020612February 6, 2012
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. Commissioners
Holmes, Frye, Haywood, Kemp and Lanier were present. Vice Chair Darrell Frye gave the invocation,
after which, everyone recited the Pledge of Allegiance.
Public Comment Period
Pursuant to N.C.G.S. § 153A-52.1, Chairman Holmes opened the floor for public comment. No one
spoke, and the public comment period was closed.
Approval of Consent Agenda
On motion of Haywood, seconded by Frye, the Board voted unanimously to approve the Consent
Agenda, as follows:
• approve minutes of regular & closed session meetings of 113112;
• unseal 1014110 closed session minutes;
• reappoint Kemp Davis, Randall Spencer, Joe Allen, Linda York, Roger Pritchard and Thomas Lawrence to
the Voluntary Agricultural District Advisory Board;
• declare two Randolph County Sheriff's Office canines ("Inks" & "Zena'), their kennel and kennel
fences as surplus property (having no monetary value) and grant permission for handlers to adopt
canines from County Animal Shelter;
• reappoint Betty Hunt to the Adult Care Home Community Advisory Committee;
• reappoint Gail Moore to the Nursing Home Community Advisory Committee;
• approve Electronic Imaging Record Policy for Randolph County Sheriff's Office, as follows:
IMAGING POLICY FOR RAND OLPH CO LINTY SHERIFF'S OFFICE
VMS 111 ' IAYX
Records are considered to be the property of the Randolph County Sheriff's Office and maintained for the
benefit of agency use in delivering services and in documenting agency operations. In keeping with current
trends, modern electronic technology is widely used. This electronic imaging record policy reflects guidelines
set forth in the North Carolina Department of Cultural Resources publication, North Carolina Guidelines for
Managing Public Records Produced by Information Technology Systems. Established guidelines will not only
increase the reliability and accuracy of records stored in information technology systems, but also ensures
they remain accessible. Established guidelines for reproduced records will likewise enhance their
admissibility and acceptance by the judicial system as being trustworthy. Privileged or confidential
information will also be protected by this policy. This policy will be re-evaluated at least every five years and
updated as required.
The Randolph County Sheriff's Office will seek the approval of the North Carolina Department of Cultural
Resources for the destruction of any paper records that have been scanned in accordance with this policy.
That approval will be requested and recorded on the "Request for Disposal of Original Records Duplicated
by Electronic Means "form. The Randolph County Sheriff's Office will submit anew form each time it begins
to scan a new records series. Destruction of the original paper record will be conducted only after imaging
and quality control assurance procedures have been completed, all necessary corrections have been made, all
auditing procedures have been conducted, and the destruction is approved by Sheriff or his designee.
The paper originals of records series scheduled as "permanent" in the County Sheriff's Office Schedule will
not be destroyed unless a scanned preservation duplicate is created prior to destruction.
Optical disks containing scanned records will be maintained for the specified retention periods according to
the County Sheriff's Office Schedule published by the North Carolina Division of Historical Resources. The
original paper record will be shredded or burned on Randolph County Sheriff's Office premises by Office
staff. Security backups of all imaged documents will be generated nightly and maintained off-site. A listing of
all records imaged will be kept in electronic format along with a listing of the dates of destruction. One set of
optical disks will be considered the Randolph County Sheriff's Office's official agency record. Any hard copy
generated from the official record will be considered a reference or working copy.
TRAINING:
The key imaging operators have received formal training in the use of the equipment. All applicable
Randolph County Sheriff's Office staff will be trained in the correct procedures required for imaging and the
reproducing of records. All applicable Randolph County Sheriff's Office staff will be trained in the correct
procedures for viewing imaged documents and for reproducing of any imaged document. Staff trainers of the
Randolph County Sheriff's Office will conduct training.
A UDITS:
Managerial staff for the various units of the agency will periodically audit imaged records for accuracy,
readability, and reproduction capabilities. Original paper records will not be destroyed until the managerial
staff has audited a sampling of those records for system's accuracy. A written audit report will be prepared
indicating the sampling of records produced and what remedial procedures were followed if the expected level
of accuracy was not achieved.
A UDIT TRAILS:
Documentation of all imaging activities is maintained through audit trails built into the imaging system to
protect the agency from potential fraud or any other unauthorized acts, as well as the authenticity of the
records.
