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040207April 2, 2007 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 Holmes, Frye, Haywood, Kemp and Lanier were present. Dr. Dwight Ayers, Chaplain, Randolph County Sheriff s Office, gave the invocation, and 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. Carla Freemeier, Central Boys and Girls Club Board member, spoke briefly about the 2005-06 Program Summary and thanked the Board for supporting the Club. Steve Morris spoke on behalf of the High Point Boys and Girls Club and updated the Board on that Club's activities and successes. He also thanked the Commissioners for their support. Approval of Consent Agenda On motion of Kemp, seconded by Frye, the Board voted unanimously to approve the Consent Agenda, as follows: • approve 3/12/07 regular & closed session meeting minutes and 3/17/07 planning retreat minutes; • reappoint Katheryn Phillips, Lon T. Smith and appoint Lyn White to Industrial Bond Authority; • appoint Barbara McDowell to the Juvenile Crime Prevention Council; • approve Amendment to Standard 6 of the Register of Deeds Records Retention and Disposition Schedule, as recommended by State Archives; • approve Budget Amendment #36 for Public Health (Healthy Lifestyles Promotion), as follows: 20061-20©7 BUDGET ORDINANCE—GENERAL FUND AMENDMENT # 6 Revenues Increase Decrease Restricted Intergovernmental $6,253 Appropriations Increase Decrease Public Health $6,253 • approve Budget Amendment #37 for Public Health (Title X, Health Start Grant), as follows: 2006-2007 BUDGET ORDINANCE'—GENERAL FUND AMENDMENT #37 Revenues Increase Decrease Restricted Intergovernmental $3,675 Appropriations Increase Decrease Public Health $3,675 0 approve Budget Amendment #38 for Day Reporting Center, as follows: 20066-2007BUDGET ORDINANCE—GENERAL FUND AMENDMENT #38 Revenues Increase Decrease Restricted Intergovernmental $36,600 Tax 6,073 Miscellaneous $8,000 Appropriations Increase Decrease Day Reporting Center $44,600 • approve Budget Amendment #39 for Merit Expenditures, as follows: 2006--2007 BUDGET ORDINANCE—GENERAL FUND—AMENDMENT #39 Revenues Increase Decrease Administration 7,308 Computer Services 3,313 Tax 6,073 Register of Deeds 3,022 Public Buildings 1,233 Sheriff & jail 40,000 Emergency Services 14,199 Building Inspections 3,964 Planning & Zoning 4,106 Health 13,171 Social Services 11,239 Library 4,216 Public Works 2,945 Soil & Water 211 Administration 115,000 Sandhills Mental Health Center FY 07-08 Budget Request and Approval of Local Business Plan/Crisis Services Plan Michael Watson, Chief Executive Officer, Sandhills Center, said that he is requesting the same amount from Randolph County as last year, which is $1,001,565. Mr. Watson presented an executive summary of the Sandhills Center Local Business Plan (LBP) for FY 2007-2010. He said that the new LBP is designed to provide a clear set of goals that support the Center's efforts to refine its role as a Local Management Entity (LME) in the community mental health, developmental disability and substance abuse services system. This new Plan reflects the Center's consistent efforts to implement both the spirit and intent of the NC General Assembly's 2001 State Mental Health Reform mandate. Most importantly, the Center's new LBP is founded on the following principals: • that the foremost concern should be the safety and welfare of consumers and their families; • that any effort at strategic planning should flow directly from the concerns and issues of the citizens of the Sandhills community; • that the Center's efforts to implement State Mental Health Reform should be tailored to meet the needs of the large rural service area; and • that Sandhills Center should play a positive and assertive role with the provider community to develop a best practice array of services for our consumers. Mr. Watson highlighted the following topics from the proposed local business plan executive summary: Current System Assessment, Implementation Challenges, Community Feedback Process, Community Stakeholder Feedback, Local Business Plan Implementation Goals (Community and Consumer Education, Customer Service and Consumer Affairs, Community Access, Crisis Services, Service Management, Quality Management and Provider Relations). In conclusion, Mr. Watson said that the past five years have been characterized by extraordinary change. Sandhills Center has been required to divest its service delivery capacity and assume a very complex management role in the new system. The Center's 2007-2010 Local Business Plan seeks to build on past accomplishments while providing a clear focus for future