know where the guarantee is if the County gives the School Board this money, that they are going to spend it on what they say they will spend it on. Christy Bolton asked when was the last year that Northampton County Schools met State standards. o Dr. Woofter answered in growth standards, they continue to meet (in half of their schools in the last ten years) growth standards, but there is a

9 9 difference between meeting growth and being proficient. They recognize that they have much need for their students to close the learning gaps. Mrs. Bolton also stated that she put her children in public school to begin with, but she ended up taking them out and putting them in private school, because the school could not meet standards. She also stated that new schools will not enhance the education when the Board of Education can t even provide an education to the students that just meet the requirements of both Federal and State Goals for special needs students and regular students. Finally, she stated that the citizens are owed almost $4 million in delinquent taxes. How badly does the School Board need money if they have yet to collect and not even request money held by small Towns in this County that is collected in the Town Violation Ordinances Fund. Conway alone has a balance that they ve held for the Board of Education. As of today, it is $74,045. o Dr. Woofter stated that the request has to go to the County Commissioners first, then it is allocated to the Board of Education. Dr. Woofter said she has to make sure that they make the request happen, and she thanked Mrs. Bolton for that information. Tim Hollowell stated that he doesn t feel the tax payers can afford a 10.78% property tax increase. He said in six years, it s gone up $.16. He said the figures given do not include reevaluation that increases the property value which causes taxes to go up. He stated that to fix the current schools for $4 million, makes more sense than building a new school for $34 million. He admonished the citizens to vote against the Supplemental Tax on March 15 th. Dr. Woofter announced that the last four comments have already been answered and she wants to give the members of both Boards a chance to make comments. She did state that there is one question from Mr. Ken Brown that has not been answered which is: How much comes from the lottery. Dr. Woofter replied that on average they get $146,000 a year because the amount is dispersed across the State. Dr. Woofter asked the Board of Commissioners if they had any comments. Chairwoman Greene asked the County Manager if she wanted to make any comments. Ms. Turner stated that she wanted to clarify a couple of things. She said that with the lottery funds, the statutory requirements for the proceeds of the lottery funds is supposed to be 40% that s not what the School system is getting. You have to lobby against the General Assembly to get those funds back. She also wanted to share the amount that was appropriated to the School system this Fiscal Year. The original appropriation was $3,645,000. That included the current expense and Capital Outlay appropriation. The County gave an additional $550,000 for a total of $4,195,000 for Fiscal Year Ms. Turner also stated that our property value decreased for 2015 by 8%. With the same amount of money, we had the previous Fiscal Year, the County Commissioners would have had to increase the tax rate from $.92 to $.97 per $100 of value. During the budget time, the Commissioners decided not to do that because we have the second highest tax rate in the state of North Carolina. The County is providing the same services as last year with less money than last year.

10 10 Chairwoman Greene thanked everyone for coming to the forum, and stated that the purpose was to get the citizens information so that they could be better informed when they go to the polls on March 15 th to help them to make a decision. School Board Chair Taylor, on behalf of the Board of Education and Board of Commissioners, she wanted to thank the citizens for coming out. Michelle Nelson, Clerk Board of Commissioners

11 11 NORTHAMPTON COUNTY BOARD OF COMMISSIONERS Meeting Date: Agenda Tab Number: 2 Agenda Time: 6:00 Presenter and/or Subject Matter: Approval of Regular Session Minutes for February 1, 2016 Michelle Nelson Clerk to the Board

12 12 2- Approval of Regular Session Minutes for February 1, 2016 NORTHAMPTON COUNTY REGULAR SESSION February 1, 2016 Be It Remembered that the Board of Commissioners of Northampton County met on February 1, 2016 with the following present: Fannie Greene, Joseph Barrett, Chester Deloatch, Virginia Spruill, and Robert Carter Others Present: Kimberly Turner, Scott McKellar, and Michelle Nelson Agenda Work Session: A 10-minute work session was held to discuss today s agenda items. Chairwoman Greene called upon County Manager Kimberly Turner for input. Ms. Turner stated that under Tab 4, to remove item number 1: Budget Amendments. Also, under Tab 9, add another Closed Session for personnel matters: G.S (a)(6) Regular Session: Chairwoman Greene called the meeting to order, welcomed everyone, and announced when citizens could make comments. Vice-Chairman Barrett gave the Invocation, and the Pledge of Allegiance was recited. Approval of Regular Session Minutes for January 20, 2016: A motion was made by Chester Deloatch and seconded by Virginia Spruill to approve the Regular Session Minutes for January 20, 2016 Question Called: All present voting yes. Motion carried. Approval of Agenda for February 1, 2016: A motion was made by Virginia Spruill and seconded by Chester Deloatch to approve the amended agenda for February 1, Question Called: All present voting yes. Motion carried. Community Services Block Grant- Fiscal Year 16-17: Mr. Chris Moody, Manager of Community Service with CADA, appeared before the Board to present the CSBG Anti-Poverty Work Plan for their review. Mr. Moody noted that last year when he came before the Board, he spoke about budget cuts to CADA. However, due to other community action agencies that came together, they were able to speak to the State, and received funds to get back to their normal operations.

