060704June 7, 2004
The Randolph County Board of Commissioners met in regular session at 4:00 p.m. in the
Commissioners Meeting Room, County Office Building, 725 McDowell Road, Asheboro, NC.
Commissioners Kemp, Frye, Davis, Holmes, and Mason were present. Rev. Leslie Winslow, retired
Quaker minister, gave the invocation, and everyone recited the Pledge of Allegiance.
Changes to the Agenda
Chairman Holmes announced the following additions to and deletion from the agenda:
Additions
• I. Request for Resolution of Support for Installation of a Traffic Signal at Intersection of US 64
and SR 2469/2628 Harold Holmes
• J. Award Bid for Digitizing Reel Film at the Register of Deeds Office Jane Leonard
• K. Award Bid for Security Cameras at Jail Jane Leonard
• L. Request to Remove Victory Junction Gang Camp from the Level Cross Fire District Aimee
Scotton
• M. Set Date for Special Joint Meeting/Public Hearing with City of Randleman Concerning an
Economic Development Project.
Tleletinn
• Remove Sylvan Routh's name for reappointment from Item F. of Consent Agenda. (Mr. Routh has
resigned.)
Special Presentation
Robert Ware, Asheboro Employment Security Commission (ESC) Office Manager, presented an ESC
Employer Award to Randolph County for outstanding contributions to the economy of the State of North
Carolina through support of the mission and programs of the Employment Security Commission.
Consent Agenda
On motion of Frye, seconded by Davis, the Board voted unanimously to approve the Consent Agenda,
as amended:
• approve minutes of the May 3, 2004 Meeting;
• reappoint Rev. Scott Wagoner to Social Services Board (3 yr. term);
• reappoint George Gusler to Regional Partnership Workforce Development Board (3 yr. term);
• appoint Emma Washington, Brett Eckerman and Reappoint Abbie Holder, Garlene Rich, , Sandra
Allen, Charlie Casper, Allan Edwards, Janet Henley, Duffy Johnson, Phil Koonce, Betty Hunt,
Addie Luther, John McGlohon, Joy Ratliffe, Candie Rudzinski, Dr. Ann Suggs, Rev. Everett
Thomas, Carolyn Vickrey, Frank Willis, Laura King, Adrienne Calhoun to Aging Services
Planning Committee (]-yr. terms);
• reappoint Becky Fawcett to Consolidated Mental Health Bd. (4 -yr. term);
• reappoint Carol Lowe and Ralph Hardison to Randolph County Public Library Bd. of Trustees (6 -
yr. terms);
• approve 2 D. O. T. resolutions authorizing Addition of Cox Lane and Second Park Avenue to State
Roads System, as follows:
WHEREAS, the Department of Transportation has investigated Cox Lane in the Briarwood 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 Cox
Lane in the Briarwood Subdivision be added to the Division of Highways' Secondary Road System. and
WHEREAS, the Department of Transportation has investigated Second Park Avenue in Section 7 of the
Forest Park 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 Second
Park Avenue in Section 7 of the Forest Park Subdivision be added to the Division of Highways' Secondary
Road System.
Aging Services - 2004-2005 Home and Community Care Block Grant (HCCBG) Allocations
Candie Rudzinski, Aging Services Planning Coordinator, reported that the Aging Services Planning
Committee (ASPQ has approved a recommendation for the HCCBG allocations for FY 2004-2005,
totaling $625,835. Due to the fact that the Randolph County Department of Social Services voluntarily
released their HCCBG funds for next year, the ASPC budget no longer needs to include a match of
$9,384 for DSS.
On motion of Davis, seconded by Kemp, the Board unanimously approved Randolph County Senior
Adults Association as lead agency, approved the HCCBG Funding Plan as indicated on Form DOA -731
requesting a total of $625,835, and agreed to accept supplemental funding should it become available
and to allow the Aging Services Planning Committee to decide how to allocate these funds.
