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031918Special Meeting - March 19, 2018 The Randolph County Board of Commissioners met in special session at the Randolph County Historic Courthouse, 145 Worth St., Asheboro, to consider the items from their regular meeting agenda due to the weather cancellation of the March 12th regular meeting. A special meeting notice was duly published including items to be considered. Commissioners Allen, Frye, Haywood, Kidd and McDowell were present, as well as, County Manager Hal Johnson; Assistant County Manager/Finance Officer Will Massie; County Attorney Ben Morgan; Associate County Attorney Aimee Scotton; Clerk to the Board Amanda Varner and Deputy Clerk to the Board Dana Crisco. Dr. Bob Shackleford gave the invocation and everyone recited the pledge of allegiance. Amendment to Consent Agenda Chairman Allen announced that Item K. Budget Amendment 2018 Timber Receipts on the Consent Agenda had been amended and each Commissioner had a copy for review. Mr. Massie had received an email that the initial reported amount was incorrect for Timber Receipts. The Federal Timber Receipts program distributes revenues to counties that contain federal land. These distributions are to be used for public education. The receipts are allocated to the two school systems based on their ADM percentages. Previously: Randolph County Schools 78.76% $8,170.99 Asheboro City Schools 21.24% $2,203.55 New: 1/1 (Tue.) Randolph County Schools 78.76% $7,631.70 Asheboro City Schools 21.24% $2,058.12 Chante to Consent Agenda Commissioner Kidd asked that Item L Approve Request to Increase Stipend Compensation for the Asheboro City School Board of Education be removed from the Consent Agenda for separate consideration. Consent Agenda On motion of McDowell, seconded by Haywood, the Board voted unanimously to approve the Consent Agenda, as amended and as follows: • approve Board of Commissioners regular meeting minutes of 2/5/18, special meetings of 2/8/18 and 2/22/18; • approve 2019 Holiday Schedule (same as State schedule), as_ follows: Holiday County* Library New Year's Day 1/1 (Tue.) 1/1 (Tue.) M. L. King Jr. 's B -day 1/21 (Mon.) 1/21 (Mon.) Easter / Good Friday 4/19 (Fri.) 4/19 (Fri.) 3/19/2018 Memorial Day 5/27 (Mon.) 5/27 (Mon.) Independence Day 7/4 (Thur.) 7/4 (Thur.) Labor Day 9/2 (Mon.) 9/2 (Mon.) Fall Festival (Asheboro Library Only - CLOSED) 10/5 (Sat.) Veterans' Day 11/11 (Mon.) 11/11 (Mon.) Celebration of Seagrove Potters 11/16 (Sat.) (Seagrove Library Only CLOSED) 11/28&29 11/28&29 Thanksgiving (Thur. & Fri.) (Thurs. & Fri.) 12/24, 12/25, 12/26 12/24 (Tue.) CLOSED; Christmas (Tue.-Thur.) 12/25 (Wed.) CLOSED; 12/26 (Thur.) OPEN • appoint Robert Lawler to the Adult Services Planning Committee; • reappoint Suzanne West, Alice Dawson, and Marian Auman to the Randolph County Adult Care Home Community Advisory Committee; • approve Budget Amendment #26 for additional Law Enforcement Restricted Funds to cover costs of equipment upgrades and additions to the shared aircraft above initial bid, as follows: 2017-2018 Budget Ordinance General Fund—Budget Amendment #26 Revenues Increase Decrease Appropriated Fund Balance Law Enforcement Restricted Funds $ 7,500 Appropriations Increase Decrease Sheri $ 7,500 Decrease • approved Budget Amendment #27 for Building Reuse Grant Engineered Steel Products, as follows: 2017-2018 Budget Ordinance General Fund—Budget Amendment #27 Revenues Increase Decrease Restricted Intergovernmental $125,000 Transfer from Economic Development Reserve $ 6,250 Appropriations Increase Decrease Other Economic & Physical Development $131,250 3/19/2018 • approve Resolution of Support for DOT to eliminate their use of the US Hwy 311 name through Randolph County (no change for Randolph County Road Name), as follows: RESOLUTION SUPPORTING THE PROPOPSED ELIMINATION OF THE NAME US 311 IN RANDOLPH COUNTYB Y NCDOT WHEREAS, the NC Department of Transportation has requested consideration by the Randolph County Board of Commissioners for support of termination of the designation of US 311 within Randolph County as US 311 predominately runs concurrent with Interstate 74 from Winston Salem, through Guilford and Randolph Counties to its terminus at 173 in Randleman; and WHEREAS, it has been determined by NC Department of Transportation that the continued use of the name US HWY 311 by 9-1-1 and addressing can be allowed for SR1009 and SR2270 through Randolph County from South Main Street in Archdale to HWY 311 EXT in Randleman. NOW, THEREFORE, BE IT RESOLVED that the Randolph County Board of Commissioners formally supports their request. • approve Pawn Broker License for County Pawn, LLC,- adopt LC;adopt Proclamation Honoring Uwharrie Charter Academy as State 1-A Wrestling Champs, as follows: HONORING UWHARRIE CHARTER ACADEMY HIGH SCHOOL WRESTLING TEAM AS THE 2018 NORTH CAROLINA HIGH SCHOOL ATHLETIC ASSOCIATION'S ]-A STATE CHAMPION WHEREAS, the Uwharrie Charter Academy Wrestling Team, on Saturday, February 17, 2018, earned the title of North Carolina High School Athletic Association State 1-A High School Wrestling Champions with a 115.5-110.5 victory over Rosewood, at the Greensboro Coliseum, Greensboro, NC; and WHEREAS, ten Uwharrie Charter wrestlers qualified for State: Hayden Waddell, Josh Poteat, Adam Robins, Caleb Bryant, Nick Menjivar, .Terry Jimenez, Branson Lambert, Bailey Parks, Isaiah Martin, and Dylan Jones; led by Head Coach