MINUTES  REGULAR SCHEDULED MEETING OF THE. BOARD OF COMMISSIONERS INTHE COMMISSIONERS ROOM, COUNTY, ADMINISTRATIVE: BUILDING MEETINGCALLED TOORDER BY CHAIRMANLFONARD WIGGINS AT7:00P P.M. MEMBERS PRESENT: Mr. Leonard Wiggins, Chairman, Mr. Jonathan Felton, Vice- Chairman, Rev. E. Wayne Hines, Mrs. Viola Harris, Mr. William Wooten, Mrs. Evelyn  OF EDGECOMBE COUNTY FEBRUARY 5, 2018. AT'7:00 P.M. TARBORO,NORTH CAROLINA  Powell and Mr. Donald Boswell. MEMBERS ABSENT: None.  OTHERS PRESENT: Mr. Eric Evans, County Manager, Mr. Michael Peters, County  Attorney andI Ms. Frangie Mungo, Clerk tot the Board.  2. 3.  PRAYER.  Rev. Hines provided the prayer.  MINUTES OF PREVIOUS MEETINGS PRESENTED FOR APPROVAL.  Mr. Felton moved to approve the minutes of the January 2, 2018 and January 8, 2018 minutes as presented. Rev. Hines seconded thei motion, which carried by unanimous vote. With the consensus of thel Board Mr. Wiggins moved up Agenda Item G. Under Other Business: Approval of al Resolution to Proclaim January 25th as "Tommy Cone" Day in Edgecombe County. Deputy Cone was killed in the line of duty when his patrol vehicle was struck head-on by an Mr. Evans invited Sheriff Clee Atkinson, former Sheriff. James Knight and members of Mr. Cone's family, his wife Tonya, two sons, Allen and Chris, sister, Paula and other family members to the front of the room. Mr. Wiggins asked Sheriff Atkinson to read the resolution. Mr. Atkinson read the official resolution and presented thei family with ai framed copy of the resolution. Mrs. Harris moved to adopt the resolution as presented. Rev. Hines seconded the motion, which  impaired driver on January 25, 1990.  carried by unanimous vote.  Members of the family thanked the Board.  Mr. Evans reported to thel Board that current employee Lee Dennie was promoted to Maintenance Director; current employee Larry Moore was promoted to Solid Waste Director; current employee Stacey Booth was promoted to Human Resources Director; new hire Natalie Bess was hired as the Mr. Wiggins congratulated newly promoted and newly hired staff onl behalf of the Board.  Flood) Recovery Program) Director.  4.  SCHEDULED. APPOINTMENTIS).  A. Scott] Baily with Carr, Riggs & Ingram CPA'sa and Advisors gave the following  presentation of Fiscal Year 2017 Audit Report:  Mr. Bailey stated that during the course of the audit they encountered no significant difficulties with management, with no differences of professional opinion and ultimately completed a successful audit. Based on his opinion and from records and reports that Mr. Baily providedab breakdown oft the Countysespenditures: and revenues and the The assets and deferred outflows of resources of Edgecombe County exceeded its liabilities and deferred inflows of resources at the close of the fiscal year by The government's total net position increased by $5,929,916. The business-type activities increased by $948,580. The governmental: activitiesi increased by $4,981,336. As of the close of the current fiscal year, Edgecombe County's governmental funds reported combined ending fund balances of $21,469,655, after a net increase in fund  were reviewed the audit was clean and did not have any discrepancies.  following financial highlights: $61,179,389 (net position).    balance of $3,380,345. Approximately 45.99 % of this total amount, or $9,874,173is At the end of the current fiscal year, unassigned fund balance for the General Fund was $11,738,203, or 20.14% oft total general fund expenditures for the fiscal year. Edgecombe County's total long-term debt increased by $356,769 (0.91%) during the current fiscal year. Thei increase was primarily the result of borrowings of $3,603,125 for economic development and repairs to the County Courthouse as offset by debt Edgecombe County maintained its bond rating from Moody's at A2. Standard and Poor's Ratings Services raised the County's bond rating from A+ to AA-. After the audit presentation Mr. Baily answered questions from thel Board of B. Jason Urroz with the' Track' Trail Program gave the following a presentation: Mr. Urroz stated thati in hisj jobl he gets to design hiking trails all over the country designed to get] kids and families unplugged and outdoors and reconnected to nature for their health. He stated that he met Helen Bowens, Edgecombe County's Grant Administrator at a workshop and sharedi information about his program and he is happy tol bring an opportunity tol Edgecombe County to keep families moving and active and learning about nature. Mr. Urroz stated that backi in 2009 the program was started based on a report that was done on the Bluel Ridge Parkway, where it was determined that only 7 to 11% of thej people that came to the Parkway were bringing kids with them. Bluel Ridge Parkway is the most visited park in the country so they wanted to start a kids program to get families interested in coming to the parkway tol learn about nature. Therefore, Kids and Parks Track' Trails was started. The program installs fun' Trail Head signs that attracts kids and the sign houses different self-guided brochures