Audit trail includes:
Applications: Create/Delete/Modify
Index: Create, Delete, Modify
Pages: Add, Delete, View/Print/Export/Mail
Batches: Create, Delete, Batch import/scan, Batch Index
Batch Page: Add, Delete, Attach to a document
Query: Execute
User: Login/Logout
Group: Create/Delete/Modify
DOCUMENTATION:
Procedures:
Staff trainers of Randolph County Sheriff's Office will be responsible for the preparing and updating of
detailed procedures that will describe the process followed to produce and reproduce an automated record.
This documentation will include a description of the system hardware and software. A current procedural
manual will be maintained to assure the most current steps are followed and to assure reliable system
documentation will be available for judicial or similar proceedings.
Training:
Documentation will be maintained for the distribution of written procedures, attendance of individuals at
training sessions and refresher training programs and other relevant information, including dates.
Retention:
One set of all system documentation, including documentation describing how the system operates from a
functional user and data processing point of view, will be maintained permanently in the event a court review
is necessary. When system documentation changes, old versions will be maintained for 3 years after
discontinuance of system and after all data (records) created by the system has been destroyed or transferred
to a new operating environment.
AVAILABILITY OF SYSTEM FOR OUTSIDE INSPECTION:
This agency recognizes the fact that the judicial system may request pretrial discovery of computer programs
and related materials. Agency personnel will honor requests for outside inspection of the system and testing
of data by opposing parties and the court. It will also honor inspection and copy requests pursuant to Chapter
132 of the North Carolina General Statutes.
approve Budget Amendment #24 for Public Health funding from Humane Society for animal shelter
improvements, as follows:
2011-21112 Budget Ordinance'
General Fund -- BudgetAmendment #24
Revenues Increase Decrease
Miscellaneous $3,000
Appropriations Increase Decrease
Health Department $3,000
approve Budget Amendment #25 for Public Health (Title X-WCH/Women's Health), as follows:
2411-2012 Budget Ordinance
General Fund —BudgetAmendment #25
Revenues
Increase
Decrease
Restricted intergovernmental
$24,415
Decrease
Appropriations
Increase
Decrease
Health Department
$24,415
approve Budget Amendment
Corporation from Economic
industrial park, as follows:
#26 for appropriation to the Randolph County Economic Development
Development Reserve Fund for costs in locating possible sites for an
2011-2012 Budget Ordinance>
General Fund--BudgetAmendment #26
Revenues Increase
Decrease
Transfer from Economic Development Reserve Fund $10,000
Appropriations '> Increase
Decrease
rr1
• appoint Todd Caulder and Dr. Cara Haberman to the EMS System Quality Management Committee.
Economic Development Corporation (EDC) Annual Report
Bonnie Renfro, Economic Development Corporation President, presented the EDC's annual report,
saying that despite the continuing struggle of the economy from a deep recession in 2010, the EDC
announced the creation of 342 new jobs linked to new capital investments of $34.3 million by 10
companies. Collectively they impacted 727,063 square feet of industrial and commercial real estate and
secured $1,167,291 in grant dollars for infrastructure and vacant building renovation. Ms. Renfro gave the
following 2011 highlights: Archdale welcomed Stylecrest and Paul Brayton Designs as they renovated
vacant industrial facilities bringing new jobs and investment to the county. Randleman's largest employer,
Hughes Furniture Industries, built a new 200,000 square foot logistics center to offer a quick ship
program to their customers. Technimark announced a major expansion of its global plastics operation in
Asheboro, centralizing its research and development division here. Malt -O -Meal Cereal is underway with
a $136 million expansion announced in late 2011. Americhem, in Liberty, is busy renovating two of three
industrial facilities at Liberty Business Park to produce customized colorants for a variety of industrial
users. Florida Production Engineering NC purchased the facilities of the former Moll Industries in
Seagrove and is renovating the buildings and reemploying many of those displaced workers. PEMMCO
Mfg. opened a new 50,000 square foot industrial facility in Asheboro with 28 new jobs.
Ms. Renfro introduced EDC Board President Wayne Thomas, who commended the EDC staff for
their hard work and the Commissioners for their support of the EDC's efforts to bring strong businesses to
Randolph County.
