6:00 pm Call to Order Work Session Chairman or Designee Moment of Silence

Transcription

1 SUGGESTED AGENDA FOR APRIL 18, WORK SESSION FOR WARREN COUNTY BOARD OF COMMISSIONERS in the Armory Civic Center Meeting Room 501 US Hwy 158 Business, East Warrenton, NC :00 pm Call to Order Work Session Chairman or Designee Moment of Silence ITEM # 1 DEPARTMENTAL WRITTEN REPORTS: A. Maintenance / Building & Grounds, Carolyn Boyd, Interim Director B. Memorial Library, Cheryl Reddish, Librarian ITEM # 2 PRESENTATION CODIFICATION PROPOSAL by: R. Frommeyer of American Legal Publishing Corp. & Atty Kingsberry ITEM # 3 TOWN OF WARRENTON CONCERNS Charla Duncan A. ALL SAINTS PROJECT discussed at February Work Session / Meeting B. QUILTERS SQUARE PROJECT update on selected displays ITEM # 4 REQUESTED CONVEYANCE OF COUNTY OWNED PROPERTY to Working Landscapes initial discussion conducted at August 2017 work session / meeting, it was then referred to a future work session / meeting. Requested by Gabe Cummings ITEM # 5 EAST OAKS TOWNHOMES APPROVAL OF ACCEPTANCE OF Conveyance Deed by Macon Robertson, Public Utilities ITEM # 6 P-CARD POLICY By Jamie Holtzman, Finance Officer

2 ITEM # 7 RECOMMENDATIONS FROM COUNTY ATTORNEY A. An Ordinance Establishing a Moratorium on All Terrain Vehicle (ATV) Racing Parks B. Revised Policy for Board/Committee Appointments/Re-Appointments & Board/Committee Activities; * Proposed agenda / schedule for Board/Committee Orientation (Clerk) * Review boards/committees without Commissioner oversight (Clerk) C. Resolution Authorizing the County of Warren to Engage in Electronic Payments as defined by NCGS D. Social Media Policy and Retention Services ITEM # 8 RECOMMENDATIONS FROM COUNTY MANAGER A. Summary of Budget Preparations to Date B. Buck Springs Biking Trial - Plan Developed by Economic Development C. Personnel Committee Research D. EDA Grant FY 17 Economic Development Assistance Program Application, E. USDA RDBG Grant Application Changes F. Golden Leaf Grant Amendments ITEM # CENSUS PLANNING by Angelena Kearney-Dunlap, Clerk ITEM # 10 ADJOURN APRIL 18, 2018 WORK SESSION / MEETING

3 April 18, 2018 WORK SESSION / MEETING ITEM # 1-A (pg 1 of 2) DEPARTMENTAL WRITTEN REPORT: Maintenance / Building & Grounds Carolyn Boyd, Interim Director

4 ITEM # 1-A (pg 2 of 2) Maintenance / Building & Grounds

5 April 18, 2018 WORK SESSION / MEETING ITEM # 1-B (pg 1 of 7) DEPARTMENTAL WRITTEN REPORT: Memorial Library Cheryl Reddish, Librarian

6 ITEM # 1-B (pg 2 of 7) Memorial Library

7 ITEM # 1-B (pg 3 of 7) Memorial Library

8 ITEM # 1-B (pg 4 of 7) Memorial Library

9 ITEM # 1-B (pg 5 of 7) Memorial Library

10 ITEM # 1-B (pg 6 of 7) Memorial Library

11 ITEM # 1-B (pg 7 of 7) Memorial Library

12 April 18, 2018 WORK SESSION / MEETING ITEM # 2 PRESENTATION CODIFICATION PROPOSAL (Materials provided in a separate ) by: R. Frommeyer American Legal Publishing Corp. & County Attorney Kingsberry