that the kids can use tol learn about nature while they are walking down the trail. Each trail has Hes stated that they started networking with other types of park agencies that were: in communities along the parkway to expand the network of trails to get kids to go to a city park or statej park. Trails consist of different types of trails, hiking, biking, canoe, etc. Hes stated that kids that register their hikes through website receive prizes in the mail, such as al nature journal with as sticker from the trail that they attended, which will encourage them to want to go to a different trails to get more stickers toj put inside their journals. Other prizes include backpacks, patches, bandanas, etc. They have to answer questions about what they did on the trial that can be shared back to their partners to Hes stated that there are 951 trials inl North Carolina from a grant from) Blue Cross Blue Shield of] North Carolina because they want toj pay for families to get moving and active He stated that doctors are writing prescriptions for kids to go hiking on thet trails.. After the kids go hiking and register on the web, the doctor reçeives an email letting them know that the patient filled their prescription and the data can be entered into thel kid's Hes stated that he was ready to] partner with Edgecombe County and get a trail installed. Hes stated that hel had a MOU1 for Mr. Evans to sign. The document stated that they will design the brochures, will design the signs and will get it alli installed and the County will promote the trailsi in the community and keep the brochures in the brochure holders. They will also will provide tot the County the data about how many kids go hiking. Mr. Evans stated that he felti it would be a great opportunity both for our kids and citizens tol have an outdoor learning environment and thej program can be connected to our tourism development efforts. He stated that the program can multiply throughoutt  either non-spendable, restricted, committed, or assigned.  service payments made during the year.  Commissioners.  signs has four different topics they can choose from.  help get demographic information. as a preventative health measure.  record.  the County.  Mr. Wiggins commended Mrs. Bowens for her efforts.  5.  PUBLIC PETITIONS.  Janice Thompson, 110 Rollingwood Drive, Tarboro, stated that Tender Mercies rescued a dogi in Edgecombe County that nearly died. Ms. Thompson presented pictures of dogs to the  -2-    Board of Commissioners that have been mistreated stating that these are side effects caused by negligent owners and backyard breeders. She stated that they recently rescued a dog forced to live outside on a chain in freezing conditions. She stated that no animal should be forced tol live on a chain. Ms.' Thompson asked the Board to help these animals by passing an ordinance to ban chaining in Edgecombe County and require backyard breeders to be licensed. Ms. Thompson asked the Board if they had an update on the two four day old puppies that froze to death in] Edgecombe County and an update onl Big Dog Kennels, where dogs are: forced to wear enormous chains, which violates the statutes. Mr. Evans stated that he will follow up with the Sheriff: and provide an update.  Mr. Wiggins asked Ms. Thompson if she had knowledge of any County that has a do not  chain ordinance.  Shes stated that there are lots of counties.  Kathy Williams, shelter volunteer, stated that if a chain ordinance is enforced, then people who cannot afford a kennel be dropping their dogs off at the shelter, which would lead to euthanized animals. She stated that a stronger ordinance is needed that discusses the types Mr. Wiggins asked that Mr. Evans look at forming some type of committee to look at the County's ordinance and if changes are needed that committee can make recommendations Mr. Wiggins stated that he would like for Ms. Thompson and Ms. Williams to be appointed Curmilus Dancy, 127 Midway Lane, Pinetops, came forth and asked to be appointed to the committee. He stated that he wanted the County and the Sheriff to be given the opportunity to do their job. He stated that he wanted to be at the table because he does not havei interest  oftethers tol be used.  or suggestions. tot that committee.  on either side.  Mr. Wiggins added Mr. Dancy to the committee. A. Approval of budget amendments.  OTHER BUSINESS:  Mr. Felton moved to approve thel budget amendments as presented. Rev. Hines seconded B. Approval of offer to purchase County owned property located at 201 Wake Street, Rocky Mr. Evans stated that an offer toj purchase was received from Darius Smith toj purchase property the County owns at 201 Wake Street, Rocky Mount for $500. Hes stated thati if the offer toj purchase is accepted by thel Board, a minimum 10-day public notice must Mr. Boswell moved to accept the offer toj purchase and to direct staff toj publish the public notice for upset bid. Mrs. Powell seconded the motion, which carried by :. Approval of offer to purchase County owned property located at 919-921 Arlington Mr. Evans stated that an offer toj purchase was received from Darius Smith toj purchase property the County owns at 919-921 Arlington Street, Rocky Mount for $500. Hes stated that if the offer toj purchase is accepted by thel Board, a minimum 10-day public notice Mrs. Harris moved to accept the offer toj purchase and to direct staff toj publish the public notice for upset bid. Mr. Boswell seconded the motion, which carried by Mr. Evans stated that Scott Kiser, Director of Soil and' Water, applied for and successfully received a grant award from thel NCI Division of Soil and Water  the motion, which carried by unanimous vote.  