13 13 Mr. Moody discussed some of the improvements that CADA made in the last year, and the programs they ve implemented. In the program year, they will get an allocation of $475,000. They have learned that they will be the designated agency for Martin County now, in addition to serving Hertford, Northampton, Halifax, and Hertford Counties. A motion was made by Robert Carter and seconded by Virginia Spruill to accept the information from CADA to move forward with their application. Question Called: All present voting yes. Motion carried. PLEASE SEE SCANNED DOCUMENTS WHICH ARE HEREBY MADE A PART OF THESE MINUTES: January 11, 2016 Michelle Nelson County Clerk Northampton County Managers Office 100 West Jefferson Street P.O. Box 808 Jackson NC Choanoke Area Development Association of North Carolina Inc. Post Office Box 530 * Rich Square, North Carolina Telephone: * Fax: Re: CSBG Anti-Poverty Work Plan Northampton County Board of Commissioners Meeting Agenda Dear Mrs. Nelson: Attached is a copy of the proposed CSBG Anti-Poverty Work Plan for for review by the Northampton County Board of Commissioners at their meeting on February 1, This Work Plan will be submitted to the Office of Economic Opportunity for funding. Please place this on the agenda for this meeting. I will plan to appear to present the Work Plan unless you advise otherwise. I have also enclosed an affidavit confirming its presentation to the Board to be completed by the Chair. Please return the signed affidavit to this office at your earliest convenience. Thank you for your assistance in this matter. Please do not hesitate to contact me if you have any questions. Sincerely, Sallie P. Surface Executive Director

14 14 Community Services Block Grant [CSBG] Documentation of Submission to County Commissioners Background: The North Carolina Administrative Code [10A NCAC 97C.0111 (b)(1)(a)] requires that each CSBG grant recipient submit its Community Anti-Poverty Plan [grant application] to each County Commissioner Board that it serves. Instructions: This form is to be completed and notarized by the Clerk to the Board. Agency Name: Choanoke Area Development Association, Inc. County: Northampton County Date of Application Submission: January 11, 2016 [Note: This application should be submitted to the County Commissioners at least thirty [30] days prior to application submission to the Office of Economic Opportunity [OEO]. The grant application is due to OEO February 12, 2016 Clerk to the Board should initial all items below. The agency submitted a complete grant application for Commissioner review. The Clerk to the Board will be responsible for assuring that the application is distributed to the Commissioners. Commissioners comments provided those to the agency. (If applicable) Clerk to the Board Date Witness/Notary Date

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43 43 Amend Audit Contract and Quarterly Review: Ms. Leslie Edwards, Finance Officer, appeared before the Board to seek approval to enter into an extension of the Service Agreement with the accounting firm of Martin Starnes & Associates, CPAs, P.A. for fiscal years ending June 30, A motion was made by Virginia Spruill and seconded by Chester Deloatch to approve the amended contract with Martin Starnes & Associates, CPAs for the completion date of March 31, Question Called: All present voting yes. Motion carried. Ms. Edwards also appeared before the Board to present the Operating Budgets for period ending December 31, The Operating Fund which includes General and Social Services is showing Revenue over Expenditures for the first six months of $562, With the Enterprise Fund, both Water and Solid Waste show Revenue over Expenditures. It was noted that last year in the Solid Waste Fund, Expenditures were over Revenue, so this is a plus this year. Commissioner Carter wanted to know if there were any debt payments that have to come out of these funds. Ms. Edwards replied yes, the majority of the debt payments happen in January through June so some items will be coming out, but her Department will still be recording Revenue in the next six months. PLEASE SEE SCANNED DOCUMENTS WHICH ARE HEREBY MADE A PART OF THESE MINUTES:

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51 51 New Northampton County Health Department Rates: Ms. Cheryl Warren of the Health Department, appeared before the Board on behalf of Mr. John White to request approval of the proposed clinic rates to be effective February 1, The changes are highlighted in yellow on the fees spreadsheet. A motion was made by Joseph Barrett and seconded by Robert Carter to approve the new Health Board rates. Question Called: All present voting yes. Motion carried. PLEASE SEE SCANNED DOCUMENTS WHICH ARE HEREBY MADE A PART OF THESE MINUTES:

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57 57 Policy Review: Mrs. Marcenda Rogers appeared before the Board to seek approval for the revisions and updates to the Northampton County Local Government Personnel Policy. Mrs. Rogers explained that over the last couple of years, the HR Department noted any issues that needed clarification or revisions. Once HR finished their process, the HR consultant went over the sections that dealt with the office of Human Resources, and they made the necessary updates pertaining to the General Statutes. After that, it went to the Management Team who made some additional adjustments. Next, it went to the Department Heads for feedback. Then, it went back to the Management Team to discuss the feedback. The draft then went to the Board and the County Attorney. Finally, the County Attorney reviewed the policy and made the necessary changes and suggestions. The HR Department accepted the majority of the changes. The following items have been changed: Article I- Organization of Personnel System o Section 4, page 4- The word demotion was reworded. Instead of using the word reassignment, the terminology is movement. In the old policy, the word demotion had two uses. o Section 4, page 7- The definition of reassignment has changed. o Section 4, page 5- Under merit increase, before an employee can receive their merit, they must perform duties in an above average to outstanding fashion (instead of average to outstanding fashion in the old policy). o Section 4, page 6- Under promotion, the terminology has been changed. At this time, County Attorney McKellar suggested that due to time constraints, to have a separate workshop to deal with the policy changes. There was a discussion of how the Board would prefer to view changes that were made (in order to compare to the old policy). Mrs. Rogers will make the necessary changes to make the viewing of the revised policy more accommodating. It was a Board consensus to have a separate workshop to go over the changes. The date will be determined at a later time. PLEASE SEE SCANNED DOCUMENTS WHICH ARE HEREBY MADE A PART OF THESE MINUTES:

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59 59 Management Matters: Ms. Turner appeared before the Board to ask for approval of a resolution coming from the North Carolina Association of County Commissioners asking all counties to support the Connect NC Bond Act that will be on the March 15 th ballot. This act will provide funding to the Community College system, water and sewer systems, parks and public facilities, and more. A motion was made by Virginia Spruill and seconded by Joseph Barrett to approve and adopt the resolution supporting the Connect NC Bond Act. Question Called: All present voting yes. Motion carried. Ms. Turner also reminded the Board of their luncheon at 12:30 pm today at Cooperative Extension. PLEASE SEE SCANNED DOCUMENTS WHICH ARE HEREBY MADE A PART OF THESE MINUTES:

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61 61 Citizens/Board Comments: Chairwoman Greene called for Citizens Comments. Mr. Jack Saunders commented first on the Lake Gaston Weed Control Council that met last Thursday. He said they approved the same officers as they had the prior year, and reviewed the budge status from the year before. They reviewed the progress on controlling Hydrilla and the initial efforts in controlling Lyngbya growth in the Lake. Also, the man that had been chosen last year to become the extension agent for the Lake has been hired by another agency and he will be leaving. Mr. Saunders also wanted to discuss concerns with the tax increase as it relates to the new school. Overall, he feels that buildings don t improve education. The biggest thing that will improve it is a commitment from the parents, the teachers, the students themselves, and the community. He said functionality of the facility and not the beauty of it is what is important. Chairwoman Greene called for Board Comments. Commissioner Carter thanked Mr. Saunders for his research on the school building. He asked Mr. Saunders if he has attended School Board meetings and shared his information with them. Mr. Saunders said no, but he will be at the forum on the Lake later this month. Chairwoman Greene mentioned that we lost two leaders in the County this week. The service for Rev. Robert Sessoms will be tomorrow at 11:00 am at Roanoke Salem, and the service for James Boone will be Thursday, at 1:00 pm at Antioch. She noted that she planned to attend and hoped the other members could as well. A motion was made by Joseph Barrett and seconded by Robert Carter to recess regular session. Question Called: All present voting yes. Motion carried. A motion was made by Joseph Barrett and seconded by Virginia Spruill to enter into closed session for purpose of G.S (a)(4) and G.S (a)(6). Question Called: All present voting yes. Motion carried. G.S (a)(4) and G. S (a)(6): A motion was made by Robert Carter and seconded by Joseph Barrett to adjourn closed session. Question Called: All present voting yes. Motion carried. A motion was made by Virginia Spruill and seconded by Joseph Barrett to enter into regular session. Question Called: All present voting yes. Motion carried. Ms. Turner, on behalf of the Department Heads requested that they be allowed to attend Commissioners meetings during working hours. She is asking for a decision from the Board on this issue.