Award Bid for Metal Ambulance Building at Archdale Ambulance Base
Jane Leonard, Deputy Finance Officer, said that bids for a prefabricated metal building for the
Archdale ambulance base were solicited and received pursuant to NCGS 143-131. The following is a
tabulation of the bids received:
Contractor
Bid
Asheboro Construction, Inc.
$36,911
Chriscoe Aluminum Builders, Inc.
$38,990
S. E. Trogdon & Sons, Inc.
$46,317
Based on these bids, Asheboro Construction, Inc. is the apparent low bidder and Ms. Leonard
recommended that the Board award the contract to Asheboro Construction, Inc. at a cost of $36,911.
There are sufficient funds in the Emergency Services budget for this purchase.
On motion of Mason, seconded by Frye, the Board voted unanimously to award the contract for a
metal building for the Archdale ambulance base to Asheboro Construction, Inc. at a cost of $36,911.
Request from N.C. City and County Management Association (NCCCMA) for Financial Support
for Continuation of their Civic Education Proiect
Jane Leonard said that NCCCMA is once again seeking financial assistance from counties and
municipalities to fund the statewide Civic Education Project. Since the project began fifteen years ago,
the educational materials have urged teachers to make use of local government staff or elected officials as
resource people in the classroom. They have received funding from 38 counties and 128 municipalities to
allow their association to keep providing teachers with the resources and training to introduce their
students to local government. Randolph County Commissioners have supported this effort in the past.
The NCCCMA is requesting $1,250 for continuation of this project. There are sufficient funds in the
Administration budget to cover another $1,250 appropriation.
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On motion of Frye, seconded by Davis, the Board voted unanimously to appropriate $1250 to
NCCCMA for continuation of their Civic Education Project.
Bid Award for 2 Police Dogs
Jane Leonard said that the County received a Homeland Security Grant to provide the County with
several capital items to enhance our security. One of the items granted was to purchase two trained
"explosive sniffing" canines. One canine will be used by our Sheriff's Office and the other canine will be
used by the Asheboro Police Department. The Sheriffs Office contacted three suppliers of trained
canines. Only one supplier responded with a proposal. Beck's Canine Service has agreed to provide two
trained German shepherds at a total cost of $23,000. This price includes the eight-week handler course,
lodging accommodations for the handler and monthly in-service continuation training for the handler and
his canine. Beck's also provides a 12 -month guarantee for the health and work of the canine. Currently,
we have two German shepherd patrol canines that were purchased from Beck's. The Sheriff s Office has
had great success with these canines and they highly recommend Beck's Canine Service as a first-rate
supplier.
On motion of Mason, seconded by Frye, the Board voted unanimously to award the contract for 2
police dogs to Beck's Canine Service at a cost of $23, 000.
Set July Meeting Date
On motion of Davis, seconded by Kemp, the Board voted unanimously to set the meeting date in July
for July 12 due to the Independence Day holiday conflict.
Budget Amendment—Sheriff
Jane Leonard said that the Sheriffs Office contracted with Justice Solutions International (JSI) to
review back billings to the State for prisoner housing fees and to work with our jail staff to teach them
how to identify an eligible expense and how to keep the filings up-to-date. JSI reviewed our prison
records and filed reports to the State. The County received $33,257 in fees that had previously been
omitted in our invoices to the State. There was no up -front fee for these services; however, JSI charged
35% of any new funds received by the County as a result of its efforts. The fee owed to JSI is $11,460.
On motion of Davis, seconded by Kemp, the Board voted unanimously to approve Budget Amendment
#55, as follows:
'
Revenues
Increase
Sales and Service
$11,460
Appropriations
Increase
Sheriff
$11,460
Budget Amendment—Cooperative Extension Summer Program
Jane Leonard told the Board that Cooperative Extension has received $2,000 from the Asheboro
Housing Authority to provide a summer program day camp. This program will run from June 8, 2004
through August 6, 2004 and it will be held on the Housing Authority's property. Cooperative Extension
will hire two part-time temporary employees to coordinate the program.
