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080519August 5, 2019 The Randolph County Board of Commissioners met in regular session at 6:00 p.m. in the 1909 Randolph County Historic Courthouse Meeting Room, 145 Worth Street, Asheboro, NC. Chairman Darrell Frye, Vice -Chairman David Allen, Commissioner Kenny Kidd, Commissioner Maxton McDowell and Commissioner Hope Haywood were present. Also present were County Manager Hal Johnson, Finance Officer Will Massie, County Attorney Ben Morgan, and Clerk to the Board Dana Crisco. Chaplain Brian Faircloth from the Randolph County Sheriff's Office gave the invocation and everyone recited the Pledge of Allegiance. Special Recognitions The Randolph County All-Star Girls 10 and Under Softball team was recognized for their Statewide Athletic Conference (SWAC) Championship win. A certificate of recognition was given by the Board to the Coach for the team's accomplishment. Kameryn Walden was recognized as the 4-H Youth Voice representative for Randolph County at the upcoming NCACC conference. She was presented with a certificate of recognition from the Board. Chairman Frye introduced Dr. Aaron Woody, the new Superintendent of Asheboro City Schools. Public Comment Period Pursuant to N.C.G.S. § 153A-52.1, Chairman Frye noted that no one had signed up for public comment. Consent Agenda On motion of McDowell, seconded by Kidd, the Board voted unanimously to approve the Consent agenda as presented, as follows: • approve Board of Commissioners regular meeting minutes of July 8, 2019; • reappoint Cindy Miller to the Randolph County Adult Care Home Community Advisory Committee; • reappoint Renette Cranford to the Randolph County Nursing Home Community Advisory Board; • appoint Chip Womick to the Randolph County Historic Landmark Preservation Commission; • approve Budget Amendment for Public Health Women's and Children's Health ($35.545), as follows: 2019-2020 Budget Ordinance General Fund—Budget Amendment #4 Revenues Increase Decrease Restricted Intergovernmental $35,545 Appropriations Increase Decrease Public Health $35,545 approve Budget Amendments for Encumbrance Carryforward for the General Fund ($3,456,703) and the Solid Waste Management Fund ($125,497), as, follows: 2019-2020 Budget Ordinance General Fund—Budget Amendment #5 Revenues Increase Decrease Appropriated Fund Balance $2,893,292 Restricted Intergovernmental $341,044 Transfer from Well Being Reserve $207,992 Transfer from Economic Development Reserve $14,375 Appropriations Increase Decrease Administration $174,425 Information Technology $38,500 Tax $281,438 Elections $298,704 Register of Deeds $17,744 Public Buildings $741,911 Sheriff $61,080 Emergency Services $511,964 Building Inspections $2,526 Cooperative Extension $5,348 Other Economic Development Appropriations $353,035 Juvenile DRC $2,000 Public Health $143,633 Social Services $432,147 Veterans Services $7,500 Other Human Services Appropriations $123,288 Public Library $21,100 Other Cultural and Recreational Appropriations $42,360 2019-2020 Budget Ordinance Solid Waste Management Fund—Budget Amendment Revenues Increase Decrease Appropriated Fund Balance 1 $125,497 Appropriations Increase Decrease Solid Waste Management $125,497 • adopt DOT Resolution adding Farmwood Lane to the State Road System, as follows: RESOL UTION WHEREAS, the Department of Transportation has investigated Farmwood Lane in the Farmwood Subdivision; and WHEREAS, the subject street has been found to meet minimum requirements for addition. NOW, THEREFORE, BE IT RESOLVED by the Randolph County Board of Commissioners that Farmwood Lane in the Farmwood Subdivision be added to the Division of Highways' Secondary Road System. Randolph Health Subcommittee Appointments Angie Orth, Randolph Health CEO, said Randolph Health is requesting representation from Randolph County to serve as additional members on a subcommittee of the Randolph Health Board of Directors, as permitted by their bylaws. Randolph Health is diligently working to preserve local health care. This work requires the cooperation and collaboration of all key community stakeholders. She said they value their relationship with the County. Their Board of Directors and Management both agree that County representation on this subcommittee will provide open dialogue, creative thinking, and robust collaboration, all of which are required to produce sustainable health care services in the community for years to come. Randolph Health is, and wishes to continue to be, a strategic partner of Randolph County Government in this effort. Participation by County representatives on this subcommittee will facilitate the delivery of competitive health care information that is crucial to the success of this project. Ms. Orth stated that Randolph Health respectfully requests that the County appoint