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HomeMy WebLinkAbout10-18-2016 MinutesIREDELL COUNTY BOARD OF COMMISSIONERS PRE -AGENDA MINUTES October 18, 2016 The Iredell County Board of Commissioners met in pre -agenda session on Tuesday, October 18, 2016 at 5:30 PM, in the Iredell County Government Center (South Wing Conference Room), 200 South Center Street, Statesville, NC. Board Members Present Chairman James B. Mallory III Vice Chairman Marvin Norman Tommy Bowles Steve Johnson Ken Robertson Staff present: County Manager Ron Smith, County Attorney Bill Pope, Assistant to the Manager Ben Stikeleather, Finance Director Susan G. Robertson, Attorney Lisa Valdez, and Clerk to the Board Retha Gaither. CALL TO ORDER: Chairman James Mallory called the meeting to order. ADJUSTMENTS TO THE AGENDA: County Manager Ron Smith made the following adjustments: Add: Administrative Matters — VIII. 13 Request from the Library to submit a Letter of Intent to the State Library Closed Session —Personnel G.S. 143-318.11 (a) (6) Corrections: Public Hearing — ICATS grant proposal updated. VIII.1 Troutman Fire and Rescue—updated quote Commissioner Steve Johnson said there is a vacancy on the Statesville Regional Airport Commission but it was an oversight. During the process of hiring an Airport Manager Johnson's term expiration of June 30, 2016 was overlooked. Commissioner Robertson suggested to suspend the rules to announce and appoint at the 7:00 regular meeting. PRESENTATION OF SPECIAL RECOGNITIONS & AWARDS (None) PUBLIC HEARINGS Public Hearing as required in order to apply for transportation grants for ICATS: ICATS Brad Johnson said these grants are $336,000 more than last year. The 5310 Elderly and Disabled grant for the rural area is probably going away and even though this grant has a period performance of one year there is an extension for up to three years. This will help to ensure the gap is covered while transitioning from rural to urban as a funding source. Commissioner Robertson asked if it is expected, as the funding source rules change, that the money received will stay the same. October 18, 2016 Johnson yes. The federal money for the urbanized area is a 50150 match, but the State has a program that is an urban match program and they will provide 25% of what they can... as long as state money is available. Commissioner Robertson asked if the amounts listed are expected or if they could change. Johnson believes Iredell will receive all of them. Commissioner Robertson cautioned that there may be less funding as opposed to more funding or they may ask for a larger match which is paid by collected revenues. He suggested that ICATS pay close attention to that possibility and adjust fees accordingly. Chairman Mallory asked about Urban Technology. Johnson said it is designed to make a fixed route module in the software system. Riders with a smart phone can locate the buses and estimate the time of arrival. ADMINISTRATIVE MATTERS Request from the Fire Marshal's Office for approval for Troutman Fire and Rescue to use $3,000 to purchase and install a radio in a new rescue vehicle: Fire Safety and Emergency Management Director Kent Greene said the request is to replace a radio and two portables in the new rescue truck. This will allow coordination with Mooresville and Iredell County agencies. Troutman currently has $21,513 in the capital reserve account. Commissioner Robertson asked who decides how much can be taken from that account. Greene said each individual squad has their own capital reserve account and the Board is just releasing the funds. Chainnan Mallory asked about going from one radio to two. Greene said the new rescue truck will have a front mounted radio and a mini command center built in the back of the unit. Two portable radios will remain in the control center so they will be available on the scene. This item was placed on the consent agenda. Request from the Fire Marshal's Office for approval for Iredell County Rescue Squad to use $5,000 to purchase a scoop stretcher and other equipment: Fire Safety and Emergency Management Director Kent Greene said this request is to purchase scoop stretchers and associated equipment. This will replace aging scoop stretchers. EMS has moved away from the rigid backboards for transporting patients. The latest research reports that the rigid back boards are causing more injury during transport. EMS has moved away from the back board, therefore, rescue squads need to follow suit. This item was placed on the consent agenda. Request from the Health Department for approval of a budget amendment to purchase an upgrade to the Laserfiche system: ITS Joey Holshouser said this request is to upgrade the Laserfiche system. Laserfiche has been used to image electronic documents since 2009 but it has grown considerably. The dental clinic is being added and it will save money to upgrade to a new licensing system for all participants. October 18, 2016 2 Commissioner Robertson questioned the annual maintenance fees. Holshouser said the estimate on paper