13 April 18, 2018 WORK SESSION / MEETING ITEM # 3-A ALL SAINTS CHURCH PRESERVATION PROJECT Initial discussion conducted during February 15, 2018 Work Session / Meeting, item is now presented for further discussion and Board direction. (60 paged document is provided in separate .) By: Charla Duncan and Committee members

14 April 18, 2018 WORK SESSION / MEETING ITEM # 3-B (pg 1 of 4) QUILTERS SQUARE PROJECT Initial discussion conducted during June 2017 Work Session / Meeting, item is now presented for Board update / review. By: Charla Duncan and Committee members Subject: updated design plan for Quilters Lane sculpture behind Tax office Angelena and Robert- Attached are the conceptual drawings for the Quilters Lane sculpture piece that will go on the square behind the Tax building. One image is from the front, one from above, and one shows how it might be used by people. It's an interactive piece. Here's a bit of explanation from the artist: The green 2 diameter tubular vine intertwines and goes underground to be supported with clips to a concrete base. Each end holds a speaking/listening funnel shaped 5 peddled yellow Rose of Sharon flower (one height for children and one for adults. Taken from Betty s quilt design and resting in the center of the vine are two lavender dragonflies with cream-colored, wire mesh covered outstretched wings. The five concrete stepping stones have the Rove of Sharon in the center and 8 connecting Carolina Lily patterns radiating out. Showed uncolored but intended to reflect the colors in the quilt pattern. There are a number of ways to create these patterns in the concrete discs that can involve the public (stones, glass, or ceramic tiles pieces embedded in the wet concrete) perhaps conducted with students over the course of the summer. It takes 2 weeks for the cement to cure once they are poured and the pattern embedded. As I understand it, we are allowed to move forward by the County board. However, checking in on next steps as you suggest. We are hoping to do an installation event on June 2. Thanks! Charla

15 ITEM # 3-B (pg 2 of 4) QUILTERS SQUARE PROJECT

16 ITEM # 3-B (pg 3 of 4) QUILTERS SQUARE PROJECT

17 ITEM # 3-B (pg 4 of 4) QUILTERS SQUARE PROJECT

18 April 18, 2018 WORK SESSION / MEETING ITEM # 4 (pg 1 of 3) REQUESTED CONVEYANCE OF COUNTY OWNED PROPERTY TO WORKING LANDSCAPES Initial discussion was conducted at August 2017 work session / meeting, it was then referred to a future work session / meeting. By: Gabe Cummings Working Landscapes

19 ITEM # 4 (pg 2 of 3) REQUESTED CONVEYANCE OF COUNTY OWNED PROPERTY TO WORKING LANDSCAPES

20 ITEM # 4 (pg 3 of 3) REQUESTED CONVEYANCE OF COUNTY OWNED PROPERTY TO WORKING LANDSCAPES Resolution Conveying Personal Property By Private Sale WHEREAS, Warren County has the authority to convey property pursuant to N.C.G.S. 159A-176, and; WHEREAS, N.C.G.S. 160A-279 states that a County may, in lieu of or in addition to an appropriation of funds, convey real or personal property it owns, by private sale, to any non-profit entity (Agency) which carries out a public purpose, and; WHEREAS, in such conveyance, the County shall attach covenants and/or conditions that assure that said property will be put to a public use by the recipient Agency, and; WHEREAS, notice of this private sale has been published pursuant to N.C.G.S. 160A-267. NOW THEREFORE BE IT RESOLVED BY THE WARREN COUNTY BOARD OF COMMISSIONERS THAT: The Warren County Board of Commissioners hereby orders the County Manager (or designee) to dispose of and convey, by private sale, surplus items, including two produce dicing machines, two produce dicing machines, two refrigerated shipping containers, two walk-in coolers, a forklift, a three-basin sink, a phase converter, an air conditioning system (including air handler and heat pump), and a pallet jack to Working Landscapes, a 501c3 nonprofit organization based in Warren County. Agency shall pay Warren County $1.00 for said items. Said property shall be used by Agency for public purposes, in accordance with its mission statement in serving the public, as required by N.C.G.S. 160A-279. ADOPTED this the 18 th day of April WARREN COUNTY BOARD OF COMMISSIONERS