Chris Waddell and Assistant Coach Eric Soto; and WHEREAS, Uwharrie Charter's wrestlers and coaches have created a positive image for their peers and the citizens of Randolph County and surrounding areas and have demonstrated the teamwork and dedication necessary to produce a successful season; and WHEREAS, Uwharrie Charter was led by the first place finish of Hayden Waddell, in the 113 lb. category of the North Carolina State 1-A wrestling championship series; and WHEREAS, Josh Poteat assisted the team taking a second place finish in 120-1b., with Caleb Bryant placing third in 138-1b., Nick Menjivar placing third in 145-1b., Bailey Parks placing third in 170-1b., Isaiah Martin placing third in 182-1b., and Dylan Jones placing fourth in 195-1b.; and WHEREAS, Uwharrie Charter Academy has exhibited athletic ability and great sportsmanship, both on and off the mat, thereby bringing pride and 3/19/2018 recognition not only to the team itself, but also to Randolph County and its citizens. NOW, THEREFORE, BE IT PROCLAIMED that the Randolph County Board of Commissioners officially acknowledges the talents, skills, teamwork, sportsmanship and successes of the Uwharrie Charter Eagle's Wrestling Team, the 2018 North Carolina High School Athletic Association State 1-A Wrestling Champions, and, on behalf of our citizens, does hereby extend this expression of our pride in this prestigious milestone. • approve Budzet Amendment #28 for 2018 Timber Receipts. as follows: 2017-2018 Budget Ordinance General Fund—Budget Amendment #28 Revenues Increase Decrease Restricted Intergovernmental $ 9,690 Appropriations Increase Decrease Education $ 9,690 Increase Stipend for Asheboro City School Board of Education Commissioner Kidd asked to be recused from the vote on Item I. which had been previously removed from the Consent Agenda to be addressed separately. • approve Request to Increase Stipend Compensation (NCGS 115C-38) for the Asheboro City School Board of Education (would match Randolph County Schools), as follows: Compensation (per month) Chairperson $400 Membership $300 On motion ofFrye, seconded by McDowell, the Board voted 4-0 to allow Commissioner Kidd to be recused from voting on Item I. based on NCGS 153A-44. On motion of Frye, seconded by McDowell, the Board voted 4-0 to increase stipend compensation (NCGS 115C-38) for the Asheboro City School Board of Education, as presented. Special Recognition – State Wrestling Champions Chairman Allen also recognized the Uwharrie Charter Academy Wrestling Team for winning the 1-A State Wrestling Championship and presented them with a Proclamation recognizing their accomplishments. Chairman Allen recognized 2018 State Wrestling Champions and a Certificate of Recognition was presented to each on behalf of the Board. Hayden Waddell from Uwharrie Charter Academy won the State 1-A/113 lb. class and Michael Smith from Asheboro High School won the State 3-A/220 lb. class. Special Recognition – Ira McDowell Portrait County Manager Hal Johnson stated that Randleman Mayor Bucky Jernigan recently presented a portrait of former Randolph County Board of Commissioners Chairman Ira L. 3/19/2018 McDowell to Randolph County. Ira McDowell served as Chairman of the Randolph County Board of Commissioners from 1956 to 1970. At that time, his 14 years of service as Board Chairman was the longest in Randolph County Commissioner history. On August 4, 1980, the Randolph County Board of Commissioners (Commissioners Richard Pugh, Richard Petty, Kenyon Davidson, and Thurman Hogan) voted to name the newly constructed complex of County office buildings located on South Fayetteville St., Asheboro, N.C., the Ira McDowell Center and approved a resolution honoring Ira McDowell for his dedication and loyal leadership to Randolph County. Mr. Johnson recommended that the new portrait of Ira McDowell be placed in the Department of Public Health with an appropriate public dedication. Public Comment Period Pursuant to N.C.G.S. § 153A-52.1, Chairman Allen opened the floor for public comment and closed it after hearing no comments. Detention Center Expansion and Renovation County Engineer Paxton Arthurs stated that the County is ready to move into the next phase of the Detention Center project and introduced Moseley Architects representatives. Dan Mace, Jason Hopkins, and Todd Davis of Moseley Architects gave an update on the Detention Center. They have worked with the Sheriff and staff to develop these plans. They spoke of the scope of work to be done which will increase the number of beds available and include additions and renovations to update the facility to current day standards. An approximate cost of $16.6 million was given for the project. They are now ready to proceed into the bidding phase of this project. Commissioner Frye asked if there would be a large pool of bidders. Mr. Hopkins said since there was no prequalification, he hoped that the response would be good. Chairman Allen inquired if the contingency would be sufficient to cover the changes in costs for aluminum and steel. Mr. Hopkins responded that there should be enough added to cover such costs. Commissioner Frye commented that when the Detention Center was originally designed, the Board had chosen to use pods which would be much more flexible for future renovations and additions. Mr. Mace commended him and that Board on that foresight. Chairman Allen asked about housing for special populations. Mr. Hopkins stated that Pod G was being renovated for that population. Commissioner Haywood asked how many additional officers would be needed for the expanded facility. Mr. Davis said that a staffing analysis had not been done yet but there would be additional staff needed. Mr. Arthurs requested that the Board approve the design and authorize the County to proceed with the bidding of this project. 