Wlacon Counly  ON COU  D CARDS  MACON COUNTY BOARD OF COMMISSIONERS APRIL 11, 2023 REGULAR MEETING  6P.M. AGENDA  1. Call to order and welcome by Chairman Higdon  2. Announcements 3. Moment of Silence 4. Pledge of Allegiance  5. Public Hearing(s) - 6 p.m. - Modification of the Macon County Watershed Ordinance to Allow the Watershed Administrator to Approve Special Nonresidential Intensity Allocation - Planning NOTE: The board may take action on this item immediately following  Director Joe Allen  the close of the public hearing. 6. Public Comment Period 7. Additions to agenda  8. Adjustments to and approval of the agenda  9., Reports/Presentations  (A) Recognition of the Franklin High School Track and Field Team (B) Report on recent fire department inspection - Warren Cabe, (C)N Macon County Public Library Trustees Report = Chairman Bill  Emergency Services Director  Dyar 10.Old Business  (A) Update on Recreation Master Plan for Veterans Memorial Recreation Park - Parks and Recreation Director Seth Adams and  representatives of McGill Associates  MACON COUNTY COURTHOUSE, ANNEX PHONE 828-349-2000  5WEST MAIN STREET  FRANKLIN,  NORTH FAX: CAROLINA28734 828-349-2400    11.New Business  (A) Proclamation regarding 80's lashback/Shriners Hospital (B). Request for Release of Performance Guarantees for Phase 3, Section 1 of Gemstone Village Planning Director Joe Allen (C)R Request for additional positions at the Department of Social Services (DSS) - DSS Director Patrick Betancourt (D)Request for Resolution Opposing House Bill 340 - Mr. Betancourt and Shelly Foreman with VAYA Health (E) Resolution Accepting Bid and Authorization of Upset Bid Process for the Sale of Surplus Property = County Attorney Eric (F) Discussion concerning purchase of property located at 195 Wayah Street, Franklin, NC 28734 - County Manager Derek GConsideration of revised county vehicle/equipment policy - HR )Consideration of updated Records Retention and Disposition (I) Consideration of proclamation for National County Government  Weekend - Dave Linn  Ridenour Roland  & Safety Director Mike Decker  Schedules - HR & Safety Director Mike Decker Month - County Manager Derek Roland Consent Agenda - Attachment #12  All items below are considered routine and will be enacted by one motion, No separate discussion will be held except on request of a member of the Board of  Commissioners.  (A) Minutes of the March 14, 2023 regular meeting  (B)Budget Amendments #220-224  (C)Tax releases for the month of March in the amount of $1,907.10 (D)Monthly ad valorem tax collection report - no action necessary  12.Appointments (A) Planning (1 Seat)  13.Closed session as allowed under NCGS  14.Adjourn/Recess    MACON COUNTY BOARD OF COMMISSIONERS  AGENDA ITEM  CATEGORY - PUBLIC HEARING  MEETING DATE: April 11,2023 We have one public hearing on the agenda.  Iti involves a technical change to the Macon County Watershed Ordinance, and if approved, would allow the Watershed Administrator - instead of the Planning Board - to approve Special Nonresidential Intensity Allocations A copy of the Public Notice is included in the agenda packet, and as the notice contains the proposed change to the language in Section 156.32(C) of the ordinance, the full ordinance will not be included in the. packet. A copy oft this notice appeared one time in The Franklin Press on March 29, Planning Director Joe Allen will be at the meeting and can answer questions Following the close of the public hearing, the board can take action on the  (SNIAs).  2023.  or provide additional details as needed.  proposed change.    NOTICEOF! PUBLIC HEARING  TO CONSIDER MODIFICATION OF THE MACON COUNTY WATERSHED ORDINANCE TO ALLOW THE WATERSHED ADMINISTRATOR TO APPROVE Please take notice that the Macon County Board of Commissioners will conduct a public hearing on Tuesday, April 11, 2023 at 6:00 p.m. in the Commission Boardroom located on the third floor of the Macon County Courthouse, located at 5 West Main Street, Franklin, NC 28734, concerning a proposed modification of the Macon County Watershed Ordinance to allow the Watershed Administrator to approve Special The applicable portion of $156.32(C) of the Macon County Watershed Ordinance  SPECIAL NONRESIDENTIAL INTENSITY ALLOCATION  Nonresidential Intensity Allocations (SNIA).  currently states:  "The Planning Board is authorized to approve SNIAS consistent with the provisions ofthis ordinance, and such approved projects shall be awarded on  ai first come, first serve basis."  The proposed amendment to the applicable portion of $156.32(C) of the Macon County  Watershed Ordinance is for such provision to state:  "The Watershed Administrator is authorized to approve SNIAS consistent with the provisions of this ordinance, and such approved projects shall be  awarded on a first come, first serve basis."  A complete copy of the Macon County Watershed Ordinance can be viewed on the County website, maconnc.org, under "Public Announcements," and a hard copy may be obtained in the lobby at the Courthouse Annex Building, 5 West Main Street, Franklin, This item was approved for Public Hearing at the February 21, 2023 meeting of the  North Carolina.  Macon County Board of County Commissioners.  Derek Roland Ex Officio Clerk to the Board Macon County    MACON COUNTY BOARD OF COMMISSIONERS  AGENDA ITEM  CATEGORY - REPORIS/PRESENTATIONS  MEETING DATE: APRIL11,2023  9A. Chairman Higdon has invited the coaches of the men'sa and women's Franklin High School track and field teams to share the recent  accomplishments oftheir student athletes.  9B. Emergency Services Director Warren Cabe will have a report for the board regarding the recent inspection of one of the county's volunteer fire  departments as well as the subsequent follow-upinspection.  9C. Bill Dyar, the chairman of the Macon County Public Library Board of Trustees, has requested time on the agenda to provide a report from the trustees, a copy of which is enclosed in the agenda packet. Mr. Dyar also provided another document for the board's review and information entitled "Considerations for Macon County Withdrawing from the Fontana Regional Library System," a copy of which is also included in the packet.    To: Macon County Board of Commissioners From: Macon County Public Library Board of Trustees  Date: April 11, 2023 umbrella of two bodies:  Historically, the Macon County Public Library Board of Trustees has operated under the The County Commission which provides library space, operational funding and commissioner liaisons, along with approval and appointment of library trustees. The Fontana Regional Library System which provides funding and services, along with operational policies and guidelines mandated by the State Library of North Carolina. For decades this arrangement has proven effective, efficient, and much to the benefit of the citizens of Macon County. Over the years, subsequent trustee boards have endeavored to offer counsel and advice in a variety of ways. One primary function has been to review, understand, and implement various laws, operational policies and procedures affecting our county libraries. With recent developments, the library's board of trustees wanted to respond directly to the full Board of Commissioners as the Commissioners collectively consider withdrawing our libraries from the Fontana Regional Library System. From the trustees' perspective, several critical issues are at stake if the Board of Commissioners resolves to withdraw from the  Fontana Regional Library System:  Earlier the Library Board of Trustees sent each of you, and the county manager, a five page document, Considerations for Macon County Withdrawing from the Fontanna Regional System, outlining the procedures and cost of Such a resolution. It is the trustees' hope that this document makes clear the financial impact suffered by the Macon County taxpayers if the Board of Commissioners acts to withdraw from the Fontana System. The trustees feel that the effect of the withdrawal is financially staggering and unduly burdensome with absolutely no corresponding benefit to the Oversight for an independent Macon County Library System is another issue. To our understanding, no library trustee board has ever received any oversight directives from our Board of Commissioners. The current group of trustees is, however, receptive to considering directives that the Board of Commissioners adopts. A withdrawal will create the need to establish new operational oversight, new policies and procedures that comply with federal and state laws and statutes, along with those of the State Library of North Carolina, as well as other unanticipated consequences caused by terminating Macon County's relationship with Fontana that has worked well for almost 80 years. Such oversight will have to come from the Board of Commissioners or its designees. In summary, the Macon County Public Library Board of Trustees expresses its strongest endorsement for our county libraries to remain in the Fontana Regional Library System.  citizens of our community or the Library patrons.    CONSIDERATIONS FOR MACON COUNTYWITHDRAWING FROM THE FONTANA REGIONALLIBRARY SYSTEM  Under current North Carolina state regulations, a regional library system serves two or more contiguous counties. Fontana Regional Library (FRL) serves three counties; Jackson, Macon, and Swain. Therefore, ifone county withdraws from the region the remaining two counties would remain ar regional library system. Iftwo counties withdraw, it would force the region to disband. The terms of withdrawal or dissolution are set forth by state statutes and the regional agreement, excerpted  below:  Fontana Regional Library Regional Agreement: V. Terms of Property Ownership  Ar major benefit of regional cooperation is that scarce resources may be shared among the various countyresidents' without wasteful duplicationhowever, certain ownershipi prestrictions shall apply: A. All real property, buildings, grounds and other facilities ofe each library shall be acquired and owned by their respective county, and occupied by each library in accordance with a facility lease B. All other property, including library materials, technology, furnishings, fixtures and equipment, vehicles, or other resources, purchased with state, regional, or county funds shall be C. The Hudson Library facility and all library materials, furnishings, and fixtures acquired by Hudson Library, Inc. shalll be owned by Hudson Library, Inc, a private non-profit corporation. D. All library materials, furnishings, and fixtures acquired by Fontana Regional Library and E. Asincluded under N.C.G.S. Chapter 1 60A, Article 20, Part 1 Joint Exercise of Power, property purchased by the Fontana Regional Library is owned jointly as tenants in common by the F. See also Section VIII hereof regarding the distribution of property in the event of withdrawal of a participating local governmental unit and Section IX hereof regarding the dissolution of the  between Fontana Regional Library and each county.  ownedbyl Fontana Regional Libraryexcepting whati is provided fori in Section V.C.  located at Hudson Library, Inc. shall be owned by Fontana Regionall Library.  participatingo counties.  Fontana Regional Library. VIII. Provisions for Withdrawal  A. A participating local governmental unit proposing to withdraw from the Fontana Regional Libraryshall, give written notice on orb before July1 to thel Fontana Regional Library Board ofTrustees, the other counties' Boards ofCommissioners, and the State LibraryofN North Carolina. Thewithdrawal Should that participating local governmental unit decide within this time period to rescind the proposal, that participating local governmental unit shall remain a part of the Fontana Regional Library under the same conditions and requirements as the agreement under which they became a Should that participating local governmental unit fully withdraw, assets located in the local library facility will remain the assets of the withdrawing library. Notwithstanding the aforementioned, in the event there are assets located in the local library facility that were purchased  shall be effective the following june 30.  B.  member. C.    by Fontana Regional Library with Fontana Regional Library funds and intended for Fontana Regional Library regional supportservices, those assets will remain the assets of Fontana Regional Library. A. The Fontana Regional Library may be dissolved if two of the three participating local governmental unit parties withdrawinaccordaner with the procedures stated above. B. Asi included under N.C.G.S. Chapter 1 60A, Article 20, Part1, Joint Exercise of Power, property purchased by the Fontana Regional Library is owned jointly as tenants in common by the participating counties; therefore, ift the Fontana Regional Library is dissolved, the counties of) Jackson, The distribution of properties and resources jointly owned shall be accomplished by a committee composed of representatives from each county, the current Fontana Regional Director, D. Aftera all outstanding debts are resolved, any remaining funds from the member counties shall bei returned to them and the distribution of any remaining State or Federal funds shall be determined by the State Library. Any land and building property owned by the Fontana Regional Library shall be sold and the proceeds distributed to the counties, or the property may be distributed to the counties on an equitable basis as agreed upon byt the committee of representatives. Other property such as the bookmobile, outreach van, computers and other technology, books, and any other assets shall be sold at auction and the proceeds divided among the counties, or property may be distributed in some  IX. Provisions for Dissolution  Macon, and Swain shall divide the joint assets equallyamong and a representative from the State Libraryof North Carolina.  C.  othere equitable manner as agreed upon by the committee ofr representatives.  State of North Carolina. Administrative Code:  71 NCAC021. .0308 WITHDRAWALI FROM OR DISSOLUTION OF Al REGIONALLIBRARY ofNorth Carolina. The withdrawal shall be effective on the following June 30. NCAC021.0201 onort before the effective date ofwithdrawal.  (a) A county proposing to withdraw from a regional library shall give written notice on or before July 1t tot the regional library board, the other participating local governmental units, and the State Library (b) The withdrawing county shall establish eligibility for grants to public libraries according to 07 (C) Capital expenditures by the withdrawing county that are necessitated byt the withdrawal may not replace support for operating costs in establishing eligibility to receive grants to public libraries (d) Ifv withdrawal ofa a county results ini the dissolution of the regional library, the remaining counties must also establish eligibility to receive grants to public libraries according to 07 NCAC 021.0201 by In the event of withdrawal, there are logistical, monetary, and service considerations that will need to  according to 07 NCAC021.0201. the effective date ofwithdrawal. be addressed by all counties.  MONETARYCONSIDERATIONSIFMACON COUNTYWITHDRAWSFROM FRL  1. Staffing - All library staff who work in Macon County libraries would become employees ofN Macon a. All library employees would need to be paid in accordance with the Macon County pay plans. Currently, most library staffare paid well below Macon County employees. b. Eligiblelibrarystaff would need to be added tol Macon County benefit plans.  County.    C. Several staff positions are currently shared across the FRLsystem. These positions would d. The administrative, financial, purchasing, human resources, and IT responsibilities currently handled by FRL would need to be shifted to Macon County departments, which  need tol ber replaced by! Macon County employees. might require additional County staff.  