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020617February 6, 2017 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 Allen, Frye, Haywood, Kidd and McDowell were present. Dr. Bob Shackleford, RCC President, gave the invocation and everyone recited the pledge of allegiance. Retirement Recognitions Patricia Apple retired on February 1, 2017, with 30 years of service to Randolph County Emergency Services. Ms. Apple was recognized by Major Bradley Beck of Emergency Services, after which, Chairman Allen presented Ms. Apple with an engraved clock on behalf of the Board. Special Recounition Commissioner Kidd recognized the Asheboro City Schools for being named one of the top ten school districts in the state with the highest graduation rate. In October 2016, they were recognized by former State Superintendent Dr. June Atkinson for achieving one of the highest graduation rates in 2016 across the state of North Carolina. The four-year cohort graduation rate for 2016 was 92.6 percent, the highest it's been in the history of Asheboro City Schools. The average North Carolina graduation rate was 85.9 percent. He said, over the last several years, the Asheboro City School system has consistently passed the state average. They have also exceeded their three-year strategic goal of ensuring at least 90 percent of students graduated and were college or career -ready. Public Comment Period Pursuant to N.C.G.S. § 153A-52.1, Chairman Allen opened the floor for public comment. County Attorney Ben Morgan read aloud the Public Comment Rules of Procedure. Andrew Lasine, 300 N. Main Street, Suite 400, High Point, represented Carolina Guns and Gear Shooting Range and Training Facility (CGG) and spoke on behalf of his client. When they received the original non-compliance letter, Mr. VanTine converted the business to a non-profit and believes he is now in compliance. Mr. Lasine said the facility is a private club which became a non-profit as of December 30, 2016. He said it is a "members only" facility and that additional information has been provided to the Planning Department. He said CGG received a second violation notice but he suspects it may have crossed in the mail with information about their non-profit status. He has spoken with County Attorney Ben Morgan and notified him that CGG would be filing an appeal with the Board of Adjustment and hopes to resolve the matter. Commissioner McDowell inquired as to the type of non-profit. Mr. Lasine said it is not a charitable organization; they cover expenses only and do not profit from the facility. MiMi Cooper, 203 Albert Martin Road, Franklinville, thanked the Board for their attention to the complaints about the Carolina Guns and Gear Range and Training Facility by directing the County Attorney to take action. She said this is not about second amendment rights or a business trying to earn a profit; it is about the impact of a very loud, disturbing business in a residential - agriculture neighborhood. She said the noise occurs daily and then played a recording of the gun 2/6/17 fire heard from Albert Martin Road that she had recorded on her phone for the Commissioners to hear. Consent Agenda On motion of McDowell, seconded by Frye, the Board voted unanimously to approve the Consent Agenda, as follows: • approve minutes of the 1/3/17 regular meeting and 1/17/17 special meeting; • appoint Mary Clark and Mack Tolbert and reappoint Andrew Lane to the Randolph County EMS Peer Review Committee; • appoint David Staley to the vacant ETJ seat on the Liberty Planning & Zoning Board; • approve Budget Amendment #19 for Public Health -from NC Women's and Children's Health/Women's Health ($6,392), as follows: 2016-2017 Budget Ordinance General Fund—Budget Amendment #19 Revenues Increase Decrease Restricted Intergovernmental $ 6,392 Appropriations Increase Decrease Public Health $ 6,392 • approve Budget Amendment #20 for Economic Development Contract-Technimark ($80,000), as follows: 2016-2017 Budget Ordinance General Fund—Budget Amendment #20 Revenues Increase Decrease Transfer from ED Reserve $ 80,000 Appropriations Increase Decrease Other Economic and Physical Development Appropriations $ 80,000 • approve 2017 Audit Contract; • adopt resolution appointing Matthew Wells as a Plat Review Officer for the City of Archdale, as follows: RESOL UTION APPOINTING REVIEW OFFICER (City of Archdale) WHEREAS, S.L. 1997-309 (S875) makes a number of significant changes in the procedures for recording maps and plats: and WHEREAS, the main purpose of the law is to transfer the responsibility for reviewing plats to determine whether they meet recording requirements from the Register of Deeds to a Review Officer; and WHEREAS, G.S. 47-30.2 requires the Board of County Commissioners in each County, by resolution, to appoint a person to serve as Review Officer to review each plat before it is recorded and certify that it meets the statutory requirements for recording; and 2/6/17 WHEREAS, it is the desire of the Randolph County Board of Commissioners to insure an expeditious review of all maps and plats as required by G.S. 47-30.2 before they are presented to the Register of Deeds for recording. NOW, THEREFORE, BE IT RESOLVED, effective February 6, 2017, that Matthew Wells in the City of Archdale be hereby appointed to perform all responsibilities as required for Review Officer under the appropriate North Carolina General Statutes. BE IT FURTHER RESOLVED that a copy of this Resolution designating these Review Officers