3/19/2018 On motion of Kidd, seconded by Frye, the Board voted unanimously to approve the design and authorize proceeding with the bidding of the Detention Center expansion project. Presentation and Approval of Schematic Design for Agri -Business Center County Manager Hal Johnson commented that this Board had been confronted with more capital projects at one time than any other Randolph County Board of Commissioners. Next, he spoke about the potential agri-business center. He stated that a conceptual site design proposal for an agri-business center provided by HH Architecture was included in the agenda packet. It reflected options for development that would reduce costs while still allowing the proposed agri- business center to be constructed at a level that would meet the needs of agriculture and the Randolph County community. The current plan reflects areas of the 104 -acre site that could be used for future commercial development. He said it is essential for this project to be an active "public-private partnership" because the size of the 104 -acre tract would provide opportunities for the County to consider long-term leases that could support the development of hotels, restaurants, and related facilities. This income could provide the reoccurring funding sources that would be necessary to operate the agri-business center. Mr. Johnson said that during the February 22, 2018, annual planning retreat, the Commissioners indicated that they would consider taking the full project, estimated at $55 million, to a November 2018 bond referendum. In order to prepare for the referendum and provide the public with more information concerning the proposed project, it is necessary to begin the architectural schematic design phase of the project. HH Architecture Principal and Lead Architect Kristen Hess presented an update. She discussed the conceptual site plan and gave an estimate of $55 million for the agri-business center project. She stated the next phase would be the schematic design. Chairman Allen asked about potential seating capacity in the arena. Chris Riley, Architect at HH Architecture, responded that it would be between 3000 and 4000. Commissioner McDowell questioned if this facility could potentially accommodate the needs for graduations. Dr. Shackleford responded with an estimate of the number of seats Randolph Community College graduations normally need and mentioned that a facility with air conditioning was necessary. Chairman Allen stated that this facility would have sufficient seating for a variety of events but wouldn't compete with other local facilities. Commissioner Kidd commented that he wanted a variety of stakeholders to be included in the future phases of the project. On motion of McDowell, seconded by Haywood, the Board voted unanimously to approve the contract amendment for the schematic design of the agri-business center, related Budget Amendment #29 from the General Fund, and Budget Amendment #1 to the Randolph County Agri -Business Civic Center Capital Project Ordinance, as follows: 3/19/2018 2017-2018 Budget Ordinance General Fund—Budget Amendment #29 Revenues Increase Decrease Appropriated Fund Balance $250,000 Appropriations Increase Decrease Transfer to Agri -Business Center $250,000 2017-2018 Budget Ordinance Randolph County Agri -Business Civic Center Capital Project Ordinance #1 Revenues Increase Decrease Transfer from General Fund $250,000 Appropriations Increase Decrease Professional Services $250,000 Approval of Design for Northgate Complex County Engineer Paxton Arthurs stated that, in January, Robert Carmac with Smith Sinnett Architecture presented a plan to renovate the Northgate Office Complex for use by the Board of Elections, the Day Reporting Center, and Randolph County Probation and Parole to the Commissioners. The cost for this renovation work was estimated at $3,774,156. Last month at the Commissioner's Planning Retreat, Finance Officer Will Massie presented a financial plan that would enable the County to move forward with the renovation of all three of these spaces. Mr. Arthurs gave a review of the project and requested the Board approve the proposal from Smith Sinnett Architecture to allow them to proceed with the design, bidding, and construction administration of the renovation to the Northgate Office Complex for a fee of $349,000 and authorize the County Manager to sign the amended associated contract. On motion of Frye, seconded by Kidd, the Board voted unanimously to approve the proposal from Smith Sinnett Architecture allowing them to proceed with the design, bidding and construction administration of the renovation to the Northgate Complex, and authorize the County Manager to sign the amended associated contract. Adoption of Capital Proiect Ordinance Finance Officer Will Massie stated in order to account for all costs related to the renovation of space for Elections, Adult Day Reporting Center, and Probation and Parole offices in the Northgate Complex, a multi-year capital project fund should be