by unanimous vote, Consent Agenda Item 3B Interest Income Report for May 2018 was accepted, for Board information.

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1 MINUTES FROM THE REGULAR MONTHLY MEETING HELD BY THE BOARD OF COUNTY COMMISSIONERS FOR THE COUNTY OF WARREN IN THE WARREN COUNTY ARMORY CIVIC CENTER, MEETING ROOM ON MONDAY, JULY 2, 2018 AT 6:07 PM. The meeting was called to order by Chairman Victor Hunt. Other Commissioners present: Bertadean Baker, Tare Davis, Jennifer Jordan Pierce and Walter Powell. Others in attendance: County Manager Robert Davie, Interim Finance Director Jamie Holtzman and County Attorney Hassan Kingsberry. A moment of silence was observed. On motion of Commissioner Davis, which was seconded by Commissioner Baker and duly carried by unanimous vote, July 2, 2018 suggested agenda was adopted with two (2) amendments: Item 3A: Added - Minutes of June 28, 2018 Broadband Special Meeting Item 6-G: Deleted - Commissioner Appointment to Food Council and Added - Repeal of ATV Racing Moratorium Clerk to the Board read the rules for Citizen Comments. Comments were as follows: Michael Naughton I was going to complain about Country Boys racing but its falling on deaf ears. Commissioners, County Manager and County Attorney help resolve the issue, if you made the mess, help clean it up. Deborah Ferrucio hard to believe that you want to repeal the moratorium, it has not been enforced on the dates of racing. How can the company that caused the problem be the one to decide what changes are sufficient; I did not know it would be on the agenda; there is no one overseeing the ordinance, item has been railroaded through. I drive through people eating and drinking on private road that s deeded to me. Ernest Fleming (in reference to the Noise Ordinance), as a former county commissioner, I realize that it effects all citizens of Warren County. The public does not know about it, take time to get local advice. Chairman Hunt called a recess 6:20 to 6:25 pm. On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, Consent Agenda Item 3A Minutes were accepted as follows: June 4, 2018 Budget Public Hearing & Regular Meeting June 20, 2018 Special Meeting & Work Session/Meeting June 28, 2018 Special Meeting Broadband Report On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, Consent Agenda Item 3B Interest Income Report for May 2018 was accepted, for Board information. On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, Consent Agenda Item 3C Tax Collector s Report for May 2018 presented for Board s information in accordance with NCGS , was accepted. 1

2 On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, Consent Agenda Item 3D Tax Release Requests over $100 were accepted, in accordance with NCGS Taxpayer s Remedies : County Manager approved request for tax releases under $100, were accepted: On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, Consent Agenda Item 3E 2019 Holiday Schedule was approved: 2

3 A Report of 2020 Census LUCA Operations Results was given by Robert Davie, Warren County Manager & Erik Hilliard, Planning/GIS Officer. In follow-up to June 20, 2018 work session/meeting, the following items were presented for Board consideration: 3

4 A. Undesignated Fund Balance Policy (Commissioner Davis stated the document looks good, but when range is 30-40%, that is a lot of money. Come up with a digit that we can agree on, Example: 35%, a certified number.) B. Updated Amended Animal Control Ordinance C. Revised Warren County Purchasing Policy D. Revised Federal Funds Procurement Policy E. Archive Social Social Media Records Retention Contract F. Codification Agreement for Ordinances & Resolutions G. Repeal Moratorium on ATV Racing H. Appoint Ron Skow & Michael Hairston to Citizens Advisory Council (CAC) representing District II (Commissioner Davis) On motion of Commissioner Pierce, which was seconded by Commissioner Powell and duly carried by unanimous vote, Undesignated Fund Balance Policy for Warren County, as presented by County Manager Robert Davie, was adopted. On motion of Commissioner Baker, which was seconded by Commissioner Pierce and duly carried by unanimous vote, amended Warren County Animal Control Ordinance, was adopted