be recorded in the Randolph County Register of Deeds Office and indexed in the names of the Review Officers. • approve Budsiet Amendment #21 for 2017 Merit Prosiram, as follows: 2016-2017 Budget Ordinance General Fund—Budget Amendment #21 Revenues Increase Decrease Appropriations Increase Decrease Administration $114,996 Information Technology $4,238 Tax $6,839 Elections $989 Register of Deeds $2,290 Public Buildings $1,494 Sheriff $33,842 Emergency Services $10,777 Building Inspections $3,050 Adult Day Reporting Center $1,090 Juvenile Day Reporting Center $751 Planning and Zoning $1,755 Cooperative Extension $1,577 Soil and Water $250 Public Health $13,218 Social Services $24,568 Veteran Services $535 Child Support Services $2,332 Public Library $5,401 • approve the addition of a classification title of Social Worker Trainee to the Classification Plan effective March 1, 2017; rove Budget Amendment #22 for Public HealthRHCF $(5,000), as follows: 2016-2017 Budget Ordinance General Fund—Budget Amendment #22 Revenues I Increase I Decrease 2/6/17 Miscellaneous $5,000 Appropriations Increase Decrease Public Health $5,000 • adopt Petty Cash Budget Ordinance and related operating procedures, as follows: Ordinance Authorizing Creation and Establishing of Policies for the Petty Cash and Cash Change Funds WHEREAS, it is the desire of the Randolph County Board of Commissioners that all public funds of the Randolph County (hereafter the "County') be maintained in a secure, efficient and effective manner; WHEREAS, it is the responsibility of the Finance Officer, who is appointed by and serves at the pleasure of the Randolph County Board of Commissioners, to supervise the receipt, custody and disbursement of all public funds of the County; WHEREAS, the payment of a bill, invoice, or other claim by cash is authorized by G.S. 159-28(d)(4); WHEREAS, the Finance Officer has prepared and presented to the Randolph County Board of Commissioners detailed Operating Procedures establishing the limits, internal controls, and procedures for the departmental payment of bills, invoices, and other claims under $500.00 by cash from an imprest fund to be known as the `Petty Cash Fund "; and WHEREAS, the Finance Officer has prepared and presented to the Randolph County Board of Commissioners detailed Operating Procedures establishing the limits, internal controls, and procedures for providing change from an imprest fund to be known as the "Cash Change Fund" to citizens and customers paying in cash for taxes and services. NOW, THEREFORE, BE IT ORDAINED, by the Randolph County Board of Commissioners that: Section 1. The imprest fund to be known as the `Petty Cash Fund" is hereby established and the Finance Officer shall be and is hereby authorized and directed to name a departmental "Official Custodian" of the Petty Cash Fund when necessary. The Finance Officer is also authorized to establish the proper amount per department. Section 2. The imprest fund to be known as the "Cash Change Fund" is hereby established and the Finance Officer shall be and is hereby authorized and directed to name a departmental "Official Custodian" of the Cash Change Fund when necessary. The Finance Officer is also authorized to establish the proper amount per department. Section 3. The `Petty Cash Fund and Cash Change Fund Operating Procedures" (the "Operating Procedures') established by the Finance 2/6/17 Officer, a copy of which is attached to this Ordinance, is hereby approved. The Finance Officer shall be and is hereby authorized to revise the Operating Procedures from time to time and provide a copy as revised to the designated Official Custodians of the Petty Cash Fund and Cash Change Fund and to the Randolph County Board of Commissioners at its next meeting. Section 4. It shall be the policy of Randolph County that no payments may be made from the Petty Cash Fund unless in compliance will all procurement laws and policies; that all payments made from the Petty Cash Fund be supported by proper documentation and receipts as required by the Operating Procedures established by the Finance Officer; that no loans or advances be made to employees or Board members from the Petty Cash Fund or the Cash Change Fund - and that no amount that may be categorized as employee compensation or as travel advances may be paid in cash. Payment through the Accounts Payable system is always preferable to payment using the Petty Cash Fund. Section 5. The Finance Officer, Deputy Finance Officer or their designee shall review each reconciliation and reimbursement of the Petty Cash Fund and shall approve the supporting journal entries. The Petty Cash Fund shall be reconciled no less frequently than monthly. Section 6. Any shortage in the Petty Cash Fund shall be reported to the Finance Officer. Any shortage in the Cash Change Fund exceeding $10.00 shall be reported to the Finance Officer. Section 7. This ordinance shall take effect immediately upon its passage. Petty Cash Fund and Cash Change Fund Operating Procedures The Randolph County Board of Commissioners by Ordinance, dated February 6, 2017, authorized the Petty Cash Fund and certain Cash Change Funds and established policies related to the use of those funds. This statement is subject to and consistent with the Randolph County Board of Commissioners established policies. It provides guidance relating to purchasing items and receiving reimbursement for such purchases from the Petty Cash Fund and direction relating to the use of Cash Change Funds for providing change to citizens and customers paying for taxes and services. This procedure describes the authorized use of and restrictions on use of the Petty Cash Fund and any Cash Change Funds. Cash Change Funds The Finance Officer is authorized to name an "Official Custodian" of each departmental Cash Change Fund and to establish the proper amount per department. Cash Change Funds are authorized only for the purpose of providing change to citizens and customers when they are paying for taxes or services and specifically are not authorized for use by the County to reimburse employees for small dollar purchases or for personal check cashing and loans to employees. 