does not show that Laserfiche is crediting approximately $100,000 for the current system. The original cost is well over $100,000 but with the credit it brings the cost to $33,000. This item was placed on the consent agenda. REVENUE LINE(S) DESCRIPTION EXISTING BUDGET CHANGE AMENDED BUDGET 10491801 444002 4111 Dental Hlth Medicaid Max $0.00 $33,415.00 -$33,415.00 EXPENSE LINE(S) DESCRIPTION EXISTING BUDGET CHANGE AMENDED BUDGET 10918010 537514 4111 Contracted Services -Software $1,975.00 $33,415.00 $35,390.00 Request from the Health Department for approval of a budget amendment to purchase two (2) Barracuda Recovery Appliances: ITS Joey Holshouser said they had been using the current system since 2011 to back-up data. The system is experiencing failed drives and has become very unreliable. The request for two Barracuda appliances is to house one unit at the Statesville office and the second unit in the Mooresville office. Both units will have back-up data for each other. This also provides unlimited cloud data should something happen to both units at one time. Basically the Statesville unit will back-up both departments and then once a week that information will be replicated to the Mooresville unit. This item was placed on the consent agenda. REVENUE LINE(S) DESCRIPTION EXISTING BUDGET CHANGE AMENDED BUDGET 10490110 444001 4111 Generic Svcs -Admin Med Max -$202,220.00 $68,465.00 -$270,685.00 EXPENSE LINE(S) DESCRIPTION EXISTING BUDGET CHANGE AMENDED BUDGET 10901120 610150 4111 Deprec. Assets - Technology $16,000.00 $68,465.00 $84,465.00 Request from Planning to consider calling a public hearing on November 1, 2016 at 7:00 PM in regard to a request by Kristie & Gadis Pepper, Jr., and Lori & Brian Poling to release zoning and subdivision jurisdiction to the Town of Troutman: Planning Director Matthew Todd said this involves two properties just outside of Troutman which is about 6 acres. It's requested to release to Troutman's ETJ. The ETJ was put into place by Troutman in 1986 and has not changed. These two properties have split jurisdiction between the County and Troutman. There are no specific plans at this time. It is in Troutman's and Iredell County's Land Use Plans to be low-density residential. This request is just to call for the public hearing. This item was placed on the consent agenda. Elmwood Strong update: Planning Director Matthew Todd said the Planning staff is drafting the amendment. It will be sent to the Planning Board and discussed at the first Planning Board meeting in November. They will vote on it in December after which it will return to the Board of Commissioners in January. Request from Finance for approval of and signature on a three-year rental agreement with UniFirst Uniform Rental Service for ICATS: ICATS Director Brad Johnson said this October 18, 2016 3 request is to approve a uniform agreement with UniFirst for 46 employees. The uniform will be shirts and pants. This item was budgeted at $15,000 but the actual annual cost is $10,027. Extra cost was built in to cover staff turnover. Commissioner Ken Robertson said the comparison between buying and renting is not shown in the information. Johnson said rental was considered because of the part-time and frequent turnover in staff which leads to items not being returned. Chairman Mallory asked who would be responsible if the uniform is torn or not returned. Johnson said damages during normal daily duties will be covered under the normal rental fee but is unsure of how to recoup items not returned. Finance Director Robertson said the County cannot withhold an employee's check but the County has actually gone to an ex -employee's house to retrieve uniforms. Smith said it hasn't been a problem in other departments. This item was placed on the consent agenda. Request from Parks and Recreation to relocate the ropes course currently stationed at 204 Bluefield Road: Mike Hotze said this request is to relocate the ropes course program to a new site due to impending development on Bluefield Road. This request is to move forward to approach the Iredell-Statesville School Board with a proposal to place it on school property. Parks and Rec viewed several options of county owned property. ISS is one of the larger user groups and it would be beneficial to relocate on county owned school property. Commissioner Robertson asked about the road because the topography on part of the property at South Iredell High School site is remote and probably could not be used for other things. Hotze said $50,000 was budgeted for road access which is the current estimate of a gravel road. There is a rough cut road existing on one side of the property. Smith said the request is to just move forward with the concept. No funds will be spent at this time. This item was placed on the consent agenda. Request from Administration for approval of a storm water drainage easement at Harmony Elementary School: Assistant to the County Manager Ben Stikeleather said this concerns a storm water easement at Harmony Elementary. There is an issue from