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On motion of Mason, seconded by Frye, the Board voted unanimously to approve Budget Amendment
#56, as follows:
GENERAL FUND -456
Appropriation Increase
Revenues
Increase
Miscellaneous
$2,000
Appropriation
Increase
Cooperative Extension
$2, 000
Budget Amendment—Merit Program
On motion of Davis, seconded by Mason, the Board unanimously approved Budget Amendment #57 to
the FY 2003-04 Annual Budget to transfer merit money ($48,620) from Administration to the various
departments using it, as follows:
GENERAL FUND -457
Appropriation Increase
Decrease
Administration 3,352
Building Inspections 1,705
Computer Services 1,776
Cooperative Extension 874
Emergency Services 4,367
Library 2,754
Maintenance 717
Planning & Zoning 523
Public Health 6,209
Register of Deeds 1,004
Sheriff & Jail 10,511
Social Services 10,523
Tax 3,849
Public Works 456
Administration
48,620
Budget Amendment -2004A Refunding Certificates of Participation
Will Massie, Deputy Finance Officer, said that in March the County finalized the sale of $24,950,000
in certificates of participation to refinance certain existing debt, which will save the County $1,008,089 in
interest costs. This existing debt was a portion of installment purchase obligations issued in 2000 for
school construction, a community college facility, and the new courthouse. Another portion of the
original 2000 COPS was refunded last month; as a result of this latest refunding, only $9,745,000 of the
original debt remains as an obligation of the County. The new debt proceeds will be invested in U.S.
guaranteed securities and held by Wachovia Bank as trustee until June 1, 2009, when $22,645,000 in
outstanding 2000 certificates will be retired.
On motion of Kemp, seconded by Davis, the Board voted unanimously to approve Budget Amendment
#58, as follows:
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GENERAL FUND -458
Revenues
Increase
Other Financing Sources Proceeds from 2004A COPS
$26,259,791
Appropriations
Increase
Other Financing Uses Payment to Escrow Agent
$25,835,219
Debt Service
$ 424,572
Budget Amendment -2004A COPS Escrow Fund Restructuring
Will Massie said that after completing the 2004A COPS refunding in March, we were informed that
the opportunity existed to replace the securities in the escrow fund with new securities, which yielded a
greater interest rate. Because the bond market expected interest rates to rise over the past two months, the
difference in yields on the original escrow and the replacement securities was substantial. When we
closed on May 3, the County had received an additional $756,432 beyond the previous refinancing
savings. Issuance costs on this restructuring were $29,500, resulting in a net gain of $726,932.
On motion of Frye, seconded by Davis, the Board voted unanimously to approve Budget Amendment
#59, as follows:
GENERAL FUND -459'
Revenues
Increase
Decrease>
Proceeds from Escrow Restructuring
$756,432
Appropriated Fund Balance
$726,932
Appropriations
Increase
Decrease>
Debt Service
$29,500
Budget Amendment—Emergency Services (Medicaid Settlement)
Will Massie said that Randolph County has received a Medicaid settlement related to past ambulance
charges. This settlement was facilitated by the N.C. Association of County Commissioners. The revenue
will offset certain additional departmental costs. Due to changes in assigned responsibilities, certain
personnel costs will need to be moved from the Emergency Telephone System Fund to Emergency
Services. The duties performed this year, related to the Homeland Security Grants, do not qualify as
eligible expenditures for the restricted wireless funds. This adjustment will be another $39,043 added to
the Emergency Services budget. Also, Emergency Services has incurred growing expenditures during the
year due to some unforeseen events. Winter weather, rising gas prices, and a general increase in the
demand for ambulance services will cause the department to exceed its budget before June, unless
amended. An additional $39,000 is needed to cover these anticipated costs.