2/6/17 Cash Change Funds must be counted and balanced daily. Any shortage in the Cash Change Fund exceeding $10.00 shall be reported to the Finance Officer. Petty Cash Fund The Finance Officer is authorized to name an "Official Custodian" of each departmental Petty Cash Fund and to establish the proper amount per department. All money in the Petty Cash Fund must always be kept separate from all other cash receipts and from all Cash Change Funds. The Petty Cash Fund must be in the control of the custodian who is responsible for the cash. Only the custodian should be allowed access to the fund. The cash must be safeguarded and kept in the custodian's locked drawer; file cabinet, or other secure area. Allowable Transactions Allowable transactions from the Petty Cash Fund are those reimbursing employees for small dollar purchases for which the goods were received at the time of purchase. No single Petty Cash Fund transaction should exceed $30.00. Reimbursement exceeding $30.00 must be made through the County's Accounts Payable system. The following transactions are not allowed to be processed from the Petty Cash Fund: • Items covered by the County's purchasing contracts and procedures; • Personal check cashing and loans; • Entertainment; • Travel reimbursements (meals, lodging, taxi, airfare); • Per diem and fees and other service payments, gifts, awards, prizes which must be made through Accounts Payable to facilitate Form W-2 or Form 1099 reporting of taxable income; • Memberships, and; • Any items that are unallowable through the County's Purchasing Policy are also not allowed to be purchased using the Petty Cash Fund. It is the duty of the custodian to verify that each disbursement is appropriate and is an allowable expense. Request for the custodian to disburse amounts from the Petty Cash Fund must proceed according to the following guidelines. All requests for reimbursement must include original receipts: copies are not adequate. Receipts must include complete documentation including the vendor name, date of purchase, item purchased, business purpose, and total amount requested. Receipts should be signed by the individual reimbursed to indicate receipt of the reimbursement. Reconciling, Replenishing, and Managing the Petty Cash Fund The Petty Cash Fund is to be reconciled and reimbursed monthly (unless established for seasonal usage only). The expenditure receipts are totaled and the cash on hand is also recorded. The total expenditures and cash on hand should always equal the total authorized Petty Cash Fund amount. If there is an overage or shortage, the overage or shortage amount must be properly recorded. Any shortage should be included in the amount replenished and reported to the Finance Officer. Any overage should be deposited in the County's General Fund bank account and may not be used to increase the size of the Petty Cash Fund. Frequent overages or shortages indicate that the Petty Cash Fund is not properly managed and should be investigated by the Finance Officer or other designated official. The Finance Officer or other designated official should review and sign the Petty Cash Reimbursement Request. After reviewing all expenditures and account coding, a Payment 2/6/17 Request is then approved with the payee as the named Petty Cash Fund custodian with "Petty Cash Reimbursement" as the description. A separate account should be used for payments to the custodian so that the payments may not be identified as payments that may be reportable of Form 1099 or included as compensation. The Payment Request is sent to Accounts Payable for processing a check. If the Petty Cash Fund requires replenishing more frequently than monthly, the Finance Officer should review the activity to determine if there are payments that should have been made through Accounts Payable. The Finance Officer should also review transactions to identify opportunities to consolidate purchases to achieve cost savings or to discover other possible operating efficiencies. If the fund is reimbursed less frequently than quarterly, the Finance Officer should consider the need for the fund or reducing the size of the fund. Repeated violations of petty cash procedures can result in termination of the fund. • approve Budget Amendment #23 for Cooperative Extension Program Fees ($3,600), as follows: 2016-2017 Budget Ordinance General Fund—Budget Amendment #23 Revenues Increase Decrease Sales and Service $3,600 Appropriations Increase Decrease Cooperative Extension $3,600 Capital Contribution to Agri -Business Civic Center Randall Essick, Director/Business Development for Waste Management, said that Waste Management is excited that the Great Oak Landfill is open and that they began accepting waste on January 9th. As part of Waste Management's partnership with the County, they made