efforts. The Plan is designed to provide the Center with the information and tools that will allow it to manage the evolving service system to the benefit of our consumers and our community. Very simply, the goal for the next three years is to move from changing the system to managing it in a more comprehensive and effective manner. On motion of Frye, seconded by Haywood, the Board voted unanimously to approve the Sandhills Center Local Business Plan for 2007-2010, as presented. Addition to the Agenda Chairman Holmes announced that an update on the timbering project at the solid waste facility would be added to the agenda. Update on Timber Proiect David Townsend, III, Public Works Director, said that 123 acres have been identified for phase one of the timbering project at the solid waste facility. Twenty vendors have been identified and were invited to the site on March 29 to tour the site. Sealed bids will be opened on May 3 and will be placed on the Commissioners' agenda for award consideration on May 7. Approval of Purchase Price for Property for Archdale -Trinity Area High School Donald Andrews, Randolph County Schools Superintendent, asked the Board to approve the purchase price of $1,091,961 for 121.329 acres for the new Archdale -Trinity area high school. The property is located at 4118 Finch Farm Road in Trinity. On motion of Frye, seconded by Lanier, the Board voted unanimously to approve the purchase price of $1,091,961 for 121.329 acres located at 4118 Finch Farm Road in Trinity for the site of the new Archdale -Trinity area high school. Appointment of Representative to the Randolph County Schools Superintendent -Community Trustees County Schools Superintendent Donald Andrews said that he is initiating a board of trustees consisting of leaders in the community as well as parent representatives from each of the schools. The group will meet two times a year. He asked for a Commissioner representative. On motion of Frye, seconded by Haywood, the Board voted unanimously to appoint Arnold Lanier to the Superintendent -Community Trustees. Approval of Grant Ordinance & Assistance Policy for NC Housing Finance Urgent Repair Program Patty Willard, Assistant to the Director of Public Works, said that the County submitted an application for funding to the NC Housing Finance Agency for the Urgent Repair Program in October 2006. The County received notification of award on February 9, 2007. The goals of the Urgent Repair Program are to alleviate housing conditions which pose an imminent threat to the life or safety of very low-income homeowners with special needs and to provide accessibility modifications and other repairs necessary to prevent displacement of homeowners with special needs, such as frail, elderly and persons with disabilities. The maximum amount of Program assistance is $5,000 per dwelling. On motion of Lanier, seconded by Frye, the Board voted unanimously to approve the 2007 Urgent Repair Program Grant Ordinance and Assistance Policy, as follows: Be it ordained by the Randolph County Board of Commissioners, pursuant to Section 13.2 chapter 159 of the General Statutes ofNorth Carolina, that the following grant project ordinance is hereby adopted: Section 1. The project authorized is the 2007 Urgent Repair Project described in the work statement contained in the funding agreement # URP 07 between Randolph County and the North Carolina Housing Finance Agency. This project is more familiarly known as the 2007 Urgent Repair Program. Section 2. The officers of this unit are hereby directed to proceed with the grant project within the terms of the grant documents(s), the rules and regulations of the North Carolina Housing Finance Agency and the budget contained herein. Section 3. The following revenues are anticipated to be available to complete this project: NCHFA $75,000 TOTAL $75,000 Section 4. The following amount is appropriated to the project: ACTIVITIES $75,000 TOTAL $75,000 Section 5. The finance officer is hereby directed to maintain within the Grant Project Fund sufficient specific detailed accounting records to provide the accounting to the grantor agency required by the grant agreement and federal and state regulations. Section 6. Funds may be advanced from the General fund for the purpose of making payments as due. Reimbursement requests should be made to the grantor agency in an orderly and timely manner. Section 7. The finance officer is directed to report monthly on the financial status of each project element in Section 4 and on the total grant revenues received or claimed. Section 8. The budget officer is directed to include a detailed analysis of past and future costs and revenues on this grant project in every budget submission to the board. Section 9. Copies of the grant project ordinance shall be made available to the budget officer and the finance officer for direction in carrying out this project. 