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11 On motion of Commissioner Baker, which was seconded by Commissioner Pierce and duly carried by unanimous vote, Warren County Purchasing Policy, was adopted. COUNTY OF WARREN PURCHASING POLICY General Warren County's purchasing operations are governed by the North Carolina General Statutes regulating the purchasing authority of local governmental agencies and jurisdictions. In the event the general statutes or federal law conflicts with any part of this policy, the statutes and/or federal law shall prevail. All departments of Warren County Government are to be governed by the following policy for purchasing and obtaining all goods and services that are not subject to the Warren County Federal Funds Procurement Policy including but not limited to: supplies, materials, apparatus, equipment, and services of any kind. Purchases should be made with a company that will charge and bill the County. Employees are discouraged from purchasing goods and later requesting reimbursement. In some cases, this type of purchasing is a greater cost to the department (i.e., sales tax charges). Purchase Requisitions/Orders Ordering or purchasing goods and services whether by telephone, letter, or purchase order creates an obligation. Under NCGS , if an obligation is evidenced by a contract or agreement requiring the payment of money or by a purchase order for supplies, materials, and/or services, the contract, agreement, or purchase order shall include on its face a certificate stating the instrument has been pre-audited to assure compliance with this subsection. The certificate shall be signed by either the Finance Officer or a Deputy Finance Officer. An obligation incurred in violation of this subsection is invalid and may not 11

12 be enforced. The following procedures have been established to assure compliance with NCGS : Warren County's purchasing is decentralized; therefore, it is the responsibility of each Department Head to ensure compliance with this policy. Each Department Head shall designate an employee who will be responsible for ordering goods and services. This person should become thoroughly familiar with this policy. The employee responsible for ordering goods and services shall make every effort to ensure the County receives the most cost-effective price. County departments may also utilize North Carolina State Contracts for purchase of various office supplies and equipment. Purchase Requisitions/Orders are required to obtain goods when the obligation is equal to or exceeds $500. For these purchases, a purchase requisition form must be completed and should include, but is not limited to the following information (county approved forms are to be obtained from the Finance Office): o Department Name o Vendor Name o Description of item to be purchased o Cost of purchase o Account Number and Line Item Number to be charged o Signature of Department Head o Signature of IT Director for computer equipment and software purchases o Signature of Maintenance Director for building repairs and/or maintenance Completed forms must be submitted to the Finance Office for review and initial approval. It is the responsibility of the Finance Officer to determine if funds are budgeted and available for the purchase. If funds are available, the request will be approved and forwarded to the County Manager s Office for review by the County Attorney and final approval of the County Manager. In an effort not to delay approval, all requisitions must be submitted to the Finance Office prior to submission to the County Manager s Office. A copy of the fully executed requisition approving the purchase will be returned to the department at which time the purchase can be made. Department Heads may not split purchases that would equal or exceed $500 to avoid the requirement for a Purchase Requisition/Order for purchases that would equal or exceed $500. Emergency Purchases According to the North Carolina General Statutes, an emergency is defined as an immediate and present condition involving the health and safety of the people or their property. In the event of an emergency, the following procedures must be followed for emergency purchases: Secure approval of the emergency purchase over the telephone by contacting the Finance Officer at Should the emergency occur when county offices are closed, the department should proceed to acquire only the materials or services necessary to meet the emergency. On the next working day, the department must submit a requisition for the emergency purchases to the Finance Office for review and approval. Vehicles The purchasing process for all vehicles will be handled through the County Manager's Office. Informal Bidding N.C.G.S requires informal bids when the estimated cost is $30,000 or more but less than $300,000 for construction, renovation and repair contracts; and $30,000 or more but less than $90,000 for materials, supplies and equipment. For the purchase of supplies, materials and equipment, the county will require informal bids on items between $3,000 and $30,000. Informal bids require that proposals or quotes be received from vendors qualified to provide such product or service. If more than one quote, bid, or proposal is not received, documentation must support the efforts to obtain competitive offers. Informal bids may be requested by phone or in writing and do not have to be advertised. Formal Bidding N.C.G.S, requires formal bids when the estimated cost for construction, renovation and repair contracts is greater than $300,000; and when materials, supplies and equipment cost $90,000 or more. Formal bids require solicitation of sealed bids and legal advertisements. For construction, renovation and repair, there are special requirements as to the number of bids received. The formal bidding process for Warren County shall be handled through the County Manager's Office. Contracts NCGS states that an obligation evidenced by a contract or agreement requiring the payment of money or by a purchase order for supplies and materials, the contract, agreement, or purchase order shall include on its face a certificate stating that the instrument has been pre-audited to assure compliance with this subsection. The certificate which shall be signed by the Finance Officer or any Deputy Finance Officer approved for this purpose by the Governing Board shall take substantially the following form: 'This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act, (Signature of Finance Officer)" When the Finance Officer pre-audits a document, he/she is attesting that funds are available to make all necessary payments required for said purchase. Any obligation incurred in violation of tins subsection is invalid and may not be enforced. The party or parties involved 12

