March 17, 2025 Special Meeting Departmental Budget Requests The Martin County Board ofCommissioners met in a Special Session on Monday, March 17, 2025 at 6:00 p.m. in the Commissioners Boardroom at the Martin County Governmental Center, 305 East Main Street, Williamston, North Carolina. ASSEMBLY Present in the Boardroom: Chairman Joe R. Ayers, Vice Chair David "Skip" Gurganus, Commissioner Dempsey Bond, Jr., Commissioner Jeremiah Taylor, Commissioner Ronnie Smith, Interim County Manager/County Attorney Benjamin R. Eisner, Clerk to the Board Julia S. Rease, Finance Officer Angela Raynor, and Human Resources Director Donna Zube. Others in attendance: Sheriff Drew Robinson and Register of Deeds Director Kim Griffin Chairman Ayers called the meeting to order at 6:00 p.m., Commissioner Taylor led the Pledge of Allegiance, and Vice Chairman Gurganus led the invocation. Chairman Ayers welcomed all in attendance and thanked the Department Heads for their time and proposals. AGENDA APPROVAL Motion to Approve the Revised Agenda by Vice Chairman Gurganus with a Second by Commissioner Bond Jr. The Motion was Carried unanimously (5-0). NEW BUSINESS - DEPARTMENTAL BUDGET REQUESTS Finance Oftice Finance Officer Angela Raynor stated that Martin County Finance managed all the finances, reporting requirements, and audits for the County. In addition to the County, which reportedly had a budget of over $38,000,000, the Finance Office is also tasked with the same responsibilities for the following: Bertie Martin Regional Jail Martin County Travel Tourism & Development Authority Finance Officer Angela Raynor stated that TDA was working on independence. Martin County Regional Water & Sewer Authority (MCRWASA) Albemarle Tideland Retiree Insurance-This encompassed 10 counties with approximately 30 retirees. These entities reportedly made up of about $6.5 million, additional book keeping and recording for a total of four audits that the County is charged with. Finance Officer Raynor stated that in spite ofhaving 100% staff turnover last year, Martin County Finance was rebounding; but in order 2 to retain and recruit qualified personnel and keep pace with an increasing number of grants, construction projects, hospital, and new school, Finance Officer Raynor asked for: Salary increases to get two employees to market level One Part Time Finance Technician - to assist with the incoming grants and additional reporting Finance Officer Raynor thanked the Board and stated that more information was in the agenda packet. Tax Assessors Office Tax Assessor Robert Smith reported there being aj peer group review conducted by NCACCin Fall of2023 and Winter 2024, and with the size ofpopulation in Martin County, six people were needed in the Tax Assessor's Office and the office currently had three employees. Tax Assessor Smith asked for: One Full Time Position Salary Increases Tax Assessor Smith gave some updates about the Tax Assessor's Office stating that staff worked on the carryover from there being a staff turnover in the Fall of 2024, worked through the January listing, and were working on getting values in from January 2025. Tax Assessor Smith added that the revaluation was coming up and staff was preparing. Tax Assessor Smith asked the Board to consider some additional requests for the upcoming year. Increase in Salaries to $150.00 per year. Board of Equalization and Review meetings projected to double due to revaluation. Contracted Services There is a company that handled Business Personal Property auditing and the cost of services increased. Tax Assessor Smith stated that the company discovered taxable property in the amount of excess of$150 million and estimated to be about $1.6 million in fees and taxes, a Net Revenue to the County in about $ 1.3 million, and a return on equity at about 438%, based on the new fee schedule. Increase in Travel Expenses - Expenses were projected to increase for training to attain certifications and a staff member was scheduled in one class and Tax Assessor Smith was scheduled in three as they were both new employees. Increase in Postage There was an increase in postage and mail services. The Tax Assessors Office mailed notices and bills. Increase in Software for Mapping Contract = The software increased from $6,500.00 to $11,000.00. It was stated that the software used by the mapping contractors would be improved in quality. BI-TeK, LLC. Appraisal Contract - Tax Assessor Smith stated that in FY 23-24, $65,000.00 was allocated to Piner Appraisals, which was the company handling the revaluation. There were more payments that needed to be made. Increase in Training for Tyler and Robert for the BI-TeK, LLC software. 