the gutter system that is causing some flooding. The Town of Harmony has decided to fix the problem but they need a small area of the County's property as a storm water easement to install and maintain some pipe. This item was placed on the consent agenda. Request from Administration to consider a lease for Keary Builders at DSS property: Assistant to the County Manager Ben Stikeleather said this request is concerning an area on county property on Eastside Drive where the Department of Social Services is located. The area in question is all the way to the south of the property and can't even be seen from the DSS building. October 18, 2016 Keary Builders is asking to temporarily place a construction trailer on the site while building a State Employees Credit Union. The building site is very tight and does not allow room for the construction trailer without moving it several times before completing the project. This item was placed on the consent agenda. Request from Administration for approval to apply for a Golden Leaf Community Based Grantsmaking Initiative: Assistant to the Manager Ben Stikeleather said this is concerning the Golden Leaf Community Based Grantsmaking Initiative. This comes around about every three to four years. They take different regions that they call prosperity zones and create a pot of money. Each county can present three options to the Golden Leaf Foundation with a total aggregate budget of $1.5 million between all three. This request is for approval to apply for these grants. There are ideas in mind but the entities involved much supply a Letter of Intent. Contact has been made with ISS, City of Statesville, MCC, and the Town of Mooresville. However, this does not mean there won't be other Letters of Intent, however, administration will review and submit the top three. Commissioner Robertson stated that ISS and MCC's agriculture proposal is charging ahead but asked about the other two. Smith said Mooresville Business Park East has already estimated Phase 1 B, which is a road extension that would open more business property. Administration is facilitating and trying to review all requests. Another project that is being considered is help with sewer projects on Fanjoy Road and Project Nike. Stikeleather said there is a cash match but the entity that applies for the grant is responsible for the match. The County submits the Letters of Intent but is not responsible for the match. This letter was placed on the consent agenda. Request from Tax Administration for approval of September Refunds and Releases: County Manager Ron Smith said the refunds and release are all in order. This item was placed on the consent agenda. Releases for the month of September 2016 Breakdown of Releases: County S 16,921.88 Solid Waste Fees S 182.00 Statesville Solid Waste Fees S 420.00 Mooresville Solid Waste Fees S - Davidson Solid Waste Fees S - E. Alex. Co. Fire #1 S 165.54 Shepherd's Fire #2 S 149.44 Mt. Mourne Fire #3 S 33.04 All County Fire #4 S 568.61 B&F Fire #5 S 92.80 Statesville City S 670.76 Statesville Downtown $ - Monthly Total S 29,363.54 October 18, 2016 Mooresville City S 9,508.94 Mooresville Shepherd's Fire #2 $ (3.28) Downtown $ - Mooresville School $ 650.53 Love Valley $ - Harmony $ - Troutman $ - Davidson $ - Refunds for the month of September 2016 October 18, 2016 6 Monthly Total $149.66 Breakdown of Refunds: County $ 60.44 Solid Waste Fees $ - Statesville Solid Waste Fees $ 60.00 Mooresville Solid Waste Fees $ - Davidson Solid Waste Fees $ E. Alex. Co. Fire #1 $ - Shepherd's Fire #2 S - Mt. Mourne Fire 43 $ - AlI County Fire #4 $ 8.02 B&F Fire #5 S - Statesville City $ - Statesville Downtown $ - Mooresville City $ - Mooresville Downtown $ - Mooresville School $ 21.20 Love Valley $ - Harmony $ Troutman $ - Davidson $ Breakdown of NCVTS Refunds: County $ (120.36) E. Alex. Co. Fire #1 $ - Shepherd's Fire #2 $ (3.28) Mt. Mourne Fire #3 $ 2.14 All County Fire #4 $ - B&F Fire #5 $ Statesville City S (49.11) Statesville Downtown $ Mooresville City $ (63.92) Mooresville Downtown $ - Mooresville School $ (20.38) October 18, 2016 6 Love Valley Harmony Troutman Davidson Monthly Total S (254.91) Request from the Clerk to the Board for approval of minutes from the meeting on October 1, 2016: There were no changes. This item was placed on the consent agenda. Request from the Library to submit a Letter of Intent to the State Library for a LSTA Grant: Library Director Steve Messick said this request is for permission to apply for a LSTA Grant from the State Library of North Carolina. This grant would be used to implement a system that would allow the check-out of books using RFID tags instead of the bar codes currently used. The RFID system will allow up to 10 books to be checked out at one time within seconds. This would save staff time and will also allow kiosks for patrons to check-out their own books without waiting at the desk. Most libraries in the state are using this system. The cost of this system will not exceed $120,000 and the match would be $30,000. Currently