established, separate from the General Fund. G.S. 159-13.2 states "a project ordinance authorizes all appropriations necessary for the completion of the project and neither it nor any part of it need be readopted in any subsequent fiscal year." He said the County can primarily finance this project through a transfer from the General Fund. There are some residual funds left in the Emergency Services Headquarters and Animal Shelter projects as well. Future revenues and expenses will be budgeted as the project develops. Once the design and bidding phases are complete and we have actual contractor bids in hand, the 3/19/2018 Commissioners will adjust the final budget for the project. This will allow the whole project to be funded at once as opposed to funding it in smaller increments. Mr. Massie requested the Board of Commissioners adopt the Capital Project Ordinance to account for the costs related to this project, and approve the related Budget Amendments to transfer resources from the General Fund and the Emergency Services Headquarters and Animal Shelter projects. Chairman Allen commented that he would like to see some of the Waste Management money used to match grant funding in upcoming years. On motion of Frye, seconded by McDowell, the Board voted unanimously to adopt the associated Capital Project Ordinance and approve the related Budget Amendments to transfer resources, as follows: BE IT ORDAINED by the Board of the Randolph County Commissioners that, pursuant to section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project ordinance is hereby adopted. - Section 1. The project consists of the renovation and upgrades to Northgate Plaza, primarily to relocate the Board of Elections, Adult Day Reporting Center, and Probation and Parole offices. The Northgate renovation is hereby authorized as a capital project with revenues and expenditures projected for the duration of the project. Section 2. The officers of Randolph County are hereby authorized to proceed with the capital project in accordance with all General Statutes ofNorth Carolina and within terms of the contracts approved by the Randolph County Board of Commissioners. Section 3. The following amounts are appropriated for expenditures for the capital project: Professional services $ 350,000 Construction 3,800,000 TOTAL: $ 4,150, 000 Section 4. The following amounts are anticipated to be available to complete this capital project: Transfer from General Fund $3,700,000 Transfer from Capital Project Funds Emergency Services Headquarters 323,000 Animal Shelter 127,000 TOTAL: $ 4,150, 000 Section 5. The Finance Officer is hereby directed to maintain within the Capital Project Fund sufficient specific detailed accounting records to satisfy the requirements of General Statutes ofNorth Carolina. 3/19/2018 Section 6. Funds may be advanced from the General Fund for the purpose of making payments as due. Reimbursement should be made in an orderly and timely manner. Any advances between fiscal years must be approved by the Board of Commissioners. Section 7. This Capital Project Ordinance shall be entered in the minutes of the Board of the Randolph County Commissioners and after adoption copies of this Ordinance shall be filed with the finance officer, the budget officer, and the clerk to the board. Section 8. This Capital Project Ordinance is adopted on March 19, 2018 and shall continue in effect until the project is completed. 2017-2018 Budget Ordinance General Fund—Budget Amendment #30 Revenues Increase Decrease Appropriated Fund Balance $3,700,000 Appropriations Increase Decrease Transfer to Northgate Capital Project $3,700,000 Decrease 2017-2018 Budget Ordinance Emergency Services Headquarter Capital Project Budget Amendment #7 Revenues Increase Decrease Sales Tax Reimbursements $145,000 Interest on Investments $39,000 Appropriations Increase Decrease Transfer to Northgate Capital Project $323,000 Furniture and Fixtures $44,764 Contingency $183,764 2017-2018 Budget Ordinance Animal Shelter Capital Project Budget Amendment #4 Revenues Increase Decrease Sales Tax Reimbursements $10,000 Interest on Investments $9,000 Appropriations Increase Decrease Transfer to Northgate Capital Project $127,000 Construction $108,000 AUUroval of Resolution SunnortinLy a Statewide Referendum – Public School BuildinLy Bond Act County Manager Hal Johnson said at the February 22, 2018, planning retreat, there was a great deal of discussion of the many capital improvement projects and related financing options being considered by the Board of County Commissioners. Currently, Randolph County has school capital needs of over $89 million. 