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090688RANDOLPH COUNTY BOARD OF COMMISSIONERS MINUTES SEPFEMBER 6, 1988 The Randolph County Board of Commissioners met in regular session at 11:00 a.m. on September 6, 1988 in Courtroom B, Courthouse, Asheboro. Commissioners Frye, Langley, Davidson, Petty and Comer were present. On motion of Petty, seconded by Comer, the Board voted to go into executive session to discuss real estate acquisition. The Board came out of executive session at 12:05 p.m. and recessed until 2:00 p.m. At 2:00 p.m. the Board reconvened regular session. On motion of Langley, seconded by Comer, the Board approved the minutes of the August 1, 22, and 30 meetings. Purchase of Real Estate On motion of Davidson, seconded by Petty, the Board voted to authorize the County to accept the offer of KPS Associates as set forth in The Shelton Companies' letter of August 29, 1988, to Darrell L. Frye, Chairman of the Randolph County Board of Commissioners. Acceptance is contingent upon the following: Commitment to a contribution of $750,000 cash and other personal property from Sara Lee Corporation; and the County's ability to secure satisfactory financing approved by the N.C. Local Government Commission. Chairman Frye announced that the County did not exercise its option on the Gold Hill property. He said that financing on the KPS property may be arranged through an installment or lease purchase agreement, but would not include funds for jail construction. Proclamation for Virginia King's Retirement On motion of Comer, seconded by Petty, the Board adopted a proclamation in honor of Virginia King's retirement. A copy of the proclamation is included by reference. Agricultural Extension Service County Extension Chairman Talmadge Baker introduced new agent Duane Hardin, who will be working primarily in the area of field crops. Mr. Baker advised the Board that Randolph County may file for disaster relief because of the drought. The matter is still under study. Mr. Baker presented a new book published by the N.C. Association of County Agricultural Agents, entitled North Carolina Agriculture From The Mountains To The Sea. This publication was compiled for the a.ssociation's.national convention held in Charlotte recently and is a unique publication in this state. Mr. Baker presented copies to the Board, county manager, county attorney, library director, and superintendent of each school system. County Schools: Wastewater Treatment Facilities George Fleetwood, Superintendent of County Schools, told Commissioners that the County Schools have a serious problem with 10 of their 11 wastewater treatment facilities being out of compliance with state standards on waste water discharge limits. Because of the major expenditures that will be involved in upgrading these systems, the Board of Education felt that the County Commissioners should be made aware of the problem. He explained that the County Board of Education has negotiated waste water discharge limits with the Department of Natural Commissioners Minutes September 6, 1988 Page 2 Resources and Community Development, Division of Environmental Management, through a Special Order of Consent which gives them 8 years to upgrade the systems. Bob Trogdon, Assistant Superintendent, explained that when these systems were installed, no permits were required and there were no regulations. They have estimated a cost of. $125,000-$150,000 per system for upgrading, which means a total of $1,250,000-$1,500,000 over the next 8 years. Renovation of each waste water system will be coordinated with renovation of each school. Purchasing Policy and Proceudres Revisions .Patty Sykes, Purchasing Agent, reported recent changes in state law (SB1585) which change the limits for formal and informal bidding, effective August 1, 1988. These changes are as follows: • G.S. 143-128. Separate prime contractors. Now required when the total cost of a building project is $100,000 or more (up from $50,000). Any branch may be combined with another if its estimated cost is less than $10,000 (up from $5,000). • G.S. 143-129. Normal bid limits. New threshold for formal bids on purchase contracts is $20,000 (up from $10,000). Bid deposit. Governing boards now authorized to waive the 5% bid deposit on formal purchase contracts (but not on those for construction and repair) between $20,000 and $100,000. • G.S. 143-129 and G.S. 44A, Article 3. 