June 8, 2005 ASSEMBLY

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1 June 8, 2005 The Martin County Board of Commissioners met in Regular Session on Wednesday, June 8, 2005 at 7:00 p.m. in the Board Room of the Martin County Governmental Center, 305 East Main Street, Williamston, North Carolina. ASSEMBLY Chairman C. Mort Hurst, Vice Chairman Tommy W. Bowen, Commissioners Ronnie Smith, Elmo Butch Lilley and Alphonzo Perry, County Manager W. Russell Overman, County Attorney J. Melvin Bowen and Clerk to the Board Linda G. Hardison were present. No one was absent. Chairman Hurst called the meeting to order at 7:00 p.m. Commissioner Lilley led the Pledge of Allegiance after which Vice Chairman Bowen offered the Invocation. Chairman Hurst then introduced his fellow commissioners, staff and media to the audience. Due to the large number of people in attendance, Chairman Hurst recessed the meeting so everyone could move upstairs to the Superior Courtroom. The meeting was reconvened at 7:14 p.m. AGENDA APPROVAL Clerk to the Board Linda Hardison asked that the minutes for the May 20, 2005 meeting be taken off the agenda. She explained that the Board had requested some changes to a resolution such as referring to the Board instead of Commission. The Resolution included in the draft minutes did not reflect these changes, and she would like the opportunity to include the final version of the Resolution in the minutes. MOTION by Commissioner Perry, SECOND by Commissioner Smith, to approve the Agenda with the deletion of the May 20, 2005 Minutes in Item 2. MOTION APPROVED by a unanimous vote of the Board. MINUTES MAY 11, 2005 REGULAR AND CLOSED SESSIONS; MAY 16, 2005 SPECIAL SESSION; MAY 18, 2005 SPECIAL AND CLOSED SESSIONS; AND MAY 19, 2005 SPECIAL SESSION MOTION by Vice Chairman Bowen, SECOND by Commissioner Smith, to approve the Minutes of May 11, 2005 Regular and Closed Sessions, May 16, 2005 Special Session, May 18, 2005 Special and Closed Sessions and May 19, 2005 Special Session as presented. MOTION APPROVED by a unanimous vote of the Board. MARTIN COUNTY FIRE & RESCUE ASSOCIATION In a letter addressed to the Board of Commissioners, Lynn Tadlock, President of the Martin County Rescue Association, stated It is of our concern that the Emergency Services Education Department of Martin Community College is not meeting the needs of Martin County s Emergency Medical Services in a manner that is acceptable. He asked that this item be addressed because the volunteer system is in jeopardy. He thanked the Commissioners for allowing this discussion and asked Mr. James Peele, Chief of Williamston Fire & Rescue, to present a proposal which would offer an alternative to the training at Martin Community College. Chief Peele presented the following proposal to the Chairman who requested the Clerk to read it into the record. The Rescue Association will be making the case for lack of educational support by the College and that changes in the educational policies have not been approved by the medical Director or approved by the EMS Advisory Committee.