2007 Urgent Repair Program --Randolph County's Program Assistance Policy: The Objectives of Randolph County's Urgent Repair Program are: a) to alleviate housing conditions which pose an imminent threat to the life and safety of very low- income homeowners with special needs; b) to serve households with urgent repair needs which cannot be met through other state or federally funded housing assistance program; and, c) to enable frail elderly and others with physical disabilities to remain in their homes by providing essential accessibility modifications. 1. Only households living in owner -occupied housing in Randolph County with special needs are eligible for assistance under Randolph County's Urgent Repair Program. Eligible households with special needs include: 1. Homeowners who are at least sixty-two (62) years old; 2. Handicapped or disabled members, defined as follows: a) A person shall be considered handicapped if he or she has a physical or mental impairment that • is expected to be of long -continued and indefinite duration; • substantially impedes the person's ability to live independently; and • is such that the person's ability to live independently could be improved by more suitable housing conditions. A person with a developmental disability as defined by the Developmental Disabilities Assistance and Bill ofRights Act (42 USC 6001 (7) shall be considered handicapped. An adult who has a chronic mental illness shall be considered handicapped. An adult who has a chronic mental illness shall be considered handicapped if he or she has a severe and persistent mental or emotional impairment that seriously limits his or her ability to live independently and whose impairment could be improved by more suitable housing conditions. b) Person shall be considered disabled if they are receiving Social Security Disability, Railroad Retirement Disability, or Supplemental Security Income as disabled, one hundred percent Veteran's Administration Disability benefits or is determined to be disabled by a licensed practicing physician. c) A person whose sole impairment is alcoholism or drug addiction shall not be considered handicapped or disabled under the Urgent Repair Program. 3. A single parent with at least one dependent child in residence; 4. Five or more persons; or 5. Children below the age of six (6) whose elevated blood lead levels are between IOuy/dl and 20uy/dl. 2. The Urgent Repair Program will assist fifteen (15) households with incomes at or below 50% of Randolph County median income, as defined by HUD. Of these 15, a minimum of eleven (11) (70%) of the households whose incomes do not exceed 30% of the area median will receive assistance. Priority will be given to those families who have incomes below 30% of County median income on a first come first served basis. After the eleven (]])families with incomes at or below 30% are identified, we will then be able to serve at least 4 families with incomes between 30% and 50% on a first come first served basis. Any additional families served over the fifteen targeted households will have incomes at or below 30% of the Randolph County median income. HOUSEHOLD SIZE 1 2 3 4 5 6 7 8 30% $11,850 $13,500 $15,200 $16,900 $18,250 $19,600 $20,950 $22,300 50% $19,750 $22,550 $25,400 $28,200 $30,450 $32,700 $34,950 $37,200_ 3. The Urgent Repair funds will be used to alleviate housing conditions, which pose an imminent threat to the life or safety of very low-income homeowners or to ability offrail or physically disabled very low-income homeowners to remain in their homes independent of institutional confinement. Eligible repairs must rectify deficiencies including: • Combustion appliance and chimney hazards; • Electrical system hazards; • Plumbing system hazards; • Imminent structural system failures (e.g., porches, steps and roofs); • Mitigation of environmental hazards such as lead-based paint, asbestos or soil gases; • Repairs necessary to prevent the imminent displacement of eligible households • Repairs designed to increase the accessibility of the unit to frail or disabled residents, including ramps, hand rails and grab bars, kitchen and bathroom adaptations, and door alterations, etc' or; • Imminent threats to life or safety, including those caused by lead, which can be addressed by inexpensive lead hazard reduction activities, such as replacing mini -blinds, improving soil conditions around drip lines, replacing windows, etc. • Other repairs approved by the Agency on a case-by-case basis. 