there is $28,000 in the budget for the match which was funds saved by moving to NC Cardinal. The Library will send in a Letter of Intent to generally outline the project and the State will respond by the end of the year whether or not to proceed with the grant application. If approved the grant application will probably be due in February but will be brought before the Board of Commissioners prior to submission. Several surrounding counties have received similar grants in the past few years. This item was placed on the consent agenda. The meeting was recessed into Closed Session at 6:20 PM until the 7:00 regular meeting. IREDELL COUNTY BOARD OF COMMISSIONERS REGULAR MINUTES October 18, 2016 The Iredell County Board of Commissioners met in regular session on Tuesday, October 18, 2016 at 7:00 PM, in the Iredell County Government Center (Commissioners' Meeting Room), 200 South Center Street, Statesville, NC. Board Members Present Chairman James B. Mallory III Vice Chairman Marvin Norman Tommy Bowles Steve Johnson Ken Robertson Staff present: County Manager Ron Smith, County Attorney Bill Pope, Assistant to the Manager Ben Stikeleather, Finance Director Susan G. Robertson, Attorney Lisa Valdez, and Clerk to the Board Retha Gaither. CALL TO ORDER by Chairman Mallory. October 18, 2016 INVOCATION: Chairman James Mallory asked everyone to bow their heads for a moment of silence. PLEDGE OF ALLEGIANCE led by James Mallory. ADJUSTMENTS TO THE AGENDA County Manager Ron Smith made the following adjustments: Add: Administrative Matters — VIII. 13 Request from the Library to submit a Letter of Intent to the State Library Announcements of Vacancies on Boards and Commissions — There is one vacancy on the Statesville Regional Airport Board The Closed Session items have already been disposed of during the pre -agenda. OTION by Vice Chairman Marvin Norman to approve the agenda as adjusted. VOTING: Ayes — 5; Nays — 0 PRESENTATION OF SPECIAL RECOGNITIONS & AWARDS (None) APPOINTMENTS BEFORE THE BOARD (None) PUBLIC HEARINGS Request from ICATS to hold a public hearing as required in order to apply for transportation grants: ICATS Director Brad Johnson said the request is for a required public hearing for State and Federal grants related to the Community Transportation Program. It is required of the Board of Commissioners to adopt a resolution authorizing the Director to apply for state and federal grants on behalf of Iredell County. Last year ICATS provided 80,000 trips to citizens of Iredell County and travelled over 800,000 miles. The 2010 census deemed that 40% of the County is considered urban. The projected 2020 census is predicting that number to increase to 60-70%. That means the ROAP and rural grant allotment, which ICATS has relied heavily on, has been decreasing since 2010. In order to stay ahead of the curve, ICATS would like to apply for both urban and rural grants for FYI 8. Money cannot be shifted between urban and rural. In order for ICATS to keep up with the growing demand of public transportation, [CATS would like permission to apply for five operating grants totally $1.2 million, one administrative grant for $200,000, two capital grants for $670,000 with a total local match of the combined grants of $730,000 and all matching funds will come from revenue generated by ICATS and the allotted ROAP funds from NCDOT. There will be eight replacement vehicles on the FY 18 capital grants. The advanced scheduling software is in the technology grant that was recently received. The parking lot expansion, fence, replacement of roof, and a 30 x 30 storage/maintenance facility at the ICATS site. The Administrative grant will cover four salaries, the required advertising, etc. Chairman Mallory opened the public hearing. No one from the audience wished to speak. Chairman Mallory closed the public hearing. October 18, 2016 OTION by Commissioner Johnson to grant this request and give the ICATS Director approval to apply for all of the grants. VOTING: Ayes — 5; Nays — 0 Chairman Mallory thanked the staff of ICATS for their services. Resolution authorizing the filing of applications with the North Carolina Department of Transportation— Public Transportation Division for grant years FY2018 — FY2022, for federal transportation assistance authorized by 49 U.S.C. 5311, United States Code, other federal statutes administered by the Federal Transit Administration or state statutes administered by the State of North Carolina. WHEREAS, the State of North Carolina has been delegated authority to award federal financial assistance for a transportation project; WHEREAS, the grant or cooperative agreement for federal financial assistance will impose certain obligations upon the applicant, and may require the applicant to provide the local share of the project cost; WHEREAS, the applicant has or will provide all annual certifications and assurances to the State of North Carolina required for the project; NOW, THEREFORE, BE IT RESOLVED BY Iredell County Board of Commissioners 1. That (Transportation Director) is authorized to execute and file an application for federal assistance on behalf of (tredell County) with the State of North Carolina for federal assistance authorized by 49 U.S.C. Chapter 5311 United States Code, other federal statutes or state statutes authorizing a project administered by the Federal Transit Administration. That (Transportation Director) is authorized to execute and file with its applications the annual certifications and assurances and other documents the State of North Carolina requires before awarding a federal assistance grant or cooperative agreement. 