2 The Rescue Association will be asking for approval by the Board for Williamston EMS to seek Educational Provider status from NC Office of EMS and that the rescue squads be allowed to have the option to contract their continuing education through Williamston EMS. This will have to be a motion for a revision to the Martin County EMS Plan. The Squads are seeking this option to be added into the Plan so that if resolution of problems with the College is not reached they will be able to withdraw their continuing education and not have to rely on Martin Community College. The Association will also be asking for a line item to be created in the budget for $20,000 in funding for continuing education for all five rescue squads. This will include salaries for instructors, materials and supplies. Mr. Wayne Modlin, EMS instructor, informed the Board that the State requires a certain number of hours to keep certification and the volunteers need a second option so they can remain certified. Dr. Phil Harris, Medical Director for Martin County, praised the volunteers and said that Martin County s program is a model for others. He asked the Board to do whatever it takes to keep this program at the level it is now. Chairman Hurst gave each Commissioner the opportunity to express his feelings on the subject. Following a lengthy discussion, all agreed that they wanted to do what was best for the volunteers and citizens of Martin County. Commissioner Smith stated that the College needs to be given time to solve this problem. Chairman Hurst stated that this problem has not just occurred; it has been going on since December. He then asked for a motion to recommend to the college that a change be made in the community college s medical services director position. Commissioner Smith again stated that he would like the college to solve this problem without the Commissioners telling them what to do. The Board has brought the issue to the surface; now it is time for the college to have an opportunity to work it out without pressure from the Commissioners. He also pointed out that if the volunteers are not satisfied with the solution there is always the second option that has been presented in this meeting. Chairman Hurst stated that he had made a recommendation, and there is a difference in recommending something and telling someone what has to be done. Commissioner Perry stated that no one is more dedicated to education than he is. He also pointed out that he serves on the college Board of Trustees. He stated that we do not need another group to train our volunteers as long as we have the college. He said the Commissioner were elected to serve every citizen. MOTION by Commissioner Perry, SECOND by Commissioner Lilley, to accept the Chairman s proposal to recommend to the college to change the Emergency Services Training Director s position. Vice Chairman Bowen asked if the Board was going to vote on the proposal presented earlier. Chairman Hurst stated that if the college addresses the request by the Commissioners and the volunteers are happy so be it. The Board discussed at length the recommendation to the college and the second proposal. MOTION APPROVED by a vote of three to two: For Commissioners Lilley, Perry, Hurst; Against Commissioners Bowen and Smith. MOTION by Vice Chairman Bowen, SECOND by Commissioner Lilley, to accept the Fire Chief s recommendation to revise the Martin County EMS Plan to include the

3 Williamston EMS to seek Educational Provider status from the NC Office of EMS and that the rescue squads be allowed to have the option to contract their continuing education through Williamston EMS and to create a line item in the budget for $20,000 in funding for continuing education (salaries for instructors, materials and supplies) for all five rescue squads. The Board discussed this motion at length. Finally, Chairman Hurst explained that this motion is seeking a second option to be added to the EMS Plan. This option will be exercised only if Martin Community College does not solve the problem at hand. Chairman Hurst reiterated that this option will be used only as a last resort. MOTION APPROVED by a unanimous vote of the Board. RECESS Due to the length of the previous discussion, a recess was called by the Chairman at 8:15 p.m. E-911 BACK-UP SYSTEM Chairman Hurst called the meeting back to order at 8:30 p.m. As a result of a major telephone outage by Sprint, Commissioner Lilley asked that the Board discuss the E-911 Back-up System. Gertie Bowen, Communications Supervisor and Thomas Wall, Emergency Management Director, gave the following reports. MARTIN COUNTY COMMUNICATIONS E-911 BACKUP SYSTEM Gertie Bowen, Communications Supervisor UPS BACKUPS INSTALLED: a. Two Motorola Centracom radio consoles b. Two VisionCad workstations c. ANI/ALI 911 computer d. Servers (CAD, Fax) Presently there is a 15 minute backup time. More time is needed to make preparations before the power is exhausted at least an hour. The in-house generator is not working properly. AUXILIARY DISPATCH SITES: a. Williamston Fire Department and Robersonville Fire Department mobile/pager contact Fire, EMS, Law Enforcement via portable. They have in-house generator. TOWER SITES: a. Griggs Tower located on Bonnie Best Road portable generator (test site) b. Archway Broadcasting Tower located on Davenport Road, Windsor has an on-site generator (fire repeater) c. Communication Tower located behind Williamston PD has an on-site generator RECALL PERSONNEL: a. During an emergency and/or severe weather, the Communications personnel are placed on standby during staff briefings, alerted via home telephones or via personal cellular telephones. The Telecommunicators do not have pagers. UPGRADES NEEDED: a. Install UPS on the CEB (Central Electronics Bank) located in the 1 st floor telephone room. b. Install UPS on the remote radio located in the equipment room located on the 2 nd floor. c. Install a backup cellular phone system so that calls may be placed from the Communications Center and other offices within the Governmental Center during standard phone failures.