a commitment to the County for a $750,000 contribution to be used to benefit and enrich the local community once they were open. On behalf of Waste Management, Mr. Essick respectfully recommended to the Commissioners that the dollars be utilized for the future Agri -Business Civic Center. He said they recognize that agriculture has a vital economic impact to the local community and region and the Center will have a lasting impact on the agriculture community and economy of Randolph County, the Triad, and the entire state of North Carolina. Chairman Allen said when he was first appointed to the Board, an agriculture center was being discussed but funding had been an issue. As a result of the Strategic Plan and community partners, there is a feasibility study underway and he looks forward to seeing the project completed. On motion of Frye, seconded by Haywood, the Board voted unanimously to accept the $750, 000 donation to be used toward the Agri -Business Civic Center. Approval of Uwharrie School Prosect 2/6/17 Dr. Stephen Gainey, Superintendent of the Randolph County Schools, explained that Uwharrie Middle School is an underutilized school in the district and sees it as an opportunity to provide another "school choice" option in addition to the Randolph Early College High School. Dr. Gainey said they would utilize available space at Uwharrie Middle School by conversion of the school to grades 6-12. They would begin by adding one high school grade level of 75 students per year starting with the 2017-2018 school year. Having 300 available seats eliminates the major obstacle often associated with projects involving special schools; "a lack of an available facility." They plan to create high -interest specialized instruction around three schools of study for the students: Leadership and Communication, Technology and Design, and Public Service. It would be the first one-to-one technology initiative in the school system. This project parallels the "5th Grade Academy" project at Randleman Middle School from three years ago in terms of using available space to alleviate overcrowding at a school at a cost much lower than building a new school. Dr. Gainey said the Board of Education feels this is an opportunity for students to pursue special learning and technology interests, have new experiences, and also address the "space issue" in the Southwestern zone where it would provide 300 more high school seats. Southwestern Randolph High School is their most crowded school at 104% capacity and has 16 mobile units. He said this project provides a more economical solution to creating more high school seats in the Southwestern zone. The master plan for the school system identified three high schools to be built: Providence Grove High School, Wheatmore High School, and a high school in the Southwestern zone. The "Uwharrie School Project" will cost $410,000, but a new high school would cost around $40 million. Dr. Gainey said they are looking at four budget needs with this project: • Transportation costs, including cost for drivers, for three additional yellow buses to school site $166,500 • Daily after-school activity bus to Southwestern Randolph High School from school site, including cost for drivers, for extracurricular activities such as athletics and marching band $13,860 • $160,000 for 400 Chromebooks for students; $25,000 for teacher technology; $15,000 for MakerSpace Technology $200,000 • Part-time band or chorus teacher $30,000 Dr. Gainey said the County school system has been a good steward of the monies received. They were able to shift students around to vacant space in Randleman Middle creating the Randleman Middle School 5th Grade Academy and spent $185,000 to address the overcrowding at Randleman Elementary School. The amount spent for the Randleman 5th Grade Academy and the request of $410,000 for the Uwharrie School Project to address the overcrowding at Southwestern Randolph High School will equal $595,000. Dr. Gainey said it would have cost $19 million for a new elementary school in the Randleman zone and $40 million for a new high school in the Southwestern zone, which would have been a total cost of $59 million. 2/6/17 Dr. Gainey said he was asked at the January 17th joint meeting if it would be helpful to have the funding for the project approved now instead of waiting until June. He said having a commitment does allow them time to prepare and have personnel and equipment in place to begin the next school year instead of waiting until July to start the process. Commissioner Haywood asked what feedback Dr. Gainey had received since the January 17' meeting. Dr. Gainey replied that he had only received positive feedback and some teachers were excited and have begun to request a move to work within the new program. Commissioner McDowell said he has only heard positive comments. Commissioner Haywood also asked about the number of Chromebooks requested in funding. Dr. Gainey said they would be replacing some existing ones as well as providing them for the new programs. Commissioner Frye asked about the growth rate at the middle school. Dr. Gainey said the rate had been declining. Commissioner Frye then asked about the priority of students being accepted into the program. Dr. Gainey said the first option goes to current eight graders of Uwharrie Middle, then to other feeder schools of Southwestern Randolph High School. If space allows then it will be offered to those who live beyond the zone. Buses will only be available to