4. In order to reach the above-described population, this program will be marketed through local, countywide newspaper coverage advertising the project and extensively with health care providers, human services agencies and those groups that are associated with the elderly and disabled population. Applications can be accepted from anywhere within Randolph County. 5. The maximum amount of URP funds per household will not exceed $5, 000. There is no minimum. Upon completion, housing unit's repaired/modified under the URP does not have to meet any local, state or federal housing quality standards, local permitting, inspections, licensing and insurance requirements. However, all work done using Program funds must meet North Carolina State Residential building code standards and be done in compliance with all state and local permitting, inspection, licensing and insurance requirements. The URP may not rectify all deficiencies in the unit. 6. Assistance provided to owner -occupants under URP2007 will be in the form of a grant. Grant recipients must possess an ownership interest in the property or a life estate. 7. The Urgent Repair Program will be funded through $75, 000 received from the North Carolina Housing Trust Fund through the North Carolina Housing Finance Agency (NCHFA). 8. Randolph County maintains a contact list of people with urgent needs that are not being assisted by other programs. Applications will be taken on each potential applicant and processed for program eligibility on a first- come first-served basis. Applicants will be screened for eligibility by the Program Administrator in accordance with program guidelines and priorities. Once approved, the Rehabilitation Specialist will quickly assess the housing problem. Private sector contractors will be contacted to submit bids on the specified problem. When the seriousness of the problem warrants, telephone bid solicitations or non-competitive negotiation will be used. If the negotiated bid is in line with prices received on comparable work, contracts will be executed and work will begin. At the beginning of the program we will advertise for contractors to include on our Contractor Registry. 9. Program funds cannot be used in conjunction with any source of state or federal housing assistance (CDBG, HOME, HPG, etc.) other than Weatherization Assistance Program (WAP) assistance, Heating Appliance Repair and Replacement Program (HARRP) assistance or contributions from the Independent Living Center. URP funds cannot be spent on dwelling unit for which other sources of state or federal assistance are available at the time of repair or are likely to become available within six months following completion. 10. Applications for assistance will be accepted after May 1, 2007. The Urgent Repair Program funds will be expended by September 16, 2008. 11. No applicant shall on the ground of race, color, national origin or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination under the Urgent Repair Program. 12. If other resource referrals are needed these will be done through the Randolph County Department of Social Services. 13. Although the application process for rehabilitation guidelines is meant to be as fair as possible, Randolph County realizes that there is still a chance that some applicants or participants may feel that they are not treated fairly. The following procedures are designed to provide an avenue for resolution of complaints and appeals During the application process: 1. If an applicant feels that his/her application was not fairly reviewed or rated and would like to appeal the decision made about it, he/she should contact the program administrator within five days of the initial decision and voice their concern. If the applicant remains dissatisfied with the decision, the detailed complaint should be put in writing. 2. A written appeal must be made within 10 business days of the initial decision on the application 3. Randolph County will respond in writing to any complaints or appeals within 10 business days of receiving written comments. During the Rehabilitation Process: 1. If the homeowner feels that the construction is not being completed according to the contract. He/she must inform the contractor and Rehabilitation Specialist. 2. The Rehabilitation Specialist will inspect the work in question. If he finds that the work is not being completed according to the contract, the Rehabilitation Specialist will review the contract with the contractor and ask the contractor to remedy the problem. 