4 Thomas Wall, Emergency Management Director, began his presentation by explaining that he is working on having radio and cell phone repeaters installed in the Governmental Center if there are any funds left in the 2004 Homeland Security Grant. He then presented the following information. MARTIN COUNTY S E-911 BACK-UP Situation Assessment: 1. At one time Martin County had a written emergency plan for back-up of the E-911 system. 2. A copy of this plan cannot be located at this time. 3. I have spoken with Ms. Gertie Bowen, communications supervisor and Ms. Belinda Gurkins with Sprint and obtained the following information: a. There are three back-up numbers for Martin County s E-911; one for each of the three exchanges (792, 795, 798) that serves Martin County. In the event of a system failure 911 calls are automatically rerouted to these numbers. b. The 795 and 798 numbers are not manned 24/7 and Sprint is in the process of doing away with any transfers unless the numbers are manned 24/7. c. Martin and surrounding counties are served by dedicated E-911 trunk lines. In the event these trunk lines fail 911 calls are rerouted onto public service trunk lines, i.e the numbers. Possible Alternatives: 1. Two foreign exchange lines could possibly be brought into the communications center for 795 and 798 exchanges at a per line cost 2. In the event of failure in just Martin County 911 calls could be rerouted to a different county s 911 center (no many people do this) 3. Possibly call forwarding from a 795 and 798 number to a 792 number, unknown cost? Recommendations: 1. Allow the Central Communications Advisory Board to explore these options and research other possible options, report back to this board with their findings and recommendation then develop a plan including the new alternative and add the plan as an annex to the Martin County Emergency Operations Plan. 2. Also I would like you to consider making a couple of additions to the communications board: Currently there are 8 representatives appointed to this board: The County Manager, Emergency Management Director, Communications Supervisor, Robersonville Police Chief, Williamston Police Chief, Martin County Sheriff, and one representative from the Fire Service and one from EMS. I feel it would be beneficial to the overall productivity of the board to have a more even representation from each of our emergency services groups. It would serve us well to add the county s EMS Administrator and to request two representatives from the Martin County Fireman s Association and two representatives from the Martin County Rescue Association instead of one each. And as needed we can request the presence of a representative from Coastal Electronics to provide technical advice to the communications board. 3. With those changes and a strong effort I feel we can create an annex to the EOP that will be extremely beneficial in the event of a catastrophic phone failure. Chairman Hurst thanked Ms. Bowen and Mr. Wall for their presentations. COUNTY MANAGER S REPORT Budget Amendments: Manager Overman read Budget Amendment Ordinance 14. BE IT ORDAINED by the Martin County Board of Commissioners of Martin County, North Carolina, that the following amendments be made to the annual budget ordinance for the fiscal year ending June 30, Section 1. The following amounts are hereby appropriated in the Enterprise Fund for the operation of the Water and Sewer District No. 1 and its activities for the fiscal year

5 beginning July 1, 2004 and ending June 30, 2005, in accordance with the chart of accounts heretofore established for this district. Administration/operations $ 6,945 Water Operations $ 6,300 Section 2. It is estimated that the following revenues will be available in the Enterprise Fund for Water and Sewer District No. 1 for the fiscal year beginning July 1, 2004 and ending June 30, Sales & Services $ 13,245 Section 3. Copies of this budget ordinance shall be furnished to the Clerk and to the Finance Officer to be kept on file by them for their direction in the disbursement of funds. MOTION by Vice Chairman Bowen, SECOND by Commissioner Smith, to approve Budget Amendment 14 as presented. MOTION APPROVED by a unanimous vote of the Board. BUDGET ORDINANCE AMENDMENT 15 BE IT ORDAINED by the Board of Commissioners of Martin County, North Carolina, that the following amendments be made to the annual budget ordinance for the fiscal year ending June 30, Section 1. To amend the General Fund, the expenditures are to be changed as follows. Increase Decrease General Government County Commissioners $ 6,000 County Manager $ 6,000 Board of Elections 6,894 Tax Collector 40,000 Public Safety Fire Districts 14,000 Animal Control 6,623 Human Services Department of Social Services Assistance Programs 36,000 36,000 Other Human Services Office of Juvenile Justice 23,615 23,615 Economic & Physical Development Travel & Tourism Authority 26,000 This will result in an increase of $93,517 in the expenditures of the General Fund. To provide an increase in revenue for the above, the following revenues will be changed. Intergovernmental Revenues Restricted $ 19,679 $ 19,679 Taxes Ad Valorem Real & Personal Property CY 50,119 Motor Vehicles CY 2,916 Prior Year 7,588 All Other Taxes 26,000 Fund Balance Appropriation 6,894 Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Governing Board and to the Finance Officer for their direction.