students in the Southwestern Randolph zone. Finance Office Will Massie reminded the Board, part of the $410,000 request for the Uwharrie project is a one-time capital expense of $200,000 for technology and the remainder is current expense. The County would have to provide funds proportionately to the City Schools and he estimated that amount to be $50,000. To fully fund the request $460,000 would be needed. On motion of Frye, seconded by McDowell, the Board voted unanimously to commit the $410,000 to the Randolph County School Board of Education's Uwharrie School Project and directed the Manager to include the requested funding in the proposed 2017-2018 budget. Voluntary Auricultural District (VAD) Advisory Board Annual Report Cooperative Extension Director Jonathan Black said that in 2016, the Voluntary Agricultural District Board admitted farms totaling 185 acres of land into the program. As a result, Randolph County now has over 18,316 acres of land enrolled in the program. Of this, 15 farms are enrolled in the Enhanced Voluntary Agriculture District with 1,326 acres and 124 farms with 16,990 acres enrolled in the Regular Voluntary Agriculture District. Also in 2016, the VAD Board continued to concentrate on meeting the strategies outlined in the Farmland Preservation Plan for 2011-2012 and 2012-2013. Two agricultural forums were held with other local agencies and organizations including Randolph County Cooperative Extension, VAD Board, Randolph County Schools, Agriculture Education Teachers, Soil and Water, Department of Forestry, Livestock Association, Farm Bureau, Farm Service Agency, and various other organizations to coordinate their agricultural curricula. These forums have resulted in a better understanding of programs available and a better coordination of efforts. The Farm to Table program, created and piloted by Cooperative Extension in Randolph County Elementary schools to 2/6/17 teach first graders where their food comes from, continues to be a great success. The program, which reached 290 first graders, consisted of six lessons and a field trip to A&T State University Research Farm. This program was a direct result of the agricultural forums. He said the Voluntary Agriculture District program has been a popular program with the farmers in the county. Mr. Black thanked the Commissioners for recognizing the value of agriculture and agribusiness in Randolph County by continuing to support the signs and the program. VAD Chairman Kemp Davis also thanked the Board for their continued support of the VAD program. Chairman Allen asked if the program had reached a max since fewer acres were incorporated in the program in 2016. He also asked what was being done to promote the VAD program. Mr. Davis said they were very involved with promoting the need of an agriculture business civic center in 2016 and focus was in that direction. He said one of the goals established for the 2017 Farmland Preservation Plan is to enhance the promotion of the VAD program across the county. He said he feels like the agriculture center is a big piece of helping to promote all the programs of the Cooperative Extension. Randolph County Economic Development Corporation (EDC) Annual Report Bonnie Renfro, EDC President, started by inviting the EDC Board Chairman John Grey to speak. He thanked the Commissioners for their continued support of economic growth and introduced board members who were present. Ms. Renfro said, in 1985, community leaders had the foresight to create a focused effort to promote jobs and investment in the industrial sector of the economy. The County and our cities and towns have sustained the commitment over the years and it has generated beneficial results for citizens. Ms. Renfro presented the EDC's annual report. Thirty four percent of our county's jobs are in manufacturing, which exceeds the national, state and Piedmont Triad average. Projects over the last year have generated $18 million in economic development infrastructure grants for water, sewer, rail, road, and building reuse. The announcement of 442 new jobs (more than double last year's new job number) will generate $14 million in new annual salaries and wages. She said the unemployment rate is 4.6% and considered full employment but there is still underemployment in the county. Randolph County saw $52,340,000 in new taxable capital investment which is more than 450% greater than last year. When that capital is put in place, it will create $342,827 in new annual property tax revenues. The EDC projects have generated $1,021,000 in economic development grants that have been secured for building renovations, water, and sewer. The projects impacted 550,737 square feet of real estate that was either constructed, acquired, or leased by industrial end users. This is a result of 15 projects. She said they have worked on 32 projects, but some are still pending. She said she believed it to be a success that projects were located throughout the county. Ms. Renfro noted that business and project activity have increased substantially since the US and NC elections. 