'Performance and laborers and materialmen's bond. These now required on construction contracts over $50,000 (up from $30,000) if a single contract, and on those over $15,000 (no change) when project involves two or more contracts whose sum exceeds $50,000 (up from $30,000). • G.S. 143-131. Informal bid limits. Threshold for informal bidding now $5,000 (up from $2,500) for construction and repair contracts and for purchase or lease - purchase contracts for apparatus, supplies, materials or equipment. Top limit is the threshold for formal requirements. Thus the informal range is now $5,000- $50,000 for construction and repair, and $5,000-$20,000 for purchases. • G.S. 160A -266(b). Private negotiation and sale of personal property. May now be used for sale of personal property with a value of less than $10,000 (up from $5,000). Mrs. Sykes explained that the current Purchasing Policy allows the Purchasing Agent to approve purchases less than $2,500; the County Manager, purchases $2,500 - $10,000; and County Commissioners must approve purchases of $10,000 and over. With the threshold for informal bidding range moving from $2,500 - $10,000 to $5,000 - $20,000, the Board may wish to reflect these higher limits in the sections dealing with authority to award bids. authorize the Purchasing Agent to On motion of Langley, seconded by Davidson, the Board voted to/waive or require bid deposits on formal purchase contracts between $20,000 and $100,000 as deemed appropriate by the Purchasing Agent, and voted to leave the limits on authority to award bids as they are now. On motion of Davidson, seconded by Comer, the Board voted to make the neces- sary changes in the Purchasing Policy and Procedures to reflect the changes in State law as outlined above. All the pages of the policy on which changes occurred are included by reference, with changes highlighted in yellow. Commissioners Minutes September 6, 1988 Page 3 Award Food Stamp Bid Mrs. Sykes informed the Board that on August 16, 1988, sealed bids were opened for the direct mail issuance of food coupons. Bids were received as follows: Cost Containment, Inc. (CCI) Raleigh, NC Financial Exchange Co. (F.E.) Cleveland, Ohio .55 per issuance $5,940.00 .39 per issuance $4,212.00 .43 per issuance $4,644.00 F.E. proposed two options. The lower bid.depends on the.state supplying monthly issuance data on magnetic tape. The higher bid depends on the state supplying this information on a hardcopy listing. Mrs. Sykes pointed out several factors to be considered when comparing the 2 -proposals. There could be major expenses involved with any on-site visits to F.E: and long-distance phone calls. The County would have to contract with an auditor to audit food stamp inventories at F.E. The State of North Carolina funds and performs audits when an in-state firm is used but will not perform this service for an out-of-state firm. The State also cannot assure us that they can provide F.E. with magnetic tapes. Additionally, there would be problems with expedites and dailies, which would have to be called in or sent by express mail, either at extra expense. The County has had an excellent experience with CCI in the past 3 years. Mrs. Sykes recommended that the contract be awarded to CCI and that the performance bond requirement be waived. On motion of Davidson, seconded by Langley, the Board voted to award the bid to Cost Containment, Inc. and to waive the performance bond requirement. Recl_a_ssifica.tion of Social Services Position Sara Baker, Personnel Officer, advised the Board that in 1988 State Personnel conducted a classification of the Social Worker and Eligibility Specialist classes. Martha Sheriff's position was incorrectly classified as Social Work Program Manager, Grade 72, which was presented in the 1988-89 budget. Regional Personnel has reclassified this position to County Social Services Program Administrator, Grade 74. Mrs. Baker requested that the Board allow this position be reclassified effective July 1, 1988. On motion of Comer, seconded by Petty, the Board approved the reclassifica- tion of Martha Sheriff's position to Social Services Program Administrator II, effective July 1, 1988. Road Assessment Policy Pat Jennings, who has spearheaded an effort to get SR 2281 paved by County road assessment with citizen participation, came before the Board to get a clarification on the interest the County would charge and the time period allowed for payback. On motion of Petty, seconded by Langley, the Board voted to finance SR 2281 at 8% interest, with a payback period of 3 years. D.O.T. Additions On motion of Langley, seconded by Petty, the Board approved two additions to the State System of Roads. Resolutions are included by reference. Special Meeting The Board set a special meeting date of October 10 at 7:00 p.m. to hear rezoning requests. Commissioners Minutes September 6, 1988 Page 4 CDBG Public Hearing The Board set 3:30 p.m. on October 3, 