6 MOTION by Vice Chairman Bowen, SECOND by Commissioner Smith, to approve Budget Amendment 15 as presented. MOTION APPROVED by a unanimous vote of the Board. Financial Report: The Financial Report for May, 2005 was presented for informational purposes. Tax Collector s Report: The Tax Collector s Report for May, 2005 was included in each Commissioner s packet for informational purposes. May, 2005 Year to Date Property Taxes $ 77, $10,609, Motor Vehicles 115, ,253, Tax Relief & Refund Orders: MOTION by Commissioner Smith, SECOND by Commissioner Lilley, to approve the Tax Relief Orders in the amount of $3, as presented. MOTION APPROVED by a unanimous vote of the Board. Year Levy Name Remarks Value Total 2004 Harris Mary Beth Bill of Sale 5, Teele Barry Neal Out of Town Nobles Larry Joseph Out of Town Harrison Frederick W Out of Town RX Labor Inc Out of County 6, Hardison Mildred Ramona Out of County 6, Roberson Transportation Out of Town Barksdale Jason C Out of County 47, Conigliaro Cindy Silverthorne Out of Town James George R Out of Town Wynne Louise Baysden T Out of Town Byrum Michael Out of Town Jackson Christy Pierce Double Billed 23, Abdullah-Musa Josette L Out of County 6, Bullock James Robert Jr Double List 7, Bullock James Robert Jr Double List 7, Bullock James Robert Jr Double List 7, Bullock James Robert Jr Double List 6, Jones Ann Roberson Repo 16, Jones Ann Roberson Repo 15, Matthewson Willie A Jr Double List 12, Matthewson Willie A Jr Double List 12, Matthewson Willie A Jr Double List 11, Matthewson Willie A Jr Double List 10, Matthewson Willie A Jr Double List 9, Jackson Eunice TerrillError in Landfill Fee Jackson Eunice TerrillError in Landfill Fee Jackson Eunice TerrillError in Landfill Fee Jackson Eunice TerrillError in Landfill Fee TOTAL RELIEF ORDERS $ 3, Wireless 911 Funds: Manager Overman explained that monies were spend out of the Wireless 911 Fund during the fiscal year for radio equipment which were not eligible expenditures for this fund. Monies from this fund can only be spent on items for and pertaining to the receipt of calls, not the dispatching of these calls. This has been a common mistake for many entities. Manager Overman reassured the Board that he has researched this and the expenditures are not eligible to be paid from this fund. As a result, the county has no choice but to

7 repay these monies to our Wireless 911 Fund. He emphasized that this is not money that has to be returned to the State. The total is $49, Manager Overman stated that action does not need to be taken at this meeting, because he has requested that this amount be withheld from the monies due Martin County for the coming year. He is waiting for an answer to this request. OLD BUSINESS Medical Transport Franchise: Emergency Medical Services Director Jody Griffin presented a draft of the Ambulance and Emergency Medical Service Franchise Ordinance for the Commissioners to study. Once the final copy is prepared, a Public Hearing will be scheduled before any action is taken. NEW BUSINESS Resolution of Memoriam Floyd J. Lupton, Sr.: The Clerk to the Board read the following Resolution into the Minutes. RESOLUTION OF MEMORIAM WHEREAS, the Martin County Board of Commissioners has learned with deep regret of the death of Mr. Floyd J. Lupton, Sr; and WHEREAS, Mr. Lupton wore many hats during his career and served all of them with distinction; and WHEREAS, Mr. Lupton served his country in the 99 th Infantry Division, seeing action in several major battles and being decorated with the Bronze Star; and WHEREAS, Mr. Lupton is best known