3/19/2018 HB 866/SB542 - The NC School Bond referendum, referred to as the Public School Building Bond Act, is currently being considered by the legislature. This Bond would invest $1.9 billion to begin addressing critical needs of public schools across North Carolina. It is estimated that Randolph County could receive $33,750,458 to address some of these needs. Approximately $26,601,006 from a successful Bond vote would be allocated to Randolph County Schools and $7,149,452 to Asheboro City Schools. The NC School Bond would have a major impact on Randolph County's ability to finance capital improvement projects as outlined during the February Board of Commissioners planning retreat. Mr. Johnson asked the Board to consider a resolution urging the North Carolina General Assembly to approve HB866 calling for a statewide referendum on the November 2018 ballot. It would allow Randolph County and school districts across North Carolina to better meet critical school facility needs. Commissioner Frye commented that this was the number one legislative goal for the NCACC. On motion of Frye, seconded by Haywood, the Board voted unanimously to adopt a resolution supporting the NC School Bond HB8661SB542, as follows: SUPPORTING A STATEWIDE REFERENDUM ONA BOND ISSUE FOR SCHOOL FACILITYNEEDS WHEREAS, based on information from the school districts and counties, the Department of Public Instruction reported in 2016 that North Carolina's public schools need about $8.1 billion to pay for new school facilities, maintenance and renovations; and WHEREAS, the 2016 report, also known as the Statewide Facility Needs Survey, found that 118 new schools are needed across North Carolina. Fifty are needed immediately, and sixty-eight are needed in three to five years; and WHEREAS, besides new construction, 1,560 schools need renovations to comply with safety and building code requirements and to address deferred maintenance, 459 schools need additions for new classrooms; and WHEREAS, a priority goal of the North Carolina Association of County Commissioners is to support legislation to provide state assistance to meet school construction needs caused by increased enrollment and mandated reduction in class size, through a statewide referendum on a bond issue; and WHEREAS, the Statewide Facility Needs Survey also showed that construction costs are increasing, from a base of $136 per square foot in 2005 to $194 per square foot in 2015 and interest rates and construction costs are still rising; and WHEREAS, deteriorating facilities, which distract from learning, impacts achievement and we need to ensure public school facilities are conducive to study; and WHEREAS, counties in both urban and rural areas are faced with high costs for renovations and repairs to update and make the older buildings safe; and WHEREAS, counties have limited options to raise revenue to pay for school construction; and 3/19/2018 WHEREAS, because counties lack sufficient sources of funding for school facilities, the state has responded in the past by approving statewide school construction bonds to address needs nearly once per decade; and WHEREAS, a statewide bond is urgently needed to help address the staggering shortfall in funding for construction, repairs, and renovations at public school facilities throughout North Carolina because outstanding needs are estimated to exceed $8.1 billion; and WHEREAS, Randolph County has school capital needs of over $89 million; and WHEREAS, it is estimated that Randolph County could receive $33,750,458 toward the shortfall of school capital needs; and WHEREAS, the NC School Bond - HB 866/SB542- would invest $1.9 billion to begin addressing these critical needs all across the state. NOW, THEREFORE BE IT RESOLVED, the Randolph County Board of Commissioners urges the North Carolina General Assembly to call for a statewide referendum on the November 2018 ballot which is referred to as the Public School Building Bond Act (HB866/SB542) so that school districts across North Carolina are better able to meet urgent facility needs. FURTHER BE IT RESOLVED that copies of this resolution be transmitted to the members of the General Assembly representing Randolph County and to all 100 counties in North Carolina. Approval of Contract Between the Sheriffs Office and NC Zoo for Services Sheriff Graves stated, that in the wake of unfortunate incidents across the United States, safety and security have become a primary concern for places where large groups of people gather. He explained that the NC Zoological Park had requested "experienced" full-time Deputy Sheriffs to provide security for visitors and employees throughout the park. A copy of the contract was provided to the Commissioners in their agenda packets for review. The term of this contract is for three years from the date of execution and may be terminated by either parry with a 60 -day notice. If the contract is terminated before the third anniversary date of March 26, 2021, Randolph County Sheriff's Office will be responsible for reimbursing the parry a proportionate amount of the then current value of the equipment and vehicles by a ratio of the time remaining on the contract. If the contract is not renewed or terminated before the anniversary date, these three additional positions will be dissolved or absorbed by the Department. Sheriff Graves requested an additional three Deputy Sheriff positions at pay grade 164 / step 12. He explained that once services begin, the North Carolina Zoological Park will pay an initial equipment and vehicle payment of $39,768 per deputy for a total amount of $119,304. The salaries and fringe benefits for each Deputy Sheriff are $56,265 for a total amount of $168,795. All of the above costs will be reimbursed within the first year of the contract. Invoicing will be performed after each month of service. For the second and third year of the contract, the North Carolina Zoological Park will continue to pay ongoing salaries and fringe benefits along with $2,000 for recurring expenses per deputy. This will cover additional uniforms, repairs to equipment and vehicle maintenance. This comes to $58,265 per deputy for a total amount of $174,795. 