3 Tax Collector/DMV Tax Collector Kim Ross expressed appreciation for the support given. Based on the stated accomplishments and research which was in included in the agenda packet, Tax Collector Ross asked the Board to consider: Increase in Salaries - The Tax Collector and Deputy Tax Collector reportedly attained their certification and another staff member whom also worked in the DMV was projected to attain certification. Additional Position - It was reported that an additional position was requested last year and it was denied. Tax Collector Ross asked for the Boards reconsideration. There were no budgetary request for the DMV. Board of Elections Board of Elections Director Kristy Modlin referenced charts compiled from her research on other Board of Elections Officers from other counties and stated that the budget fluctuated every other year. Board of Elections Director Modlin budgeted for three potential elections; a municipal election in the fall that would be reimbursed by the towns, a second primary that may not be needed. Board ofElections Director Modlin asked the Board to consider: Increase in Salary It was reported that over the last 5 years, over 60 counties have had a new director. According to information provided in the agenda packet and presented, Board of Elections Director Modlin was one ofthe only Board of Elections Directors that had the most longevity. Register of Deeds Register of Deeds Kimberly Griffin thanked the Board for the support given to the Register of Deeds Office. The Board was asked to consider the following budget requests: Contract with Logan Systems - It was reported that the County had a 3-year contract with Logan Systems and there was a slight increase that would require a change in budget. Increase in Travel - Register of Deeds Kimberly Griffin wanted the Assistant Register of Deeds to attend trainings as Register of Deeds Director Griffin prepared for a future retirement. Passport Services- It was stated that there was enough funding in the Register of Deeds budget to attain these services, but it would have to be approved by the state. Register of Deeds Director Griffin stated that more information about the passport services would be given at a conference and she would report back to the Board. Increase in Salaries - Most staffi in the Register of Deeds Office had been certified for at least 10 years and the at the least, 3 years. 4 Human Resources Human Resources Director Donna Zube referenced a letter that was included in the agenda packet. Human Resources Director Zube informed the Board that she handled Martin County, Tourism Development Authority (TDA), Bertie Martin Regional Jail, the Water Districts payrolls, retirees' health insurance, Albemarle Tideland Health retiree health insurance, and more as stated in the letter provided in the agenda packet. Human Resources Director Zube stated that every single retiree (92 retirees) had to have a separate check request every month and the Albemarle Tideland Health retiree check requests were completed in one group. It was reported that there were 15 Tideland retirees whom received the Supplement and Part D. Human Resources Director added that she handled the Room Occupancy Tax, concealed weapons for the Sheriff's Office, reports for Register of Deeds Office, conducted Worker's Compensation, liability and collision reporting for Martin County, Bertie County, and the TDA. Human Resources Director Zube stated that a lot occurred in her office regarding payroll and human resources. Human Resources Director asked the Board to consider: Salary Increase Increase in Travel - HR Director Zube asked for consideration of an increase in travel to prepare for retirement in the future. HR Director stated that ifshe were to retire, the person to accept her position would need training, which cost around $798.00 for the week not including any expenses for hotel and subsistence. Vice Chairman Gurganus stated that the TDA was attempting to get out of somethings and asked about the Tideland Albemarle Retirees. HR Director Zube stated that there were 15 Tideland retirees and the Tideland Albemarle was a partnership between about 13 counties. Martin County was reportedly chosen to take the lead. Vice Chairman Gurganus asked who made this decision to make Martin County the lead and HR Director reported that the decision was made with a previous County Manager from years ago. Commissioner Smith explained that the Tideland Albemarle Retirees account. HR Zube stated that she conducted the audit and had to give the information to the Finance Office to submit to the auditor every year. HR Director Zube asked that payroll logistics were researched before letting the TDA come from under the Martin County, if this was the desire oft the Board. Commissioner Smith stated that one ofthe positions that HR Director Zube had was to handle the Risk Pool. It was stated that most counties had an individual department that handled risk pool responsibilities with at least three employees and stated that it was amazing how HR Director Zube could handle all of these things by herself. Commissioner Smith reportedly attended a Board meeting and Mr. Charley Easton approached him on the way to visit HR Director Zube. Mr. Easton reportedly informed Commissioner Smith on how well HR Director Zube handled her