as Administrative Assistant to the late Congressman Walter B. Jones, Sr.; and WHEREAS, Mr. Lupton served in that capacity for 25 years; and WHEREAS, Mr. Lupton was a dedicated, tireless, and invaluable liaison between the people of the First Congressional District and the Congressman; and WHEREAS, Mr. Lupton s contributions to Eastern North Carolina will continue to benefit its citizens for many years. NOW, THEREFORE, BE IT RESOLVED that the name of Mr. Floyd J. Lupton, Sr. be entered into the rolls of those who have gone from our midst in this year so that he may be remembered thereof; and BE IT FURTHER RESOLVED that a copy of this Resolution be forwarded to the family of Mr. Floyd J. Lupton, Sr. with the expressed sympathy of the members of this Board. This Resolution shall be effective forthwith. MOTION by Commissioner Lilley, SECOND by Commissioners Smith and Perry, to approve the Resolution of Memoriam as presented. MOTION APPROVED by a unanimous vote of the Board. Criminal Justice Partnership Board: MOTION by Vice Chairman Bowen, SECOND by Commissioner Smith, to reappoint Judge William C. Griffin, Jr., Sheriff Keith Roach, Sharon H. Stevens and Dot Williford to another three-year term on the Criminal Justice Partnership Board. MOTION APPROVED by a unanimous vote of the Board. (These terms will expire June 30, 2008.) Jury Commission: MOTION by Commissioner Smith, SECOND by Commissioner Lilley, to reappoint Patricia Fischer to a second two-year term on the Jury Commission. MOTION APPROVED by a unanimous vote of the Board. (This term will expire June 30, 2007.)

8 Region Q Workforce Development Board: MOTION by Vice Chairman Bowen, SECOND by Commissioner Smith, to reappoint Hannah Hale to a second two-year term on the Region Q Workforce Development Board. MOTION APPROVED by a unanimous vote. (This term will expire June 30, 2007 and represents private industry.) Chairman Hurst requested the other appointments for this Board be put on the July agenda and asked the Commissioners to be looking for someone to serve in these positions. Social Services Board: MOTION by Commissioner Smith, SECOND by Vice Chairman Bowen, to reappoint Olga Jones to a three-year term on the Social Services Board. MOTION APPROVED by a unanimous vote of the Board. (This term will expire June 30, 2008.) Travel & Tourism Authority Board: MOTION by Commissioner Lilley, SECOND by Commissioner Smith, to reappoint Jean Rogers to the Travel & Tourism Authority Board for a second three-year term. MOTION APPROVED with Commissioners Smith, Lilley and Perry voting in favor and Commissioners Hurst and Bowen abstaining. (This term will expire June 30, 2008 and represents the Historical Society.) Before taking a vote on this motion, the Board discussed having equal representation of all areas of the County on the various Boards. Commissioner Smith suggested that the directors or chairs of the various Boards be notified and requested that recommendations represent the entire county. Sign Replacement Bids: The following bids were received for the sign replacement project which entailed replacing or repairing approximately 300 road signs within the County. Bids Sign Replacement Project Opened June 1, Donnie Lee $ Tom Sawyer Jamesville, NC 3. Kenneth Nicholson Willie Woolard Larry Scott Tony H. Dickerson Jamesville, NC 7. Jimmy Cumbee Kristi Pritchett Jamesville, NC 9. Johnny Whitaker Woody Sadler David E. Whithurst, Inc. 15, (total) Robersonville, NC 12. Kim Humphreys Manager Overman stated that the RFP for this project requested proof of vehicle liability and Workers Comp insurance as a protection for the County. After checking, it was determined that the two lowest bidder did not have Workers Comp insurance. The cost to obtain this insurance is $

