March 20, 2024 Special Call Meeting The Martin County Board ofCommissioners met in a Special Called meeting to hear departmental budget recommendations and requests for the 2024 - 2025 Fiscal Year Budget process. The meeting took place on Wednesday, March 20, 2024, at 6:00 p.m. in the Commissioners' Board Room of the Martin County Governmental Center, 305 East Main Street, Williamston, North Carolina. ASSEMBLY Those attending the meeting were Chairman Dempsey Bond, Jr., Vice Chair Emily Biggs, Commissioner Joe R. Ayers, Commissioner Ronnie Smith, Commissioner David "Skip" Gurganus, County Attorney/Interim County Manager Benjamin R. Eisner, County Clerk Julia S. Rease, and Finance Officer Cindy Ange. Others in attendance: Mayor of Bear Grass Charlotte Griffin and Sheriff Tim Manning Chairman Bond Jr. called the meeting to order at 6:00 p.m. Commissioner Biggs led the Pledge of Allegiance and Commissioner Smith provided the invocation. AGENDA APPROVAL Chairman Bond Jr. asked that agenda item #11 - Emergency Managemen/Bulding Inspections to be moved under #1 - Finance. Commissioner Smith made the Motion to Approve the agenda with the stated changes, with a Second by Commissioner Biggs. Motion was Carried. DEPARTMENTAL BUDGET RECOMMENDATIONS AND REQUESTS FINANCE Finance Officer Cindy Ange stated that payroll was not included in the budget sheets and that Finance and Human Resources were working on that portion. Insurance costs were not submitted into the budget sheets yet because the Finance Office was waiting on a quote from the County's insurance company. The budget sheets were reportedly solely for the purpose of department heads to make the Board aware of any increases and or decreases in their various budgets. There were reportedly no changes to the Finance Office budget. EMERGENCY MANAGEMENT / BUILDING INSPECTIONS Emergency Management Director and Building Inspector Jody Griffin thanked the Board and those in attendance for the change in the agenda. Emergency Management Director and Building Inspector Griffin requested: Increases in travel and training, building repairs and maintenance, and gasoline in the Building Inspections budget. Increase was needed for a new employee for training It was reported that the County vehicle for the building inspections department needed new tires, which was the reasoning for the increase in building repairs and maintenance. Building Inspector Griffin also stated that an increase was needed in the gasoline line item due to the cost of gas increasing throughout the year. Increases in the vehicle maintenance and the training and education budget line items. The increases were recommended due to the departments County vehicle needing repairs and new training requirements from the State. TAX ASSESSOR Tax Assessor Melissa Phillips recommended the following needs for the upcoming year: Unified Tax Software- implement Bi-Tek system for all tax office software. a. This will reduce double keying in real property values, address changes, and reduce errors b. This will allow the Collectors office to key in address changes from their returned mail, just as the Tax Assessor's Office does on returned mail. The Tax Collector's Office does not currently have access to update addresses in the Tax Assessor's CAMA system but all other address changes go through Munis, which can be keyed by another office. GIS staff- GIS Technician. a. This person would handle the address assignments, land record transfers, splits/merges, and handle the research when ownership of real property is questioned. They will also do research on heir property to find estate files to update the ownership of real estate. When the Tax Office does not have this information, the property is placed in the deceased person's name with heirs behind it. This can hinder collection efforts. b. The Tax Assessor's current staff has had to do some research on several parcels and this takes hours or days to conduct. Board of Equalization and Review (BOER) - Staff recommended that the BOER hear appeals in October-December. These appeals would be compliance review appeals, late applications, and personal property valuation appeals. The BOER is allowed to hear these matters per statute. The BOER will hear compliance reviews, and late applications when they come in session in April. a. It was founded that some appeals such as compromise of discovery bills and late applications have been heard in the past between October - December. b. This would provide some consistency and there would not be any issues on whether the matter is to be heard by the BOER or the Board of Commissioners. C. An adjustment was recommended in the budget line for the BOER pay. With 2025 being ai revaluation year, the BOER members would like an increase in pay to $150 a meeting. An increase of appeals and the amount of time the BOER will be in meetings hearing these appeals has increased; the BOER felt an increase wasjustified due to these reasons. If approved in the budget, this would require the BOER resolution to be updated as it stated the current pay for the board members. Budget Line Items: a. Continue with the travel budget as is. This allows for all certified staff members to attend class to get their continuing education hours. b. Increase postage. More notifications have and will be mailed out with valuation changes, compliance reviews, Present Use Value (PUV) letter (which are being sent certified), and notices of unlisted property. C. Increase in dues & subscriptions. This will allow the office to keep all these items