13 may be held personally liable for the payment of any and all obligations incurred in violation of this subsection. Please be mindful of the following: If a contract, agreement or purchase order requires payment from the County for goods and/or services, it must be preaudited by the Finance Officer before services are rendered or goods are purchased. If not, it is invalid and cannot be enforced. A copy of the contract or agreement should be filed in the Finance Office. Personal Purchases Employees are not allowed to purchase goods/services through the County for any reason (i.e., supplies, flowers, cards, etc.). In the event and employee or member of an employee s family passes away, the County Commissioners will send flowers to the family. If a department wishes to express sympathy in any way, it is the responsibility of the employee(s) to pay for the purchase Gifts and Favors G.S. Chapter makes it illegal for a local official or employee who plays a role in awarding a contract to accept any gift or favor from a potential supplier for the purchase of supplies, materials, apparatus, equipment, services, etc. Article II Section 2-14 of the Warren County Personnel Manual and the Code of Ethics for County Officials prohibits the following: (a) No official or employee of the County shall accept any gift, whether in the form of a service, loan, thing, or promise from any person, firm or corporation, who in the employee's knowledge, is interested directly or indirectly in any manner whatsoever in business dealings with the County. (b) No official or employee shall accept any gift, favor, or thing of value that may tend to influence that employee in the discharge of duties. (c) No official or employee shall grant in the discharge of duties any improper favor, service or thing of value, (d) Gratuities in the form of money shall be refused by all county employees. Any violation of this section shall subject such employee to dismissal or other disciplinary action. Questions or clarification of this section should be directed to the Warren County Human Resources Department at Governing Body Approval All contracts with purchases or agreements with amounts over $50,000 are to be approved by the Warren County Board of Commissioners. Contracts with purchases or agreements with amounts of $50,000 and below may be approved by the County Manager. Warren County Federal Funds Procurement Policy/Uniform Guidance Procurement Policy Compliance Statement All purchases and contracts involving federal funds are subject to the Warren County Federal Funds Procurement Policy. Contracts funded with federal grant or loan funds must be procured in a manner that conforms with all applicable Federal laws, policies, standards, including those under the Uniform Guidance (2 C.F.R. Part 200). Questions pertaining to the Warren County Purchasing Policy should be directed to the Warren County Finance Office. This purchasing policy has been duly revised and adopted on the 2 nd day of July, 2018 by the Warren County Board of Commissioners. Victor Hunt, Chairman On motion of Commissioner Baker, which was seconded by Commissioner Pierce and duly carried by unanimous vote, Warren County revised Federal Funds Procurement Policy, was adopted

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17 On motion of Commissioner Baker, which was seconded by Commissioner Davis and duly carried by unanimous vote, it was authorized to enter into contract with ArchiveSocial for Enterprise Software License Agreement (social media records retention). Chairman Hunt and/or County Manager Davie were authorized to sign documentation. On motion of Commissioner Baker, which was seconded by Commissioner Davis and duly carried by unanimous vote, it was authorized to enter into agreement with American Legal Publishing Corporation for codification of Warren County ordinances and resolutions. Chairman Hunt and/or County Manager Davie were authorized to sign documentation. Base cost: $7,250 and to place code on the internet: $495 per year. A motion was made by Commissioner Pierce to repeal moratorium on ATV Racing. Motion died for lack of a second. On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, Ron Skow was appointed to the Citizens Advisory Council (CAC) representing District II, Commissioner Tare Davis. On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, Michael Hairston was appointed to the Citizens Advisory Council (CAC) representing District II, Commissioner Tare Davis. On motion of Commissioner Baker, which was seconded by Commissioner Pierce and duly carried by unanimous vote, Contracts for Fire Protection in Tax Districts for three year period; July 1, 2018 to June 30, 2021 were adopted as follows: Volunteer Fire Department Contract Amount Contracts for Fire Protection Services in Tax Districts County of Warren Palmer Springs $ 5,500 Longbridge $19,000 Inez $19,000 Epsom $ 1,500 Ebony $ 5,500 Cokesbury $ 5,500 17