9 Manager Overman explained that he had discussed this with David Lawrence of the Institute of Government. Mr. Lawrence explained that his project does not even qualify for informal bids. Manager Overman suggested that $2.83 be added to the lowest bid raising it to $16.83 to cover the cost of the insurance. There was a bid of $15.00; however, this bidder did not have Workers Comp insurance either. The next lowest bid was for $20.00 and although this person was not contacted, it is almost certain that he does not have Workers Comp either. The Board discussed this at length. Finally, MOTION by Chairman Hurst, SECOND by Commissioner Perry, to approve the low bid of Johnny Whitaker at $ More discussion followed. Vice Chairman Bowen stated that he would like to have a couple of days to check on several questions he has. MOTION DENIED with the following vote: For Commissioner Perry; Against Commissioners Hurst, Bowen, Smith and Lilley. Chairman Hurst instructed the Clerk to put this item on the Agenda for the Special Meeting scheduled for June 20 th. CLERK S REPORT Clerk to the Board Linda G. Hardison reviewed information included in the packet as well as information passed out at the meeting. She also reminded them of scheduled meetings in June and July. CLOSED SESSION G.S (a)(6) PERSONNEL MOTION by Commissioner Smith, SECOND by Vice Chairman Bowen, to go into Closed Session to discuss personnel according to G.S (a)(6). MOTION APPROVED by a unanimous vote of the Board. The Board entered Closed Session at 9:24 p.m. OPEN SESSION MOTION by Commissioner Perry, SECOND by Commissioner Smith, to end the Closed Session and return to Open Session. Open Session began at 9:30 p.m. BUDGET WORKSESSION Chairman Hurst stated that the Budget Worksession was scheduled in case there were changes that needed to be made after the Board had a chance to review the figures. Chairman Hurst shared with the Board that he had spoken with the Medical Director about the position Glen Cowan is filling. Mr. Cowan is working under the direction of Dr. Phil Harris, Medical Director, and does the work that was formerly performed by the Coroner. He is paid $75 per case. Dr. Harris has requested a salary adjustment for Mr. Cowan. Chairman Hurst recommended that Mr. Cowan be paid $1,000 per month instead of being paid by the case. Manager Overman then informed the Board that the changes requested at the first Budget Work Session had been incorporated in the budget printout submitted to each Commissioner before the meeting. Reduced Martin Community College to an increase of 1.06% (same as increase for Board of Education) Increased Regional Library to departmental request of $72,800 Increased Martin Community Players to departmental request of $8,000 Adjusted a couple of salaries as discussed by the Commissioners Chairman Hurst reminded everyone that the Budget Public Hearing has been advertised for June 20, 2005 at 7:00 p.m. in the Board Room.

10 With no further business to discuss, MOTION by Commissioner Smith, SECOND by Vice Chairman Bowen, to adjourn the meeting. MOTION APPROVED by a unanimous vote, and the meeting was adjourned at 9:40 p.m. The next scheduled Regular Meeting is Wednesday, July 13, 2005 at 7:00 p.m. in the Board Room of the Martin County Governmental Center, 305 East Main Street, Williamston, North Carolina. C. Mort Hurst, Chairman Linda G. Hardison, Clerk to the Board