the County Manager and one County Commissioner to the subcommittee to serve at the pleasure of the Chairman of the Board of Directors, in accordance with Randolph Health's bylaws. The appointments will be ex officio, and non-voting. Chairman Frye said that the County and the City of Asheboro have been involved with Randolph Health to form a plan to retain successful long term health care in Randolph County. He wanted the citizens to know that it was important to recognize the privacy of Randolph Health through this process. On motion of Kidd, seconded by Haywood, the Board voted unanimously to appoint Chairman Darrell Frye and County Manager Hal Johnson to represent Randolph County on a Subcommittee of the Randolph Health Board of Directors seeking to facilitate the delivery of competitive healthcare for the county. Animal Services Matters County Manager Hal Johnson stated the purpose of the Animal Services Advisory Board is to serve as an advisory board to the County Commissioners in matters relating to operations and policies associated with the promotion and protection of animals through the soon to be established Randolph County Department of Animal Services. The Board would also assist in the planning of long range goals and objectives for Animal Services in Randolph County. The Randolph County Board of Commissioners recognizes the vital role that Randolph County Public Health plays in protecting the public from zoonotic disease, particularly rabies. It is therefore the intent of the Board of Commissioners that the Randolph County Animal Services Advisory Board work in cooperation with Public Health to ensure that citizens and animals in Randolph County are protected to the highest degree possible. The membership of the Board would be comprised of eleven (11) members and appointed by the Board of County Commissioners. The Bylaws are designed to provide for countywide representation including: • At least one person from each of the five County Commissioner Districts • Chairman and Vice -Chairman of the Randolph County Commissioners • One veterinarian from the Randolph County community • At least two persons from the animal rescue volunteer community • One representative from the Randolph County Sheriff's Office • The County Manager shall serve as ex officio member of the Board and shall ensure proper administrative support for Board operations. As discussed during the budget process, the creation of a separate Animal Services Department will require that a transition from Public Health be conducted in phases. This phased transition is critical to give time for administrative and operational adjustments so that there is minimal disruption in the continuity of animal services. Changes will eventually need to be made to the Animal Control Ordinance concerning dangerous dog declaration appeals. This authority will continue with the Board of Health Chair, physician, veterinarian, and Health Director, until a new Director of Animal Services is employed. It is anticipated that this authority would then be given to the Director of Animal Services and an animal services advisory appellate board to be established. Commissioner Kidd pointed out that the Bylaws did have a clause allowing for changes by vote of a majority of the members. On motion ofAllen, seconded by Haywood, the Board voted unanimously to adopt 1) the Bylaws for the Animal Services Advisory Board and 2) the associated Resolution. BYLAWS RANDOLPH COUNTYANIMAL SERVICES ADVISORYBOARD ARTICLE I Name: This body shall be known as the Randolph County Animal Services Advisory Board. Established through Resolution of the Randolph County Board of Commissioners and adopted on August 5, 2019. ARTICLE II Purpose: The purpose of the Board shall be to make recommendations to the Randolph County Board of Commissioners and provide advice, in compliance with state law and county regulations, regarding the development or review of policies associated with the promotion and protection of animals through the Department of Animal Services: • Study Animal Control Shelter organizational and operational related issues and make recommendations to the Board of Commissioners, County Manager, and Animal Shelter Director; • Advise as requested with the leadership of the Animal Services Department about issues relating to the agency, and assist in the planning of long range goals and objectives; • To have such other duties and responsibilities as the Board of County Commissioners may assign to it. The Randolph County Board of Commissioners recognizes the vital role that Randolph County Public Health plays in protecting the public from zoonotic disease, particularly rabies. It is therefore the intent of the Board of Commissioners that the Randolph County Animal Services Advisory Board work in cooperation with Public Health to