On motion of Mason, seconded by Frye, the Board voted unanimously to approve Budget Amendment
# 60, as follows:
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GENERAL FUND -460
Revenues '>
Increase
Decrease
Sales and Services
$78,043
$34,643
Appropriations
Increase
Decrease
Emergency Services
$78,043
Budget Amendment—Emergency Telephone System Fund
Will Massie said that due to changes in assigned responsibilities, certain personnel costs will need to
be moved from the Emergency Telephone System Fund to the Emergency Services department of the
General Fund. The duties performed this year, related to the Homeland Security Grants, do not qualify as
eligible expenditures for the restricted wireless funds. This adjustment will be a reduction of $36,884 in
expenditures for the Emergency Telephone System Fund. However, the salaries originally budgeted in the
Emergency Telephone System Fund were not updated for the approved 2003-04 pay plan adjustment.
These adjustments are $ 1,322 for the Wireline services and $919 for Wireless services. (All revisions
have been included together into the budget amendment below.)
On motion of Kemp, seconded by Davis, the Board voted unanimously to approve Budget Amendment
#61, as follows:
GENERAL FUND -461
Revenues
Increase
Decrease,
Appropriated Fund Balance
$3,624
$34,643
Appropriations
Increase
Decrease»
Wireline
$1,322
Wireless
$35,965
Budget Amendment—Carryover of Homeland Security Grant
Will Massie said that Randolph County had received a 2002 Homeland Security Grant but did not
request all the available funds. An additional $3,624 can be carried forward to the current year and
utilized for additional training programs.
On motion of Davis, seconded by Mason, the Board voted unanimously to approve Budget
Amendment #62, as follows:
GENERAL FUND -462
Revenues '>
Increase
Decrease>
Restricted Intergovernmental
$3,624
Appropriations
Increase
Decrease>
Emergency Services
$3,624
Resolution of Support for Installation of Traffic Signal at Parks Crossroads
On motion of Frye, seconded by Davis, the Board voted unanimously to approve the following
resolution:
Whereas, U.S. Highway 64 in Randolph County is a heavily trafficked highway; and
Whereas, this highway includes busy intersections that can create congestion and dangerous traffic
situations; and
Whereas, the intersection of SR 246912628 and US. Highway 64 (crossroads leading to Parks Crossroad
Church on one side and to Captain Tom's Restaurant on the opposite side) is one such dangerous intersection; and
Whereas, there have already been a number of accidents with two separate fatalities and a number of
injuries at this intersection; and
Whereas, the community around this intersection is extremely concerned and upset about this dangerous
intersection;
Now, therefore, be it resolved that the Randolph County Board of Commissioners does hereby urge the
N. C. Department of Transportation to install a traffic signal at the intersection of SR 2469/2628 and US. Highway
64 in Randolph County.
Award Bid to Digitize Reel Film at Register of Deeds
Jane Leonard said that an informal bid process was conducted to have the reel film at the Register of
Deeds office digitized, indexed by book and page, and images integrated with existing computerized
index. This will create electronic images for documents that were filmed between 1986 and 1990, the year
the Register of Deeds moved from microfilming to scanning as a method of preserving real estate records.
The following bids were received:
Vendor
Total Bid
AmCad
$16,500.00
VIT
$16,140.00
AIS
$36,975.00
The bid from VIT appears to be the lowest bid; however, their bid does not include any integration into
the current system. The bid submitted by AmCad met the specifications as required and included
integration. Therefore, AmCad is the lowest responsive and responsible bidder.
On motion of Kemp, seconded by Frye, the Board voted unanimously to award the contract to digitize
reel film at the Register of Deeds office to AmCad at a cost of $16,500.
Award Bid for Security Cameras at Jail
Jane Leonard said that an informal bid process was conducted to install a closed circuit television
(CCTV) camera system at the Randolph County Jail. Requests for proposals were sent to 4 vendors as
well as being listed on the County website. However, only Asheboro Key and Lock responded; their bid
was $43,612.65, including tax. Although the proposal for Asheboro Key and Lock exceeded our original
budget, the Sheriff s Office has been able to identify funds within their budget to proceed with the project.
Asheboro Key and Lock met our specifications as well as the requirements of being a responsive and
responsible bidder.
On motion of Frye, seconded by Davis, the Board voted unanimously to award the contract for
security cameras at the jail to Asheboro Key and Lock at a cost of $43,612.65.