21 April 18, 2018 WORK SESSION / MEETING ITEM # 5 (1 of 7) EAST OAKS TOWNHOMES Approval of Acceptance of Conveyance Deed Authorize Chairman to sign document if approved. By Macon Robertson, Director Public Utilities

22 ITEM # 5 (2 of 7) EAST OAKS TOWNHOMES Approval of Acceptance of Conveyance Deed

23 ITEM # 5 (3 of 7) EAST OAKS TOWNHOMES Approval of Acceptance of Conveyance Deed

24 ITEM # 5 (4 of 7) EAST OAKS TOWNHOMES Approval of Acceptance of Conveyance Deed

25 ITEM # 5 (5 of 7) EAST OAKS TOWNHOMES Approval of Acceptance of Conveyance Deed

26 ITEM # 5 (6 of 7) EAST OAKS TOWNHOMES Approval of Acceptance of Conveyance Deed

27 ITEM # 5 (7 of 7) EAST OAKS TOWNHOMES Approval of Acceptance of Conveyance Deed

28 April 18, 2018 WORK SESSION / MEETING ITEM # 6 (1 of 4) P-CARD POLICY By Jamie Holtzman Finance Officer

29 ITEM # 6 (2 of 4) P-CARD POLICY

30 ITEM # 6 (3 of 4) P-CARD POLICY

31 ITEM # 6 (4 of 4) P-CARD POLICY

32 April 18, 2018 WORK SESSION / MEETING ITEM # 7-A RECOMMENDATIONS FROM COUNTY ATTORNEY AN ORDINANCE ESTABLISHING A MORATORIUM ON ALL TERRAIN VEHICLE (ATV) RACING PARKS WHEREAS, all terrain vehicle (ATV) racing parks have been operating within Warren County producing objectionable levels of noise, traffic, litter, and/or other manifestations that may have an adverse effect on the health, safety, and welfare of the citizens of Warren County and has raised serious concerns; and WHEREAS, examples of these concerns include, but are not limited to the following: A. Traffic and road safety; B. Noise pollution; C. Alcohol use of spectators; D. Youth supervision; E. Lack of County licensing and regulation; F. Safety of participants, particularly youth; G. Littering and pollution; and WHEREAS, without appropriate planning and regulation on the part of Warren County, ATV parks and their operation may negatively impact the public health, safety, and welfare of the Citizens of Warren County and negatively impact certain property values and enjoyment of property within Warren County; and WHEREAS, Article 6 of Chapter 153A of the North Carolina General Statutes, (N.C. Gen. Stat. 153A-121), authorizes counties by ordinance to define, regulate, prohibit, or abate acts, omissions, or conditions detrimental to the health, safety, or welfare of its citizens and the peace and dignity of the county; and to define and abate nuisances; and WHEREAS, the Board of County Commissioners of Warren County has, pursuant to N.C. Gen. Stat. 153A-121, the authority to regulate businesses and prohibit those that are nuisances or that may be inimical to the public health, welfare, safety, order, or convenience; and WHEREAS, while appropriate County controls and regulations are considered and implemented the County may enact moratoria of reasonable duration. NOW, THEREFORE, BE IT ORDAINED, that the Board of County Commissioners of Warren County hereby places a moratorium on the operation of ATV parks within Warren County for a period of ninety (90) days following the moratorium s adoption. During the duration of this moratorium, the Board will consider the impact of ATV parks, including those upon economics, tourism, recreation, health, welfare, safety, property values, and the environment, and take specific steps to address concerns. This ordinance becomes effective upon its adoption on this 18 th day of April, 2018.