2/6/17 Ms. Renfro also gave an update on the Greensboro Randolph Mega Site progress, as follows: • 1500 acres are owned • Is now a certified site • Infrastructure planning is well underway • Golden LEAF Grant awarded $8.4 million to assist with installation of water and sewer to the site • Duke Energy siting study is completed and a power transmission route has been selected • Roadway planning is underway • Marketing of the site continues. A video has been produced and trips are planned to visit potential domestic and international clients in the coming weeks. Ms. Renfro said she wished to salute the County and City for their partnership in moving the New Century Drive project forward in order to provide additional shovel ready sites. Kevin Franklin, Existing Industry Coordinator, presented the EDC's Existing Business and Industry Report. The EDC recorded a total of 168 visits to 130 different Randolph County companies and a total of 125 assistance referrals to businesses during 2016. He said business to business referrals top the list of requests, followed by the need for training resources and a quality pool of applicants. He said they were able to connect more businesses than ever with educational partners at RCC and the local school systems. Of the companies tracked, the EDC reported total employment of 17,194 full-time workers at 249 companies, a slight decrease from 2015. The list of top ten largest industrial employers across the county saw some change from 2015, with Ultracraft, Prestige Fabricators, and Ace/Avant Concrete Construction replacing Arrow International, Acme -McCrary, and Kayser - Roth in the bottom three slots. Sixty-nine percent of companies reported stable or increased headcounts. He said that despite 31% of businesses reporting a decline in their headcount, 90% of companies cited stable or improved sales and business activity. Mr. Franklin said the primary takeaway is that increased employment trends by themselves can no longer serve as a good indicator of business health. They also saw good expansion activity in 2016 among our existing industries, with projects announced at Jowat Corporation, Lawrence Industries, Pilgrim's Pride, Hafele, and JL Furnishings East. Overall, company management reports increased optimism about business activity in 2017. Many companies have continued to express concern about finding skilled applicants to fill positions. Companies have stated they feel there is a lack of interest in the type of jobs available. Mr. Franklin said they are working with partners at RCC and school systems to craft programs to help address these challenges, with Apprenticeship Randolph being one programmatic example. Commissioner McDowell asked if there had been any decline in employment due to automation. Mr. Franklin said he has not seen automation displacing workers but feels the headcount has decreased because of attrition. 2/6/17 Chairman Allen asked if local companies had moved beyond just surviving. Mr. Franklin said they have begun to see some growth and there is optimism about the future. Commissioner McDowell asked if there is availability of qualified people for local jobs. Mr. Franklin said there are still some challenges but RCC programs and the new Apprenticeship Program are being used to address those issues. Mr. Franklin praised RCC for working with companies to provide training for workers. Ms. Renfro concluded the EDC presentation by saying that after 22 years, this was her last annual report prior to her upcoming retirement. The Board thanked her for her many years of dedication to economic development. Parents as Teachers Prouram Status Chane Library Director Ross Holt said that the library has operated the Franklinville/Ramseur Parents as Teachers (PAT) program under contract for the Randolph County Partnership for Children (RCPC) since 2002. This highly successful program provides a PAT coordinator who each year offers intensive, ongoing educational support for 25-30 at -risk families with preschool children, to help the children develop the skills they need to ensure success when they begin school, and to help parents develop the capability to take the lead role in imparting those skills. It is one of the ways that the library achieves a goal recently articulated in the Randolph County Strategic Plan, to "Encourage educational practices that will lead to an engaged citizenry of lifelong learners who have the ability to change and innovate." He said the PAT program has had a profound impact on the Franklinville and Ramseur communities: over its 14 years, it has served some 200 children and 100 families. Children in the early cohorts are now enrolled in various college programs throughout the state and the early college program. PAT Coordinator Amanda Ratliff has been with the program since its inception; in 2008, Amanda was named one of the nation's top five Parent Educators of the Year by the national Parents as Teachers organization. The PAT coordinator is a county employee, but the program is fully funded by RCPC; the funding comes into the County budget as restricted intergovernmental revenue. No funding from the County is needed. There are two other PAT programs in the county: one in Liberty run by the Randolph County Schools under contract with RCPC, and one in Archdale/Trinity operated by RCPC itself. The Liberty program is not currently operational, as the former coordinator has taken another job in the school system. Two recent events, however, have placed all these programs in jeopardy. Mr. Holt said that RCPC lost a major grant that funded annual operating expenses, and state -mandated outcome measures for local Partnership programs changed in ways that the PAT programs are not currently configured to meet. 2/6/17 On January 20, 2017, the RCPC Board of Directors voted to revamp the PAT programs to reduce costs and better meet state standards. The Archdale/Trinity