Request to Remove Victory Junction Gang Camp from the Level Cross Fire District
Aimee Scotton, County Attorney, told the Board that Brian Collier, CEO of the Victory Junction
Gang Camp, has asked that the camp be removed from the Level Cross Fire District so that it can be
placed in the Randleman Fire Response District, which provides 24 -hour -a -day call service. Randleman
will be the primary responder with Level Cross providing backup service.
On motion of Davis, seconded by Kemp, the Board voted unanimously to remove the Victory Junction
Gang Camp from the Level Cross Fire District.
Set Special Called Meeting Date
Frank Willis, County Manager, said that a joint meeting with the City of Randleman needed to be set
in order to hold a public hearing on an economic development project.
On motion of Kemp, seconded by Davis, the Board voted unanimously to set 5: 00 p. m., June 28, 2004,
for a special joint meeting and public hearing with the City of Randleman concerning an unnamed
economic development project.
Presentation of FY04-05 Personnel Proposal
Kim Newsom, Personnel Director, told the Board that he had completed an analysis of Randolph
County salaries and benefits utilizing other jurisdictions considered to be comparable and/or contiguous to
our boundaries. The County's turnover rate for the past year increased slightly from 10.8% in 2002 to
11.2% in 2003. Based on the analysis, it appears that we are still 6.13% below the surveyed jurisdictions
and Mr. Newsom recommended increasing our pay plan by 2.5%, which would cost $590,908. Mr.
Newsom also analyzed the County's management staff salaries. He said that these salaries are now about
18% below on average and need attention. He recommended a management pay adjustment totaling
$68,683. He also recommended increasing the compensation for Chairman of the Board of
Commissioners from $7200 to $8400 and the Commissioners from $4800 to $6000 for a total of $6,459.
Finally, Mr. Newsom recommended a proposal to begin a 401k employer contribution for non -sworn
employees in County government and the Sheriffs Office. He reminded the Board that the County
currently provides a 5% contribution level to all sworn employees as required by state law. Mr.
Newsom's proposal calls for an initial 2% contribution level for the first year and then to add 1% per year
until the 5% level is reached. The cost for a 2% 401k contribution would be $340,000.
Presentation of Proposed FY 2004-2005 Budget
Frank Willis, County Manager, presented his proposed FY 2004-2005 budget message. This budget
proposes a tax rate of 50¢ per $100 valuation, which is unchanged from last year. The proposed tax rate is
based on a total valuation of $8,450,000,000, and the budget totals $88,981,737. Mr. Willis mentioned
various capital needs including the construction of a new library in Seagrove, the purchase of additional
water from the Randleman Lake; Randolph County, Asheboro City and RCC Schools capital projects;
implementation of the Randolph County Master Recreation Plan and renovations to the old courthouse
building. He also reminded the Board that the County had benefitted recently by refunding a large portion
of outstanding debt, thus lowering our debt service payments. The County also benefitted from
restructuring a portion of an escrow fund on the new debt, which netted a savings of just under
$1,000,000. These funds have been included in the 2004-05 proposed budget as an addition to
appropriated fund balance, with an equal amount added to the Contingency expenditures (with an
undesignated purpose). The Board may use these savings as a resource to pay for priority needs that are
identified during the June budget meetings.
At 5:40 p.m. the Board recessed until the 6:30 p.m. rezoning public hearing.
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Rezoning Public Hearing
At 6:30 p.m. the Board adjourned to a duly advertised public hearing to consider rezoning requests.
Hal Johnson, Planning and Zoning Administrator, presented the following requests, and Chairman
Holmes opened the public hearing for comments on each request and closed it before taking action on
each request.
1. JOSEPH & SUSAN FREEMAN, Asheboro, North Carolina, is requesting that 1 acre (out of 2.20
acres) located at 2024 NC Hwy 49S (across from Walker Road), Cedar Grove Township, be rezoned from
Residential Agricultural to Highway Commercial/Conditional Use. Tax ID# 7639893356. The proposed
Conditional Use Zoning District would specially allow a lawn & garden center and landscaping business
in a proposed 25'x 35' building. The Planning Board considered this request at a public meeting on May
4, 2004, and recommended unanimously that this request be approved.