33 April 18, 2018 WORK SESSION / MEETING ITEM # 7-B (pg 1 of 6) RECOMMENDATIONS FROM COUNTY ATTORNEY Revised Policy for Board/Committee Appointments/Re-Appointments & Board/Committee Activities: See revised paragraphs: 3 on page # 1 6b on page #2 7 on page # 2

34 ITEM # 7-B (pg 2 of 6) RECOMMENDATIONS FROM COUNTY ATTORNEY Revised Policy for Board/Committee Appointments/Re-Appointments & Board/Committee Activities:

35 ITEM # 7-B (pg 3 of 6) RECOMMENDATIONS FROM COUNTY ATTORNEY Revised Policy for Board/Committee Appointments/Re-Appointments & Board/Committee Activities:

36 ITEM # 7-B (pg 4 of 6) RECOMMENDATIONS FROM COUNTY ATTORNEY Revised Policy for Board/Committee Appointments/Re-Appointments & Board/Committee Activities:

37 ITEM # 7-B (pg 5 of 6) Revised Policy for Board/Committee Appointments/Re-Appointments & Board/Committee Activities: Proposed agenda / schedule for Board/Committee Orientation

38 ITEM # 7-B (pg 6 of 6) Revised Policy for Board/Committee Appointments/Re-Appointments & Board/Committee Activities: Review boards/committees without Commissioner oversight EDC Tourism Board (created by Tourism Plan several years ago) Coop Ext Food Council (created by Commissioners resolution) YSB One on One Board of Directors (no resolution creating board) Boards/Committees that prefer no term limits: Kerr-Tar Workforce Development Regional Board Local Emergency Planning Committee (LEPC) membership consists of emergency responders and related fields, meets two times a year Child Fatality Board EMS Peer Review & Education Committee, membership is very specific Committees with special circumstances: E-911 Commission, created and conducted by Sheriff s office Citizens Advisory Council, 2 per voting district selected by commissioner, districts IV & V have a vacancy

39 April 18, 2018 WORK SESSION / MEETING ITEM # 7-C RECOMMENDATIONS FROM COUNTY ATTORNEY Resolution Authorizing the County of Warren to Engage in Electronic Payments as defined by NCGS

40 April 18, 2018 WORK SESSION / MEETING ITEM # 7-D RECOMMENDATIONS FROM COUNTY ATTORNEY SOCIAL MEDIA POICY AND AGREEMENT (Materials provided in a separate )

41 April 18, 2018 WORK SESSION / MEETING ITEM # 8-A RECOMMENDATIONS FROM COUNTY MANAGER

42 April 18, 2018 WORK SESSION / MEETING ITEM # 8-B (pg 1 of 2) RECOMMENDATIONS FROM COUNTY MANAGER Buck Springs Biking Trail Plan developed by Warren County EDC Construction with assistance from Lake Gaston Outfitters, Town of Warrenton Buildings and Grounds, Warren County Building and Grounds Trail will not use gravel but remain natural. Small trees will be cut and larger trees trimmed to create pathway. Accessible to walkers when not in use by cyclists. 3.5 miles long Moderate trail for mountain bikers, 18 to 24 inches wide. One-way traffic with signage at beginning of trail and on turns throughout the trail. Signage paid from bootstrapping -- donations or available funds. Trail design by Bryan Burnside, a well-known and national mountain bike trail designer, recognized by the International Mountain Bike Association. Design work donated. Town of Warrenton labor donated. If trail completed by June 1, then will be fastest developed trail in US. Cyclists spend more per capita than many other tour groups (Oregon Transportation Research and Education Consortium. Amenity for many millennials.