program will be modified to serve the western half of the county, and the Franklinville/Ramseur program will be modified to serve the eastern half. RCPC has a put out a request for bid to operate each of the programs. Interested parties can bid to run one or the other program, or both. Mr. Holt said the library will certainly bid again for the Franklinville/Ramseur (now eastern Randolph County) program with our existing PAT coordinator. However, RCPC has indicated an interest in having both programs under one roof. Therefore, he requested approval for the library to submit a bid to operate both Parents as Teachers programs. A successful bid would add one employee to the County payroll. There would be no direct cost to the County, as RCPC provides all the funding. The administrative framework to oversee the programs already exists in the library's administration division, so there would be no additional indirect costs. On motion of Haywood, seconded by Kidd, the Board voted unanimously to approve that the Library submit a bid to Randolph County Partnership for Children to operate both Parents as Teachers programs in the County. Approval Purchase of 911 Console Furniture for New 911 Center Emergency Management Coordinator Jared Byrd stated that the current 9-1-1 center has specialized Xybix furniture dispatch consoles that have been a reliable product for the past seven years and will remain in the back-up center. The County has received a quote from Xybix, Inc., to purchase, ship, install and provide warranty for twelve new console furniture positions in the 9-1-1 center at the new Emergency Services headquarters. Xybix furniture offers HGAC (Houston -Galveston Area Council) competitive contract pricing — referral number EOC-7-16. Mr. Byrd asked that the Board consider approval of the purchase of twelve 9-1-1 furniture dispatch consoles from Xybix, Inc., of Littleton, CO, in the amount of $221,593.63. On motion of Frye, seconded by McDowell, the Board voted unanimously to approve the purchase of the 9-1-1 furniture dispatch consoles from Xybix, Inc. for $221,593.63. Approval of Purchase of Salamander ID System Emergency Management Coordinator Jared Byrd stated that in December 2016, Randolph County entered into an agreement with the State of North Carolina to purchase equipment on behalf of the North Carolina Domestic Preparedness Region #6. The agreement specified that Randolph County would facilitate the purchase of accountability software and equipment that will provide the ability to credential, identify, account for, and track all resources at small -to - large scale incidents, events, or emergencies. He said Bridgeway Solutions is the only vendor in NC available for the County to purchase the Salamander software from. There are other companies that do the badging, but this is the software that allows badging and tracking together. 2/6/17 Mr. Byrd said that Salamander is the software the County and the State are currently using. The purpose of the grant the County was given is to increase the interoperability of our county and the 11 -county region. The State of North Carolina will provide 100% reimbursement of the cost, not to exceed $92,137.00. On motion of McDowell, seconded by Kidd, the Board voted unanimously to approve the purchase of Salamander software that allows badging and tracking together from Bridgeway Solutions for $92,136.46. Recommendation of Architect for the Jail Renovation and Addition County Manager Hal Johnson stated that under N.C. laws, the Randolph County Sheriff is delegated responsibility for the operation and maintenance of the County jail. On August 1, 2016, Sheriff Robert Graves updated the County Commissioners on the long -occurring overcrowding concerns at the existing jail facility. In order to further analyze needed additions and possible renovations to the Randolph County Jail, it is necessary to retain a professional architectural/engineering firm that can provide preliminary and final design, bidding -phase services, and construction administration services after final approval of the renovation project by the Board of County Commissioner. N.C. General Statute 143-64.31 requires that a Qualification Based Selection process be used by local governments when selecting an architectural firm for design services. Firms are to be selected based on experience, competence, and qualifications. The County Purchasing Officer posted a Request for Qualifications allowing interested companies to submit qualifications to Randolph County for review by the County Facilities Committee. The following two consulting firms submitted information pertaining to their experience and qualifications: Moseley Architects, Charlotte, N.C. and Little Diversified Architectural Consulting, Durham, N.C. On January 10, 2017, the Randolph County Facilities Advisory Committee, which includes County Commissioner David Allen, Commissioner Darrell Frye, and appointed administrative staff, received presentations from both of these consulting firms pertaining to their unique experience and qualifications. Jail staff and the Sheriff were also present. As required, price or unit cost was not considered by the Facilities Committee during the presentations. As expected, when considering two equally competent, professional and highly regarded architectural firms, members of the Facilities Advisory Committee were evenly divided on which firm should be selected. Mr. Johnson said, as the County Manager, his recommendation to the Board of County Commissioners is that they approve Moseley Architects, 11430 N. Community House Road, Suite 225, Charlotte, N.C., as the firm to provide the preliminary and final design for a possible addition to the Randolph County Jail along with miscellaneous renovations to the existing facility. Mr. Johnson stated that Sheriff Graves concurs with this recommendation. 