NORTHAMPTON COUNTY REGULAR SESSION December 1, 2014

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1 NORTHAMPTON COUNTY REGULAR SESSION December 1, 2014 Be It Remembered that the Board of Commissioners of Northampton County met on December 1, 2014 with the following present: Robert Carter, Fannie Greene, Virginia Spruill, Chester Deloatch, and Joseph Barrett Others Present: Kimberly Turner, Scott McKellar, Michelle Nelson, and Katherine Parker Agenda Work Session: A 10-minute work session was held to discuss today s agenda items. Chairman Carter called upon County Manager Kimberly Turner for input. Ms. Turner had two changes to the agenda. Item number three, Indirect Cost Auditors, was eliminated from Tab seven under Mrs. Dot Vick, Finance Officer s report. Ms. Turner added Mrs. Cathy Allen, Tax Administrator s report on the 2015 Property Listing Period Extension under her Management Matters. Mr. Carter asked the board members if they had any other concerns with the agenda. There were no concerns. Regular Session: Chairman Carter called the meeting to order, welcomed everyone, and announced when citizens could make comments. Commissioner Barrett delivered the Invocation and the Pledge of Allegiance was recited. Approval of Regular Session Minutes for November 17, 2014: A motion was made by Chester Deloatch and seconded by Virginia Spruill to approve the Regular Session Minutes for November 17, Question Called: All present voting yes. Motion carried. Approval of Emergency Meeting Minutes for November 21, 2014: A motion was made by Virginia Spruill and seconded by Chester Deloatch to approve the Emergency Meeting Minutes for November 21, Question Called: All present voting yes. Motion carried. Approval of Closed Session Minutes for November 21, 2014 A motion was made by Fannie Greene and seconded by Joseph Barrett to approve the Closed Session Minutes for November 21, Question Called: All present voting yes. Motion carried.

2 Approval of Agenda for December 1, 2014: A motion was made by Joseph Barrett and seconded by Chester Deloatch to approve the amended Agenda for December 1, Question Called: All present voting yes. Motion carried. Approval of 2015 Commissioners Meetings Calendar A motion was made by Virginia Spruill and seconded by Chester Deloatch to approve the 2015 Commissioners Meetings Calendar. Question Called: All present voting yes. Motion carried. Swearing In of Elected/Re-elected Commissioners Mr. Robert Carter, Mrs. Fannie Greene and Mr. Chester Deloatch were re-sworn in as Commissioners by the Honorable Mrs. Laquitta Cooper, Clerk of Superior Court. Ms. Robin Phillips was also sworn in as the Register of Deeds by Mrs. Cooper. Composite Board: Reappointment to the ABC Board Chairman Carter recessed regular session to convene a Composite Board. A letter was received from Kathy H. Gephart, General Manager of the Northampton County ABC Board requesting that the Commissioners re-appoint Mr. Aussie M. Broadnax to the Northampton County ABC Board for another three year term. A motion was made by Chester Deloatch and second by Fannie Greene to re-appoint Mr. Aussie M. Broadnax to the Northampton County ABC Board for another three year term. Question Called: All present voting yes. Motion carried. Chairman Carter adjourned Composite Board to reconvene regular session. PLEASE SEE SCANNED DOCUMENT WHICH IS HEREBY MADE A PART OF THESE MINUTES:

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4 Budget Amendments and Core Bank Signatures Mrs. Dot Vick, Finance Director, appeared before the Board to present Budget Amendments Commissioner Barrett asked if Mrs. Vick said $500,000 during her explanation for Budget Amendment 16 which states $ Mrs. Vick mentioned the wrong amount and confirmed that the amount is $500 as stated on Amendment 16. Chairman Carter asked Mrs. Vick to clarify that the Revolving Loan Reserve Fund under Amendment 18 is not being touched but that the funds are still there. Mrs. Vick said that was correct. Chairman Carter also asked if Mrs. Vick could tell the Board approximately how much money was in the Reserve Funds. Mrs. Vick said that there is a little over $100,000 in the EDC Capital Reserve and less than $20,000 in the Ambulance Reserve. Mrs. Vick also mentioned that there are none in the Revolving Loan Reserve because it was utilized for the Lowes Project. However, those funds will be replaced from General Fund from taxes received from Lowes. Commissioner Barrett asked when the final payment was received from Lowes for their loan. Mrs. Vick said that they paid in the form of taxes. Therefore as they paid taxes, the balance of their original loan was reduced. Vice-Chairwoman Greene asked what amount of dues they pay for membership to Upper Costal Plains under Budget Amendment 13. Mrs. Vick said that it is based on the population. A motion was made by Fannie Greene and seconded by Joseph Barrett to approve the Journal Entries# Question Called: All present voting yes. Motion carried. Mrs. Vick also presented information about the Core Bank Signatures. The purpose is to add the County Manager as an Official Signatory for Northampton County Public Schools Building Capital Fund. The County Manager and the Finance Officer are the assigned employees for this account. A motion was made by Chester Deloatch and seconded by Virginia Spruill to approve Ms. Kimberly Turner, County Manager to be the second signatory official for the Northampton County Public Schools Building Capital Fund. Question Called: All present voting yes. Motion carried. Mrs. Vick mentioned that at the end of November, she looked over the Budget and it looks good. However, today was the due date on debt payments for several accounts including water, schools and Chase Bank. Commissioner Barrett asked how much was paid out. Mrs. Vick said that about $175,000 was paid out on the water interest and the schools interest was about $66,000. PLEASE SEE SCANNED DOCUMENT WHICH IS HEREBY MADE A PART OF THESE MINUTES:

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16 DSS Positions Mrs. Shelia Manley-Evans, DSS Director, appeared before the Board to obtain approval to abolish the Social Worker II position in the Work First Unit and add an Income Maintenance Caseworker II position in its place starting immediately. Mrs. Manley-Evans mentioned that no additional funding would be needed to support this position and that there would be $5,881 left in the Department of Social Services Budget. Commissioner Spruill asked if there would be an additional cost to fund this position. Mrs. Manley-Evans stated that it would not cost additional money and that there would actually be a balance of $5,881 Vice-Chairwoman Greene asked if that balance would return to the Commissioners budget. Mrs. Manley-Evans stated that it would be in the Department of Social Services budget. A motion was made by Fannie Greene and seconded by Virginia Spruill to abolish the Social Worker II position in the Work First Unit and transfer it into an Income Maintenance Caseworker II position starting immediately. Question Called: All present voting yes. Motion carried. PLEASE SEE SCANNED DOCUMENT WHICH IS HEREBY MADE A PART OF THESE MINUTES:

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19 Proposed Lease of Landfill Property Mr. Gary Brown, EDC Director, appeared before the Board to secure guidance related to a proposed lease of a /- section of the Northampton County Landfill property to Energiya Inc. for development as a solar electric generation farm. Mr. Brown also asked the Board to consider having a public hearing in January to gain citizen input and to receive additional detail from Scott McKellar, County Attorney; Kimberly Turner, County Manager; Gary Brown, EDC Director and Energiya, Inc. Commissioner Deloatch asked what would be the cost of rent to the company for their leased property. Mr. Brown said that would be something discussed during the negotiation stage moving forward with Energiya, Inc. Commissioner Spruill asked that for her understanding, Mr. Brown is asking for the approval to look into this project further and return before the Board at the public hearing with all of the details including the question asked by Commissioner Deloatch. Mr. Brown said yes. Vice-Chairwoman Greene asked if this was the same property that 510nano were looking at for usage. Mr. Brown said that yes, 510nano was considering using this property. However, this project is on a larger scale for the site versus what 510nano had proposed for the same site. Commissioner Barrett said that he would not support a lease in the future in the amount like Roanoke Rapids did with the Airport. Mr. Brown asked Commissioner Barrett if he remembered the amount. Commissioner Barrett said that it was about $125 per acre and that he believed that they made a mistake there. A motion was made by Virginia Spruill and seconded by Chester Deloatch to accept to hold a public hearing for the proposed leasing of Landfill Property for Solar Farm Development. Question Called: All present voting yes. Motion carried. Chairman Carter asked the Clerk for a date and time for the Public Hearing. Ms. Nelson gave the date and time of January 21, 2015 at 1:20 p.m. A motion was made by Fannie Greene and second by Virginia Spruill to hold the public hearing on January 21, 2015 at 1:20 p.m. for the proposed leasing of Landfill Property for Solar Farm Development. Question Called: All present voting yes. Motion carried. Commissioner Barrett asked if that date was on a Wednesday. Ms. Nelson clarified that Dr. Martin Luther King Holiday is on that Monday, January 19, Therefore, the County will be closed on that day. PLEASE SEE SCANNED DOCUMENT WHICH IS HEREBY MADE A PART OF THESE MINUTES:

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23 Management Matters: Ms. Kimberly Turner, County Manager, appeared before the Board to inform them of a request to designate a Board member as a voting delegate for the 2015 Legislative Goals Conference scheduled for January 15-16, 2015 in Pinehurst, North Carolina. A motion was made by Virginia Spruill and seconded by Chester Deloatch to nominate Fannie Greene as the voting delegate for the 2015 Legislative Goals Conference on January 15-16, 2015 representing Northampton County. Question Called: All present voting yes. Motion carried. Ms. Turner had a request from the Northampton County 4-H program. They are asking the Board to approve to give County employees one hour of leave time to participate in the Blood Drive that they are hosting on December 11, 2014 from 2:00 p.m.-6:00 p.m. at the Northampton County Cultural and Wellness Center. A motion was made by Joseph Barrett and seconded by Virginia Spruill to grant County employees one hour of leave time to attend the Blood Drive hosted by the Northampton County 4-H program on December 11 th. Question Called: All present voting yes. Motion carried. In Mrs. Cathy Allen s stead, Ms. Turner presented the Board with the request to obtain the Board s approval to extend the 2015 property listing period through February 20, This will give property owners an additional fifteen days to list their property without being charged a 10 percent late listing penalty from the County. Ms. Turner s recommendation is that the Board will adopt an order directing the Tax Administrator to extend the property listing period from January 2-February 20, A motion was made by Virginia Spruill and seconded by Joseph Barrett to adopt an order directing the Tax Administrator to extend the property listing period from January 2-February 20, Question Called: All present voting yes. Motion carried. Commissioner Spruill asked if that meant that they are giving people an extension on listing their properties. Ms. Turner replied yes. Commissioner Spruill also added that there should not be any late listings because of the extension. Ms. Turner replied that was correct. PLEASE SEE SCANNED DOCUMENT WHICH IS HEREBY MADE A PART OF THESE MINUTES:

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26 Citizens/Board Comments: Chairman Carter called for Citizens Comments. Ms. Belinda Joyner, a Northampton County Resident, appeared before the Board to address her concerns regarding the water rates. One of her concerns was about the process of the rates being regulated and having an explanation for the fluctuating cost from month to month. Ms. Joyner explained that her bill was $29.50 for the first month that she saw an increase in the rate. Last month, her bill went down to $24.50, and for December it is $ Chairman Carter first addressed that they do feel the pain of the citizens, and that the Board does want to do something about the current water and sewer rates. However, the Board has to wait until they receive the audit report from the Auditors in January. Once the Board receives the report, it will be determined if anything can be done right away or if the Board will have to wait and make a decision during the fiscal budget process. Chairman Carter said that the water rates are based on the budget that the Board adopted prior to July 1, Vice-Chairwoman Greene asked Ms. Joyner if she had both water and sewer rates. Ms. Joyner said no, she only has water rates. Vice-Chairwoman Greene mentioned that Ms. Joyner is fortunate because there are many people in the Garysburg area who are paying for water and sewer that have seen their bills double. She also mentioned that she has asked that the Board revisit this because her district is the most affected for the County. Ms. Joyner said that she was present during the meeting that the Board voted on the new water and sewer rates and wondered why a public hearing was not scheduled before the Board made their decision. Ms. Joyner felt like the citizens should have had a voice in the decision. Commissioner Barrett made a comment that it would be highly unusual for a person to start using two-thirds more water than what they normally use per month. He suggested to Ms. Joyner that she has her system checked and to contact Mr. Jason Morris, the Public Works Director. Ms. Joyner said that she had already had her system checked, and there are no leaks at her residence. Ms. Turner suggested to Ms. Joyner that she have her water meter checked for leaks as well. In the past, they have seen cases where a leak was at the meter. Ms. Joyner said that she would look into that and does not mind waiting for the audit report. However, she knows that her water bills do not match the actual amount of water being used. Ms. Joyner addressed another concern she had to Ms. Turner that they had spoken about prior to today s meeting. She, along with other citizens, had filed complaints against Jim Redwine, Rightmyers, Porta Johns and Roof Leaks Stop Leaks about six months ago for being out of compliance with what the County says they should be in compliance with. She was told that Mr. Charles Vaughan, immediate past County Attorney opted not to look into the listed companies being in compliance. Ms. Joyner s question, was that since County Attorneys are paid partially from County tax dollars, do they have the option of selecting which cases to observe. Ms. Turner said that between Mr. Charles Vaughan and Mr. William Flynn, Planning and Zoning Director, there was no follow up on the matter. However, she is making sure that Mr. Flynn follows through with the companies with a non-compliance notice. Ms. Turner explained that