2. Catalog system - FRL libraries are part oft the NC Cardinal Consortium which: is contracted through FRL. Macon County would need to contract for their own system with NC Cardinal or another system. Macon County would need to pay for the conversion costs to port their collection and patron databases into their own system. Macon County would need to develop a new collection of materials or work with FRL to acquire the collections currently held by Hudson Library, Macon County Public Library, and Nantahala Community Library. There are over 120,000 books and 3. The LAN and WANI networki is owned/leased by FRL. Macon County would need to purchase new servers and network equipment, including switches, routers, etc., and/or pay FRL for the existing equipment. Macon County would need to contract with a service provider for Internet and 4. E-rate - the federal e-rate program pays 80% oft the cost of Internet and broadband access for the libraries. This process is handled through the FRL HQ office. Macon County would have to take 5.A Allproperty, including library materials, technology, furnishings, fixtures and equipment, vehicles, or other resources, purchased with state, regional, or county funds are owned by Fontana Regional Library. A County withdrawing from the system would have to replace the materials, 6. State Aid to Public Libraries - North Carolina provides a block grant to each eligible county based on population and economic status. In order to receive this grant a county must apply annually. Libraries withdrawing from a region have a one year waiting period (also known as a demonstration year) before they are eligible. Based on recent years, the amount that each county would be eligible to receive would range from the mid $90,000s for) Jackson and Macon, to thei mid  othermaterials: int the Macon County libraries at this time.  broadband service.  over the erate filing duties in order to continue receiving funding.  furniture, fixtures, and equipment.  $70,000s for Swain.  LOGISTICAL CONSIDERATIONS IF MACON COUNTYWITHDRAWSFROMFRL  1. Staffing all Macon County library staffincluding the County and Branch librarians would need to a. All library staff would need to be onboarded into the Macon County payroll and benefits b. Current Macon County staff pay plans may noti include library staff categories. These FRL: staffa are members of the Local Governmental Employees' Retirement System (LGERS) and state 401K system. They would need to be transferred from FRL to Macon County in these systems. This would be the responsibility of Macon Countyadministration. d. North Carolina General Statute 153A-267 defines the qualifications of the chief librarian. To be eligible for appointment and service as chief administrative officer of a library system (whether designated chief librarian, director of library services, or some other  be added to the county staffing plan.  systems.  would needt tol be updated by Macon Countyadministration    title), a person must have a professional librarian certificate issued by the Secretary of Cultural Resources, pursuant to G.S. 125-9, under regulations for certification of public librarian as established by the North Carolina Public Librarian Certification Commission  pursuant toi the provisions ofG.S. 143B-67.  2. Catalog system As noted above, collection and user databases are part of the FRL system in NC- a. Local system information would need to be exported from the current system and b. Local library policies such as fines and fees, checkout periods, inter-library loan privileges, Library patrons would need to be notified of the changes, would need to acquire new d. Resource sharing in the NC Cardinal system is currently handled by FRL staff and courier service. If the withdrawing county becomes part of the NC Cardinal consortium it would need to take over these shipping and receiving duties and create a central location for this operation. A courier system would also need to be created between Franklin, Highlands,  Cardinal.  imported to whatever new system Macon Countyacquired. hold policies, library card expirations, etc. would need tol be established. library cards, and would need to return NCCardinal materials.  and' Topton.  3. All financial services including accounts payable, accounts receivable, and payroll are handled by FRL staff. These functions would need to be transferred to the Macon County departments 4. LSTA grants-V while library staff might still Preparetmeapplzitonsand administer LSTA grants, it would be the responsibility of the Macon County administration to approve and submit the 5. Purchasing and procurement is currently handled by FRL staff in accordance with FRL policies. These functions would need to be transferred to the Macon County departments responsible for 6. Administrative functions such as human resources are handled by FRL staff, including recruiting, hiring, terminating and benefit administration. These functions would need tol be transferred to 7. Automation and technology support are handled by FRL staff. These functions would need to be a. Current software licenses for Windows, Microsoft Office, fltering, antivirus, etc. are held through FRL. These licenses would need to be renegotiated separately for any Macon b. Hardware and software updates and maintenance are handled by FRL shared employees. Network maintenance are handled by FRL shared employees. Macon County would need  responsible fort these functions.  applications, as well as track expenditures and requestreimbursements  these functions.  thel Macon County departments responsible for these functions.  transferred to thel Macon County departments responsible for these functions.  Couny/lbraybranches:  Macon Countywould need to take over these functions.  tot take over these functions.  8. Internet and Broadband-  a. The fiber optic wide area network that connects the FRL member libraries to the automation system and the Internet is centered in the HQ office in Bryson City. The    existing service to Macon County would have to be dropped and new lines installed b. Internet access is contracted through FRL. The equipment and network connections to handle this are owned/leased by FRL and reside in the HQ office in Bryson City. Macon County would have to make arrangements for Internet access through some other The costs of the Internet and broadband service are funded primarily through the federal e-rate program. Macon County would need to take over e-rate filing. The process to receive erate. funding is complex and needs tol be: started wpto6monthsinadvance.  connecting: C any Macon Countyl library branches to each other.  mechanism and/or provider, and acquire servers and network access.  9. Courier service between FRL member libraries is handled by FRL staff using an FRLvehicle. Any library branches in Macon County would need to make other arrangements to provide courier 10. Any contracts, services or consortia agreements, grants, or other fiscal or legal obligations, or benefits of the County libraries as members ofl FRL will need to be identified and renegotiated by 11.Anymaterials or equipment belonging to the Fontana Region. Library would need to bei returned or purchased. If FRL was disbanded the assets and liabilities would be divided by the remaining 12. Dissolution - If FRL is dissolved, representatives from the three counties in FRL, the current regional director, and a representative of State Library of North Carolina will form the committee  service between branches.  Macon County.  counties.  to determine the distribution of resources and assets.  SERVICE CONSIDERATIONSIF MACON COUNTY WITHDRAWS FROM FRL  1. The FRL libraries. share resources, services, ande expertise. Macon County's] patrons would nol longer have access to those resources unless some reciprocal agreements were] puti inj place. 2. Macon County library staff would no longer have the benefit of a wide range of collection 3. FRL's on-site. support. staff would not be available to resolve Internet, broadband, and technology problems ast they carpotmtalylmcreasinge down-time for library resources. 4. Consortia - FRLisar member ofs several resource sharing consortia. Macon Countywould no longer be parto ofthose arrangements: and their patrons would loseaccess to all those resources. FRLI belongs tot thee-iNC Consortium and Macon County wouldi need to find a new-consortium and  development experience,: support, cataloging, and training.  repurchase all eResources (eBooks, eAudio, and eMagazines).    MACON COUNTY BOARD OF COMMISSIONERS  AGENDA ITEM  CATEGORY - OLD BUSINESS  MEETING DATE: April11,2023  10(A).  Following the board's action at its regular meeting last month,  Parks and Recreation Director Seth Adams, along with representatives of McGill Associates, will update the board on the latest steps to prepare a  master plan for the Veterans Memorial Recreation Park.    MACON COUNTY BOARD OF COMMISSIONERS  AGENDA ITEM  CATEGORY - NEW BUSINESS  MEETING DATE: April11,2023  11(A).  Dave Linn will be at the meeting to request that the board  members proclaim August 4 and 5, 2023 as a special celebration of the "80's Flashback/Shriners Hospital Weekend in Macon County and in conjunction with the Town of Franklin. A copy oft the proposed resolution is included in the packet, and Mr. Linn can provide additional comments at the meeting.  11(B).  Planning Director Joe Allen will present a request from Alec  Stillwell, PE, of Stillwell Engineering to have the remaining amount of performance guarantees be released in connection with Phase III, Section I of the Gemstone Village project. Per Mr. Allen, the original bond amount was $189,185, of which $114,383 was released to Snobar, LLC on July 22, 2022, leaving a remaining balance of $74,802. Mr. Allen will be at the meeting and can provide additional details or answer questions. A copy of 11(C). Department of Social Services (DSS) Director Patrick Betancourt will be asking for the creation of a new position within his department, specifically an Income Maintenance Caseworker (IMC) trainer, and he can provide a more detailed explanation at the meeting. If approved, the position would become effective within the current fiscal year. 11(D). Mr. Betancourt will also be asking the board to approve a resolution and/or letter stating the county's opposition to House Bill 340. For your information, a copy of the email from Mr. Betancourt on this item is enclosed in the packet, along with a copy ofa letter the county forwarded to Secretary Kody Kinsley of the state Department of Health and Human Services last year regarding this same matter. Mr. Betancourt will be joined at the meeting by Shelly Foreman, the Community Relations Regional  the request from Mr. Stillwell is enclosed in the packet.  Director for VAYA Health.    11(E). County Attorney Eric Ridenour has prepared an Offer to Purchase Agreement in connection with the 3.76-acre tract of county-owned land located at 388 Bethel Church Road in Franklin, a copy of which is included in the packet. A buyer has offered to purchase the property for $55,350, with the understanding that the county must comply with the upset bid process required by state statute and that a higher bid could be received. With that in mind, Mr. Ridenour has also prepared a Resolution Accepting Bid and Authorization of Upset Bid Process for Sale of Surplus Property for the board's consideration, a copy of which is also included in the packet. Mr. Ridenour can offer further details and answer any questions at the 11(F). County Manager Derek Roland will initiate a discussion regarding the proposed purchase of property located at 195 Wayah Street in Franklin. Upon receiving consensus from the Macon County Board of Commissioners to negotiate for the purchase of property located at 195 Wayah Street, Franklin NC 28734, and upon receiving further consensus to accept the negotiated offer, the following actions which constitute this acceptance must be ratified by the  meeting.  Per Mr. Roland:  Macon County Board of Commissioners. Ratification ofaction(s) and Goss PA. thes seller.  Disbursement of $100,000 in refundable earnest money to the trust fund of Ridenour 510,0nmon-relundabie due diligence money to Collins and Collins PA., to be paid to In connection with the agreement to purchase the property located at 195 Wayah Street Franklin, NC 28734, being more particularly described as PIN#'s 6594078281 and 65941700171 by the Macon County  Tax Office.  Additional Considerations for Aprill 111,2023:  Budget Amendment- Administration willi recommend approval ofa budget amendment to set: aside the Appropriate $1,350,0001 from General Fund Balance to bes set aside for the purchase of the) property located at 195 Wayah Street Franklin, NC: 28734, being more particularly described as PIN#'s6 6594078281 and 6594170017 by the Macon County Tax Office.  agreed upon purchase price fort the 195 Wayah Street property.  Mr. Roland can elaborate further at the meeting.  11(G). HR and Safety Director Mike Decker will be requesting approval ofa revised Vehicle/Equipment Policy, a copy of which is included in the packet. The revised policy has been thoroughly reviewed and is now recommended by the county's Safety Committee and has also been    reviewed by Mr. Ridenour. The primary revisions include the implementation of Motor Vehicle Records (MVRs) checks for all county employees annually and pre-employment checks for new hires, and the implementation of an Accident Review Board. These revisions have been made at the request of Travelers Insurance, our property and liability insurance carrier. Mr. Decker can elaborate on this item in more detail at the meeting, including a request to have an effective date ofJuly 1, 2023 for 11(H). Mr. Decker will also request that the county approve an update to the Records Retention and Disposition Schedules issued by the North Carolina Department of Natural and Cultural Resources (DNCR). There are two items involved here - one is the General Records Schedule for Local Government Agencies, and the other is the Program Records Schedule for Local Government Agencies, and the county is required to adhere to these schedules. Included in the packet are the cover pages for each schedule, an executive summary of each, and documents for each that need to be signed by the county manager and board chairman and returned to the state. The Department of Social Services and the Health Department are governed by other schedules and are not included under these guidelines. Upon approval by the board, the full schedules will be forwarded to all of the other county department heads for use in determining how either or both schedules apply to their function, as public records may only be destroyed with the consent ofDNCR. Ifany member would like a hard copy ofeither or both schedules, those can be provided - but they were not included in the packet as each is 11(I). The National Association of Counties (NACo) is urging counties nationwide to adopt a proclamation in association with National County Government Month in April. A draft proclamation will be included in the  the revised policy.  approximately 100 pages in length.  packet for the board's consideration.    