43 ITEM # 8-B (pg 2 of 2) Buck Springs Biking Trial Plan Developed by Economic Development

44 April 18, 2018 WORK SESSION / MEETING ITEM # 8-C RECOMMENDATIONS FROM COUNTY MANAGER

45 April 18, 2018 WORK SESSION / MEETING ITEM # 8-D (pg 1 of 10) RECOMMENDATIONS FROM COUNTY MANAGER EDA Grant FY 17 Economic Development Assistance Program Application

46 ITEM # 8-D (pg 2 of 10) EDA Grant FY 17 Economic Development Assistance Program Application

47 ITEM # 8-D (pg 3 of 10) EDA Grant FY 17 Economic Development Assistance Program Application

48 ITEM # 8-D (pg 4 of 10) EDA Grant FY 17 Economic Development Assistance Program Application

49 ITEM # 8-D (pg 5 of 10) EDA Grant FY 17 Economic Development Assistance Program Application

50 ITEM # 8-D (pg 6 of 10) EDA Grant FY 17 Economic Development Assistance Program Application

51 ITEM # 8-D (pg 7 of 10) EDA Grant FY 17 Economic Development Assistance Program Application

52 ITEM # 8-D (pg 8 of 10) EDA Grant FY 17 Economic Development Assistance Program Application

53 ITEM # 8-D (pg 9 of 10) EDA Grant FY 17 Economic Development Assistance Program Application

54 ITEM # 8-D (pg 10 of 10) EDA Grant FY 17 Economic Development Assistance Program Application

55 April 18, 2018 WORK SESSION / MEETING ITEM # 9-E (1 of 3) RECOMMENDATIONS FROM COUNTY MANAGER Economic Development Administration Broadband Grant Opportunity Grant Application Request USDA Community Connect Grant Program Summary County Manager is requesting authority to submit a grant application on behalf of the county to the USDA for up to $3,000,000 to be used to help fund broadband expansion. This application will be directly linked to the adopted broadband development plan submitted to the BOC in the April Work Session. The grant application requires a 15% match. The maximum commitment and match amount by the county would be $450,000 if successfully awarded $3,000,000 by USDA. The match would be taken from unrestricted fund balance upon successful award. Justification This grant deadline is May 14, 2018 and funding may or may not be available again at this time next year. The required match of 15% is very small compared to other grant situations. $3,000,000 in successful grant funding would allow the county to proceed quickly with the initial rollout phase of broadband

56 ITEM # 9-E (2 of 3) Economic Development Administration Broadband Grant Opportunity

57 ITEM # 9-E (3 of 3) Economic Development Administration Broadband Grant Opportunity

58 April 18, 2018 WORK SESSION / MEETING ITEM # 9-F (pg 1 of 5) RECOMMENDATIONS FROM COUNTY MANAGER Goldenleaf Grant Amendments (12 paged document provided an a separate .)

59 ITEM # 9-F (pg 2 of 5) Goldenleaf Grant Amendments

60 ITEM # 9-F (pg 3 of 5) Goldenleaf Grant Amendments

61 ITEM # 9-F (pg 4 of 5) Goldenleaf Grant Amendments

62 ITEM # 9-F (pg 5 of 5) Goldenleaf Grant Amendments

63 April 18, 2018 WORK SESSION / MEETING ITEM # CENSUS PLANNING By Angelena Kearney-Dunlap Clerk to the Board Complete Count Committee (CCC) R.Davie, D.Formyduval, S.Beatty, E.Hilliard & AKDunlap Year % of county reported Municipalities: Macon 68%, Norlina 56%, Warrenton 17% Year % of county reported Municipalities: Macon 75%, Norlina 48%, Warrenton 74% For every person not counted, we lose federal funds in the amount of $1,623 annually. Year 2020 Census will be conducted by internet. The CCC has begun meeting to plan how we can get the word into all the County to respond when the Census Post Card is mailed. We need community assistance in locating people that usually do not respond. In 2019 efforts will be made as follows: notices on utility bills and other mailings from the County, posters hung in strategic spots, announcements at church and civic functions, and committee member sharing information in the community. Census day - April 1, 2020.

64 April 18, 2018 WORK SESSION / MEETING ITEM # 11 ADJOURN APRIL 18, 2018 WORK SESSION / MEETING