Voluntary Agricultural District (VAD) Advisory Board Annual Update
Carolyn Langley, Cooperative Extension (Randolph) Director, and Joe Allen, VAD Advisory Board
Secretary, updated the Commissioners on activities of the VAD Board during 2011. Eight farms, totaling
1,218 acres of land, were accepted into the program. As a result, Randolph County now has 15,656 acres
of land enrolled in the program. Of this, 16 farms are enrolled in the Enhanced Voluntary Agriculture
District with 1,315 acres, and 108 farms with 14,341 acres are enrolled in the Regular Voluntary
Agriculture District. The VAD Board has been busy meeting the strategies outlined in the County's newly
adopted (6/6/11, by Randolph County Board of Commissioners) Farmland Protection and Preservation
Plan. These strategies primarily focus on developing resources and strengthening relationships between the
VAD Board, Cooperative Extension and other departments within the county's government.
Approval of Change Order for Randolph County Jail Renovation Proiect
Allen McNeill, Sheriffs Office Business Manager, said that at the October 3, 2011 Commissioners
meeting, the Commissioners approved a contract for $276,100 with W.C. Construction Company to
perform the renovation work at the Randolph County Jail. Due to changes and issues that have occurred
during the construction, it has become necessary to add certain items, which will increase the value of the
contract. Change Order # 1 involved rerouting a roof drain, which resulted in a $352.76 reduction of the
contract. Change Order # 2 involved changes, some of which were requested by N.C. Department of
Health and Human Services, which resulted in an addition to the contract of $12,663.96. These changes
included updating existing plumbing fixtures, extra fire security, lighting and data additions, and controls
for a door that was added after the bid. Randolph County's purchasing policy states that when changes
exceed 5% of the contract, Commissioner's approval is required. Change Order #3 is in the amount of
$3,543.60, and is for additional window tinting, changing the showers from tile to epoxy, upgrade of
some detention equipment to meet ADA requirements, and updated steel framing. This will cause the total
changes so far to exceed that 5% ceiling. Although the contract with W.C. Construction Company is now
$288,411.20, the total budget for the renovation project is $300,200. Even with the addition of this
Change Order # 3 in the amount of $3,543.60, the overall project will still be within the amount budgeted.
This would increase the total amount of the contract with W.C. Construction to $291,954.80. Mr. McNeill
asked the Board to approve the change order and to authorize the County Manager to sign the updated
contract.
On motion of Frye, seconded by Lanier, the Board voted unanimously to approve Change Order #3, in the
amount of $3,543.60 to the contract with W. C. Construction Company for renovation work at the Randolph
County Jail, as requested, thereby making the total amount of the contract $291,954.80 and to authorize the
County Manager to sign the updated contract.
Approval of New County Employee Pay Plan, Classification Study Recommendations & Budget
Amendment
Stacy Griffin, County Human Resources Director, reminded the Board that in September 2010,
the Board voted to proceed with the County's first comprehensive classification study since October
1989. The results of that study were received in late October 2011. Ms. Griffin presented highlights
of the study, as follows:
• 12 local government entities responded to the survey and participated in the study, thus giving
us a very solid foundation for our data collection;
• On average, the study found that our current salary range minimums are 6.29% below market,
our mid -points are 7.43% below market, and our range maximums are 8.18% below market;
• 128 job descriptions were updated and rewritten and made fully ADA compliant;
• 25 FLSA exemption status corrections were made, affecting 43 employees;
• A recommendation to go to an "open range" compensation plan versus the traditional
step/grade program we currently have in place. In order to focus more clearly on performance
and to avoid the problems of step ranges, more and more organizations are using an open -pay
range. An open range system allows for more "flexibility" in pay structure and rewards more
based on performance versus longevity. In this system, the organization defines the midpoint,
the maximum and the minimum of the range. Any one employee may be paid anywhere
within this defined range. Unlike the step system, the person's wage is not automatically
adjusted when the wage structure is adjusted, unless the person falls below the minimum of
the range. At this point, the person's performance is reviewed and adjustments are made in
relation to that performance. It allows for individual -based compensation and does not
mandate increases to the 2.5% amount as defined by the current step system. The traditional
step system does not provide incentive to "be great," but rather tends to treat all employees
the same in terms of compensation.
• 569 employees participated, representing all departments with the exception of the Sheriff s
Office;
• Out of the 569 employees in the study, only 138 (24%) fall below the new recommended
minimum on the proposed pay grades ranges. Considering that it has been over 21 years since
a comprehensive study was completed, this is wonderful news and a testament to the work
that the Board of County Commissioners, Human Resources and County Administration have
done throughout the years to address compensation issues and needs;
• The total annual salary amount needed to move the 138 County employees plus the current
17 vacant positions to the minimum of the proposed ranges is $167,450.98. This averages to
about $1,100 annually per employee who is below the new proposed minimums.