Proclamation  Macon County Board of commissioners 80's Flashback/Shriners Hospital Weekend  WHEREAS, 2023 marks the 9th Anniversary of the 80's Flashback Weekend, benefitting WHEREAS, the Shriners' three-part mission has one goal: to change and improve lives. We do this by caring for our patients, conducting research to gain knowledge and develop new treatments, and providing educational opportunities for physicians and other healthcare WHEREAS, Shriners provides compassionate care and pioneering medical treatment to all WHEREAS, over 125 children in Macon County are actively utilizing the services of Shriners WHEREAS, on August 4 and 5, 2023, the County of Macon and Town of Franklin congratulates the 80's Flashback Weekend/Shriners Children's Greenville and their devotion toj providing high-quality specialty medical care to children and families; and WHEREAS, Shriners Children's Greenville encourages all to commit to making their communities aware of services available and making it possible for us to continue improving the lives of children and families who need it most; and requests the citizens ofN Macon County NOW, THEREFORE, I, Paul Higdon, Chairman of the Macon County Board of County Commissioners, do hereby proclaim August 4 & 5, 2023 as special celebration of the 80's Flashback/Shriners Hospital Weekend in Franklin, North Carolina, and commend its  Shriners Children's Greenville; and  professionals; and  children, regardless of a family's ability to pay or insurance status; and  Children's Greenville; and  and the Town ofFranklin to join in this celebration;  observance to all citizens and visitors. This the 11th Day of April, 2023.  MACON COUNTY  Paul Higdon, Chairman    STILLWELL ENGINEERING,PA)  PO Box 838 Sylva, NC28779 828.586.6066  March 31, 2023 Joe Allen Director of Planning 1834 Lakeside Drive Franklin, NC: 28734  Macon County Dept. of Planning, Permitting, and Development  RE: Gemstone Village Franklin, NC  SUBJECT: REQUEST RELEASE OF PERFORMANCE GUARANTEES -PHASE 3 SECTIONI 11 INFRASTRUCTURE CONSTRUCTION  Mr. Allen:  Onl behalf ofSnobar, LLCI lam writing to confirm the construction of roads and the of utilities as shown for Phase 3- Section: 10 of the approved plans performed by Snobar, LLC and am requesting the release of remaining moneys provided by Snobar, LLC to Macon County for performance guarantees by and between Macon County and: Snobar, LLC dated  January11, 2022.  Ify you have any questions, please contact me at your earliest convenience.  Sincerely,  W.A AlecStillwell, P.E. Cc: Ms. Joanne Snider- -Snobar, LLC  SEAL 026081 NGINEES 331a    STATE OFI NORTH CAROLINA COUNTY OF MACON  AGREEMENT  This Agreement is made and entered into this the # day TAVUASL, 2022 by and between Macon County, a North Carolina Body Politic and Corpofate, and Snobar,  LLC_ hereinafter "Developer".  WITNESSETH:  TIIAT WIEREAS, Macon County has an Ordinanco known as the "Macon County Subdivision Ordinance" and the same was originally adopted on or about June 2, 2008, effective September 1, 2008, and the same has been amended and restated on  October 12, 2021 (herein "Ordinance"); and  WHEREAS $ 159.24 of said Ordinance and G.S. 160D-804.1 provides for performance guarantees ati the time the plat is recorded to assure successful completion of  required improvements to a subdivision; and  WHEREAS in accordance with Macon County Subdivision Ordinance $ 159.24 and G.S. 160D-804.1(1) does require a Subdivider to obtain a performance guarantee which means any of the following: a) surety bond issued by a company authorized to do business in this State; b) letter of credit issued by any financial institution licensed to do business in this State; and c) other form of guarantee that provides equivalent security toa  surety bond or letter ofc credit; and  WHEREAS, in accordance with Macon County Subdivision Ordinance $ 159.24 and G.S. 160D-804.1(3), the performance guarantee shall be in the amount of 125% of the reasonably estimated cost of completion at the time the performance guarantee is  issued; and  WHEREAS, Developer, in compliance with $ 159.24 of the Macon County Subdivision Ordinance and G.S. 160D-804.1, desires to enter into such an agreement with Macon County to complete all required improvements for Phase II Section 1 of Gemstone Village Subdivision in Macon County, North Carolina, and does specifically agree to fully complete the following improvements to such subdivision as shown on attached Exhibit A, the same being incorporated herein by refèrence as if more fully set  forth herein; and  WHEREAS, Developer agrees to cause aj performance guarantee in the amount of $_189,185.00 as set forth in attached Exhibit B and in favor of Macon County in accordance with the provisions of the Macon County Subdivision Ordinance at the time  thej plat is recorded; and-  1    WHEREAS, the parties hereto desire to enter into this Agreement in order to memorialize their agreement and to comply with the Ordinance above-referenced. NOW THEREFORE, IN CONSIDERATION OF THE FOREGOING AND THE COVENANTS CONTAINED HEREIN, THE PARTIES HERETO DO AGREE AS 1. That in order to comply with the Macon County Subdivision Ordinance, Developer does hereby agree with Macon County to fully complete all of the improvements shown on attached Exhibit A, the same being incorporated herein by refcrence as if more fully set forth herein to the reasonable satisfaction of Macon County in connection with and to Phasc II Soction 1 of Gemstone Village Subdivision inj Macon County, North Carolina, and in accordance with the terms ofthe Macon County Subdivision Ordinance referenced. hereinabove. 2. That in order to comply with the Macon County Subdivision Ordinance, Developer does hereby agree to secure aj performance bond ini the form as set forth in attached Exhibit B, the same being incorporated herein by reference, in the amount of $ 189,185.00 in connection with Phase mI Section 1 of Gemstone Village Subdivision in Macon County, North Carolina, in order to insure the completion oft the improvements as shown on attached Exhibit A, the same being incorporated herein by reference, to the reasonable satisfaction of Macon County and in accordance with the terms of the Macon County Subdivision Ordinance  FOLLOWS:  referenced hereinabove.  3. Thatt the parties agree to and confirm the recitals set forth hereinabove.  This Agreement is made and entered into the day and year first above written.  Macon County By:  Chairman, Macon County Board ofCounty Commissioners  Attest:  Lt  Clerk to the Board (County Seal)  2    SOBAR, LLC  monhen  Authorized  Représentative,  Bp  Developer  Ohnoln Swae  .  lo-a9-6  PUBLIO N COU    3    €  4    Macon County 5West Main Street Franklin, NC2 28734 OID  A Bark,NA Thisid disbursementl hasb beena approidasreguiede, pythel Local Govemment! Budgeta andF Fisçal ControlA Act. VOID Hundred Dollars and 00 cents : . foopos  Nupber Vendor 23040. 07/22/2022 Date  Check  Check Number 1:2411210 00819406 $487,500.00  voIp AYS ROMDATE: OFISSUE  vi 6g8  Pay o.The OrderOf  Four Hundred Eighly Sevèn Thousand Five  lue PO'BOX61 FRANKLINI NC28744  MPACMO.  Authorized Siggature aasibck Aulhgrized Sigpature  00B1940E" 124000248E20000 24,902920"  w   Elnyolce'Amounts $114,383.00 $373,117.00  Macon County, 5West Main Street, Franklin, NC 28734.  Check Number: 00819406  InvoiceDale SlnvoiceNumberl 07/19/2022 07122022-A 07/19/2022 07122022  esch  REFUNO: SURETY BOND! PHASE 111 REFUND: SURETY BONDF PHASE1 1  VendorNo.  Vehdor,Name  Check Date:  Chec: Amouht    Mike Decker From: Sent: To: Cc: Subject: Attachments: Mike,  R. Patrick Betancourt Pleomourtemacomconp" Monday, April 03,2023833AM 'Mike Decker'  'Gary Shields'; shely.foreman@vayahealth.com; Derek Roland  FW: Time Sensitive: Follow-Up from Vaya Health Region One Board meeting/ Need you Support to Oppose HB340/SB156- Proposed State-wide Child & Family Medicaid  Specialty Waiver unencrypt Macon BOC CFSP letter.pdf  Following the Vaya Health Region 1 County Commissioner Advisory Board this past week, an action item from that meeting was to request ar resolution from the County Commissioners: opposing HB 340 and a request a signed letter to DHHS Secretary Kinsley indicating the same. This is the same legislation that the last year's Board opposed (attached). Its passage this year would do a great deal of damage to our child welfare system in North Carolina. Please place the agenda item Opposition to HB 340 Resolution on for April's meeting. Shelly Foremana andI will be presenting on that issue.Iwill forward an updated letter to Sec. Kinsley for Chairman Higdon's signature if the Board votes to oppose.  Thanks.  R. Patrick Betancourt, Director Macon County Dept. of Social Services 1832 Lakeside Dr. Franklin, NC 28734-6778 https/www.maconnaconnc.org/ds.htm!  Office: 828-349-2130 I Mobile: 919-594-7398 I Fax: 828-349-2401  Our Mission: Partnering to promote, protect, and strengthen our community.  NOTICE: E-mail correspondence to and from this address may be subject to the North Carolina Public Records Law (N.C. Gen. Stat. $132-1et.s seq.) and may be disclosed tot third parties by ana authorized official. Unauthorized disclosure ofj juvenile, health, legally privileged, or otherwise confidential information, including confidential information relating to a public assistance case, is prohibited by! law. Ify youl have receivedt this e-mail  ine error, please notify the: sender immediately and delete allr records oft thise e-mail, From: Shelly Foreman snelyroreman@van@vayahealth.com> Sent: Tuesday, March: 28, 20231:40PM Detancourtematomcors  To: Derek Roland drolandemacomncorp: Gary Shields garymanetse)aho.com, garymshields@yahoo.com>; Subject: Time Sensitive: Follow-Upi from Vaya Health Region One Board meeting/ Need you: Support to Oppose  HB340/SB156- Proposed State-wide Child & Family Medicaid Specialty Waiver unencrypt  Hello All:  Thank-you for attending yesterday's Vaya Region One Board meeting. lamattaching the additional document that was: shared at meeting. lam also asking for the BOC to approve this 2nd letteri in opposition of HB340/SB156, which is the NCDHHS State-Wide Child and' Youth Medicaid Specialty' Waiver. Iwill follow up to see if you need me to speak on this request. lam attaching the current template for a letter we ask the Board    to consider, along with the letter the Board wrote last year. We would also like for Senator Corbin and Representative Gillespie get a copy of this letter. lam also working to receive a letter from our DSS Directors, As you may know, NCDHHS has now moved. its proposal for a state-wide Child & Family Specialty Medicaid Waiver (CFSP) for children and adults in the child welfare system. This Waiver would place many kids in the DSS In-Home and Foster Care System, their caregivers and siblings into a single state-wide Medicaid Health Plan, instead of their assignments now with Vaya Health/other LME/MCO's across the State. This would mean each DSS would lose its local relationship and connection with Vaya Health, along with the Vaya staff embedded in DSS, and contacts with local Vaya staff who support themintroubleshogting and problem  and would invite you to discuss with Patrick.  solving on cases.  know you were able to offer support this time last year, and wrote letters to Secretary Kinsley regarding your concerns with a private insurance company, operating state-wide, being able to have a responsive approach to DSS. la am sending you a reminder presentation of the key concerns of the proposed Waiver, the letters you sent to Secretary Kinsley last year, and a draft letter of support we are asking you to provide again, both County. This support delayed the Waiver from moving forward, but was finally introduced into Senate and  House in the last several weeks. S Shelly Foreman, MPA Community Relations Regional Director VAYA Health 200 Ridgefield Court, Asheville NC 28806 0:828.586.5501 x 1219 C:828.508.9672 E: shelvforeman@vayahealtr.com  Behavioral Health Crisis Line: 1-800-849-6127 (24/7/365) Member and Recipient Service Line: 1-800-962-9003 Monday-Saturday, 7:00 am - 6:00 pm  VAYAHEALTH www.yayahealth.com Connect with us f  CONFIDENTIALTY NOTICE: This message is intended exclusively for the individual or entity to which iti is addressed, and may contain information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure, including protected healthcare information. Ify you are not the named addressee, you are nota authorized to read, print, retain, copy or disseminate this message or any part ofit. Ify you have received this message in error, please notify the sender immediately either by phone (828-225-2785) or reply to this e-mail, and delete all copies of this message. WARNING: Any email sent to and from this email account may be subject to the NC Public Records Law and may be disclosed to third parties. Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of Vaya Health. The contents of this email and any attachments are. not intended to create a binding contract unless subsequently confirmed with a written instrument signed by al legally authorized representative of  2    Vaya Health. Please check this email and any attachments fort the presence of viruses. Vayal Health accepts no liability for  any loss or damage arising from the use of this email or attachments.  3    Wacon County  01  CARD  April 7, 2022  Secretary Kody H. Kinsley 2001 Mail Service Center Raleigh, NC27699-2000 Dear Secretary Kinsley:  N.C. Department of Health and Human Services  Asac commissioner in Macon County, the well-being of the children and families who reside there matters deeply to me, It matters to the Department of Social Services staff who work tirelessly to help bring strength and stability to families. It matters to the people at Vaya Health, our LME/MCO, who collaborate with providers, stakeholders, and state and local agencies to continue to improve and expand access to much-needed services and supports close to home, AndIbelieve it matters to you and the dedicated individuals you lead att the Department of Health and Human Services who seek toi improve the health, safety, and well-being of all North The intense scrutiny North Carolina's public behavioral health and child welfare systems have faced in recent years is understandable. Children and families served by those systems have a right to quality care, but there is no standard, one-size-fits-al" approach. The systems are not perfect, yet Vaya's collaborative efforts have built a solid foundation of stable, personalized, community-based care, with dedicated local providers who are deeply rooted in the  Carolinians.  communities they serve.  As proposed, the CFSP does not leverage the existing strengths of the LME/MCO system, or the resources already invested by the State of North Carolina into the Behavioral Health and I/DD Tailored Plan model. Vaya Health and other LME/MCOs have already been at work over the last several years on several of the initiatives outlined in the Child Welfare and Family Well- being Transformation Team's action plan and will carry that work into their Behavioral Health and I/DD Tailored Plan efforts. Recently, Vaya's Chief Population Health Officer, Rhonda Cox, was instrumental in helping to shape Transforming Child Welfare and Family Together: A Coordinated Action Plani for Better Outcomes, bringing her decades of experience with creating local solutions to the effort. Establishing an additional, separate statewide health plan to carry out those initiatives for a population currently receiving many of the same services  MACON COUNTYCOURTHOUSEANNEX PHONES 828-349-2000  5WEST MAINS STREET  FRANKLIN, NORTHCAROLNA28734 FAX: 828-349-2400    through existing NC Medicaid plans is noti int the best interest ofo children and families and creates an increased risk for service and system fragmentation, as well as staffing shortages- especially in the rural parts of the state where staffing is alreadya challenge. Al better idea is to Just as one turns to at trusted contractor when building al house, our communities rely on local agencies and organizations to help build well-being. In North Carolina, these agencies and organizations make up our state's public health system. Although under renovation through Medicaid Transformation, our system has a strong foundation with Vaya Health--one built to offer stability and well-being to the children and families it serves. This kind of care will continue through regional Behavioral Health and I/DD Tailored Plans when they launch in December and building upon those established foundations will provide the time and: support Therefore, l'ask that NCDHHS delay issuance of the CFSP Request for Proposal as described in the Feb. 18, 2022 Policy Paper, and instead consider a model that allows for regional plans  implement the action plan by building on what the LME/MCOs have done.  needed to succeed for our children.  