3. If the problem persists, a medication conference between the homeowner and the contractor may be convened by the Rehabilitation Specialist and facilitated by the Program Administrator. 4. Should the mediation conference fail to resolve the dispute the Program Administrator will render a written final decision? If the Rehabilitation Specialist finds that the work is being completed according to the contract, the complaint will be noted and the Rehabilitation Specialist and the homeowner will discuss the concern and reason for the decision for the Rehabilitation Specialist decision. Award Bid for Sheriffs Department Motorcycles Col. Allen McNeill, Randolph County Sheriffs Department, said that an informal bid process was performed pursuant to G.S. 143-131 and the Purchasing Procedures of Randolph County for four Harley- Davidson police motorcycles. This request for quotes was conducted on behalf of the Sheriff s Office for police motorcycles to be used primarily for ceremonial purposes. Quotes were sought from six area Harley-Davidson dealers by submission of a Request for Quote that was sent directly to the dealers as well as a posting of the Request for Quote on the County website. The following chart outlines the dealers from which a quote was requested as well as the quotes that were received from potential vendors: Vendor Location Total Bid Cox's Harley-Davidson, Inc. Asheboro, NC $17,309.82 Tilley Harley-Davidson of Salisbury Salisbury, NC $19,504.42 Davis' Harley-Davidson Burlington, NC No Quote Harley-Davidson of Greensboro, Inc. Greensboro, NC No Quote Harley-Davidson of High Point High Point, NC No Quote Sandhill Harley-Davidson Pinehurst, NC No Quote The lowest quote of $17,309.82 per motorcycle was received from Cox's Harley-Davidson, Inc. of Asheboro. When compared with the next lowest quote, this price represents a savings of $2,194.60 per motorcycle with a total savings of $8,778.40 for the four motorcycles. Money is currently available in the Sheriff s budget for the purchase of all four motorcycles. Col. McNeill recommended and requested that the Board of Commissioners approve and award the purchase of four police motorcycles at a total cost of $69,239.28 to Cox's Harley-Davidson, Inc. of Asheboro. On motion of Haywood, seconded by Kemp, the Board voted unanimously to award the bid for four Harley Davidson motorcycles to Cox's Harley Davidson at a total cost of $69,239.28. Approval of ADM Applications for Asheboro City Schools Will Massie, County Finance Officer, reminded the Board that the Asheboro City Schools had requested support from the County for the Zoo School project in March, with primary funding coming from the Public School Building Capital Fund. However, upon submission to the State Board of Education, the School Board was notified that the proposed modular units do not qualify for ADM grants. The State Board of Education is proposing that the City Schools substitute applications for other projects which would qualify. Therefore, the City Schools will be submitting the attached applications for roofing projects, which were paid out of their Capital Fund. This reimbursement of $217,500 will allow the School Board to move forward with the Zoo School's project, as presented last month. On motion of Haywood, seconded by Frye, the Board voted unanimously to approve the substitute applications for ADMgrants for the Asheboro City Schools, as requested. Adoption of June Budget Meeting Schedule On motion of Lanier, seconded by Haywood, the Board voted unanimously to set the following dates for their budget sessions: June 4 (4:00 p.m.), June S (5:00 p.m.), June 11 (4:00 p.m.), June 14 (5:30 p. m.), and June 25 (6: 00 p. m.), including a public hearing on the budget at 7: 00 p. m. on June 14. Set Date/Time for Randleman Dam/Lake Tour On motion of Frye, seconded by Kemp, the Dam/Lake on May 7, 2007 at 2: 00 p. m. Board voted unanimously to tour the Randleman Set July Meeting Date Change Due to Holiday Conflict On motion of Kemp, seconded by Haywood, the Board voted unanimously to change the July Commissioners meeting to July 9, 2007. Closed Session—Economic Development [N.C.G.S.143-318.11(a)(4)1 At 5:34 p.m., on motion of Frye, seconded by Lanier, the Board voted unanimously to go into closed session to discuss matters relating to the location or expansion of business in the area, pursuant to N. C. G. S. 143-318.11(a) (4). At 6:12 p.m., the Board returned to open session. Adiournment There being no further business, the meeting adjourned at 6:12 p.m. J. Harold Holmes, Chairman Phil Kemp Arnold Lanier Darrell L. Frye Stan Haywood Cheryl A. Ivey, Clerk to the Board