Considering the length of time since the last comprehensive study, the immediate financial impact
to the County in order to adopt this new pay plan and move the employees to the minimum of the
range is minimal. However, by doing so, it allows Randolph County to implement an updated and
market driven pay plan and compensation structure.
Of the 569 employees participating in the study, 96.3% fall between the minimum and midpoint of
the proposed ranges, with the average distance from the minimum being 11%. What this means is that
the overwhelming majority of employees, regardless of performance or years of service, are clustered
around the minimum of the new salary ranges. Thus, as funding permits, Ms. Griffin stressed the need to
look at these employees who are clustered around the minimum and make adjustments accordingly (with
competence, performance and years in the position as factors to consider). Failure to take this second
step as funding permits will certainly create a salary compression issue and most likely create an
employee morale issue. Compression will also be created if new employees are hired into the new ranges
at the same pay level or at a potentially higher pay level than existing employees with the same level of
competence and experience.
Ms. Griffin requested the following action: 1) approve the 2012 Randolph County Pay Plan, as
presented, effective immediately, which includes: new Open Range pay grades for both General
Government and Emergency Medical Services; updated/revised job titles; updated Randolph County
Law Enforcement Classification Plan (no salary information has been changed) and 2) upon approval
of the 2012 pay plan, approval of the classification study recommendation to move the 138 current
employees (plus 17 vacant positions) to the minimum of the new pay grade, effective April 1, 2012,
and, 3) approval of a budget amendment to effect this change for the remainder of this fiscal year.
Funds for implementation of this study ($49,860) have been included in the Administration budget,
and can be transferred to the applicable departments.
On motion of Kemp, seconded by Frye, the Board voted unanimously to approve the following:
• newly recommended 2012 Randolph County Pay Plan, effective immediately, which includes new
open range pay grades for General Government & Emergency Medical Services; updated/revised
job titles; and updated Randolph County Law Enforcement Classification Plan;
• new classification study recommendation to move 138 current employees (plus 17 vacant
positions) to the minimum of the new pay grade, effective April 1, 2012;
• Budget Amendment #27 to effect the transfer of $49, 860 for the remainder of the fiscal year from
the Administration budget to the applicable department budgets, as follows:
2011=2012 Budget Ordinance
General Fund -- Budget Amendment #27
Revenues
Increase Decrease'
NONE
$ -
Appropriations
Increase Decrease
Administration
$ 1,755
Tax
$ 3,148
Elections
$ 1,604
Register of Deeds
$ 245
Public Buildings
$ 2,361
Emergency Services
$18,783
Day Reporting Center
$
1,099
Planning & Zoning
$
510
Cooperative Extension
$
258
Soil & Water
$
1,003
Public Works
$
449
Public Health
$
5,298
Social Services
$
5,189
Child Support Enforcement
$
721
Public Library
$7,437
Administration
$49,860
ADUroval of Resolution of Intent to Close Portion of Trinitv Street/Set Public Hearin
Aimee Scotton, Associate County Attorney, said that she had received a request from Joseph and Susan
Savina that the Randolph County Board of Commissioners act to permanently close a section of Pine Cone
Street in Trinity from its intersection with Sunset Knoll Drive in a westward direction approximately 200 feet to
where it dead ends. The Savinas own the property on both sides of the affected portion and at the end thereof.
They wish to have the road closed so that they can then pursue the combination of these parcels into one, via a
combination deed. Ms. Scotton reminded the Board that the procedure for closing a public road or easement is
governed by North Carolina General Statue §153A-241. The first step requires that the Board of
Commissioners adopt a resolution declaring its intent to close the road and calling for a public hearing on the
question. This notice must be published once a week for three successive weeks before the hearing, and a copy
of the resolution must be sent by certified mail to each owner of property adjoining the road, as shown by the
county tax records, who did not join in the request to have the road closed. Furthermore, a notice of the closing
and the public hearing must be posted in at least two places along the road. At the public hearing, interested
persons are allowed to voice their views on whether the closing will be detrimental to the public interest or their
individual property rights. After the public hearing, if the Board of Commissioners is satisfied that closing this
road will not be detrimental to public interest and will not deprive any individual of access to his property, the
Board may adopt an order closing the road. A certified copy of the order shall then be filed with the Register of
Deeds office.