aligned with the existing LME/MCO regions.  Sincerely, - Jim Tate  Chairman, Macon County Board of Commissioners    STATE OF NORTH CAROLINA COUNTY OF MACON  OFFER TO PURCHASE AGREEMENT  THIS OFFER TOE PURCHASE AGREEMENT is made and entered into by and between MACONCOUNTY hereinafter referred to as "Seller", and CCJS, LLC, ai North Carolina  Limited Liability Company, as' "Buyer".  WITNESSETH:  WHEREAS, Seller is the owner oft that 3.76 +/- acre tract ofr real property with a physical address of388 Bethel Church Rd, Franklin, NCI bearing PIN# 7504-48-4670and. more particularly  described in Book V-23, Page 655 oft the Macon County Registry; and  WHEREAS, Buyer has offered to purchase the above described property for $55,350, WHEREAS, Buyer is aware that Seller is required to comply with the Upset Bid Process NOW THEREFORE, the acceptable Terms of the Purchase are as follows:  which the County Commissioners have resolved is a fair and acceptable price; and  ofthe Sale of Public Lands pursuant to NCGS 160A-269.  1.Thel Purchase Prices shall be $55,350, unless al higher bidisr received by the County during 2. Buyer is required to deposit the sum of 5% of the bid ($276.75) in certified funds with the Macon County Finance Office, clo Ms. Lori Carpenter, 5 W. Main St. Franklin, NC 28734  the Upset Bid period.  with the acceptance of this Offer by the Seller.  3.The County shall comply with the Upset Bid Procedure ofNCGS 160A-269. Any upset bids received by the County within the 10 days set forthi in the Notice of Proposed Sale in thel local newspaper shall ber required to raiset the bid bya a minimum of1 10%1 fort the first one thousand dollars and 5% of the remainder. By way of example, the first upset bid made shall raise the bid by a  minimum of$2,817.50 or $58,167.50. asset forth in NCGS 160A-269.  4. Closing shall take place within 30 days after the Completion of the Upset Bid Process  5.The property shall be conveyed by Special Warranty Deed.    6. The contact information for the Buyer is:  CCJS, LLC Attn. Chris Cook. 80. Amber Drive Franklin, NC28734 (828)371-1768 Mricoknclc@yaroo.on  7a. The contact information for the Seller for questions about the sale is:  MACON COUNTY (828)586-3131 ric@sylvalawyers.com MACON COUNTY (828) 349-2027 hall@maconne.org  Attn. Macon County Attorney, Eric Ridenour  7b. The contact information for the Seller for questions about the deposit of bid bond is:  Attn. Finance Director, Lori Carpenter  IN WITNESS WHEREOF, the parties have set their hands and: seal ont this the day and year  last signed below. SELLER: MACON COUNTY Paul Higdon, Chairman Attest:  Date  Derek Roland, Clerk to the Board  Date  BUYER:  CCJS, LLC, A North Carolina Limited Liability Company  Chris Cook, Member  Date  2    STATE OF NORTH CAROLINA COUNTYOF MACON  RESOLUTION ACCEPTING BIDand  AUTHORIZATION OF UPSET BID PROCESS FOR SALEC OF SURPLUS PROPERTY WHEREAS, North Carolina General Statute $160A-269 permits the County ofMacon to sell property by advertisement and upset bids after receipt of an offer for property has been made; WHEREAS, the County has received an Offer to Purchase the property described as that 3.76 +/- acre tract ofr real property with aj physical address of3 388 Bethel Church Rd, Franklin, NC bearing PIN# 7504-48-4670 and more particularly described in Book V-23, Page 655 oft the  and  Macon County Registry for the purchase price of$55,350.00.  THEREFORE, THE BOARD OF COMMISSIONERS OFI MACON COUNTY,NORTH 1. The Board of Commissioners authorizes sale ofthe Property pursuant to the upset bid  CAROLINA RESOLVESTHAT:  procedure set forth in North Carolina General Statute $I60A-269.  2.  The Clerk to the Board shall cause a notice oft the proposed sale to be published. The notice shall describe the Property and the amount ofthe offer, and shall state the terms  under which the offer may be upset.  3. Persons wishing to upset the offer that has been received shall submit a qualifying increased bid to the office of the Finance Director within ten(IO) days after the notice Ifac qualifying increased bid is received, the Clerk to the Board shall cause a new notice ofu upset bid to be published, and shall continue to do SO until the IO day period has passed without any qualifying upset bid having been received. At that time, the amount ofthe final high bid shall be reported to the County Board ofCommissioners.  ofsale is published.  4.  5. A qualifying increased bid is one that raises the existing offer by not less than tenj percent (10%)ofthe1 first $1,000.00 of that offer and five percent (5%) oft the remainder of that  offer.  6. A qualifying increased bid must also be accompanied by a deposit in the amount of five percent (5%) oft the bid; the deposit may be made to the Clerk to the Board in cash, cashier's s check, certified check, or other immediately available funds. The County will return the deposit on any bid not accepted, and will return the deposit on an offer subject to upset ifaqualifying higher bid is received. The County will return, or credit the  deposit of the final high bidder: at closing.    7. The procedure set out herein shall be repeated until no further qualifying upset bids are received, at which time the Board ofCounty Commissioners may accept the offerand sell the property to the highest bidder. The Board ofCounty Commissioners may at any time reject any and all offers and/or withdraw the property from sale prior to the approval The buyer must pay with cash, or other good funds, at the time of closing, ifand when the final high offeri is approved by the Macon County Board ofCommissioners. 9. The appropriate County officials are authorized to execute the instruments necessary to convey the Property to the highest bidder ifand when the County Board of Commissioners approves the offer from the final high bidder.  oft the final high offer.  8.  Adopted this 11th day of April, 2023  MACON COUNTY, NORTH - CAROLINA  Paul Higdon  Chairman oft the Macon County Board of Commissioners  ATTEST:  Derek Roland, Clerk to the Board  (SEAL)    Macon County Vehicle/Equpment Policy  I.  Purpose  This policy establishes uniform vehicle/equipment use practices for all county employees and Departments to ensure safe and efficient use of public property, with the exception of Macon Transit Authority employees. Transit Authority employees shall be subject to the Macon  County Transit policy. II. Overview  Certain employees in various departments may be required to use/operate county vehicles/equipment during work hours. County vehicleslequipment are assigned to one or more employees for their primary use during the workday. At the end of the workday, all county vehicles/equipment are to be parked in their assigned parking area unless specifically  exempted by the Department Director.  III. Procedure Overnight Assignment:  Authorized employees may use county vehicles overnight when the best interest oft the public iss served by providing county employees with safe, dependable transportation for extensive travel during or after working hours, for after-hours response to emergency requests for service, or for an approved, official purpose as determined by the Department Head. Authorization for use ofcounty vehicles overnight may be granted by the Department Head to  specified employees based on the following criteria:  A. Employees whose regular duties require frequent use ofa county vehicle overnight and whose responsibilities involve emergency response, after-hours response, evening and weekend duties, public meetings, or other business B. Employees assigned to stand-by duty who are subject to call or who respond to C.E Employees on temporary overnight assignment by his/her Department Director D. Employees expected to respond when called after hours unless specifically  activities.  service requests.  for emergencies or an approved, official purpose.  excused due to authorized leave.  IV. Usage  A. County vehicleslequipment shall be used for official county business only.  1    B. County.vehicles shall not be used for the convenience oft the employee with regard to transportation needs or other non-business activities, other than commuting or de Minimis personal use (such as a stop for a personal errand between a business  delivery and the employee'shome).  C.A Alcoholic beverages are not permitted in county vehicles/equipment at any time; however, law enforcement personnel may transport lawfully confiscated alcoholic D. The use oft tobacco, in any form, and the use ofv vape devices or electronic cigarettes E. Hands-free operation of cell phones and other mobile devices (i.e. navigation devices) is required while operating county-owned vehicleslequipment. Operation ofac cell phone or other mobile device to send or read text messages, emails, or typing multiple letters or texti in the device while driving isi illegal inl North Carolina ANCGS20.1374A)exept by law enforcement officers, firefighters, or ambulance F.E Each Department Director shall maintain a list of county vehicleslequipment assigned for overnight use, and provide the Garage Supervisor and County Manager with that list upon request. This list must include the driver's name and driver's G. County vehicles shall not be driven to an out-of-county residence if used by an employee for commuting to and from work unless specifically authorized by the H. The Department Directoro ofe each department shall report to the Garage Supervisor the mileage of each county vehicle annually or upon request. The Department Director shall immediately notify the Garage Supervisor and County Manager of any driver changes to assigned vehicles. Failure to report mileage and driver  beverages.  is prohibited in county-owned vehicleslequipment.  drivers while performing their official duties.  license number.  Director of Human Resources  changes may result in the revocation ofan assigned vehicle.  V. Driver's Responsibilities  A. Employees shall operate county vehicles/equipment in a safe and courteous B. Employees shall not exceed thes speed limit unless in pursuit or emergency. Seat belts shall be worn by the driver and all passengers at all times during the operation of county vehicles'equipment unless providing emergency care to a  manner,  passenger (such as in an ambulance).  2    C. Non-county employees are not allowed to operate or ride in a county-owned vehiclelequipment without prior approval from the Human Resources Director. Non-county employees may accompany County employees in County cars when they have a business interest in the travel and if they are covered by workmen's compensation by their employer with approval of the Human Resources Director. Due to insurance limitations and regulations no other passengers are permitted unless operating in an official capacity. Note: Student interns are permitted as a passenger, and the Sheriff's Department, Emergency Medical Services Department, Emergency Management Department, and Department of Social Services are exempt from this when D. Employees driving county vehicles/equipment are required to have a current driver's license as required by North Carolina General Statutes, regardless of whether the employee drives the county vehiclelequipment o11 a regular, E. Violations, citations, fines, and other actions taken by any police jurisdiction against any employee while driving a county vehiclelequipment shall be the responsibility of the employee and may be cause for disciplinary action by the F. Employees shall notify his/her department director of any points incurred on their driver's license for situations including, but not limited to, accidents, speeding tickets, driving under the influcnce, and driver's license suspensions or revocations. Department Director shall forward the information to the G.E Employees shall not drive county-owned vehicleslequipment if they are using alcoholic beverages or prescription and/or non-prescription drugs which may H. An employee must report to the designated testing site for alcohol and drug testing immediately following an accident or be subject to termination. The primary and preferred testing site is Macon County Public Health located at 1830Lakeside Drive, Franklin, NC (828-349-2081). The secondary testing site is Smoky Mountain Urgent Care located at 195 Franklin Plaza, Franklin, NC (828-634-7745). After hours or when neither the primary nor secondary testing sites are available, the employee shall report to the Emergency Department at Angel Medical Center located at One Center Court, Franklin, NC (828-524- I. Employees assigned county-owned vehicles shall take proper care of the interior and exterior appearance and servicing ofcounty-owned vehicles at the scheduled times and/or every 5,000 miles. Failure to do SO may result in  providing emergency assistance to citizens.  temporary or occasional basis.  county.  County Manager.  impair driving ability.  8411).  3    disciplinary action.. Upholding the maintenance requirement is the J.1 The vehicle/equipment operator is responsible fori routinely checking forj proper oil level, water and antifreeze levels, wear on belts and adequate inflation of tire consistent with specifications in the vehiclelequipment manual. The K. When any County vehicle/equipment is involved in an accident or otherwise damaged, particulars of the employee and the details oft the accident and damages shall be reported to your supervisor or department/agency, director. The department agency director will forward the completed Vehicle Accident Report along with the police report to mumschindmsomsere Ifthe employee is injured you will also need to follow up with worker's comp reporting procedures (see Workers Comp Manual). The Department Head or designee will notify the County Garage oft the accident and make  responsibility, oft the Department Director.  Garage Supervisor will provide training as needed..  arrangements for the repairs.  VI. County Responsibilities  1. Driving records shall be evaluated by the Department ofHuman Resources before assignment ofa county-owned vehicle/equipment or no less than annually based on thel North Carolina Division ofMotor Vehiclesstandards. Throughout the year, the County may randomly select employees to check their driving records. An employee who has motor vehicle violation (s) resulting in accumulation of six (6) or more points during a three-year period shall not be permitted to drive a county-owned vehicle/equipment until the points have been reduced or removed  from their driver's history.  Prior to offering employment to aj prospective employee, the Department ofHuman Resources  shall:  A. Confirm the prospective employee holds a valid driver's license for any position B. Obtain a driver's history (MVR) from the North Carolinal Division ofMotor Vehicles simultaneously with the pre-employment background check. MVRs will be obtained annually thereafter for all employees authorized to drive. Management will determine the acceptability ofac driver's MVR.  that requires operation ofa motor vehiclelequipment,  C. Confirm that a prospective employee holds a valid Commercial Driver's License D. Obtain and review the motor vehicle records of at least the last three years of all employees who operate county-owned vehicleslequipment. Periodic driving  for any positions requiring a CDL.  4    histories shall be obtained to confirm or deny a possible license suspension, revocation or conviction(s) for accidents and/or motor vehicle violations. A poor driving history or failure to report a driving citation issued to a County employee may result in termination, demotion, or suspension of County driving privileges. E. Call a meeting oft the Accident Review Board within 60 days of an accident  involving a county-owned vehicle/equpment.  