responsibilities. Commissioner Smith stated that if HR Director Zube retired and when she did, everyone would then understand how much she did for the County. In addition, Commissioner Smith stated that HR Director Zube did her job SO well that nobody knew what exactly she did, because were no issues. Vice Chairman Gurganus stated that there seemed to be no shortage of counties that asked the County for money, but they didn't give the Martin County the same respect. Vice Chairman 5 Gurganus stated that there were several people in the County that fought the battle ofhandling, job responsibilities for multiple agencies other than Martin County itself. Vice Chairman Gurganus wanted to know how Martin County was elected to handle everyone's business. HR Director Zube stated that she did not know the answer to the question, but the previous HR Director before her conducted the same job duties for years. Finance Officer Raynor stated that there was a liability issue if a payment was not made and Vice Chairman Gurganus agreed. Commissioner Taylor asked if the additional agencies gave supplements to the County and HR Director Zube agreed and stated that it may not be enough for salaries, but the agencies did give funds to the County. Chairman Ayers asked that Donna and Angela talk with Ben about this. Data Processing IT Director Jeb Gardner asked the Board to consider the following budget requests: Reoccurring Services - $2,000 over from last year excluded grants and salary Office 2019 upgrade to 2024 - October 26th deadline to update all computers and the cost is $280.00 by 180 people. IT Director Gardner stated that the IT Department budget could not absorb this cost. Grant Application for Storage Service - IT Director Gardner stated that the grant was worth $130,000.00, but it was unknown ifthe grant funding would remain available as there were changes at the Federal level. The match was not budgeted and IT Director Gardner would keep the Board updated in this matter. Board members thanked the IT Department for their services and ability to find grants. Building and Grounds/Landfil Building & Grounds Director Justin Harrison asked the Board to consider the following requests: Increase in Salaries - 25 % increase for staff Increase in Contract Cleaning The Cleaning Contract had a 2.5-3% increase Increase in Ag. Building $51,000.00 for the Ag. Building as 43 windows were replaced. The materials cost $ 28,000.00, labor was $8,600.00, and the upgrade on the electrical panel for the generator was $ 4,000.00 Increase in Farmer's Market- $ 28,000.00 for upgrades, with $7,000.00 going towards upgrades for the kitchen, which included a commercial refrigerator and freezer, upgrades to the sink, and upgrades to the preparation area. The upgrades were being made for renters and the Cooperative Extension cooking classes. Increase in Kehukee Office Building - $ 45,000.00 for upgrades including flooring and foyer area renovations. Landfill Director Harrison asked the Board to consider the following budget requests: ) Increase in Tipping Fees Landfill Director Harrison stated that Martin County was paying Bertie County $0.59/ per ton for "brown goods" and the cost was $0.55/ per ton at Martin County. Landfill Director Harrison stated that the landfill was not self-sufficient, but was losing $4.00, if not more. Landfill Director Harrison recommended a tipping fee of$60.00/ ton to align with Bertie County. Increase in Regular Salaries - Landfill Director recommended a 10 % increase for staff Increase in Engineering and Architect Fees - There was $45,000.00 increase recommended for planning, engineering, water sampling at the landfill. Landfill Director Harrison reported that there was about 5-7 years left of life at the landfill and it was recommended that a discussion take place to find solutions. Edgecombe County was also at risk ofrunning out ofland at their landfill and Landfill Director Harrison considered a multicounty landfill. Increase in Travel - $1,500.00 for 3 certifications Increase in Well Monitoring Increase of $2,500.00 for Per- and Polyfluoroalkyl Substances (PFAS), which was mandated by the state to occur at least twice a year. Each test was around $ 8,000.00 Increase in Garbage Rates - $ 62.00-63.00 to be in align with Bertie County Commissioner Ayers asked if other people started coming from other counties to dump things at the Martin County landfill and Landfill Director Harrison stated that staff tried to monitor this. Midsize Excavator - It was reported that a Midsize Excavator cost around $120,000.00 and funding could be appropriated from "white goods". Landfill Director Harrison reported that he would be discussing both accounts with the Finance Officer. Increase for Martin General Hospital - $200,000.00 for upkeep and maintenance. Sheriff's Office Sheriff Drew Robinson gave an overview of the Sheriff's S Office and accomplishments attained in 2024. Sheriff Robinson stated that rural agencies averaged 2.1 officers per 1,000 