62 62 A motion was made by Robert Carter that during evening Commissioners meetings, he would be acceptable to have Department Heads attend, but during morning meetings, if Department Heads are not on the agenda, they will not be allowed to attend unless it is at the County Manager s discretion. Question Called: yes (Commissioners Carter, Spruill, and Greene); no (Commissioner Barrett). Motion carried. * Commissioner Deloatch left the meeting during Closed Session and did not vote on this motion or the remaining motions A motion was made by Robert Carter that at the County Manager s next Department Head meeting, that the Chair and Vice-Chair if they so desire would be in attendance and express their support for the job that the County Manager is doing. Question Called: All present voting yes. Motion carried. There was a discussion concerning the tour of Northampton County Schools on Wednesday. It was a Board consensus to postpone the School tour, due to two Commissioners that have other commitments that day. A motion was made by Robert Carter and seconded by Joseph Barrett to adjourn. Question Called: All present voting yes. Motion carried. Michelle Nelson, Clerk to the Board r.m

63 63 3- Approval of Closed Session Minutes for February 1, 2016 (omitted) NORTHAMPTON COUNTY BOARD OF COMMISSIONERS Meeting Date: Agenda Tab Number: 3 Agenda Time: 6:00 Presenter and/or Subject Matter: Approval of Closed Session Minutes for February 1, 2016 Michelle Nelson Clerk to the Board

64 64 NORTHAMPTON COUNTY BOARD OF COMMISSIONERS Meeting Date: Agenda Tab Number: 4 Agenda Time: 6:00 Presenter and/or Subject Matter: Approval of Agenda for February 15, 2016 Michelle Nelson Clerk to the Board

65 65 4- Approval of Agenda for February 15, 2016 The Northampton County Board of Commissioners will meet in Regular Session on Monday, February 15, 2016 at 6:00 p.m. in the Commissioners Meeting Room located at 100 West Jefferson Street, Jackson, North Carolina. The purpose of the meeting is to conduct public business as indicated on the following agenda. TAB TIME DESCRIPTION 5:50 Agenda Work Session 1 6:00 Approval of Special Meeting Minutes for January 28, Approval of Regular Session Minutes for February 1, Approval of Closed Session Minutes for February 1, Approval of Agenda for February 15, :05 Dr. Ervin Griffin, President/CEO, Halifax Community College Connect NC Bond Resolution 6 6:20 Mr. John White, Acting Health Director Futrell Pharmacy Service Agreement 7 6:35 Mrs. Cathy Allen, Tax Administrator 1) Ad Valorem Tax Appeals 2) Motor Vehicle Refunds 3) Secured and Unsecured Report 8 6:50 Ms. Kimberly Turner, County Manager 1) Mid-Year Review 2) Management Matters 9 7:05 Citizens/Board Comments 7:35 Adjourn

66 66 NORTHAMPTON COUNTY BOARD OF COMMISSIONERS Meeting Date: Agenda Tab Number: 5 Agenda Time: 6:05 Presenter and/or Subject Matter: Dr. Ervin Griffin, President/CEO, Halifax Community College Connect NC Bond Resolution Michelle Nelson Clerk to the Board

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68 68 NORTHAMPTON COUNTY BOARD OF COMMISSIONERS Meeting Date: Agenda Tab Number: 6 Agenda Time: 6:20 Presenter and/or Subject Matter: Mr. John White, Acting Health Director Futrell Pharmacy Service Agreement Michelle Nelson Clerk to the Board

69 6- Futrell Pharmacy Service Agreement 69

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81 81 NORTHAMPTON COUNTY BOARD OF COMMISSIONERS Meeting Date: Agenda Tab Number: 7 Agenda Time: 6:35 Presenter and/or Subject Matter: Mrs. Cathy Allen, Tax Administrator 1) Ad Valorem Tax Appeals 2) Motor Vehicle Refunds 3) Secured and Unsecured Report Michelle Nelson Clerk to the Board

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92 92 NORTHAMPTON COUNTY BOARD OF COMMISSIONERS Meeting Date: Agenda Tab Number: 8 Agenda Time: 6:50 Presenter and/or Subject Matter: Ms. Kimberly Turner, County Manager 1) Mid-Year Review 2) Management Matters Michelle Nelson Clerk to the Board

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96 96 NORTHAMPTON COUNTY BOARD OF COMMISSIONERS Meeting Date: Agenda Tab Number: 9 Agenda Time: 7:05 Presenter and/or Subject Matter: Citizens/Board Comments Michelle Nelson Clerk to the Board