The Department ofHuman Resources may indiscriminately select employees occupying safety- sensitive positions (drivers, medical care providers, law enforcement officers, heavy equipment operators, etc.) and/or the performance oft their job duties require driving on aj regular basis who operate county-owned vehicles or heavy equipment to undergo random drug testing. The Macon County Human Resources Department may select employees on a random basis.  Macon County Department Directors shall:  A. Acquire and provide to the Safety Officer or Human Resources Director with proofofinsurance and proofofan active, current driver's license for any employee who receives reimbursement for personal vehicle mileage. An employee's personal vehicle insurance is the primary coverage in the event an employee has an accident while performing his/her duties as a Macon County Employee in their personal vehicle. Macon County'si insurance policy acts as the secondary coverage once the limits are met under B. Administer this County Policy properly in regard to all county vehicleslequipment in his or her department. The method for financing the fleet will be an annual decision made by the Finance Director and the Garage Supervisor and taken to the Board of County Commissioners for approval. Itis the intention that once vehicleslequipment are assigned, they remain with the position based on the justification for the vehiclelequipment. Ifhigh mileage is an issue, replacement arrangements will be made  an employee's policy.  ina advance of the acquisition.  VII. Violations  Violations of this policy are considered a misuse of county property. Employees misusing or abusing county-owned vehicles/equipment may be subject to appropriate disciplinary action,  up to and including dismissal. VIII. Need-Based Approvals  A. County Departments must justify the need for a county-owned vehicle based on whether a vehicle will be used a minimum of 12,000 miles per year. The cost benefit of paying an employee mileage for use of the personal vehicle versus use ofa county-owned vehicle must be documented before a county-owned vehicle is considered. B. Evaluation of the ongoing need for county-owned vehicles/equpment assigned to a  5    department will be made on an annual basis before bidding for new county C.The County Board of Commissioners must approve all new vehicle/equipment purchases and requests for a vehicle/equipment from the surplus list when that vehiclelequipment D. Public Safety and special use vehicles/equipment required for a specific job function will be considered based on need, usage, and cost-benefits over the life of the E.E Each Department Director shall send the Garage Supervisor a written request for a vehiclel/equipment to be classified as "special use" (a vehicle/equipment used for one purpose such as a wrecker). Ifthe request is granted, the vehiclelequipment shall be coded F. The County Manager may, at the request of the Garage Supervisor, remove or recall any coumyvehiclelequpment from a department for one oft the following:  vehicleslequipment.  increases the fleet assigned to a department.  vehicle/equipment versus mileage limitations.  as "special use" in the vehicle/equipment maintenance program.  1. The vehiclelequipment does not meet the minimum mileage excluding "special use" vehicles-equpment.  requirements,  2. Vehiclelequipment abuse, which includes but is not limited to, inadequate care or maintenance and damage toavehielelequipment 3. The termination of an employee or position with an assigned vehiclelequipment that will not be replaced within a reasonable AD Department Director may submit a written request to the Garage Supervisor to justify retention of a vehicle/equipment removed or 5. Exemptions must be considered prior to removing or recalling a county-owned vehicle/equipment from a department based on funding guidelines used in purchasing the vehiclelequipment (such  caused by disregard or improper use.  time period.  recalled because ofunderutilization.  as grants, state funding, etc.)  G. A Department shall turn in the old vehicle/equipment before receiving a replacement vehiclelequipment to prevent unnecessary growth oft the fleet. Any exception to this H. A Department Director shall complete a vehicle/equipment change form in the Garage Services Department for action needed such as purchase, sale, disposal, or transfer of  policy requires approval by the County Board of Commissioners.  vehiclelequipment.  6    IX. Accidents  A. Macon County shall have an accident Review Board, comprised ofthe following individuals to evaluate all accidents involving a Macon County-owned vehicle/equipment. The purpose oft the Vehicle Safety Review Board shall be:  1. Toestablish a fair and impartial review system for all vehicular accidents involving County employees resulting in injuries and/or property damage. With the primary objective being to improve the overall safety of County operations. 2. To establish the cause for each reviewed accident, and determine whether preventable or non-preventable. 3. To establish uniformity ofdiscipline. 4. Tom make recommendations for corrective action to Department Directors, County Manager and/or the County Board of  Commissioners.  B. The Accident Review Board will include:  Co-Chairpersons: Safety Officer Garage Supervisor Members:  Sheriff's Department Safety Officer Human Resources Director Emergency Services Director Health Director Transit Director Risk Management  Three (3) Regular Non-Exempt Employees  C. The Vehicle Accident Review Board shall be convened within sixty (60) days of the date of the accident and shall review the investigating officer's report, the employee's statement and other information prior to hearing an oral presentation  by the employee.  D) At the time oft the hearing, the employee may wish to present supporting material or E) The review and consideration of an accident by the Board will include the  witnesses to help in his/her defense.  following elements:  The past driving record of the employee The report ofthe investigating officer Oral presentation by the employee Supporting materials or testimony ofwitnesses  7    F) Ifiti is clear that the employee is not at fault and could not have prevented the accident, the Board may rule the accident non-preventable and it will not be  charged (See Points chart) to the employee.  G) Decision of the Board  Upon reviewing all the details of the accident and meeting with the employee in question, the Accident Review Board shall meet privately to reach a decision. Whena majority decision has been reached by the Board, the decision will be communicated to the department'agency head. Ifthe board decides that the driver was at fault or he/she displayed unsatisfactory, job performance, it will be the department'agency director's responsibility to see that the decision is carried out according to the Macon County  Personnel Policy.  This policy shall be effective beginning July 1,2 2023.  Adopted this the  day of  2023  Derek Roland, Manager Macon County  Paul Higdon, Chairman  Macon County Board ofCommissioners  8    RECORDS RETENTION AND DISPOSITION  SCHEDULE  GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES  STATE  QLAM  Issued By:  NCI DEPARTMENT OF NATURAL AND CULTURAL RESOURCES  North Carolina Department of Natural and Cultural Resources  Division of Archives and Records Government Records Section October 1, 2021    CONTENTS  Approval. Front Matter Executive Summary. Legend for Records Schedule.  vii 1 23 36 43 .61 67 75 80 86 A-1 A-5 A-6 A-8 A-10 .A-11 A-13 A-15 .A-17 A-18 .A-19 .A-20 .A-21 A-22 .A-23 .A-30  Records Retention and Disposition Schedule Standard 1: Administration and Management Records Standard 2: Budget, Fiscal, and Payroll Records.. Standard 3: Geographic Information System Records Standard 4: Human Resources Records. Standard 5: Information Technology Records. Standard 6: Legal Records.. Standard 7: Public Relations Records Standard 8: Risk Management Records. Standard 9: Workforce Development Records. Managing Public Records in North Carolina. Audits, Litigation, and Other Official Action. Transitory Records. Destruction of Public Records.. Sample Destructions Log Geospatial Records Disaster Assistance StaffTraining. Request Forms  Appendix  Electronic Records: E-mail, Born Digital Records, and Digital Imaging.  Security Preservation Copies of Records.  Request for Change in Records Schedule. Request for Disposal of Unscheduled Records  Request for Disposal of Original Records Duplicated by Electronic Means.  File Plan. Index  Related Records Series in Program Schedules.    EXECUTIVE SUMMARY  Some records are covered by the Local Agency Program Retention and Disposition Schedules. See the appendix for Related Records Series Found in Local Agency Program According to N.C. Gen. Stat. $121-5(b) and N.C. Gen. Stat. $132-3, you may destroy public records only with the consent of the Department of Naturala and Cultural Resources (DNCR). The State Archives of North Carolina is the divisionof DNCR charged with administering a records management program. This schedule is the primary way the State Archives of North Carolina gives its consent. Without approving this schedule, your agency iso obligated to obtain the State. Archives of North Carolina'spermision to destroy any Each records series listed on this schedule has specific disposition instructions that will indicate how long the series must be kept in your office. In some cases, the disposition instructions are simply "retain in office permanently," which means that those records must be kept in your office forever. In other cases, the retention period may be "destroy in office when reference value ends." An agency may have reference copies of materials, meaning "a copy of a record distributed to make recipients aware of the content but not directing the recipient to take any action on the matter" (from Society of American Archivists, Dictionary of Archives Terminology). Your agency must establish and enforce internal policies by setting minimum retention periods fort the records that the State Archives of North Carolina has scheduled with the disposition instructions, "destroy when E-mail is a record as defined by N.C. Gen. Stat. $121-5 and! N.C. Gen. Stat. S 132. Itist the content of the e-mail thati is critical when determining the retention period of a particular e-mail, including attachments, not the media in which the record was created. Itis important for all agency employees and officials to determine the appropriate records series for specific e-mails and retain them according to the disposition instructions listed The State Archives of North Carolina recommends that all agency employees and officials view the tutorials that are available online through the State Archives website in orderto familiarize themselves with records management principles and practices. The State Archives of North Carolina's online tutorials include topics such as records management The State Archives of North Carolina creates security preservation record copies for minutes and selected other records of governing bodies and commissions, adoption records, and maps and plats. Agencies can request copies ofthe digital images made during this process. Contact the appropriate Records Management Analyst to begin this  Schedules.  record, no matter howi insignificant.  reference value ends."  with the identified reçord series.  and: scanning guidelines.  process.    Ifyou have records that are not listed ini this schedule, contacta Records Management Analyst. An analyst will discuss the nature oft the records with you to determine ift the records have historical value. Ifthe records do not have historical value, we will ask you to complete al Request for Disposal of Unscheduled Records (page A-20) for records that are  no longer being created.  2021 General Records Schedule: Local Government Agencies  vi    2021 General Records Schedule: Local Government Agencies  Ther records retention and disposition schedules and retention periods governing the records series listed herein arel hereby approved. This approval extends to andi includes thei followingstandards: ini the 2021 General Records  Schedule: Local Government. Agencies: 1, Administration and Management Records 2. Budget, Fiscal, and Payroll Records 3. Geographic Information. System Records 4. Human Resources Records 5.1 Information Technology Records 6. Legal Records 7. Public Relations Records 8. Risk Management Records 9. Workforce Development Records  In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina, it is agreed that the records do not and will not have further use or valuet for official business, research, or reference after ther respective retention periods specified herein and are authorized tol be destroyed or otherwise purposes disposed ofb byt the agency or official having custody of them without further reference to or approval of either party to this G.S. 5 121-5 authorizes the Department of Natural and Cultural Resources to regulate the destruction of records. Furthermore, thel local government agency agrees to comply with 07 NCAC 04M. .0510 when deciding public "(a) Paper records which have met their required retention requirements and are not subject to legal or other  agreement. Destructions  method of destruction. Thel North Carolina Administrative Code: states: audith holds should be destroyedi in one oft thei following ways:  ona  1, burned, unless prohibited byl local ordinance;  2. shredded, or torn up soas to destroy the record content oft the documents or  material concerned;  3. placed in acid vats so as toreduce the paper to pulp and to terminate the existence of the 4. sold as waste paper, provided that the purchaser agrees in writing that the documents or materials concerned will not be resold without pulverizing or shredding the documents so that thei information contained within cannot be practicably read or reconstructed.  documents or materials concerned; or  (b) When used in an approved records retention and disposition schedule, the provision that electronic records aré to be destroyed means that the data and metadata are to be overwritten, deleted, and unlinked so the data and (c) When used in an approved records retention and disposition schedule, the provision that confidential records of any format are to be destroyed means the data, metadata, and physical media are to be destroyed in such a All local government agencies should maintain logs of their destructions either in the minutes of their board or in their Records Management file. Confidential records will be destroyed in such a manner governing that the Publicrecords, including electronicrecords, not listedi in this schedule are not authorkzed ta be destroyed.  metadata may not be practicably reconstructed.  manner that thei information cannot be read or reconstructed under any means."  records cannot be practicably read or reconstructed.    