3/19/2018 Sheriff Graves said the Department's goal is to ensure a safe and more secure setting for the North Carolina Zoological Park, as well as the surrounding community. He asked the Commissioners to consider the contract, add three additional Deputy Sheriff positions to the Department, and authorize the County Manager to sign the contract. Pat Simmons, Zoo Director, spoke about the increasing need for safety at the Zoo. She said that the funding would come out of the Zoo's budget, not from the State's budget. Commissioner Frye asked about whether the deputies would all work at the same time. Sheriff Graves said that there would be two of the three deputies at all times who would work on staggered schedules. On motion ofHaywood, seconded by Frye, the Board voted unanimously to approve the addition of three Deputy positions to the Sheribrs Office, approve the contract between the Sheriffs Office and the NC Zoo for providing the services of the three officers, authorize the County Manager to sign the contract presented, and approve the associated Budget Amendment #31, as follows: 2017-2018 Budget Ordinance General Fund—Budget Amendment #31 Revenues Increase Decrease Sales and Services $175,569 Appropriations Increase Decrease Sheri $175,569 Update on Regional Consolidated Services Programs Krystal Parks, Executive Director of Regional Consolidated Services, gave updates on the Head Start Program, Home Care Program, and Workforce Innovation and Opportunity Act (WIOA) at the NCWorks Career Center. Head Start served 164 children and their families located in Asheboro, Randleman, and Ramseur. The Home Care Program provided services to elderly adults with homemaker/home care services that enable them to remain in their homes rather than face confinement in a nursing facility. The WIOA provided job services to 1921 individuals and 218 local employers. Mr. Johnson asked how many employees that Regional Consolidated Services had. Ms. Parks replied that 103 people were directly employed with them. ReLyional Partnership Workforce Development Board Annual Report James Bain, Director, Regional Partnership Workforce Development Board, gave updates regarding job training and placement programs at the NCWorks Career Center where employment services are provided to assist adults, dislocated workers, and youth. He said that the center was now certified in five Career Pathways; healthcare/nursing, nursing & allied health, advanced manufacturing, aviation, and transportation and logistics. He gave some data on employment in Randolph County. He also spoke of a success for a young man in the community that was highlighted in the report. Approval of Amendments to the Fire Services Advisory Council By-laws 3/19/2018 Fire Marshal Erik Beard stated that the Randolph County Fire Service Advisory Council met on January 25, 2018, and voting members unanimously approved a motion to forward the by-law changes to the Randolph County Board of Commissioners for consideration. The first change was to remove High Point Fire Department and Thomasville Fire Department as automatically appointed voting members of the Council. Both of these departments have very small response areas within the County and rarely would any action or policy change taken by the Council have an impact on these departments. The Chiefs of both departments were contacted and were in full agreement with the proposed changes. Both Chiefs were advised that they would continue to be included in the correspondence of the Council and are welcome to attend future meetings. The second change suggested was the addition of verbiage to clarify who may represent the department as a voting member in the absence of the Chief. The verbiage simply allows a Chief Officer of the department to represent his/her department for voting purposes in the absence of the Chief. The Chief may also send someone other than a Chief Officer if notification is given to the Council Chair, Vice Chair, or Secretary prior to the meeting. On motion of Frye, seconded by Haywood, the Board voted unanimously to approve the amendments to the Randolph County Fire Service Council By-laws, as presented. Approval of Contract with the Town of Franklinville for Operations of the Franklinville Library Library Director Ross Holt said the Randolph County Public Library is a cooperative venture between County government and the municipal governments in the cities and towns where libraries are located, under the general leadership of the County library. The relationship between the County library and individual municipal libraries may change over time as local needs change. The Town of Franklinville has requested that the County take over operation of the John W. Clark (Franklinville) Public Library on July 1, 2018. The town has agreed to provide and maintain the library facility, continue its existing expenditure for the library, and cover the added costs associated with County operation of the library. Any additional costs to the County are modest and will be absorbed in the existing Public Library budget. The Franklinville Board of Commissioners approved the proposed agreement at their meeting on February 13Th and Mayor Conner has signed the contract. Mr. Holt requested the Board of Commissioners consider the agreement for County operation of the Franklinville Library, and authorize Chairman Allen to sign the contract. The agreement will add one 24-hour/week benefitted part-time position and one 10-hour/week auxiliary part- time position to the County Pay Plan. County operation of the Franklinville Library will result in both immediate and long term benefits to the people in the library's service area as a result of more robust library services, especially in the area of materials and programming for children. This initiative supports several goals in the Randolph County Strategic Plan, including the Well -Being goal E2, "encourage educational practices that will lead to an engaged citizenry of lifelong learners." 