ensure that citizens and animals in Randolph County are protected to the highest degree possible. ARTICLE III Membership of the Board: The Board shall be composed of eleven (11) members and appointed by the Board of County Commissioners as follows: • At least one person from each of the five County Commissioner Districts • Chairman and Vice -Chairman of the Randolph County Commissioners • One veterinarian from the Randolph County veterinarian community • At least two persons from the animal rescue volunteer community • One representative from the Randolph County Sheriff's Office; and • The County Manager shall serve as ex officio member of the Board and shall ensure proper administrative support for Board operations This does not preclude the Board of County Commissioners from appointing individuals to the Animal Services Advisory Board that may include more than one member of the above categories to the Board. Nothing in these bylaws shall prohibit the Randolph County Board of Commissioners from appointing a representative from Public Health to ensure the protection of the county from zoonotic disease as set forth in Article II. All members shall be legal residents of Randolph County and will serve at thepleasure of the Randolph County Board of Commissioners. The composition of the Board should reasonably reflect the makeup of the county and may include residents with qualifications associated with animal services, rescue experience and members of the general public representing various occupations and backgrounds. Compensation, including travel expense, may be approved as allocated by the Board of Commissioners. ARTICLE IV Term: The term of members shall consist of the following: • A term will consist of a two year appointment; • Thereafter, reappointments are allowed upon reappointment by the County Commissioners. • Initially, the five (S) members appointed from each of the five County Commissioner Districts shall be appointed for one-year terms, and the remaining six (6) members shall be appointed for two-year terms. All subsequent appointments shall be for two-year terms, so that the membership appointments are staggered. ARTICLE V Sub -Committee Formation: The Board may create ad hoc committees as needed for special projects or technical assistance such as: fundraising, special events, focus groups, etc. Sub -Committees should be established for a set period of time as approved by the Board. The Board Chairman appoints all Sub -Committee Chairs annually. ARTICLE VI Meeting Attendance: Members will adhere to any attendance requirements established by the Randolph County Board of Commissioners but any member who fails to attend at least 75% of the regular meetings except for excused illness, or other excused circumstances, of the committee during any one calendar year period shall be removed from said Board. ARTICLE VII Officers and Duties: A. Chairman: A Chairman shall be appointed the first year by the Randolph County Board of Commissioners and elected thereafter by the Board from among its members. 1. The term of the Chairman shall be one (1) year, beginning as of the first meeting. 2. The Chairman shall decide matters of order and procedure, unless directed otherwise by a majority of the Board in session at the time. The Chairman shall follow Robert's Rules of Order in conducting the meetings and will have authority to: • Rule motions in or out of order, including the right to rule out of order any motion patently offered for obstructive or dilatory purpose; • To determine whether a speaker has gone beyond reasonable standards of courtesy in his remarks and to entertain and rule on objections from other members on this ground; • To call a brief recess at any time; • To adjourn in an emergency; • The Chairman shall appoint any Sub -Committees found necessary to investigate any matter before the Committee; and • The Chairman shall be responsible for the appointment and governance of all subcommittees. B. Vice -Chairman: A Vice -Chairman shall be appointed the first year by the Randolph County Board of Commissioners and elected thereafter by the Board from among its members. 