Audits and Litigation Actions Electronic Records  Records subject to audit or those legally required for ongoing official proceedings must be retained until released Alll local government agencies and the Department of Natural and Cultural Resources concur that the long-term and/or permanent preservation of electronic records requires additional commitment and active management by thea agency. Agencies agree to comply with all policies, standards, and best practices published byt the Department of Natural and Cultural Resources regarding the creation and management ofe electronic records. Local government agencies should consider retention requirements and disposition authorities when designing and implementing electronic records management systems. Any type dfelectronitalycreated or electronically- stored information falls under the North Carolina General Assembly's definition of public records cited above. For example, e-mail, text messages, blog posts, voicemails, websites, word processing documents, spreadsheets, databases, and PDFS all fally within this definition of publici records. In addition, G.S. 51326.10)specifies: "Databases purchased, leased, created, or otherwise acquired by every public agency containing public records shall be designed and maintained in a manner that does noti impair or impede the public agency's ability to permit the public inspection and examination of public records and provides a means of obtaining copies of such records. Nothing in this subsection shall bec construed to require the retention by Local government agencies may scan any paper record and retain it electronically for ease of retrieval. If an agency wishes to destroy the original paper records before their assigned retention periods have been met, the agency must establish an electronic records policy, including putting into place procedures for quality assurance and documentation of authorization for records destructions approved by the Government Records Section. This electronic records policy and releases for destruction of records must be approved by the Government Records Section. Agencies should be aware that for the purpose of any audit, litigation, or public records request, they are considered the records custodian obligated to produce requested records, even if said records are being maintained electronically by an outside vendor. Therefore, contracts regarding electronically stored information should be carefully negotiated to specify how records can be exported in case a vendor goes out of business or the All local government agencies and the Department of Natural and Cultural Resources agree that certain records series possess only brief administrative, fiscal, legal, research, and reference value. These records series havel been designated by retention periods that allow these records to be destroyed when "reference value ends." AllI local government: agencies hereby agree that they wille establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural Resources has scheduled with the dispositioni instruction "destroy when reference value ends." If a local government agency does not establish internal policies and retention periods, the local government agency is not complying with the provisions of this retention schedule and is not authorized by the Department of Natural and Cultural Resources to destroy the records with the disposition Arecord copy is defined as "The single copy of a document, often the original, that is designated as the official copyf for reference and preservation."1 Ther record copyi is the one whose retention and disposition is mandated by this schedule; all additional copies are considered reference or access copies and can be destroyed when their usefulness expires. In some cases, postings to social media may! be unofficial copies ofinformation that is captured elsewhere as a record copy (e.g., a press release about an upcoming agency event that is copied to various social media platforms). Appropriately retaining record copies and disposing of reference copies requires agencies to  from such audits or officialp proceedings, notwithstanding the instructions oft thiss schedule.  thep public agency of obsolete hardware or software."  agency decides to award the contract to a different vendor.  Reference Copies  instruction "destroywhen reference value ends."  Record Copy  Society of American Archivists, Dictionory ofA Archives Terminology. 2021 General Records Schedule: Local Government Agencies  li    designate clearly what position or office is required to maintain an official record for the duration of its  designatedretention period. TransitoryRecords notk be set aside for future use."2  Transitoryrecords are defined as "recordis] that [have] little or no documentary or evidential value and that need North Carolina has a broad definition of public records. However, the Department of Natural and Cultural Resources recognizes that some records may have little or no long-term documentary or evidential value to the creating agency. These records are often called transitory_records. They may be disposed of according to the guidance below. However, all public employees should be familiar with their appropriate retention schedule and any other applicable guidelines for their office. If there is a required retention period for these records, that requirement must be followed. When in doubt about whether a record is transitory or whether it has special significance or importance, retain the record in question and seek guidancefroma DNCR records analyst. Routing slips and transmittal sheets adding no information to that contained in the transmitted material have minimal value after the material has been successfully transmitted. These records may! be destroyed or otherwise disposed of after receipt of the material has been confirmed. Similarly, "while you were out" slips, memory aids, andother records requesting follow-up actions lincludingvoicemais: and calendar invites) have minimal value once the official action these records are supporting has been completed and documented. These records may be Drafts and working papers, including notes and calculations, are materials gathered or created to assist in the creation of another record. All drafts and working papers are public records subject to all provisions of Chapter 132 of the General Statutes, but many of them have minimal value after the final version of the record has been approved, and may be destroyed after final approval, if they are no longer necessary to support the analysis or conclusions of the official record. Drafts and working documents that may be destroyed after final approval  destroyed or otherwise disposed of once the: action has been resolved.  include:  Drafts and working papers fori internal and external policies  Drafts and working papers for internal administrative reports, such as daily and monthly Drafts and working papers for internal, non-policy-level documents, such as informal workflows and Drafts and working papers for presentations, workshops, and other explanations of agency policy thati is  activity reports; manuals; and  already formally documented.  Forms used solely to create, update, or modify records in an electronic medium may be destroyed in office after completion of data entry and after all verification and quality control procedures, so long as these records are not required for audit or legal purposes. However, ift the forms contain any analog components that are necessary to validate the information contained on them (e.g., a signature or notary's seal), they must be retained according to  the disposition instructions for ther records series encompassing thef forms' function.  2lbid.  2021 General Records Schedule: Local Government Agencies  ii    Itis further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient reason they may be retained for longer periods. This schedule supersedes previous versions of this schedule. and anyl localized amendments; iti is tor remain in effect from the date of approval untili it is reviewed and  updated.  APPROVAL RECOMMENDED  rakEkhenfs Sarah E. Koonts, Director Division of Archives and Records  Municipal/County Clerk or Manager  Title:  APPROVED  5Deidhik D.Reid Wilson, Secretary Department of Natural and Cultural Resources  Head of Governing Body Title:  Muncpalty/County:  Effective: October 1, 2021  2021 General Records Schedule: Local Government Agencies  iv    RECORDS RETENTION AND DISPOSITION  SCHEDULE  PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES  STATE  QUAM  Issued By:  NC DEPARTMENT OF NATURAL AND CULTURAL RESOURCES  North Carolina Department of Natural and Cultural Resources  Division of Archives and Records Government Records Section October 1, 2021    CONTENTS  Approval. Front Matter Executive Summary. Legend for Records Schedule.  Records Retention and Disposition Schedule Standard 10: Airport AuthorityRecords: Standard 11: Animal Services Records Standard 12: Code Enforcement and Inspection Records. Standard 13: Emergency Medical Services and Fire Department Records Standard 14: Parks and Recreation Records. Standard 15: Planning and Regulation of Development Records Standard 17: PubicTransportation Systems Records.  3 5 12 16 19 25 31 34 46 53 73 A-1 A-5 A-6 .A-8 A-10 A-11 .A-13 A-15 .A-17 A-18 .A-19 A-20 .A-21 A-22 .A-23  Standard 16: Public Housing Authorities, Redevelopment Commissions, and Entitlement Standard 18: Public Utilities and nvironmenta/Waste Management Records. Standard 19: Street Maintenance, Public Works, and Engineering Records Standard 20: Law Enforcement Records (excluding Sheriff's Office)  Communities Records..  Standard 21:1 Tax Records (for municipalities) Managing Public Records in North Carolina Audits, Litigation, and Other Official Actions Transitory Records. Destruction of Public Records. Sample Destructions Log. Geospatial Records. Security Preservation Record Copies. Disaster Assistance Staff Training. Request Forms  Appendix  Electronic Records: E-mail, Born Digital Records, and Digital Imaging  Request for Change in Records Schedule. Request for Disposal of Unscheduled Records.  Request for Disposal of Original Records Duplicated by Electronic Means  File Plan. Index  2021 Program Records Schedule: Local Government Agencies    EXECUTIVE SUMMARY  Some records are covered by the General Records Schedule: Local Government. Agencies and, According to N.C. Gen. Stat. S: 121-5(b) and N.C. Gen. Stat. S 132-3, your may destroy public reçords only with the consent oft the Department of Natural and Cultural Resources (DNCR). The State Archives of North Carolina is the division of DNCR charged witha administering a reçords management program, This schedule is the primary way the State Archives of North Carolina gives its consent. Without approving this schedule, your agency is obligated to obtain the State Archives of North Carolina's permission to destroy any record, no matter howi insignificant. Each records series listed ont this schedule has specific dispositioni instructions that willi indicate how long thes series must be kept in your office. In some cases, the disposition instructions are simply "retain in office permanently"'which means that those records must bel kept in your office forever. In other cases, the retention period may be "destroy in office when referençe value ends." An agency may have reference copies of materials, meaning "a copy ofa arecord distributed to make recipients aware oft the content but not directing the recipient to take any action ont the matter" (from Society of American Archivists, Dictionary ofA Archives Terminology). Your agency must establish and enforcel internal policies by setting minimum retention periods for the records that the State Archives of North Carolina has scheduled with the dispositioni instructions, "destroy E-mail is a record as defined by N.C. Gen. Stat. $121-5 and N.C. Gen. Stat. $1 132. Itis the content oft thee e-mail thati is critical when determining the retention period ofa particular e-mail, including attachments, noti the media in which the record was created. Itisi important fora all agency employees and officials to determine the appropriate records: series for specifice e-mails and retain them according to the disposition instructions listed with thei identified reçord series. The State Archives of North Carolina recommends that all agency employeesa and officials view the tutorials that are available online through the State Archives website in order to familiarize themselves with records management principles and practices. The State Archives of North Carolina's online tutorials include topics such as records management: and: scanning guidelines. The 5tate Archives of North Carolina creates security preservationi record copies for minutes and selected other records of governing bodies and commissions, adoption records, and maps and plats. Agencies can request copies of the digital images made during this process. Contact the If you have records that are not listed int this schedule, contact al Records Management. Analyst. An analyst will discuss the nature oft the records with you to determine ift the records have historical value. Ift the records do not havel historical value, we will asky yout to complete a Request for Disposal ofl Unscheduled Records (page A-19) forrecords that are no longer being created.  therefore, are not listed separately here.  when reference value ends."  appropriate Reçords Management. Analyst tol begin this process.  2021 Program Records Schedule: Local Government Agencies    Program Records Schedule: Local Government Agencies  Therecords retention and disposition schedules andr retention periods governingt therecords series listed herein are hereby approved. This approval extends to andi includes thei following standards in the 2021 Program Records  Schedule: Local Government Agencies: 10. Airport Authority Records 11.Animal Services Records 12.Code Enforcement andl Inspection Records 13.Emergency! Medical Services and Fire Department Records 14.Parks and Recreation Records 15.Planning andi Regulation of Development Records 17.Public Transportation: Systems Records 21,Tax Records (for municipalities)  16.Public Housing Authorities, Redevelopment Commissions, and Entitlement Communities Records  18.Public Utilities and Envronmental/Waste Management Records 19.Street Maintenance, Public Works, and Engineering Records 20.Law Enforcement Records (excluding Sheriff's Offices)  In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina, it is that the records do not and will not have further use or value for official business, research, or reference purposes agreed aftert ther respective retention periods specified herein anda are authorized to! be destroyed or otherwise disposed of by the agency or official having custody of them without further reference to or approval of either party to this N.C. Gen. Stat. $121-5 authorizes the Department of Natural and Cultural Resources to regulate the destruction of publicr records. Furthermore, the local government agency agreest to complywith 07 NCAC04M.0510 when "(a) Paper records which haver met their required retention requirements and arer nots subject to legal or other audit  agreement. Destructions  on a method of destruction. The North Carolina Administrative Code states: holds: should be destroyed in one of thet following ways:  deciding  1. burned, unless prohibited by! local ordinance;  2. shredded, or torn up: so as to destroy the record content of the documents or 3. placedi ina acid vats: so as to reduce the paper to pulp and tot terminate the existence oft the 4. sold as waste paper, provided thatt thep purchasera agreesi sinwritingt that thec documents or materials concerned will not be resold without pulverizing or shredding the documents so that the  material concerned;  documents or materials concerned; or  information contained within cannot be practicablyr read or reconstructed.  (b) When used in an approved records retention and disposition schedule, the provision that electronicrecords are to be destroyed means that the data and metadata are to be overwritten, deleted, and unlinked so the data and (c) When usedi in an approved records retention and disposition: schedule, the provision that confidential records of any format aret tol be destroyed means thec data, metadata, and physical media aret tol be destroyed in suchan manner All local government agencies should maintain logs of their destructions either int the minutes of their boardori int their Records Management file. Confdentialrecordswil! be destroyed ins sucha ar mannert that ther governing records  metadata mayr not be practicably reconstructed.  