1988, as the time and date for a public hearing to close out the County's Community Development Block Grant. Request For Countywide Leash Law Rose McNeill of Trinity Heights told the Board that her neighborhood has many problems with dogs that run loose. She asked the Board to consider adopting a countywide leash law. Rezoning Public Hearing At 4:00 p.m., the Board held a duly advertised public hearing on rezoning requests. Hal Johnson, Planning Director, presented the following requests: 1. Susan P. White, Franklinville, is requesting that approximately 9 acres of land located on the north side of Highway 64 approximately 2 mile past SR 2469, Columbia Township, be rezoned from Residential Agricultural to Highway Commercial/Conditional Use. It is the desire of the applicant to use the property for recreational putt -putt (miniature golf) and related activities to the facility. The Planning Board voted 5/2 to recommend approval with a 50' natural buffer zone of evergreens and all existing foliage to be maintained around the perimeter. 2. Gary R. Dobbins (owner) and Britt Realty (agent), High Point, are requesting that approximately 4 acres of land located on the east side of Highway 62 across from Trinity Baptist Church, Trinity Township, be rezoned from Resi- dential Agricultural to Light Industrial. It is the desire of the applicant to use the property for industrial development. The Planning Board recom- mended unanimously that this request be denied. 3. Richard Stockner, Asheboro, is requesting that approximately 4 acres of land located on the southeast corner of intersection Highway 64/SR 2605, Franklin- vi_lle Township, be rezoned from Residential Agricultural to Highway Commer- cial (Zoning Map I781). It is the desire of the applicant to use the property for corrmlercial development. The Planning Board recommended unani- mously that the request be denied. Comments - Request #1 Pelger Leviner, Rt. 2, Box 503, Ramseur, neighbor, had concerns over trash blowing in his yard. Alton Allen, neighbor, voiced concerns over the appearance of the proposed usage. Comments - Request #2 Paul Barnes, Britt Realty, Archdale, spoke for his client who wants to purchase this property to build an upholstery shop on. He said this location would not be desirable for a. residential building because it is so close to I-85. Thomas Bolden, trustee of Trinity Baptist Church, said the church members had voted unanimously and signed a petition requesting the Commissioners to deny this request. They have concerns over the severe traffic problems of the area now. North Loflin, area resident, also opposed on grounds of traffic problems. Commissioners Minutes September 6, 1988 Page 5 Richard Young, area resident, had concerns about traffic and possible expansion of the proposed shop. R. L. Welborn, area resident, said the shop would not be in keeping with the residential nature of the area. Virginia Campbell, who owns a photo studio near the site, said the rezoning would destroy the residential agricultural character of the area. Barbara Wyatt, neighbor, was concerned about noise from the shop. Comments - Request #3 Richard Stockner, applicant, supported his request, saying that there is already a lot of business development in that area. He said he has no specific plans for the property. Peggy Robins, Rt. 6, Box 175, said she and other residents want the area to remain residential. J.W. Wilson, Rt. 6, Box 87, Asheboro and chairman of the trustees of the church next to the property in question, said the church opposes this rezoning request. Crystal Hopkins, Rt. 1, Box 333, opposed because of extra traffic. No one else spoke. Chairman Frye declared the public hearing closed. Action on Rezoning Requests On motion of Langley, seconded by Davidson, the Board denied the request of Susan P. White. On motion of Davidson, seconded by Comer, the Board denied the request of Gary R. Dobbins. On motion of Davidson, seconded by Comer, the Board tabled the request of Richard Stockner until a more specific use for the property is known. Amendments to Zoning and Subdivision Ordinances Hal Johnson, Planning Director, presented proposed changes to the zoning amendments that were presented at public hearing on August 22, 1988. Mr. Johnson said t1ae new amendments were developed after input received at the public hearing and would provide the County Commissioners with rare flexibility in rezoning land for major subdivisions where housing is compatible wit -h neighboring residences. Mr. Johnson summarized the proposed changes as follows: r A. Make two changes in the Class A Mobile Home definition to require 1200 sq. ft. minimum size and to allow only a