1. The term of the Vice -Chairman shall be one (1) year, beginning as of the first meeting in January, and he or she may serve for no more than two (2) successive terms; 2. The Vice -Chairman shall preside in the absence of the Chairman, fill any unexpired term of the Chairman, and assume all duties and responsibilities delegated by the Chairman; 3. The Vice -Chairman shall perform such other duties as directed by a majority of the Board; and 4. In the event the office of the Vice -Chairman becomes vacant, a Vice -Chairman shall be elected by the Board to serve the unexpired term. C. Secretary (Clerk): The Randolph County Deputy Clerk to the Board of Commissioners shall serve as appointed staff to the Board and serve as their Clerk. The Clerk, subject to the direction of the Chairman and the Board, shall keep records, conduct correspondence of the Board, and generally supervise clerical needs. Minutes of the meetings shall be recorded and preserved in perpetuity and are subject to public record requests. The Clerk will also be responsible for maintaining records of attendance and submitting an annual attendance report to the Board of Commissioners. D. Other Officers: Should the Chairman and Vice -Chairman both be absent at a meeting, the Board shall elect a temporary Chairman to serve at the meeting. Should the Clerk be absent, a temporary Clerk may be appointed by the Chairman. ARTICLE VIII Meetings: Regular meetings of the Board shall be held monthly, and shall be scheduled for the year each December. Special meetings of the Board may be called at any time by the Chairman, provided that at least forty-eight (48) hours notice issued through the Clerk and to each member of the Board and the meeting is properly noticed in accordance with open meetings laws. All meetings shall be open to the public unless subject to exception as identified in Open Meetings laws. A listing of the regular meeting schedule shall be filed in a central location and with the County Clerk to Board annually. Whenever there is no business for the Committee, the Chairman may dispense with the regular meeting by giving notice to all members at least twenty-four (24) hours in advance and posted at the meeting site. Quorum: A quorum shall consist of a simple majority of the full Committee membership. The vote of a majority of those members present shall be sufficient to decide matters before the Committee, provided that there is a quorum. Reference to Robert's Rules of Order: To the extent not provided for in these bylaws and to the extent that the reference does not conflict with the spirit of these rules, the Committee shall refer to Robert's Rules of Order for unresolved procedural questions. ARTICLE LV Amendments: These Bylaws may be amended by a majority vote of the full Committee with the final approval determined by the Randolph County Board of Commissioners. RESOLUTION TO CREATE AN ANIMAL SERVICES AD VISOR Y B OARD AND ADOPT THE BYLAWS WHEREAS, North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards; and WHEREAS, the Randolph County Board of Commissioners may appoint an advisory board whose duty is to work with the soon to be established Department of Animal Services staff and serve County Commissioners in an advisory capacity regarding Animal Services in Randolph County; and WHEREAS, the purpose of the Animal Services Advisory Board (ASAB) shall be to make recommendations to the Randolph County Board of Commissioners and provide advice, in compliance with state law and county regulations, regarding the development or review of policies associated with the promotion and protection of animals through the Department of Animal Services; and WHEREAS, the membership of the ASAB shall be composed of eleven (11) members appointed by the Board of County Commissioners and should reasonably reflect the makeup of the county which may include residents with qualifications associated with animal services, rescue experience, and members of the general public representing various occupations and backgrounds. NOW, THEREFORE, BE IT RESOLVED, that the Randolph County Board of Commissioners does hereby adopt the Animal Services Advisory Board Bylaws as outlined. On motion of Haywood, seconded by Kidd, the Board voted unanimously to approve appointments to the Animal Services Advisory Board, as follows: Applicant Position Chairman Frye Chairman Vice -Chairman Allen Vice -Chairman Cynthia Grantham District I (Kidd) Jason Balder District 2 (Frye) JR Beard District 3 (Allen) Lou Wilson District 4 (Haywood) April Wilburn District 5 (McDowell) Open Veterinarian Sgt. Lawrence Albright Sherds Office Misty Hinshaw Animal Rescue Community Lisa Sparks Animal Rescue Community Hal Johnson Ex Officio (County Manager) Historic Landmark Preservation Commission Landmark Designation Mac Whatley, Chairman of the Historic Landmark Preservation Commission (HLPC), gave a brief overview of the William Coltrane House, 1785-1800, that was presented to the Commissioner in July. He commended the Whitakers for the restoration of this property. He said the HLPC recommended designation as a Local Landmark. Chairman Frye opened the Public Hearing at 6:30 p.m. and closed it after hearing no comments. Commissioner Haywood praised the Whitakers for their preservation of this property in Randolph County. On motion ofAllen, seconded by Kidd, the Board voted unanimously to approve the Ordinance designating the William Coltrane House as a Local Landmark. Board Appointment County Manager Hal Johnson said