27 there is a thirty-day waiting period between the companies having time to be notified and responding. After that time, if those companies are still not in compliance with the County s ordinances, those cases will be referred to the County Attorney who will look into potential law suits. Commissioner Spruill asked if a letter was sent to the companies. Ms. Turner said that there was a letter sent to the companies during the time that Mr. Vaughan was preparing to retire. Ms. Turner mentioned there was certified mail sent to the companies about the ordinance. However, the County did not receive a response from some of them. Vice-Chairwoman Greene asked if it was all of the companies or just some of them. Ms. Turner said that it was just Jim Redwine. Commissioner Spruill asked if Ms. Turner would keep Ms. Joyner up to date with what occurs. Ms. Turner said that she would be in touch with Ms. Joyner. Mr. Clinton Williams, Northampton County resident, appeared before the Board to address his concerns about the water and sewer rates. He mentioned that originally he was only representing himself on his form, however he said that he is representing the people of Northampton County because some people do not have the ability to attend the meetings. Mr. Williams said that the people cannot wait for an audit. He stated that he is from the Garysburg area and has heard more complaints there in regards to water bills being doubled. Mr. Williams stated how his eighty-six year old father lives primarily by himself but he and his brother stay with him from time to time. His father, whom is retired, is on a fixed income. However, his water bill for the month of November was around $60. When Mr. Williams made an inquiry over the phone to Public Works about the bill, he received unfriendly customer service. He told the County personnel that he was going to mention their behavior at the next Board of Commissioners Meeting and expects this issue to be resolved. Mr. Williams stated that last year, his father s house had partially burned. One of the major repair projects they had done at his house was an entire new water system installed. He mentioned this to the lady he spoke with at Public Works and she said that his father s bill should go down the following month. Mr. Williams questioned why the bill would fluctuate when his father s habits have not changed, and there is a brand new water system installed. He did mention that there was a new water meter installed at his father s house by the County so the issue may be with the County s water system and not the citizen s usage. Yet, according to Mr. Williams, the citizens are paying for the County s new system that is malfunctioning. Mr. Williams suggested that the County off-set the additional cost of the water rates until the audit is received to give the citizens some relief. Mr. Williams made the following suggestions to the Board: 1) Instead of turning the water off at the due date, give an extension. 2) Create a system where citizens can feel comfortable to leave complaints, and that each complaint is thoroughly investigated. 3) Provide training for the County employees that focus on proper customer service skills. Mr. Williams would like to receive something in writing about the Board of Commissioners resolution so that he can share the information with other citizens in Northampton County with similar concerns. Commissioner Spruill mentioned that what Mr. Williams stated about the quality or lack of customer service from some County employees is valid. Commissioner Spruill asked Ms. Turner how many water systems are in the Garysburg area. Ms. Turner mentioned that she would have to get the exact numbers for her. Commissioner Spruill asked if Northampton received water from any other source. Ms. Turner said yes, the Garysburg area receives their water from the Town of Weldon. Commissioner Spruill asked if that has any affect on what s happening. Ms. Turner said that it affects the entire County because the fees that Weldon charges for delivering