permanent masonry foundation in major subdivisions in Residential Restricted areas. B. Redefine the definition of Residential -Agricultural Zoning District to emphasize that this district is designed for low density rural/agri- cultural use and that Residential Restricted areas are primarily suburban in character. C. Permit major subdivisions only in Residential Restricted or Mixed Residential Zoning Districts. Permitted uses in Residential Restricted Zoning Districts are site built or Class A double -wide manufactured Commissioners Minutes September 6, 1988 Page 6 houses on permanent masonry foundations. Permitted uses in Mixed Residential Zoning Districts are site built homes, double -wide or single -wide (Class A & B) manufactured homes. Mr. Johnson said that these amendments would require that major subdivisions, regardless of housing type, go through the rezoning process prior to development. On motion of Langley, seconded by Comer, the Board approved the following amendments to the Randolph County Unified Development Ordinance: 1. On Page_I-6, under the definition of Manufactured Home, Class A: in (d) delete the words "curtain wall or" and add a new section (f) to read "A minimum of 1,200 square feet of interior space." 2. On Page I-10, under the definition of Subdivision: in Major Subdivision add the words "with six (6) or more lots and/or" and in Minor Subdivision add the words "with 5 or fewer lots and/or". 3. On Page II -6, under R -A Residential Agricultural District: add the sentence, "Land uses in this district are primarily agrarian and rural." 4. On Page II -6, under RR -Residential Restricted District: add the sentence, "This district is primarily suburban in character." 5. On Page II -6, under RM Mixed Residential District: delete the words "medium density" and "provided"; change the word "providing" to "pro- vided"; and add the words "medium density development is permitted" and add the words "made available". 6. On Page II -16, Table of Permitted Uses: add. "Mobile home (manufactured housing) in major subdivision Class A (allowed in RR) and Class A or B (allowed in RM)" and add "Mobile home (manufactured housing) in minor subdivision Class A (allowed in RA and RR) and Class A or B (allowed in RA)". 7. On Page II -20, Table of. Permitted Uses: add "Subdivisions, Major -- Conventional homes, Class A manufactured housing (allowed in RR), Conventional homes, Class A and B manufactured housing (allowed in RM);". and add"Su.bdivisions, Minor (allowed in RA, RR, and RM)". On motion of Langley, seconded by Davidson, the Board approved the following amendments to the Randolph County Unified Development Ordinance: 1. On Page III -5, under Sec. 2a: at the end of the second paragraph, add the sentence, "The developer shall also provide written information as to the type of development, time stages of development and the estimated time of completion for the development." 2. On Page III -5, under Sec. 2a: at the end of the third paragraph, add the words, "and provide the school superintendent with a development letter stating the type of development, time stages of development and the estimated time of completion." Commissioners Minutes September 6, 1988 Page 7 All the pages of the ordinance on which changes occurred are included by reference, with changes highlighted in yellow. Appointments: Piedmont Triad Regional Water Authority On motion of Comer, seconded by Petty, the Board reappointed Bob McDuffie to a three-year term on the Piedmont Triad Regional Water Authority. Appointments: Criminal Justice Advisory Coma2ittee On motion of Davidson, seconded by Comer, the Board appointed the following people to the Criminal Justice Advisory Committee: Frank Willis, Robert Mason, Larry Emerson, Dwight Heath, William Neely, Richard Toomes, Russell Walker, Steve Bulla, Garland Yates, Ed Gavin, Nancy Coble, Lynda Skeen, Robert Todd, two representatives from the Bar Association (to be designated by their president), and all five Commissioners. Appointments: Jail Technical Advisory Committee On motion of Petty, seconded by Comer, the Board appointed Frank Willis, Robert Mason, Larry Emerson, and Dwight Heath to the Jail Technical Advisory Committee. Budget Amendments On motion of Davidson, seconded by Petty, the Board approved a budget amendment to reflect the following increases in state funding: $11,789 (LSCA grant) to the Randolph Public Library, $3066 (Crisis Intervention Program) to the Department of. Social Services, and $1,500 (Family Planning Program) to the Public Health Department. A copy of the budget amendment is included by reference. Adjournment On motion of Davidson, seconded by Comer, the Board adjourned.