that there was a request from Central Piedmont Community Action, Inc. to appoint a Commissioner to their Board of Directors. They serve low income citizens in many counties including Randolph. Chairman Frye recommended Commissioner Haywood and she agreed to serve. On motion of McDowell, seconded by Kidd, the Board voted unanimously to appoint Hope Haywood to the Central Piedmont Community Action, Inc. Board of Directors. EMS Ambulance Purchase Chief Donovan Davis said pursuant to G.S. 143-129 (e)(3), which authorizes the County's participation in a competitive group purchasing program, he requested approval to purchase two (2) 2019 Type I Ford F-450 4x4 Trauma Hawk ambulances through the Houston -Galveston Area Council's (HGAC) competitive bidding program. The HGAC is a formally organized program like the contract program through the State of North Carolina. The HGAC has competitively bid this ambulance type as required for the lowest available pricing, including associated emergency equipment. Other than the chassis year, these ambulances are identical to those purchased last year. Chief Davis asked the Board to approve the purchase of two (2) 2019 Ford F-450 4x4 Trauma Hawk Type I ambulances from Northwestern Emergency Vehicles, Inc., of West Jefferson, NC, for the total amount of $443,766 ($221,883 per ambulance) under HGAC contract AA08. The funds are allocated in the current budget and Northwestern is an authorized dealer through the HGAC. This is the same amount as last year. On motion of Kidd, seconded by Allen, the Board voted unanimously to approve the purchase of two (2) 2019 Ford F-450 4x4 Trauma Hawk Type I ambulances at a total cost of $443,766 under HGAC contract AA 08. Sheriffs Office Matters Justin Brubaker, Business Manager, said the Sheriff's Office plans to purchase twenty 2019 Dodge Chargers and five Dodge Durangos for 2020 fiscal year. They wish to purchase these vehicles through the NCSA Procurement Program and the State of North Carolina Purchase and Contract Division. North Carolina General Statute 143-129 (e) (9), provides an exception to the formal bidding procedures for purchases made from contracts established by the State or any agency of the State. The State of North Carolina Purchase and Contract Division meets this requirement. This allows the Sheriff's Office to purchase under contract award 70A, Item 21 which has been awarded to Ilderton Dodge for the 2019 Dodge Charger. Ilderton Dodge has offered to sell the Sheriff's Office twenty 2019 Dodge Chargers for a total cost of $512,820. North Carolina General Statute 143-129 (e) (3), provides an exception to the formal bidding procedures for a purchase made through a competitive bidding group purchasing program. The Program is required to offer competitively obtained purchasing services at discount prices to two or more public agencies. The North Carolina Sheriffs' Association Vehicle Procurement Program meets this requirement. This exception allows the Sheriff's Office to purchase 2019 Dodge Durangos from Ilderton Dodge. Ilderton Dodge has offered to sell the Sheriff's Office five 2019 Dodge Durangos for a cost of $162,495. The County purchasing policy requires that the County Commissioners must approve all purchases over $90,000. Mr. Brubaker requested that the Commissioners approve these purchases. The funds are allocated in the current budget. On motion of Kidd, seconded by Haywood, the Board voted unanimously to approve the purchase of twenty (20) 2019 Dodge Chargers at a total cost of $512,820 through the State of North Carolina Purchase and Contract Division and five (5) 2019 Dodge Durangos at a total cost of $162,495 through the North Carolina Sheriffs'Association Vehicle procurement program. Mr. Brubaker said the Sheriff's Office is requesting the purchase of four additional full service K9s using asset forfeiture funds for the Sheriff's Office patrol division at a cost of $10,000 each. The current K9 program is expanding and is becoming more efficient. The patrol division currently does not have a K9 assigned to any of the teams and is in great need of this type of K9. Each patrol shift can utilize the K9 on traffic stops for vehicle sniffs, tracking armed and dangerous fleeing suspects, and locating contraband. The utilization of a K9 greatly increases the safety of officers and reduces the possibility of officer injury. He listed the expenses for the K9s. Once a handler has been assigned, a 10x20 concrete pad will be provided to that handler and equipped with a kennel. The approximate cost for this equipment is around $1300 per K9. Routine checkups at the veterinarian's office and food for the K9 per year are approximately $1000 per K9. Each officer will be required to attend a K9 recertification course yearly at a cost of approximately $100 per officer and K9. The