residents. When applying this rate to Martin County, the Sheriff's Office should have 44 Officers, but only had 42. Sheriff Robinson asked the Board for the following budget requests: Permanent Full Time Position and Funding - The position being requested was currently a Part Time position, but treated as a full-time Position. It was requested that the position was officially changed to a full-time position and increase the salary to align with the change. Increase in Salaries - 7 % increase / $51,734.00 starting salary. SheriffRobinson discussed the issues in hiring officers and how the Sheriff's Office had to compete with the local police departments and presented information on surrounding police departments. Sheriff Robinson mentioned that the Town of Williamston posted a Clerk position at $41, 000.00 and asked for an increase for the Clerks in the Sheriff S Office. 7 Commissioner Bond Jr. mentioned ankle bracelets and how they saved money and Sheriff Robinson agreed as the ankle bracelets lessened the number of individuals in custody, which required the County to take care of certain needs for each person medica/physical/psychological needs). Increase in Patrol Vehicle = (4) Dodge Interceptor's at $47,000.00 per vehicle and $11,000.00 for Vehicle Equipment per vehicle. Sheriff Robinson stated that the Dodge Charger Police Sedans were no longer being made, which was mentioned last budget season. This would cause additional cost for equipment as the Sheriff's Office would strip equipment from old patrol vehicles into the new ones. The equipment would not be able to be stripped from the Dodge Charger Police Sedans into the new SUV's due to the difference in make/model. The Sheriff's Office reportedly needed 6 patrol cars. Officer Ryan Smith reportedly saved Martin County money by conducting electrical/wiring work and stripping/reinstalling vehicle equipment. Sheriff Robinson implemented Lexipol, which was a company that provided legal staff and attorneys to assist and ensure that the Sheriff's Office have policies in place and that they are in compliance according to all applicable laws. Sheriff Robinson stated that it would take about 8 months to complete all policies. Ifthere were any laws implemented that affect any ofthe Sheriff's Office policies, Lexipol would send a notification addressing the update. Sheriff Robinson discussed the changes in training, wherein officers would receive additional training, but the cost of training would be decreased or minimized by utilizing online classes. Sheriff Robinson continued to give the Board an update on things implemented or changes made in the Sheriff's Office. The Board and Sheriff Robinson discussed training options at surrounding Community Colleges. 911 Telecommunications 911 Telecommunications Director Jason Steward asked the Board to consider the following budget requests: Increase in Salaries - requested that the Telecommunicator Salary Study and proposal that was originally presented in October of 2024 be funded and implemented effective July 1, 2025. The annual costs are detailed below. The current salary line item was $400,139 and the proposed salary line item was $450,232, with a total increase in salaries of $84,439. 911 Communications Director Steward read a Clerk job advertisement for the Williamston Police Department and the salary was set at $ 41,000.00, compared his staffs' qualifications and salary to it stating that his staff could leave and attain the Williamston Police Department Clerk position for more money. Increase in Telephone budget line - This line-item covered telephone services not eligible for funding through the NC 911 Board and Fund. It includes telephone lines not at 911 Consoles (offices, etc.) and also mobile devices for the Director and the Assistant Director. This account also is responsible for fees associated with Master Street Address Guide (MSAG) data. This customer data is "owned" by the local telephone company (Brightspeed) and was stated to be vital to maintain accurate addressing information for 8 use in E911 addressing and address management. The account was stated to cover fees associated with Active 911 subscriptions for Fire and EMS Departments which provided real-time data and alerts to paid and volunteer staff. The reason for the modest increase in this line item was reportedly due to a larger number of subscribers to the services and slightly higher fees for mobile devices and data charges. Increase in Equipment Maintenance and Repairs - This account reportedly covered non- eligible expenses associated with equipment installed at the 911 Center. As the building ages (constructed in 2019) various systems needed service and repair. Examples include the chiller located in the server room, radio hardware infrastructure, and the fire alarm panel. Vice Chairman Gurganus commented on the hard work conducted by the Communications department and thanked them for their hard work. Building inspections/Emergeney Management Building Inspections Director