that thei information cannot be read or reconstructed under any means."  cannot be practicably read or reconstructed.  2021 Program Records Schedule: Local Government Agencies    Public records, including electronic records, not listed Int this schedule are not authorized to be destroyed. Records subject to audit or those legally required for ongoing official proceedings must ber retained until released Alll local government agencies and the Department of Natural and Cultural Resources concur that the long-term and/or permanent preservation ofe electronic records requires additional commitment and active management by the agency. Agencies agree to comply with all policies, standards, and best practices published by the Department of Natural and Cultural Resources regarding the creation and management ofe electronic records. Local government agencies should consider retention requirements and disposition authorities when designing and implementing electronic records management systems. Any type ofe electronicaly-created or electronicalystored information falls undert thel North Carolina General Assembly's definition ofp publicrecords cited above. For example, e-mail, text messages, blog posts, voicemails, websites, word processing documents, spreadsheets, databases, and PDFs allf fall within this definition of public records. In addition, N.C. Gen. Stat. S: 132-6.1(a) specifies: "Databases purchased, leased, created, or otherwise acquired by every public agency containing public records shall be designed and maintained in a manner that does noti impair or impede the public agency's ability to permit the public inspection and examination of publicr crecords andp providesan means ofc obtaining copies of suchr records. Nothing int this subsection shall be construed to require the retention byt the public Local government agencies mays scan any paper record andi retain ite electronicallyfor ease ofretrieval. Ifanagency wishes to destroy the original paperrecords! beforet theira assignedr retention periods have! beenmet, the agency must establish an electronic records policy, including putting into place procedures for quality assurance and documentation of authorization for records destructions approved by the Government Records Section. This electronic records policy and releases for destruction of records must be approved by the Government Records Section. Agencies should be aware that for the purpose of any audit, litigation, or publicr records request, theyare considered ther records custodian obligatedt toy produce requested records, even ifsaidrecords: arel being maintained electronically by an outside vendor. Therefore, contracts regarding electronically stored information should be carefully negotiated to specify how records can be exported in case a vendor goes out of business or the agency All local government agencies and the Department of Natural and Cultural Resources agree that certain records series possess only! brief administrative, fiscal, legal, research, andi reference value. These records: series have been designated by retention periods that allow these records to be destroyed when "reference value ends." AIlI local government agencies hereby agree that theyv will establish ande enforce internal policies setting minimumretention periods for ther records that Natural and Cultural Resources has scheduled with the dispositioni instruction "destroy whenr reference value ends." Ifal localg government: agency does not establishi internal policies and retention periods, the local government agency is not complying with the provisions of this retention schedule andi is not authorized by thel Department of Natural and Cultural Resources to destroy the records with the disposition instruction "destroy A! record copyi is defined as "The: singlec copy ofac document, oftent the original, thatis designated as the official copy for reference and preservation." The record copy ist the one whose retention and disposition is mandated byt these schedules; all additional copies are considered reference or access copies and can be destroyed when their usefulness expires. In: some cases, postings to social media may be unofficial copies ofinformation thati is captured elsewhere as a record copy (e.g., a press release about an upcoming agency event that is copied to various social  Auditsa and Litigation Actions Electronic Records  from such audits or official proceedings, notwithstanding the instructions ofthiss schedule.  agency of obsolete hardware or software."  decides to award the contract to a different vendor.  Reference Copies  when reference value ends." Record Copy  Societyof American Archivists, Dictionary of Archives Terminology. 2021 Program Records Schedule: Local Government Agencies  ii    media platforms). Appropriately retaining record copies and disposing of reference copies requires agencies to designate clearly what position or office is required to maintain an official record for the duration of its Transitoryr records are defined as "record[s] that [have] little or no documentary or evidential value and that need North Carolinal has al broad definition of publicr crecords. However, the Department ofNaturaland Cultural Resources recognizes that some records may have little or no long-term documentary or evidential value to the creating agency. These records are often called transitory records. They may be disposed of according to the below. However, all public employees should be familiar with their appropriate retention schedule and any guidance other applicable guidelinesf fortheir office. Ifthereisarequired retention period forthese records, thatr requirement be followed. When in doubt about whether a record is transitory or whether it has special significance must or importance, retain the recordi in question and seek guidance from al DNCR records analyst. Routing slips and transmittal sheets adding no information to that contained in the transmitted material minimal value after the material has been successfully transmitted. These records may be destroyed or otherwise have disposed of after receipt of the material has been confirmed. Similarly, "while you were out" slips, memory and other records requesting follow-up actions (including voicemails and calendar invites) have minimalvalue aids, the official action these records are supporting has been completed and documented. These records may once be Drafts and working papers, including notes and calculations, are materials gathered or created to assist in creation of another record. All drafts and working papers are public recordss subject to all provisions of Chapter1 132 the of the General Statutes, but many of them have minimal value after the final version of the record has been approved, and may be destroyed after final approval, if they are no longer necessary to support the conclusions ofthe officialrecord. Draftsandy working documents that mayl bec destroyed afterf finala approvali analysis include: or Drafts and working papers fori internal administrative reports, sucha as daily and monthly activity reports; Drafts and working papers for internal, non-policy-level documents, such as informal workflows and Drafts and working papers for presentations, workshops, and other explanations of agency policy that is Forms used solely to create, update, or modify records in an electronic medium may be destroyed in office after completion of data entry and after all verification and quality control procedures, so long as these records are not required for audit or legal purposes. However, if the forms contain any analog components that are necessary to validate thei information contained on them (e.g., a signature or notary'sseal), they must be retained according to Itisf further agreed thatt these records may not be destroyed prior tot thet time periods stated; however, for sufficient reason they may ber retained for longer periods. These schedules supersede previous versions of these schedules and any localized amendments; they are to remain in effect from the date of approval until they are reviewed and  designated retention period. TransitoryRecords noth be set asidef for future use."2  destroyed or otherwise disposed of once the action has been resolved.  Drafts and working papers fori internal ande external policies  manuals; and already formally documented.  the disposition instructions for the records series encompassing thet forms' function.  updated.  2lbid.  2021 Program Records Schedule: Local Government Agencies  ii    APPROVAL RECOMMENDED  Sancls. Khants Sarah E. Koonts, Director Division of Archives and Records  Municipal/County Clerk or Manager  Title:  APPROVED  Pellal D. Reid Wilson, Secretary Department of Natural and Cultural Resources  Head of Governing Body Title:,  County/Municipally:  Effective: October1, 2021  2021 Program Records Schedule: Local Government Agencies  iv    Wacon Counky  Broclamation  WHEREAS, the nation's 3,069 counties serving more than 330 million Americans provide essential services to create healthy, safe and vibrant communities; and WHEREAS, counties fulfill a vast range of responsibilities and deliver services that WHEREAS, Macon County, North Carolina and all counties take pride in our responsibility to protect and enhance the health, wellbeing and safety of our WHEREAS; under the leadership of National Association of Counties President Denise Winfrey, NACO is highlighting how Counties RISEI," demonstrating exemplary Resiliency, Inclusion, Solvency, and Empowerment and WHEREAS; each year since 1991 the National Association ofCounties has encouraged counties across the country to elevate awareness of county  touch nearly every aspect of our residents' lives; and  residents in efficient and cost-effective ways;and  responsibilities, programs and services; and  WHEREAS, Macon! County, North Carolina employees over 650full and part-time employeeswho provide a variety of services to the citizens of Macon County; NOW, THEREFORE, BEIT RESOLVED THAT I, Chairman PaHigdon, dow M hereby proclaim April 2023 as National County Government, Month and ençourage all county officials, employees, schools and residents to participate in county    government celebration activities.  Signed this 11th day of April 2023  Paul Higdon, Chairman  Macon County Board of Commissioners  MACON CQUNTYCQURTIOUSE ANNEX PHONE 628-349-2000  5WEST MAIN: STREET  FRANKLIN, NORTHCARDUNA: 28734  FAXC826-349-2400    MACON COUNTY BOARD OF COMMISSIONERS  AGENDA ITEM  CATEGORY - CONSENT AGENDA  MEETING DATE: April11,2023  Item 13A. Draft minutes from the March 14, 2023 regular meeting are attached for the board's review and approval. (Mike Decker/Tammy Keezer) Item 13B. Budget Amendments #220-224 are attached for your review and Item 13C. Tax releases for the month of March 2023 in the amount of $1,907.10, per the attached memorandum from Tax Collections Supervisor  approval. (Lori Carpenter)  Delena Raby. Item 13D.  A copy of the ad valorem tax collection report as of  March 31, 2023, which shows a collection rate of97.73 percent. Report  only. No action is necessary. (Delena Raby)    MACON COUNTY BOARD OF COMMISSIONERS  MARCH 14, 2023 MINUTES  Chairman Higdon called the meeting to order at 6:00 p.m. All Board Members, County Manager Derek Roland, Deputy Clerk Mike Decker, Finance Director Lori Carpenter and County Attorney Eric Ridenour were present, as were a number At 6:01 p.m., upon a motion by Commissioner Shearl, seconded by Commissioner Young, the board voted unanimously to recess the meeting to Courtroom A on the fourth floor of the Macon County Courthouse. Chairman  ofc county employees, media and citizens.  Higdon reconvened the meeting at 6:08 p.m.  ANNOUNCEMENTS:  (A) Mr. Roland announced that an adjustment would be made to the front end of the agenda with the addition of Item 5B due to the speaker MOMENT OF SILENCE: Chairman Higdon requested all in attendance rise PLEDGE OF ALLEGIANCE: Led by Commissioner Shields, the pledge to the  having traveled from Atlanta to speak. and a moment of silence was observed.  flag was recited.  PUBLIC HEARING(S): None  GORAIL: State Director Christy Sammon introduced herself and said her purpose for being here was to educate the board about GoRail services and grants that are available to Macon County. She invited board members to reach out to her to further discuss opportunities for partnering on projects to improve  highways, railroad crossings and walking overpasses.  Minutes 03.14.23 Page 1 of6    PUBLIC COMMENT PERIOD: Susan Carter spoke about the proposed layout of the new Nantahala Public Library and access to the community room. She said the community club plans to use the room to provide craft classes, educational activities, potlucks, etc. as they do in their current location. Ms. Carter shared that the community club will only have access to half of the room in the new location which is not large enough for their needs and asked board members to intervene and find a way to give them full access. Stephanie McGaha shared her concerns about Macon County Public Library. Freda Bennett spoke in support of the Pre-K program in Highlands. She said there are currently only 900 Pre-K slots in Macon County for approximately 1,800 children under the age of five. Commissioner Shearl responded with his support of the Pre-K program and clarified the prioritization of projects provided by the school liaison committee. Gary Abrignani inquired about the tax assessment process and how property values are determined. Tax Administrator Abby Braswell explained the procedural laws, rules and Schedule of Values, and encouraged concerned citizens and those with questions to come and talk to her or one of her staff in person. Linda Herman yielded her opportunity to speak about the tax assessment. Claudia Aguilar said she had requested a copy of the board's Code ofEthics and was pleased to see the topic on the agenda. Jim Gaston spoke about the Macon County Library suggesting that the board not continue the partnership with the Fontana Regional Library system. He recommended better salaries be considered for the employees if the contract with the Fontana Regional Library system is not renewed. Hazel Norris spoke about the Highlands Pre-K program and how the board has to prioritize spending. Jerry Moore spoke in support of the Highlands Pre-K program reminding board members that private citizens raised $35,000 to do a feasibility study and requested funding for the project be put back on the agenda. Commissioner Young commented that he supports the project, but funding priorities presented by the school liaison committee did not include the project in the top five priorities. Carter Davis spoke in favor of the Highlands Pre-K project. Deni Shephard shared written remarks that he had presented to the Macon County Library Board earlier today and stated his issue was with the LGBTQ literature available in the library. Robert Bull yielded his opportunity to speak about property appraisals. Jeff Weller spoke in favor of the Highlands Pre-K program and stated he does not understand why the project is not in the top five since some of the other projects on the list have grant money or other funds to complete them. Wendy McGaha stated she was at the Macon County Library board meeting earlier today and indicated that some of those in attendance were not allowed in the room and those allowed in were not permitted to speak. She spoke about a book she had checked out of the library which she believes is very explicit and nappropriate for the teen section. Ms. McGaha said the board needed to pull out of the Fontana Regional Library System. Virginia Cranfield yielded her opportunity to speak about property appraisals. Bonnie  Minutes 03.14.23 Page 2 of6    Potts shared information about the Highlands Literacy Program and stated her support for the Highlands Pre-K program. Chip Reames left the meeting before his opportunity to speak about K-1 Funding in Highlands. Jim Osterle ADDITIONS, ADJUSTMENTS TO AND APPROVAL OF THE AGENDA: Upon a motion by Commissioner Young, seconded by Commissioner Shields, the board voted unanimously to approve the agenda, as adjusted, as follows: To add Item 11F under New Business, Parks and Recreation discussion, To add Item 12(E) under Consent Agenda, Declaring the Service Weapon for Bill Edwards as surplus and sale of the same to him for $1.00, per  spoke in favor of the Highlands Pre-K program.  