Mount by Mr. Darius Smith. then be given for upset bid. unanimous vote.  Street. Rocky Mount by Mr. Darius Smith.  must be given for upset bid. unanimous vote.  D. Approval ofa Grant Award for] Debris Removal in streams.    Conservation. The grant of $693,949 is for the purpose of removing vegetative debris from streams and creeks int the County. Thoses sections of streams and creeks listed in the: agreement were strategically selected based on the condition and potential for positive impact oft thej project. Mr.] Evans recommended that thel Board approve the acceptance oft this grant award withi its accompanying project ordinance and budget Mr. Wooten moved to approve thes acceptance of the grant award, project ordinance and budget amendment as presented. Mrs. Powell seconded the motion, which carried by Mr. Evans stated thati in continuous effort toi improve upon thei financial management of the County, iti is necessary that we review our policies and procedures periodically. In so doing, itl has been determined the need to more clearly assert thei importance of following internal controls and fiscal protocols. Mr. Evans recommended making the additions to thel Personnel and Administrative Policies. Hej presented to the Board the pages that contain changes. These changes stress thei importance of following the fiscal policies and procedures, as well as adds language that failure to do so constitutes just cause for disciplinary action. He recommended that the resolution toi implement the revised Mr. Wooten moved to adopt the resolution as presented. Rev. Hines seconded the . Approval of compliance documents for the CDBG-Disaster Recovery program. Mr. Evans stated that the CDBG-Disaster Recovery funding the County received for Hurricane Matthew recovery requires steps bet taken to comply with federal CDBG program rules. Part of that included having both al Fair Housing Plan as well as a Citizen Participation Plan. Mr. Evans recommended that the Board approve thel Fair Mrs. Harris moved to approve the compliance plans as submitted. Mr. Boswell seconded H. Approval of Change Order #3 for the Speed Sewer Project with Ralph Hodge Mr. Evans presented for thel Board's consideration amendment #3 to the contract with Ralph Hodge Construction Company for the construction of thes sewer collection system in and around the' Town of Speed. The change order will resulti in an increase of $4,226.53, increasing the total contract price to $4,067,856.67. This also changes the substantial completion date to. July 26, 2018, an addition of2 22 days. Mrs. Harris moved to approve the contract amendment. Rev. Hines seconded the motion, Approval of an easement tol NC-Department of Transportation for construction of bridge Mr. Evans stated that thel North Carolinal Department of' Transportation plans to replace al bridge in Edgecombe County on Highway NC 42 in the Old Sparta Community. The County owns a parcel near the proposed contrition site which was acquired after Hurricane Floyd with Federal Hazard Mitigation Buyout Funds. He stated that the Board had: agreed in principle to granting a temporary easement and permission to regrade portions oft this deed-restricted) lot tol NCI DOT contingent upon approval from thel NCI Emergency Management Division. That approval has been received. Mr. Felton moved to approve the acknowledgement of the terms of the agreement and the easement agreement as presented. Rev. Hines seconded the motion, which carried by J. Approval of an amendment to the Assistance Policy to thel Essential Single Rehab 2016 Mr. Evans stated that it has been in thej policies for all of thel housing rehab programs to exclude the corporate. limits of the City of Rocky Mount from our service areas since Rocky Mount is an entitlement city. Thati is a federal category for municipalities witha population over 50,000. As an entitlement city, Rocky Mount has direct access toi federal  amendment. unanimous vote.  E. Approval ofs a revision to thel Edgecombe County Personnel Policy.  polices be approved.  motion, which carried by unanimous vote.  Housing Plan and Citizen Participation Plan as submitted. the motion, which carried by unanimous vote.  Construction.  which carried by unanimous vote.  atNC42.  unanimous vote. program.    