Jody Griffin asked the Board to consider the following budget requests: Increase in Salary- Building Inspector Director Griffin stated that the Deputy could make $12,000.00 more in the next county once he finished attaining his certifications. Increase in Permitting Fees and Software - $8,800.00 cost for new software and a reoccurring $7,000.00 to maintain it. The new software proposed would not be server based and would allow staff to operate it in the field without being hooked up to the service. Software would also take credit card payments. Increase for County Vehicle - The current County Vehicle was a 2015 Jeep that needed a lot of maintenance and a truck was recommended to replace the Jeep. Increase in Contracted Services - $3,000.00 increase for third party inspections for construction of a new school and construction at Bear Grass Charter School. Emergency Management Director Jody Griffin asked the Board to consider the following budget requests: Increase in Salary- The Deputy Emergency Management Director reportedly completed the highest level of fire inspecting certifications (Level 3) and was almost complete in attaining his Associates Degree in Emergency Management and Fire Science. Implementation of Starlink divided amongst multiple departments related to law enforcement, utilities, and more. Emergency Management Building Inspections Director Griffin stated that there was a lot of residential and commercial growth and he expected 3 separate subdivisions to be the in the County with potential of three more. 9 Cooperative Extension Cooperative Extension Director Lisa Smith stated that the Farmer', S Market kitchen was not used by renters due to the condition of the kitchen. It was stated that the new refrigerator and freezer offered great support to those utilizing them for fresh produce, cooking classes, meat vendors, and etc. Cooperative Extension Smith gave an explanation of services, positions, and an update on programs. Increase in Salary - Increase for Farmer's Market Manager Increase in Travel - Increase was reportedly needed because costs were increasing. Vice Chairman Gurganus commented positively on Mrs. Brownfield's hard work and her ability to manage the Farmers Markets. Kitchen upgraded could be a teaching kitchen. Soil & Water Conservation Soil & Water Conservation Director Lynn Whitehurst stated that he found a solution to their part time position vacancy, which was to combine the position with the part time position at Cooperative Extension. It was reported that the combination decreased the cost in insurance and benefits. Increase in Travel - $800 for travel for combined position. Increase in Postage - $80.00 extra for postage. Increase for Special Services - $500.00 for environmental field days and resource constellation. Need for a new truck. Director Whitehurst stated that the departments vehicle (2007 Ford four-wheel drive truck) was in the shop with about $ 15,000.00 worth of work needed. A truck that could perform and handle the duties required was recommended. Commissioner Smith asked about funding from the United Sates Department of Agriculture (USDA) being affected. Soil & Water Director Whitehurst stated that there were 88 contracts for things such as cover crops, but the funds had been frozen. There was a discussion of funding and programs that may be affected by federal administration. DSS/Transit DSS Director Angela Ellis stated that there were 65 budgeted positions and there were 7 vacancies. It was stated that the state reimbursed the County for certain positions and certain job duties DSS Director Ellis stated that as of 2024-2025, Medicaid administered claimants brought in $56,109.43 same program. DSS Director Ellis asked the Board to consider the following budget requests: Increase in Gas Increase in Office Supplies Increase in Attorney Fees - There was an increase in services 10 Increase in Travel lines - Pre-Service training for Child Protective Services Socials Workers increased in length to train for 7 weeks Increase in Adoption Assistance - There were more children, but more children were adopted on in the process of adoption. Families can receive adoption assistance, which caused an increase in this line item. Increase in TANF - $ 424,300.00 increase due to new policy that stated that kinship (family placement) placements could receive funding to assist families. It was stated that this could change depending on needs of the child. Salary increase - To assist with recruitment and retention. DSS Director Ellis stated that she had been working on a recruitment and retention program with the DSS Board. Commissioner Smith asked about the percentage of workforce that received reimbursement for Medicaid. DSS Director Ellis responded that there were about 10-15 staff members that received 75% reimbursement and the reimbursement comes from the staff member coding Medicaid into a program called Daysheets. Staff submitted each tasks conducted and coded it into Daysheets. Commissioner Smith