per Commissioner Young  Deputy Clerk Mike Decker  UPDATE ON MACON COUNTY COOPERATIVE EXTENSION ACTIVITIES = Macon County Extension Director Christine Bredenkamp provided the board with an overview of the work that the local North Carolina Cooperative Extension office performs and introduced her staff who shared information about the services and programs they provide and how Macon County youth and adults benefit. Ms. Bredenkamp also provided board members with a brochure of services offered by the PROGRESS REPORT ON GEORGIA ROAD/SCALY MOUNTAIN AREA FIBER INFRASTRUCTURE BUILD - Matt Saenger, the Director of Sales and Marketing for Balsam West provided the board with an update on the progress of the firm's efforts to build fiber infrastructure down the Georgia Road and into the Scaly Mountain area, He shared that they are currently in Phase II of the project with 253 connections in progress, 116 connections pending, and 193 prospects for internet and voice services. Mr. Saenger said he considers the project a huge success and indicated Balsam West has finished its response to the Nantahala RFP and hopes to SKATE PARK PROJECT UPDATE - Franklin Town Manager Amie Owens provided the board with an update on the proposed skate park project planned for the town's Whitmire Property. She said the proposed plan calls for $50,000 in funding from the county in the upcoming budget year to assist in completing the project as quoted. Ms. Owens reminded board members that the original cost of the project was $294,750 which was reduced to $262,250 because the Town of Franklin was completing the grading and some other work. She said that after fundraising conducted by the youth of SK828, other donations, and receipt of a grant, the remaining balance is $110,575 and the town has budgeted $50,000 toward that amount. Ms. Owens indicated the grading is planned to be completed in May with an anticipated opening of the skate park in late summer. Commissioner Antoine made a  office.  receive a positive response.  Minutes 03.14.23 Page 3 of6    motion, seconded by Commissioner Young to fund the remaining balance of $110,575 for the completion of the park. After discussion and clarification of the remaining balance, Commission Antoine amended his motion, seconded by Commissioner Young, to appropriate $60,576 from the fund balance for the project. DISCUSSION/CONSIDERATION OF MEMORANDUM OF AGREEMENT (MOA) WITH REACH Jennifer Turner-Lynn, the Assistant Director of REACH of Macon County, presented a proposed Memorandum of Agreement (MOA). between the county and REACH with regard to human trafficking. She said the MOA notes that its purpose is to articulate the working relationship and partnership "in providing resources, comprehensive outreach, direct client services and systematic advocacy to human trafficking victims and their children." Ms. Turner-Lynn stated this agreement will advance the grant opportunities for REACH [Attachment 1. Commissioner Shields made a motion, seconded by Commissioner Young, to approve RESOLUTION IN RECOGNITION OF MACON COUNTY CRAWFORD SENIOR CENTER VOLUNTEERS - Department of Social Services (DSS) Director Patrick Betancourt presented a resolution recognizing the volunteers who serve at the Macon County Crawford Senior Center. The resolution proclaims April 16-22, 2023 as Macon County Volunteer Week [Attachment2). Commissioner Shields made a motion, seconded by Commissioner Antoine, to approve the resolution CONSIDERATION OF BID AWARD FOR MACON COUNTY TRANSIT FACILITY EXPANSION - Macon County Transit Director Darlene Asher requested the board's approval of a bid to expand the Transit Department facility at 36 Pannel Lane. Ms. Asher requested approval to enter into a contract. with Owle Construction in the amount of $715,000 Attachment 3]. After discussion and clarification that the county is only responsible for 20 percent of the contract amount, Commissioner Shields made a motion, seconded by Commissioner Young, to approve the bid in the amountots715,000 and to authorize the county manager to enter into a contract with Owle Construction. The vote was CONSIDERATION OF RESOLUTION ADOPTING A CODE OF ETHICS FOR THE BOARD OF COMMISSIONERS - Mr. Roland stated that the board had adopted a Code of Ethics in 2010 which is still in place and thanks to Ms. Aguilar's request the code had been reviewed and Mr. Ridenour has proposed a more streamlined version for the board to consider. He said the code, along with the Rules of Procedure, and completion of ethics training by all board members ensures that the board is covered from top to bottom. Mr. Roland said the 2010 version of the Code of Ethics was eight pages long and the new version is one  The vote was unanimous.  the MOA as presented. The vote was unanimous.  as presented. The vote was unanimous.  unanimous.  Minutes 03.14.23 Page 4 of6    page long. Mr. Ridenour said a Code of Ethics is required by Section 160A-86 of the North Carolina General Statutes and requested a motion to rescind the 2010 version and adopt the newly revised Code of Ethics Attachment 41. Commissioner Young made a motion, seconded by Commissioner Antoine, to resend the 2010 Code of Ethics. The vote was unanimous. Commissioner Young made a motion, seconded by Commissioner Shields, to approve and adopt the  new Code of Ethics as presented. The vote was unanimous.  CONSIDERATION  OF  BUDGET  AMENDMENT  REGARDING  BOILER/CHILLER UNIT AT THE HUMAN SERVICES BUILDING - Mr. Roland stated that the boiler/chiller unit at the Human Services Building is 23 years old and was slated to be budgeted for replacement in FY24, but it is rapidly deteriorating and currently operating at 25 percent capacity sO we have to replace it now. He said there is a 36-week lead time on the production of a new unit and the informal quote is for $100,000 with the funding appropriated from the fund balance of the general fund. Ms. Carpenter reviewed the budget amendment for $110,000 giving some leeway for inflation or unexpected additions. Commissioner Shields made a motion, seconded by Commissioner Antoine, to approve the budget amendment as presented to allocate $110,000 from the fund balance of the general fund to purchase a 90-ton chiller unit for the Health and Human Services Building on Lakeside Drive. The vote was unanimous. Commissioner Young made a motion, seconded by Commissioner Shields, stating for the purchases of apparatus, supplies, materials or equipment, the Macon County Board of Commissioners delegates to the County Manager the authority to award contracts, reject bids or readvertise to receive bids on behalf of Macon County in accordance with NCGS 143-129 (a). The vote PARKS AND RECREATION DISCUSSION - Commissioner Young asked recreation commission members Tim Crabtree and Jeff Weller to share information from the recreation commission meeting held this morning. Mr. Crabtree said that even though the previously proposed pickleball courts had been approved the commission members would like to take a step back and request a comprehensive plan for the entire recreation park. He indicated the tennis courts are cracking and need to be resurfaced or replaced and tennis players need a dedicated space for restrooms and changing areas. Mr. Weller stated all the buildings are outdated - sixty or sO years old = and are frequently being repaired, but could be repurposed for other functions. He said the recreation park was forgotten after Parker Meadows was built and some aspects are beyond repair. After discussion, Commissioner Young made a motion, seconded by Commissioner Antoine for the county manager to solicit requests for proposals for a master comprehensive site study for the recreation park. The  was unanimous.  vote was unanimous.  Minutes 03.14.23 Page 5 of6    CONSENT AGENDA: Upon a motion by Commissioner Young, seconded by Commissioner Shearl, the board voted unanimously to approve the consent agenda as presented which includes: (A) Minutes of the February 9, 2023, continued session, the February 14,2023, regular meeting and the February 21, 2023, continued session; (B) BudgetAmendments #189-195; (C) Tax releases for the month of February in the amount of $685.65; (D) Monthly ad valorem tax collection report for which no action is necessary; and (E) Declare the service pistol for Mr. Bill Edwards surplus and sale or the same to him for $1.00.  APPOINTMENTS:  (A) Economic Development Commission (3 seats) - Commissioner Young made a motion, seconded by Commissioner Shearl to approve the reappointments of Brett Rogers and David Hubbs, and appoint Johnathan Hamlin to the Economic Development Commission. The vote was CLOSED SESSION: At 9:09 p.m., upon a motion by Commissioner Young, seconded by Commissioner Antoine, the board voted unanimously to go into closed session as allowed under NCGS 143-318.11(/3) in order to preserve the attorney client privilege and NCGS 143-381.11(a)6) to consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee; or to hear or investigate a complaint, charge, or grievance by or against an individual public officer or employee. At 9:49 p.m., upon a motion by Commissioner Shearl, seconded by Commissioner Young, the board voted unanimously to come out of the closed  unanimous.  session and return to the open session.  ADJOURN: With no other business, at 9:50 p.m., upon a motion from Commissioner Shearl, seconded by Commissioner Antoine, the board voted  unanimously to adjourn.  Derek Roland  Paul Higdon Board Chair  Ex Officio Clerk to the Board  Minutes 03.14.23 Page 6 of6    MACON COUNTY BUDGET AMENDMENT  Date:  3/27/2023  AMENDMENT #A20 DEPARTMENT: HEALTH  Explanation: Received al Revision to AA551 with additional funds from the state. AA551 TB Control CFDA#93.116  ACCOUNT 113511-438508 115144-556016  DESCRIPTION Revenue Tuberculosis Expense  INCREASE $ 3,440.00 $ 3,440.00  DECREASE  PREPARED BY  1h Aa Subu  REQUESTED BYI DEPARTMENTHEAD  ban Mdhrn  RECOMMENDED BY FINANCE OFFICER Bainbprto  APPROVED BY COUNTY MANAGER  ACTIONI BY BOARD OF COMMISSIONERS 4l/2023 APPROVED AND ENTERED ON MINUTES DATED  CLERK    MACON COUNTY BUDGET AMENDMENT AMENDMENT! 221 FROM: FINANCE DEPARTMENT:  March 30, 2023  SENIOR SERVICES DESCRIPTION Vehicle repair & Maintenance Insurance Settlements  EXPLANATION: Move monies to cover deductible for county car repair  INCREASE $1626.00 $1626.00  DECREASE  115831-556503 113839-485000  REQUESTED BY DEPARTMENTHEAD: RECOMMENDED BY FINANCE OFFICER APPROVED BY COUNTY MANAGER ACTION BY BOARDOF COMMISSIONERS APPROVED. AND ENTERED ON MINUTES DATED  411/2023  CLERK    MACON COUNTY BUDGETA AMENDMENT AMENDMENTH 227 DEPARTMENT: EXPLANATION:  Soil and' Water Conservation  Increase budget for event recognizing H&HI Farms as winner of the NC Association of Soil and' Water Conservation Disctricts' Outstanding Conservation Farm Family award due to more fundsreceived from donations  from the public than originally anticipated.  ACCOUNT  DESCRIPTION  INCREASE DECREASE  113850-445808 DONATIONS - SOIL & WATER CONSERVATION 2,700  114940-556025 EVENTS  2,700  REQUESTEDI BYD DEPARTMENTHEAD, ALAK  RECOMMENDED BY FINANCE OFFICER CRa Dapita  APPROVED BY COUNTY MANAGER ACTION BYJ BOARD OF COMMISSIONERS APPROVED. ANDI ENTERED ONI MINUTESDATED,  4lulzozs  CLERK    MACON COUNTY BUDGET AMENDMENT AMENDMENT# 223 DEPARTMENT Debt Service Fund  EXPLANATION Appropriate interest earned on 2007 QZAB forf final payment on debt  ACCOUNT  DESCRIPTION  INCREASE DECREASE 416,063 416,063  303831 447000INTEREST ON INVESTMENTS 309100 571741/QZAB PRINCIPAL  TOTAL  REQUESTED BY DEPARTMENT HEAD RECOMMENDEDI BYF FINANCE OFFICER lhe APPROVED BY COUNTY MANAGER ACTION BY BOARD OF COMMISSIONERS H1/2023 APPROVED & ENTERED ONI MINUTES DATED  CLERK    MACON COUNTY BUDGET AMENPMENT AMENDMENT# DEPARTMENT EXPLANATION ACCOUNT 514009 550001 SALARY 514009] 550005 LONGEVITY 514009 550201 MEDICARE/FICA 514009 550203 HOSPITALIZATION 514009 50206)LFEINSURANCE 514009 SOA/RETREMENICGENEAL 514009 550701 COUNTY401K 514009 55106/CONTRACTED: SERVICES 514009 556001 OFFICE SUPPLIES 514009 556005/COMPUTER: SUPPLIES 514009 556009JUNIFORMS 514009] 557101 POSTAGE/PEPARTMENTAL 513981 980011 TRANSFER FROM GENERALFUND  224 Housing Administration  Move budgetedfunds into the various linei items  DESCRIPTION  INCREASE  DECREASE 94,063 1,389 7,303 19,354 78 11,607 1,909 9,296 1,000 6,316 1,560 300 154,175  REQUESTED BY DEPARTMENTHEAD RECOMMENDEDI BYF FINANCE OFFICER APPROVED BY COUNTY MANAGER ACTION BY BOARD OF COMMISSIONERS 4H1/2023 APPROVED & ENTERED ONI MINUTES DATED  ap  CLERK    STATE  Macon County Tax Office 5West Main Street Franklin, NC28734  Phone: (828) 349-2149 draby@maconnc.ore  TO: FROM: DATE: RE:  MACON COUNTY COMMISSIONERS Macon County Tax Collector's Office Delena Raby, Tax Collections Supervisor  April 04, 2023 Releases for March, 2023  Attached please find the report of property tax releases for real estate and personal property that require your approval in order to continue with the process ofr releasing these amounts from the tax accounts. Please feel free to contact me ify you should have any questions. The report of  releases in alphabetical order is attached. AMOUNT OF RELEASES FOR MARCH 2023:  $1,907.10                MACON COUNTY BOARD OF COMMISSIONERS  AGENDA ITEM  CATEGORY - APPOINTMENTS  MEETING DATE: April11,2023  14A.  Planning Board (1 seat) - Planning Director Joe Allen is  recommending the reappointment of Ben Ledford to the Macon County Planning Board. Mr. Ledford's term on the board expired March 10, and a copy ofhis application is attached. Ifapproved, term of appointment will  be for three years, ending March 10, 2026.    PrintForm  Application for Appointment to Macon County Authorities, Boards, Commissions and Committees Thel Macon County Board ofCommissioners believes all citizens should have the opportunity to Participate in governmentai decisions. The Board wants to appoint qualified, knowledgeable and dedicated people to serve on authorities, boards and committees. Ifyou have ani interest in being considered for an appointment to any advertised vacancy, please thoroughly complete the form below before the advertised deadline and choose from the following options.  Mail to: County Manager's Office 5 West Main! Street Franklin, North Carolina 28734  or FAX to: 828-349-2400  Any Questions, please call the County Manager's Office at (828): 349-2025 NameofAuthoriy, Board or Committee applying for: Planning! Board  Name Ben Ledford Address'4675 Clarks Chapel Rd Telephone: Home B28-349-0836  City Franklin  NCZip 28734  Work B28-421-7331  Occupation altm.pdo.mResauanRealManevfemin, Business Address 615.Patton. Ave Franklin,NC Email Address pen@4lfarm.com  Briefly explain any anticipated conflict ofinterest you may have ifappointed:  None  Educational Background Graduated High School Business and Civic Experiences/Skils: Smallbusiness owner andr manager. Helpy youth withl livestock projects fors shows, Attand. Dinn Gvayn. Dantict Church Areas of Expertise and Interest/Skills: Workingy welly with others tos solve problems. Finding ways to! better as situationt thats works for everyone.  List any Authorities, Boards, Commissions or Committees presently serving on: Macon County Farm Bureau, Macon County Fair Board, JMS Cattiemans Association,  SIGNATURE: B  DATE: 3-10-33