28 water to Garysburg, is added into the water rates for Northampton County. Commissioner Spruill asked if that fee only affects the area of Garysburg or if it affects the county as a whole. Ms. Turner replied by saying that it affects water customers in Northampton County. Vice- Chairwoman Greene said that it does affect Garysburg more because the citizens receive water and sewer. Vice-Chairwoman Greene also mentioned that since those citizens in the Garysburg area are receiving water and sewer services, there is a separate fee for each service. Commissioner Spruill said that other areas of the County utilizing water and sewer services have not been as affected as Mrs. Greene s district. Vice-Chairwoman Greene suggested that maybe it is an additional fee that her district is receiving since their water is coming from the Town of Weldon. Ms. Turner said that she is compiling a detailed report about the water and sewer rates that will include information regarding this matter. Commissioner Spruill asked if Ms. Turner will be sharing that information with everyone. Ms. Turner said that yes, the report would be available to the public. Ms. Belinda Joyner made a remark that she had received a chart from the County that explains the rates for each tier of gallons of water used. However, Ms. Joyner believes that the water department is not following their rate sheet because according to her usage, it is not calculated the same as what is stated on the chart. She also mentioned being at the meeting where Public Works Director, Jason Morris, was making the proposal for the new water rates. Ms. Joyner remembered Commissioner Spruill asked Vice-Chairwoman Greene if she had additional questions for Mr. Morris because her district was going to be most affected by the new rates. Ms. Joyner also said that citizens did not have the option of asking questions until after the proposal was already approved. Chairman Carter mentioned to Mr. Williams, being the Chair of the Board of Education for Northampton County, he should understand that once a budget is adopted, it is hard to steer from that budget until preparing for the next fiscal year. Chairman Carter just wanted Mr. Williams to be cognizant of them having to follow their budget until receiving the audit. Ms. Turner asked citizens in attendance that if they have issues with an employee treating them unfairly, to please contact her office. She will make sure that those matters are resolved but she must receive notice directly after the situation occurs. Vice-Chairwoman Greene asked if there had been some customer service training done in the past for employees. Ms. Turner replied by saying that the training has not taken place yet. Chairman Carter acknowledged Mr. Williams who wanted to make another remark. Mr. Williams stated that he was not asking the Board to change their budget, but to give relief from some of the fees that are hurting the citizens at this time until they can fully resolve the issue at hand. Chairman Carter called for Board Comments. There were no comments made from the Board. Election of Chair and Vice-Chair Mr. Scott McKellar, County Attorney, opened the floor for nominations for Chairperson and Vice-Chairperson of the Northampton County Board of Commissioners for the calendar year 2015.

29 A motion was made by Chester Deloatch and seconded by Joseph Barrett to nominate Commissioner Fannie Greene as Chairwoman of the Northampton County Board of Commissioners for the calendar year Question Called: All present voting yes. Motion carried. A motion was made by Fannie Greene and seconded by Chester Deloatch to nominate Commissioner Joseph Barrett as Vice-Chairman of the Northampton County Board of Commissioners for the calendar year Question Called: All present voting yes. Motion carried. Appointment of County Attorney A motion was made by Virginia Spruill and seconded by Joseph Barrett to appoint Mr. Scott McKellar as the Northampton County Attorney for the calendar year Question Called: All present voting yes. Motion carried. Appointment of Clerk to the Board A motion was made by Fannie Greene and seconded by Virginia Spruill to appoint Ms. Michelle Nelson as Clerk to the Board for the calendar year Question Called: All present voting yes. Motion carried. Mr. Carter asked if any of the new elected officers had any comments. Commissioner Greene thanked the Board for their vote of confidence in her to chair the Board of Commissioners for the next two years. She appreciates their support as well as the citizens, and plans to do the best that she can do for them. Commissioner Greene also expressed her gratitude to the citizens for re-electing her and stated that if they needed anything to contact her. Commissioner Barrett is pleased to serve in any capacity as the Board sees fit for him. He plans to do the best job that he can. A motion was made by Virginia Spruill and seconded by Fannie Greene to recess the regular session to enter into a closed session. Question Called: All present voting yes. Motion carried. A motion was made by Joseph Barrett and seconded by Fannie Greene to enter into closed session for the purpose of GS (a)(6). Question Called: All present voting yes. Motion carried. A motion was made by Virginia Spruill and seconded by Fannie Greene to adjourn closed session. Question Called: All present voting yes. Motion carried. A motion was made by Joseph Barrett and seconded by Fannie Greene to reconvene into open session. Question Called: All present voting yes. Motion carried.

30 A motion was made by Virginia Spruill and seconded by Fannie Greene that upon request by Sheriff Smith for budget year , the Board will revisit salary increase. Question Called: Commissioner Spruill asked for Michelle Nelson to read the motion back to her for clarity. Yes (Commissioners Carter, Greene, Spruill and Barrett) No (Commissioner Deloatch) Motion carried. Chairman Carter asked if there were any other matters that needed to come before the Board. Ms. Turner said that Mrs. Dot Vick is requesting that Chairman Carter s signature remains for payroll until they can have the opportunity to change the key card over to Mrs. Greene. There was a Board consensus to continue to use Commissioner Carter s signature for payroll until the key card has been changed. A motion was made by Chester Deloatch and second by Robert Carter to adjourn the regular session. Question Called: All present voting yes. Motion carried. Katherine Parker, Administrative Assistant r.m