funds for these expenses will come out of the existing budget. All additional training obtained throughout the year is handled in house at no charge. On motion of Kidd, seconded by Haywood, the Board voted unanimously to approve 1) the purchase of four (4) full service K9 officers at a total cost of $40, 000 using Law Enforcement Restricted Funds and 2) the associated Budget Amendment, as follows: 2019-2020 Budget Ordinance General Fund—Budget Amendment #6 Revenues Increase Decrease Restricted Fund Balance Appropriated $40, 000 Appropriations Increase Decrease Sheri $40,000 The Randolph County Sheriff's Office has received funds totaling $11,596 from the Friends of Randolph County Sheriff's Office (FORCSO) for purchases of K9 equipment and a K9 for a School Resource Officer that will search for narcotics. Residents of the Trinity, Archdale and Randleman areas raised and donated over $8,000 specifically for an SRO K9 and equipment. The remainder of the funds were donated for K9 equipment and supplies. On motion of Haywood, seconded by Allen, the Board voted unanimously to approve 1) the purchase of one (1) K9 officer for an SRO and K9 equipment at a total cost of $11,596 using donated funds and 2) the associated Budget Amendment, as follows: 2019-2020 Budget Ordinance General Fund—Budget Amendment #7 Revenues Increase Decrease Miscellaneous $11,596 Appropriations Increase Decrease Sheriff $11,596 County Manager Update County Manager Hal Johnson reported that the renovation and construction work at the Northgate Complex is moving ahead of schedule. The Board of Elections is expected to move to Northgate in mid-September. The Veterans Office will move to the larger office currently occupied by Elections. Probation and parole will be moved to Northgate by the end of the year. Space will open at the Courthouse for the Clerk of Court and more parking spaces will be available. Mr. Johnson said the Public Health Department WIC program will be moving into the area currently being rented by Asheboro Housing Authority. This will provide a much needed increase in space to serve the clients necessary for federal/state funding continuance, and will also open up space in the current Public Health Department building for needed expansions. Mr. Johnson said the purchase of the Northgate Complex was a real blessing and opportunity for the County because it will allow the County to address space needs for many years. Commissioner Updates Chairman Frye stated that he had recently attended the 2019 NACo Conference in Las Vegas. The focus was on the opioid crisis and the effect it had on many county governments. He said County departments including Social Services, Public Health, EMS, and the Sheriff's Office were all affected by the crisis. He stated he wanted to have a meeting with a representative from each of those departments to discuss coordinating services. Commissioner Kidd stated that he appreciated all those who were willing to serve on the Animal Services Advisory Board. Then he recognized the two (2) Deputies who provide security for Commissioners meetings and thanked them for their service. Commissioner Kidd spoke of Deputy Rodney Hardy, who was normally at the Commissioners meetings, having a massive heart attack the previous week. He said Deputy Hardy was appreciative of the prayers and support. Commissioner Kidd asked everyone to keep Deputy Hardy in their prayers. Commissioner McDowell spoke of the Randolph County American Legion Baseball Team who will be competing in the Mid -Atlantic Regional Tournament which is played in Randolph County. The tournament brings teams from up and down the Eastern Seaboard to compete. He said these teams were very talented and recommended that citizens go watch the games and show their support for the American Legion team as well as for baseball. Closed Session At 6:58 p.m., on motion of Kidd, seconded by McDowell, the Board voted unanimously to go into closed session pursuant to North Carolina General Statutes Section 143-318.11 for the purpose of discussing competitive healthcare activities by or on behalf ofRandolph Health, which discussion is privileged and confidential pursuant to North Carolina General Statutes Section 131E-97.31 as is permitted by North Carolina General Statutes Section 143-318.11(a)(4). Regular Session Resumed Regular session resumed at 7:48 p.m. Legal Representation On motion of Kidd, seconded by McDowell, the Board voted unanimously to authorize County Attorney Ben Morgan to contact North Carolina law firms to retain representation as it relates to Randolph Health and Randolph County going forward. Adjournment At 7:48 p.m., on motion of Kidd, seconded by Allen, the Board voted unanimously to adjourn. Darrell Frye, Chairman David Allen Kenny Kidd Hope Haywood Maxton McDowell Dana Crisco, Clerk to the Board