3/19/2018 On motion of Kidd, seconded by Haywood, the Board voted unanimously to approve the contract with the Town ofFranklinville for operations of the Franklinville Library. Reclassification of Library Position Library Director Ross Holt stated that the County Personnel Policy provides departments with two types of regular part-time positions to help meet staffing needs. Auxiliary part-time positions offer no benefits; due to state retirement regulations, employees in these positions can work no more than 999 hours per year (under 20 hours per week). Benefitted part-time positions offer the retirement benefit; employees in these positions can work up to 1,500 hours per year (29 hours per week or less). The Asheboro library has two auxiliary part-time Office Assistant II positions in the Administration division. One of these positions provides support for the Business Manager. The other provides daily courier service among the libraries. The staff member in the courier position, James Durham, is retiring on March 29th after 12 years with the library. It has been determined that one staff member with the additional hours provided by a benefitted part-time position can do both jobs. Therefore, Mr. Holt proposed to eliminate the courier position (no. 8199015 — grade 104/5) and reclassify the remaining position (no. 8199004 — grade 104/base) as a benefitted part-time position. Combining the two auxiliary part-time positions into one benefitted part-time position will save the County $3,985 per year in salary/benefit costs. Reclassifying the position requires Board of Commissioner approval; therefore, Mr. Holt requested approval to reclassify position no. 8199004 to benefitted part-time at grade 104/5 effective April 1, 2018. On motion of Haywood, seconded by Kidd, the Board voted unanimously to combine the two auxiliary part-time Office Assistant II positions into one benefitted part-time position and reclassify position no. 8199004 at grade 10415, and effective April 1, 2018. Approval to Purchase Election Equipment Elections Director Melissa Johnson stated that the Randolph County Board of Elections is requesting the approval of the Sales Order Agreement between Election Systems & Software, LLC ("ES&S") and Randolph County for the purchase of 20 voting tabulators. These tabulators are specifically model DS200 digital image scanners with ballot boxes along with other required components. ES&S is the only elections equipment vendor certified by the State of NC. She said capital funding for this equipment was included in the fiscal year 2017-2018 budget. The total purchase price of $100,902.50 includes a trade-in allowance of $11,782.50 for the current, outdated tabulation equipment. Elections has purchased 15 of these same tabulators over the past two years and the addition of these 20 tabulators will fulfill the County's need for new tabulation equipment for an estimated 10 -plus years. They plan to use this new equipment in all 22 voting precincts during the May 8, 2018, Primary Election. 3/19/2018 On motion of Frye, seconded by Kidd, the Board voted unanimously to approve the purchase of 20 voting tabulators from Election Systems and Software for $100,902.50 including trade-in allowance. Update on the Access to Care Study Public Health Director Susan Hayes said, in May 2017, the Public Health Department requested funding through Strategic Planning Implementation for an assessment regarding access to healthcare and health equity in Randolph County. As a result, in December 2017, a four month project was completed by the North Carolina Institute for Public Health at UNC Chapel Hill. Ms. Hayes gave a brief summary of the Needs Assessment and Health Equity Data Analysis for Randolph County. The goal of this assessment was to gain an understanding of the health care needs and key health disparities in Randolph County and to develop strategies to improve access to health care and health equity for all, with a special emphasis on vulnerable populations. The project used a three tiered approach and included an analysis of who in Randolph County seeks health care and where they receive it, an inventory of county health care resources, and interviews with 16 key informants and four focus groups. A few key findings included: 1. One fifth of our population is uninsured; 2. Substance abuse and mental health stigma and lack of resources remain barriers; 3. Children and elderly are vulnerable populations where we have opportunities to improve services and meet needs; 4. We have work to do around health equity and cultural competency which was identified as a concern through interviews and focus groups. Ms. Hayes said the full report will be placed on the Randolph County website for review and they will be "using the findings to create strategies to make our community healthier." Approval of Refund of Excise Tax Aimee Scotton, Associate County Attorney, stated that