Neil and Susan Freeman, applicants residing at 2024 Hwy 49 S, Asheboro, spoke in support of their
request. They said that they had operated a lawn care business for over 18 years and want to try the retail
side of the lawn and garden business. Their proposed building will resemble an old general store and they
want to sell bedding plants and pine straw, etc.
On motion of Davis, seconded by Frye, the Board voted unanimously to approve the request of Neil
and Susan Freeman.
2. GARY MORRIS, Sophia, North Carolina, is requesting that the Conditional Use Permit issued on
1.02 acres located at 5491 US Hwy 2205, Richland Township, Light Industrial/Conditional Use Zoning
District, be changed. Tax ID# 7657928701. The proposed Conditional Use Permit would specifically
allow an automotive body repair & towing operation. Property Owners - J.J. & Sons Pressure Washing.
The Planning Board considered this request at a public meeting on May 4, 2004, and recommended
unanimously that this request be approved.
Gary Morris, applicant residing at 1755 Benton Rd., Sophia, spoke in support of his request.
On motion of Frye, seconded by Davis, the Board voted unanimously to approve the request of Gary
Morris.
3. LEON MATTHEWS, Siler City, North Carolina, is requesting that 1 acre (out of 17.01 acres) located
at 3418 Old Coleridge Road, Coleridge Township, be rezoned from Residential Agricultural to Highway
Commercial/Conditional Use. Tax ID# 8629861896. The proposed Conditional Use Permit would
specifically allow an automotive repair and sale of used parts business from an existing 24'x 40' building.
The Planning Board considered this request at public meeting on May 4, 2004, and recommended
unanimously that this request be denied.
Leon Matthews, applicant, said that he had been operating his garage business but did not realize he
was violating any zoning codes. He distributed photos of his property to the Board. He said that the nature
of his business requires him to bring in old vehicles that he strips for parts and hauls off to the crusher as
soon as possible. He said that he averages about 25-30 junked cars on his property at a time. He said that
the 8 -foot fence surrounding his business keeps the junked cars hidden from view from the road. He said
that he plans to cut the timber off of the balance of his property (17 acres) in order to pasture it and raise
cows.
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In discussing Mr. Matthews' request and viewing the site plan, it was discovered that the property
lines were not drawn correctly on the plan. Shyvonnia McDaniel, who was in attendance in support of Mr.
Matthews' request, came forward and said that she is an employee in the Randolph County Tax
Department. She said that the Tax Department has been working on resolving the incorrect property lines
for several years. Since the incorrect property lines affect this zoning request, County Attorney Aimee
Scotton recommended that the Board postpone their decision until the problem can be resolved.
Commissioner Mason made a motion to postpone the decision. The motion died for lack of a second.
On motion of Frye, seconded by Mason, the Board voted unanimously to deny the request of Leon
Matthews due to improper form, as currently requested and presented.
4. CLIFF LOFLIN, Denton, North Carolina, is requesting that .69 acre (out of 7.41 acres) located at
7431 Gravel Hill Road, New Hope Township, be rezoned from Residential Agricultural to Highway
Commercial/Conditional Use. Tax ID# 6686592538. The proposed Conditional Use Zoning District
would specifically allow storage in an existing 70' x 105' accessory building for a bobcat business that is
located on adjacent property. The Planning Board considered this request at public meeting on May 4,
2004, and recommended unanimously that this request be approved.
No one spoke.
On motion of Kemp, seconded by Frye, the Board voted unanimously to approve the request of Cliff
Loftin subject to the existing building being brought into compliance with state building code.
Adiournment
At 7:30 p.m., the Board adjourned.
J. Harold Holmes, Chairman Darrell L. Frye
Phil Kemp
Robert O. Mason
Robert B. Davis
Cheryl A. Ivey, Deputy Clerk to the Board
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