2/6/17 Moseley Architects has provided facility planning for over 200 local governments. These services were provided for more than 165 jail and correctional facilities in the past ten years, including the majority of North Carolina's recent jail projects. Moseley has provided planning services for many jail and law enforcement facilities that are similar to the challenges facing the Randolph County Jail. Mr. Johnson said, if approved by the Board of County Commissioners, the Commissioner motion should authorize the County Manager to negotiate a fair and reasonable fee for the services to be provided by Moseley Architects. If these negotiations are not satisfactory to the County, the motion would authorize the County Manager to proceed with negotiations with the next firm which is Little Diversified Architectural Consulting. Mr. Johnson said that following the review of needs, conceptual design, and projected cost as determined by Moseley Architects, the Board of County Commissioners can make a final decision on the Jail renovation project. On motion of Frye, seconded by Haywood, the Board voted unanimously to ])approve Moseley Architects as the firm to provide the preliminary and final design for a possible addition to the Randolph County Jail along with miscellaneous renovations to the existing facility, 2) authorize the County Manager to negotiate a fair and reasonable fee for the services to be provided by Moseley Architects and 3) authorize the County Manager to proceed with negotiations with the next firm, Little Diversified Architectural Consulting, if the negotiations with Moseley are not satisfactory to the County. Consider Buduet Meeting Schedule for FY 2017-18 Proposed Budget Assistant County Manager/Finance Officer Will Massie presented the FY 17-18 proposed budget meeting schedule. On motion of Kidd, seconded by Frye, the Board voted unanimously to adopt the following budget meeting schedule for the FY 17-18 proposed budget deliberations: Tuesday, May 30 6:00 - 6:40 p.m. Proposed Budget Presented to Commissioners 6:40 - 7:00 p.m. Asheboro City Schools 7:00 - 7:20p. in. Randolph County Schools 7:20 - 7:40p. in. Randolph Community College 7.40 - 8:00p. in. Sandh ills Mental Health Thursday, June 8 6:00 - 8: 00 p.m. All County Departments Monday, June 12 6:00 — 6:30 p.m. Community Agencies Requesting Financial Assistance 6:30 p. m. Fire Department Presentations Public Hearing on County Budget Monday, June 19 6:00 p. m. Approve Close-out Budget Amendments for FY 16-17 Budget Discussion Adopt School and Fire District Tax Rates 2/6/17 Adopt Fee Schedules Adoption of Final Budget and County Tax Rate Piedmont Triad Regional Development Corporation (PTRDQ Seat Recommendation Commissioner Frye, who serves as President of the PTDRC Board and is the Randolph County "Commissioner Representative on the Board of Delegates," said that the County has an opportunity to make a recommendation for the replacement of the "elected official" seat that Phil Kemp had on the Piedmont Triad Regional Development Corporation Board. The recommendation will go to the PTRDC Board of Delegates for final appointment. Commissioner Frye said he has consulted with the other Commissioners regarding filling the seat for the "elected official seat" to the Board of Delegates. On motion of Frye, seconded by Kidd, the Board voted unanimously to recommend to the PTRDC that Chairman Allen fills the "elected official " seat on the PTRDC's Board of Directors. County Manager's Update County Manager Hal Johnson stated that it is nice to hear so many people referencing the Strategic Plan in their presentations. During the planning process, it was established that the County and City Managers need to go back to meeting regularly to maintain open lines of communication. The County is hosting the first one on February 171h and Mr. Johnson said future meetings would rotate around to other municipalities. They would meet every other month or more if needed. Regional Update Commissioner Frye stated that copies of the Piedmont Triad Regional Council annual report and their report on Randolph County had been provided to each Commissioner. Commissioner Frye stated he would be attending the NACo Legislative Conference beginning February 25th in Washington, DC to develop the NC delegation work plan for federal issues. Commissioner Frye thanked everyone for their support and concern during the loss of his son. Closed Session At 7:52 p.m., on motion of Frye, seconded by Kidd, 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)j Reiular Session Resumed At 8:56 p.m., the Board returned to regular session. Public Hearings Set for Economic Development Incentives On motion of Frye, seconded by Kidd, the Board voted unanimously to set three public hearings for Monday, March 6th at 6:30 p.m. to consider economic incentives for Project Mighty, Project Echo and Petty's Garage. 2/6/17 Adjournment At 8:57 p.m., on motion of Frye, seconded by Haywood, the Board voted unanimously to adjourn. David L. Allen, Chairman Darrell Frye Stan Haywood Maxton McDowell Kenny Kidd Amanda Varner, Clerk to the Board 2/6/17