on January 30, 2018, in a letter to Randolph County Register of Deeds Krista Lowe, the law office of Stegall & Clifford, PLLC requested the refund of excise tax paid on a deed that was erroneously filed in Randolph County. The deed should have been filed in Guilford County; the excise paid on this property to Randolph County was $575.00. North Carolina General Statute 105-228.37 governs the refund of overpayment of tax. This statute requires that a taxpayer requesting a refund must file a written request for said refund with the Board of County Commissioners within six months after the date that the tax was paid. Within 60 days after this request, the Board of County Commissioners must review the request and hold a hearing to make a decision on the refund. If the Board finds that the refund is due, the Board shall refund the County's portion of the tax. Ordinarily, before the tax is refunded, the taxpayer must record a new instrument reflecting the correct amount of tax due. In this case, since no tax was due, before the tax is refunded, the taxpayer must record a document stating that no tax was owed because the instrument being corrected was recorded in the wrong county. This document which must include the names of the grantors and grantees and the deed book and page number(s) of the instrument(s) being corrected was originally filed in the Randolph County Registry on January 29, 2018. 3/19/2018 Since no excise tax was due in Randolph County and this deed was simply recorded in the wrong place, Ms. Scotton asked for authorization to refund the request by the law office of Stegall & Clifford, PLLC in the amount of $575.00. On motion of Kidd, seconded by McDowell, the Board voted unanimously to approve the refund of $575 to Stegall & Clifford, PLL Cfor the overpayment of excise tax. Amendment to New Business Item N Memo - Dollar Amount Chairman Allen announced there was an error in the total of New Business Item N.- Consider Purchase of HVAC System for Jail and that a replacement memo had been presented for consideration. Approval of New HVAC System for Detention Center Sheriff Graves requested approval of expenditure of funds to replace an existing HVAC unit at the jail. The current HVAC unit has been operating since the opening of the jail in 1996. Their maintenance supervisor Darren Johnson has exhausted all resources to keep the current system working properly for the past 22 years. Sheriff Graves said that during the last year, they encountered significantly more issues with this unit and feel it needs to be addressed before the situation deteriorates any further. He explained that if approved now, they can allocate a purchase order to solidify our intentions with Brady Parts, Inc. The current estimated waiting period for the HVAC system is eight weeks. It was verified that if they can receive the unit by May W', the unit can be installed no later than May 31"prior to the heat of the summer. In cooperation with Brady Parts, Inc. and U.S. Communities a cooperative purchasing program they managed to receive lower pricing for the new unit. Brady Parts, Inc. has been a long-term provider of preventative maintenance for the Randolph County Jail. The cost of the overall project comes to $88,636.00; this covers the full installation of the unit and additional subcontracting requirements. The cost of this project is covered under their current budget, so no further funding will be needed. Sheriff Graves asked the Board to approve the expenditure of current funds for the purchase of the HVAC system. On motion of Frye, seconded by Kidd, the Board voted unanimously to approve the purchase of the HVAC system with current funds. County Manager Update County Manager Hal Johnson advised the Board that County Finance Officer/Assistant County Manager Will Massie was elected President of the North Carolina Finance Officers Association for the 2018/2019 year. He said this is not only an honor for Mr. Massie, but also reflects highly on Randolph County Government. Mr. Johnson said that as part of our commitment to serving the community, Randolph County Government has provided opportunities for meeting locations that can be used by our community organizations, agencies, and groups. No formal facility use policies have been adopted by the Board of Commissioners. He said the County Facilities Committee is currently working on policies and procedures that will be designed to allow usage of County facilities but 3/19/2018 also ensure protection and orderly use. Recommendations from the County Facilities Committee will be presented for Commissioners' consideration at a future meeting. Mr. Johnson also told the Commissioners that as of February 26, 2018, Randolph County was 239 years old. The first Court of Pleas was held in Randolph County on March 8, 1779, 239 years ago! Regional Update Commissioner Frye gave an update on the NACo conference that he had attended in Washington, DC. Chairman Allen stated he had met with Clean Energy Technology. He said he had spoken to Mr. Johnson about the County considering guidelines or creating a solar farm ordinance. He also spoke of his trip to the White House with other elected officials from North Carolina. Adjournment At 8:38 p.m., on motion ofFrye, seconded by Kidd, the Board voted unanimously to adjourn. David Allen, Chairman Darrell Frye Stan Haywood Maxton McDowell Kenny Kidd Dana Crisco, Deputy Clerk to the Board 3/19/2018