18 Contracts for Fire Protection, Medical Responder Services and Sub-Station Drewry $28,000 Churchill-FiveForks $28,000 Contracts for Fire Protection, Rescue & Medical Responder Services Lake Gaston $ 7,000 Norlina $31,000 Warrenton Rural $31,000 Littleton $ 8,500 Roanoke Wildwood $23,500 Contracts for Fire Protection and Medical Responder Services Soul City $21,500 Ridgeway $21,500 Macon $23,500 Hawtree $21,500 Afton Elberon $23,500 Arcola $23,500 On motion of Commissioner Baker, which was seconded by Commissioner Powell and duly carried by unanimous vote, Chairman Victor Hunt was designed voting delegate and Vice-Chair Tare Davis was designated alternate voting delegate, to the National Association of Counties (NACo) Annual Conference in Nashville, Tennessee July 13-16, On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, Warren County Job Classification Schedules for 1,950 hour employees & 2,080 hour employees were accepted. On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, Warren County Office of State Human Resources Salary Plan Reporting Form was adopted, with Chairman Hunt authorized to sign same. Human Resources Director Lisa Alston introduced proposed Warren County Connects program for Board s endorsement. Program will conduct job fairs countywide, to assist the public with repairing credit and criminal records, in order to obtain meaningful employment. The Board of Commissioners by consensus endorsed the Warren County Connects program as a good idea and authorized Lisa Alston, HR Director to proceed. Regular reports and updates shall be provided to the Board. Program will be conducted in close relation to Economic Development office. On motion of Commissioner Davis, which was seconded by Commissioner Baker and duly carried by unanimous vote, Kristen Baughman was appointed to the Economic Development Commission (EDC) for a three (3) year term expiring June 30, Commissioner Bertadean Baker apologized for the disclosure and recused herself from the vote regarding sale of tax foreclosed property ID G8-31, to her daughter Lisa Alston of Raleigh, NC. On motion of Commissioner Davis, which was seconded by Commissioner Pierce and duly carried by unanimous vote (Hunt, Davis, Pierce & Powell), tax foreclosed property G8-31 (1-acre at the intersection of Highways 43 & 58) was awarded to Lisa Alston of Raleigh, NC; bid amount - $300. An additional $226 is due with payment to cover attorney fees and recording of deed at Register of Deeds office. Tax Property G831 Bid amount $300 Additional fees 226 TOTAL DUE: $526 COMMISSIONER / COUNTY MANAGER UPDATES County Manager Davie presented a Grassroots Art Grant Application in the amount $1,200 with a 50/50 local match. Davie requested board s authorization to proceed with the application. By consensus, the Board of Commissioners authorized County Manager Davie to proceed with application for Grassroots Arts Grant with a 50/50 local match of $1,

19 Commissioner Davis spoke regarding his concerns related to ATV Racing Commissioner Baker spoke regarding her concerns related to ATV Racing Members of the public in attendance stated they want countywide zoning, they want it fast. Others requested a copy of the sound tests conducted at Country Boys Racing. County Manager Davie requested approval of contract accepting African American Civil Rights Grant in the amount of $32,000 from State, Tribal, Local Plans & Grants of the National Park Service in Washington, DC for Green Duke Soul City Project. On motion of Commissioner Davis, which was seconded by Commissioner Baker and duly carried by unanimous vote, County Manager Robert Davie was authorized to accept African American Civil Rights Grant in the amount of $32,000 from State, Tribal, Local Plans & Grants with the National Park Service in Washington, DC for Green Duke Soul City Project. Chairman Hunt informed the public that Clerk to the Board Angelena Kearney-Dunlap was appointed by Phil Berger, President Pro Tempore, pursuant to NCGS ç122c-171(b)(2) and by the General Assembly, to serve as the Central Region Representative on the State Consumer and Family Advisory Committee (State CFAC). Term: July 1, 2018 to June 30, Commissioner Davis read a letter from Greenwood Baptist Church, announcing a celebration for Former State Senior Frank Balance. The letter further requested the use of the Armory Civic Center with fees waived. Item was referred to the August 6, 2018 regular board meeting. On motion of Commissioner Pierce, which was seconded by Commissioner Baker and duly carried by unanimous vote, it was ordered to enter into Closed Session in accordance with NCGS (a)(6) to discuss Personnel Matters. On motion of Commissioner Baker, which was seconded by Commissioner Davis and duly carried by unanimous vote, it was ordered to return to the July 2, 2018 regular board meeting. With no further business to discuss and on motion of Commissioner Baker, which was seconded by Commissioner Davis, the July 2, 2018 Board of Commissioners meeting was adjourned at 8:30 pm. 19