3. That (Transportation Director) is authorized to execute grant and cooperative agreements with the State of North Carolina on behalf of (Iredell County). The undersigned duly qualified (Transportation Director), acting on behalf of the (Iredell County), certifies that the foregoing is a true and correct copy of a resolution adopted at a legally convened meeting of the (Iredell County Board of Commissioners) held on (October, 18, 2016) F.11113a UkNml#t. t_ County Manager Ron Smith summarized the consent agenda: • Request from the Fire Marshal's Office for approval for Troutman Fire and Rescue to use $3,000 to purchase and install a radio in a new rescue vehicle which will come from their capital reserve fund. • Request from the Fire Marshal's Office for approval for Iredell County Rescue Squad to use $5,000 to purchase a scoop stretcher and other equipment which will come from their capital reserve. • Request from the Health Department for approval of a budget amendment to purchase and upgrade to the Laserftche System. • Request from the Health Department for approval of a budget amendment to purchase two Barracuda Recovery Appliances. October 18, 2016 • Request from Planning to call for a public hearing on November 1, 2016 at 7:00 PM in regard to a request by Kristie & Gadis Pepper Jr. and Lori & Brian Poling to release zoning and subdivision jurisdiction to the Town of Troutman. • Request from Finance for approval of and signature on a three-year rental agreement with UniFirst Uniform Rental Service for ICATS. • Request from Parks and Recreation to relocate the ropes course currently stationed at 204 Bluefield Road. • Request from Administration for approval of a storm water drainage easement at Harmony Elementary School. • Request from Administration to consider a lease for Keary Builders on the property that is the home to DSS. This will be only a portion of the property and will not be seen from the DSS office. • Request from Administration for approval to apply for a Golden Leaf Community Based Grantsmaking Initiative. • Request from Tax Administration for approval of September Refunds and Releases. • Request from the Clerk to the Board to approve the minutes from the meeting on October 4, 2016. • Request from the Library to submit a Letter of Intent to the State Library for an LSTA Grant. OTION by Vice Chairman Marvin Norman to approve the administrative consent agenda. VOTING: Ayes — 5; Nays — 0 ANNOUNCEMENT OF VACANCIES OCCURING ON BOARDS & COMMISSIONS Statesville Airport Commission — one announcement County Manager Ron Smith said this position has been filled by Commissioner Steve Johnson but his term expired in June of 2016. There have been changes in the by-laws and on- going projects and this vacancy was over -looked. This will be a three year appointment. Chairman Mallory feels the most efficient way would be to combine the announcement and the appointment. OTIO by Commissioner Robertson to suspend the rules and appoint Commissioner Johnson to the Statesville Regional Airport Commission effective June 2016. VOTING: Ayes — 5; Nays — 0 APPOINTMENTS TO BOARD AND COMMISSIONS (None) UNFINISHED BUSINESS (None) PUBLIC COMMENT PERIOD No one from the audience wished to speak. October 18, 2016 10 NEW BUSINESS (None) COUNTY MANAGER'S REPORT County Manager Ron Smith reported on the following: • The Meeting Street building is basically complete. There will be a final walk-through at the end of this week. The moving process for Probations is ready to begin which will, in - turn, allow the demolition of the two house on Davie and Harrill Street. Facility Services has done an excellent job getting this facility ready. The Jail Inmate Reduction Report is showing a slight increase that is partly due to the summer months. Commissioner Johnson asked to clarify information supplied by Major Bert Connolly, who reported that the annual cost of inmate transportation, off-site housing, and pump/haul is close to $900,000. Smith said that is correct. Chairman Mallory thanked staff for the diligent work on the jail project and keeping everyone informed. ADJOURNMENT OTION by Commissioner Robertson to adjourn at 7:30 PM. (The next meeting will be Tuesday, November 1, 2016, 7:00 PM, in the Commissioners' Meeting Room, Pre -Agenda Discussion at 5:30 PM in the South Wing Conference Room, Government Center, 200 South Center Street, Statesville, NC) VOTING: Ayes — 5; Nays — 0 Date Approved Retha C. Gaither, Clerk October 18, 2016 11