housing programs that the rest of the county does not. North Carolina Housing Finance Agency (NCHFA) took the position that they want their housing programs tol be made available to all areas ofa county regardless. Mr. Evans stated that therefore, we made that change tot the assistance policies of all NCHFA funded projects since that decision beforel bringing them to thel Board for approval. However, the assistance policy for the Essential Single] Family program for 20161 is one that was approved prior to. That program is still open and we can serve residents inside thel Rocky Mount Corporate limits. Mr. Evans stated that thel Board's approval is needed for the assistance policy change. Mr. Evans recommended that the Board of Commissioners adopts the ESFR- 20164 Assistance Policy which removes the exclusion of the city limits of Rocky Mount. Mr. Wiggins asked if any other funding coming to the County consisted of this restriction  ori ifit was only the County's policy.  Mr. Evans stated that no, and that has been the County'si internal policy.  Mr. Wiggins stated that the restrictions on the County's policy should be lifted unless the Mr. Wiggins moved to approve ar non-restricted policy. Mr. Felton seconded the motion. After discussion Mr. Wiggins and Mr. Felton withdrew their motion and second and Mrs. Harris moved to approve the amendment to the. Assistance Policy to thel Essential Sing] Rehab 2016 program as presented. Rev. Hines seconded the motion, which carried Mr. Evans stated that as an additional fiscal management tool, we are adding the use of what is called Purchasing Cards, or P-Cards. There willl be a cardi for each department. These will allow for us to simplify procurement fors selected, low-dollar purchases. They work very similar to a debit card, but they each have aj pre-set limit, andj purchases draw from the County's operating account. The system also has reporting functions that will allow for us to closely monitor purchases and to do monthly reconciliations. Mr. Evans stated that before we start using these cards, aj policy needs tol bei inj place to govern their use. Hej presented aj policy which will be added to thel Financial Policies and Mr. Wiggins felt that the purchasing cards could cause to many possibilities of abuse or mistakes, with there being 19 departments with 19 credit/debit cards and the potential for the County tol lose good people based on mistakes. Mr. Wiggins stated that he was skeptical about) having this many debit cards in use. This does not protect the well-being Rev.] Hines stated that everyone has tol have some accountability, but also show some Mr. Wooten stated that the County policy states that a department can spend up to $500 without prior authorization and if therei is al limit at] how many times in the same Mr. Evans stated that therei is nol limit. Thei initial limit on the cardi is $2,000.  funds come in with the restrictions.  Mr. Wooten stated that he needed moret time for clarification. asked Mr. Evans to bring back before the Board at al later time.  by unanimous vote.  K. Approval of] Purchasing Card Policy.  Procedures.  ofs some of the employees by having this available.  responsibility.  calendar month that can happen.  Mr. Felton had concerns regarding thes security of the cards.  Mr. Evans stated that the cards willl be kept in the Finance Director's office and handed  out as needed.  Mr. Wiggins asked why wouldn't there just be one credit card.  Mr. Evans stated that this adds a level of monitoring and gives some responsibility and  accountability to our Department Heads.    Mrs. Harris stated that thel Finance Director cannot go out every time someone needed After discussion Mr. Wooten moved to adopt thel Purchasing Card Policy as presented. Mrs. Powell seconded the motion. Thei motion carried by a vote of6to 1, with] Mr. L. Approval of] Resolution Opposing the Splitting of the' 7th Judicial District. Mr. Boswell moved to approve the resolution as presented. Mr. Wooten seconded the Mr. Evans stated that the. American with Disabilities Act (ADA) requires that a public entity with more than 50 employees designates an ADA Coordinator and adopts a grievance procedure for receiving and addressing complaints related to ADA. He presented for the Board's consideration a grievance procedure and noted thati in the procedure, the. ADA Coordinator willl bel Ms. Helen Bowens, who is the Grants Mrs. Harris moved to approve the ADA Grievance Procedure and to designate Helen Bowens as the ADA Coordinator. Rev. Hines seconded the motion, which carried by Mr. Evans stated that Edgecombe County receives on average $500,000 in Home and Community Care Block Grant (HCCBG) funding. Thesei funds are intended to develop and enhance comprehensive and coordinated community based services for older adults. Thel Board of Commissioners has the ultimate authority to decide on which services these funds willl bes spent, as long as they are within the parameters of the HCCBG guidelines, andy which providers will receive this funding. Hes stated that wel havel had anl HCCBG Advisory Council that assesses thei needs of older adults and make recommendations on how these funds should be spent to address these needs. Over time, that council has become somewhat dormant, and