On motion of Haywood, seconded by Lanier, the Board voted unanimously to adopt a resolution declaring
the intent to close a portion of Pine Cone Street, as follows:
A RESOLUTION DECLARING THE INTENT TO CLOSE A SECTION OF PINE CONE STREET AND
CALLING FOR A PUBLIC HEARING ON THE QUESTION
WHEREAS, the Randolph County Board of Commissioners has received a request from Joseph and Susan
Savina to permanently close the following section ofPine Cone Street:
From its intersection with Sunset Knoll Drive in a westerly direction for approximately 200 feet where it
terminates with property owned by Joseph Savina Sr. and wife, Susan Savina; and
WHEREAS, North Carolina General Statute § 153A-241 requires that the Board of Commissioners hold a
public hearing prior to the closing of any road to consider the effects of said closing on the public interest or on
individual property rights;
BE IT THEREFORE RESOLVED that the Randolph County Board of Commissioners hereby declares its
intent to permanently close that portion ofPine Cone Street outlined above.
BE IT FURTHER RESOLVED that the Randolph County Board of Commissioners has set a public hearing
for 6:30 p. m. on March 12, 2012 to consider said closing and to allow for the public to be heard on this matter.
This the 6th day of February, 2012.
Approval of Contract for Archaeological Studies (Phase ID at Landfill & Budget Amendment#28
David Townsend, III, Public Works Director, reminded the Commissioners that the Board approved a
contract with Golder Associates for a Phase I Cultural Resources evaluation in the spring of last year. The
original results were not 100% conclusive, and therefore, required a Phase II evaluation. Golder has
provided a proposal for not to exceed $60,000 to accomplish this requirement. Funds are available in the
landfill post -closure fund. Mr. Townsend requested that the Board award a contract to Golder Associates
in the amount of $60,000 for the Phase II evaluation and also to authorize the County Manager to sign the
contract.
On motion of Kemp, seconded by Frye, the Board voted 4-1, with Haywood opposing, to award a
contract in the amount of $60, 000 to Golder Associates for Phase II evaluation at the landfill, to
authorize the County Manager to sign the contract, and to approve Budget Amendment #28, as follows:
2011-2012 Budget Ordinance
LandfillClosure Fund—Budget Amendment #28
Revenues Increase
Decrease `>
Appropriated Fund Balance $ 60,000
Appropriations Increase
Decrease'>
Solid Waste Management $ 60,000
Regional Update
Vice Chair Frye said that the annual report from PART (Piedmont Authority for Regional
Transportation) recently revealed that ridership was up by 12% in 2011 despite the 50% reduction in
routes.
Recess
At 6:50 p.m., the Board took a short recess.
Regular Meeting Resumed
At 7:05 p.m., the Board returned to regular session.
Rezoning Public Hearing
At 7:05 p.m., the Board adjourned to a duly advertised public hearing to consider a rezoning request.
Hal Johnson, Planning Director, presented the following request:
Cliff Loflin, Denton, NC, is requesting that the existing Conditional District Zoning of a Planned
Business Development (metal storage building fabrication business & utility trailer manufacturing
business) be amended to allow the construction of a 30' x 50' storage building for the utility trailer
manufacturing business as per site plan. Location: 9035 NC Hwy 49 South, New Hope Township,
Zoning District LI -CU, Secondary Growth Area, Tax ID# 6697023630. The Planning Board reviewed this
request at a public meeting on January 10, 2012 and unanimously recommended that this request be
approved. The Planning Board found the following policies within the 2009 Growth Management Plan
that support determination of consistency with the adopted plan with this recommendation:
Policy 3.4 Warehousing, storage and distribution facilities should have direct access to appropriate
thoroughfares and should be visually buffered according to their location.
Board of Commissioner Resolution Adopting the Growth Management Plan, Policy #3. Ensure the
opportunity for landowners to achieve the highest and best uses of their land that are consistent with
growth management policies in order to protect the economic viability of the County's citizens and tax
base.
Terry Hunt, 596 Mt. Shepherd Rd., Asheboro, and owner of the welding business on the site, spoke
in support of the request, saying that he intends to install a fence around the property so that the
manufacturing business is hidden from view at the road.
On motion of Lanier, seconded by Kemp, the Board voted unanimously to approve the request of Cliff
Loftin, as determined consistent with policies contained within the standards andpolicies of the Growth
Management Plan and outlined in the recommendations provided by the County Planning Board.
Adiournment
At 7:10 p.m., there being no further business, the meeting adjourned.
J. Harold Holmes, Chairman Darrell L. Frye
Phil Kemp
Stan Haywood
Arnold Lanier
Cheryl A. Ivey, Clerk to the Board