asked if what would happen to the reimbursements if Medicaid was discontinued. DSS Director stated that not only would a discontinuation in Medicaid effect Medicaid reimbursement, but the Medicaid workforce would be removed, families would lose medical coverage, and providers would lose funding. DSS Director added that the current federal administration was also considering cutting SNAP (Food Stamps), which would affect families and grocery or stores that accepted it. Commissioner Smith added that food banks would be affected as they were funded with USDA funding. Transit DSS Director Ellis stated that there were some increases in the Transit budget due to the fluctuation of costs. It was reported that DSS Director Ellis and Transit Administrator Frank Halsey were keeping themselves up to date on news regarding tariffs as it affected the department. DSS Director Ellis asked the Board to consider the following budget requests: Increase in Salaries Transit drivers were stated to begin work early in the morning to ensure the residents received transportation to their medical appointments and service providers. New Server - Back up server was needed and highly recommended by the IT Department. 10 % County Match - Received a federal grant for 5 new buses, but this was reportedly contingent upon the federal administration. Adult and Aging Adult and Aging Director Madison Wilkinson asked the Board to consider the tollowing budget requests: Full Time Position 2 Part Time Positions (in place of a full-time position) Increase in Training 11 Airport Airport Manager Jesse Council asked the Board to consider the following budget requests: Increase in Contracted Services 2% increase (standard increase) Increase in Insurance and Bonding - There was an increase in insurance that would cost up to $11,000.00 Airport Manager Council stated that there were some upcoming projects that were funded by grants that did not require a match. Airport Manager Council stated that the Airport may install Automatic Transfer Switches, which would supplement the airport. Airport Manager Council stated that the airport was also a critical use airport and had a hydrant that the NC Forestry could use in case of a forest fire. In the event that something occurred and required an emergency response, the airport was reportedly well positioned. The state reportedly implemented smart sheets that the National Guard and State Emergency Management reviewed to determine which airports were safe to use in an emergency. Vice Chairman Gurganus asked about the airport generator and what type of generator it was. Airport Manager Council stated that there was no generator, but the Sheriff's Office was trying to install a spare generator or share it with the airport. Sheriff. Drew Robinson explained that a Memorandum ofUnderstanding or Agreement would be implemented with the airport and Sheriff's Office to station two generators at the airport permanently. The discussion about the generators and logistics of them continued until all questions were answered. Water Districts Water Systems Manager Robert Whitaker asked the Board to consider the following budget requests: Increase in Salary - The state deemed Martin County as a C Well County and B Distribution County, which meant that operators had to have and maintain certain licenses. The average salary for C-well Operators reportedly started at $40,000 a year and the current salaries in Martin County were not close to this amount. Finding people that have qualifications. Manager Whitaker stated that it was also hard to staff the department due to the current salary and there were three positions vacant. It was reported that it would take roughly 2-3 3 years to meet training requirements. A 2% increase was recommended and would be used as an incentive. Increase in Materials and Day to Day Operations - Increases in supplies and materials Increase in Software $4,000.00 - $5,000.00 for the Supervisory Control and Data Acquisition (SCADA) system was prone to go offline and was 7-8 years old. Grant approval was received for Automatic Meter Readers Vice Chairman Gurganus asked questions about the meters and Water Systems Manager Whitaker answered the questions, but the answers really depended on what type of meters were purchased. 12 County Manager/County Commissioners Interim County Manager Eisner asked the Board for consideration of the following budget requests: Increase in Salary for Clerk to the Board/ Exec. Assistant Interim County Manager Eisner commented that there were really strong dedicated employees that banded together and could do a tremendous amount with very little. Interim County Manager Eisner thanked the Board and staff. The Board was reminded ofthe meeting tomorrow with Outer Agencies. ADJOURNMENT At: 8:10 Vice Chairman Gurganus made a Motion to Adjourn the meeting, with a Second from Commissioner Smith. The Motion was Carried unanimously (5-0). fer RGers Joe R. Ayers, Chairman pasia 3. Dorc Julia S. Rease Clerk to the Board