therefore needs to be revived to ensure the effectiveness of the HCCBG program. Therefore, bylaws have been redrafted for thel Boards consideration, as well: as provided a recommended slate of council members. He stated thati in thel bylaws, the council membership is tol bei no less than 5 and no more than 13. Therefore, therei is room for more appointments for the Board's consideration. He recommended approval of the bylaws and appointments in separate actions. Mr. Boswell moved to approve thel bylaws as presented. Rev. Hines seconded the motion, Mr. Felton moved to approve the appointments as presented. Mrs. Harris seconded the O. Approval of contract amendment for Kingsboro Infrastructure Project. Mr. Evans stated that we are working on developing infrastructure onto Kingsboro Industrial Park, including water/sewer extensions, as well as a service road onto the park. Thisi is being funded by a $7 million grant from the Golden LEAFI Foundation and a$1,704,700 grant from thel NCI Department of Commerce under their Industrial Development Fund. Thel Board previously approved contracts to two different engineering firms; the Wooten Company for the design of the water/sewer extension and to S&ME for al hydrology study. Mr. Evans stated that since then, thel NCI Department of Transportation has agreed to take on the cost of engineering and construction ofthe service road. This will allow us to redirect the above-mentioned, grant funds to other expanded uses for thej project. This willi include an additional pump station and force main pipingi from the park tot the Rocky Mount waste water plant; rehabilitation of the QVC elevated tank; and design work for the necessary infrastructure to accommodate Corning's distribution facility to bel located adjacent to Kingsboro. This will: add $447,500 to the existing engineering contract, for a total not-to-exceed contract of Mr. Felton moved to approve this amendment to the contract with The Wooten Company. Mrs. Powell seconded the motion, which carried by unanimous vote.  something.  Wiggins opposing.  motion, which carried by unanimous vote. M. Approval of ADA Grievance Procedure.  Administrator. unanimous vote.  N. Approval of HCCBG Advisory Council Bylaws and appointments.  which carried by unanimous vote. motion, which carried by unanimous vote.  $841,400.  7.  APPOINTMENTS.    1. Tourism Development Authority. motion, which carried by unanimous vote. PLANNING BOARD REPORT. A. New Business  Mr. Boswell moved to re-appoint Mr. Rusty Holderness. Mrs. Harris seconded the Mrs. Cynthia. Jones, Planning Director, presented the Planning Board report. 1. Request for road name change by Mrs. Bettie Archibald.  8.  Mrs. Harris moved to call for aj public hearing at the March 5, 2018 Board of Commissioners meeting. Mr. Felton seconded the motion, which carried by  unanimous vote.  B.I Minutes of January 22, 2018 meeting. the motion, which carried by unanimous vote.  9.  AFTERLISTS AND RELEASES FOR REVIEW AND APPROVAL.  Mr. Felton moved to approve the afterlists and releases as presented. Mrs. Powell seconded  10. DEPARTMENTAL REPORTS FOR REVIFW.-"Reeved"  A. Water Services. B. Financial Summary Report.  C.Health] Department-Flu update and Medicaid Cost Settlement. D. Emergency Services Special Needs Registry 11. MANAGER'S! REPORD-Rerehed": A. Economic and Workforce Indicators. B.] Edgecombe. Arts Council.  Mr. Evans reminded the Board of his recommendation to withhold thes second installment funding from the Council because of the changes they had made to their by-laws. He stated that they haves since reverted their by-laws and based on that he recommended that the County now go ahead and appropriate the second half of the funding. Mr. Wiggins stated that he did not get a clear understanding as tol how thei full Council  was going to get appointed based on the by-laws.  Mr. Evans stated that he willl have an answer at the next meeting.  C.Juvenile. Justice. Reinvestment Act. 12. COMMISSIONERS REPORT.  Rev. Hines presented to the Board a plaque he accepted on behalf of the Board at the Martin Luther King, Jr. Banquet. The Citizenship Award was presented to All Volunteers from Mr. Boswell spoke regarding the need ofl having controls inj place to assure that the County Rescue Squads are getting as many calls as they can handle and before those with franchise  Hurricane Matthew Recovery for Edgecombe County.  agreements are called. 13. ATTORNEY'S REPORT. 14. CLOSED SESSION.  Rev. Hines moved to goi into closed session to discuss economic development and al legal matter. Mr. Wooten seconded the motion, which carried by unanimous vote. Mr. Wooten moved to go out of closed session and resume the regular meeting. Mr. Boswell Mrs. Harris expressed her concerns regarding the audit findings, especially the repeat 15. REV.HINESMOVED TO ADJOURN THE MEETING UNTIL MONDAY, MARCH5, 2018 AT7:00 P.M. MR. FELTON SECONDED THE MOTION, WHICH CARRIED BY  seconded the motion, which carried by unanimous vote.  findings.  UNANIMOUS VOTE. Approved March 5,2018. s AA Frangie Mungo, Clerk tothel Bard  7-