together instead oft taking dues and subscription costs out of office supplies. d. Increase in the mapping contract. There is a trend for these services to increase each year and the mapping contract line item would need to be increased as well. e. Appraisal contract- This will be for office support and the second half of the CAMA conversion (per the contract). Staff recommended an increase to allow the unified tax software. This amount only included the personal property and billing. The Tax Collector's Office would have to pay for their portion oft the software, which would come from their budget. The Tax Assessor's Office is willing to increase their budget for the Tax Collections Office if needed. f. Adding a line item for auto maintenance. The Tax Assessor's Office has not had a line item for auto maintenance on the County vehicle to keep oil changes, tire rotations, and other standard maintenance separate, instead oftaking it from the travel or supply budget. TAX COLLECTOR/DMY Tax Collector Kim Ross requested: A new employee position to collect payments at the collection window. Tax Collector Ross reported an increase in traffic for water payments, phone calls, and taxes with the delinquent tax notices being sent out. It was also recommended that the line item for legal services was increased due to foreclosures for when the Board decided on toreclosures to begin. The material and supplies line item was recommended to be increased for the Tax Collector", S Office and DMV for duties such as social security number retrievals. BOARD OF ELECTIONS Interim County Manager/County Attorney Benjamin Eisner reported that the Board of Elections Director could not attend due to unforeseen reasons. It was stated that the Board of Elections submitted two proposed budgets wherein one had an extra voting site on it and the second recommended two or three new voting sites. REGISTER OF DEEDS Register of Deeds Director Kim Griffin requested: A salary increase for the Deputy and Assistant whom were certified. One had 9 years of experience and the other employee had 15 years. Register of Deeds Director Griffin reported that in comparison to some of the other departments, the employees in the Register of Deeds Office did not really get a salary increase other than the increase that was given to everyone on July 1. It was also requested that Register of Deeds Director Kim Griffin receive the second half of! her salary increase. A change was requested for office supplies to $2,400.00, as there was no amount shown on the budget sheet. A decrease in birth certificates from $50.00 to $1.50. An increase in travel expenses was requested due to a conference that was in a distant location and to allow the Assistant Register of Deeds to attend the conterences. A decrease of$250.00 was requested for equipment and maintenance repairs. Increase in training for employees due to increased association fees Increase in insurance and bonding due to increases in fees. HUMAN RESOURCES Human Resources Director Donna Zube requested no changes and that she was grateful for what the County provided. DATA PROCESSING IT/Data Processing Director Jeb Gardner reported mentioning renewals for antivirus and phone systems last year. The licensing renewal was reportedly renewed over a multi-year term to save around $2,000.00. IT/ Data Processing Director Gardner reported that the biggest increase requested were operational expenses. Antivirus was $15,000.00 and the phone systems were $18,000.00, but some ofthe costs were allocated to the Department ofSocial Services (DSS) since they received reimbursement, which saved the County funding. This past year, VMWare was acquired and was the infrastructure for all servers that all employees used. Broadcom reportedly acquired VMWare and no longer used perpetual licenses. This meant that the license was not owned and called for a subscription. IT Director Gardner stated that many programs were following this model of applying subscriptions. The subscription for the program had an expected increase every few years. BUILDINGS & GROUNDSLANDFLL Justin Harrison, Public Works Manager stated that a 2% increase was needed for the contract cleaning every year for the next three years. An increase of$4,000.00 was needed in building and grounds maintenance repairs for silicone waterproofing the bricks for the courthouse. An increase was requested for the equipment and maintenance repair for miscellaneous equipment. Mr. Harrison reported that the department was gracious to have acquired miscellaneous equipment over the years. There was no line item to do repairs on the miscellaneous equipment and $6,000.00 was requested for equipment such as generators, trailers, and tires. An increase was needed for the Health Department building at $5,000.00 for improvements. The Farmers Market reportedly needed an additional $6,000.00 to upgrade the kitchen since the building was being rented for events. Moratoc Park did not need an increase, but an AC unit was planned to be replaced this year. Public Works Director Harrison reported discussing the release ofthe County Office building past Moratoc Park with USDA with the help of Finance Officer Cindy Ange and Interim County Manager/County Attorney Benjamin R. Eisner. Many improvements were requested by USDA and a 10 year contract was planned with the combining of two departments under one lease. The total cost was stated to be around $145,000.00, but the cost was 100% reimbursable by USDA. A meeting was to take place next week with an USDA representative about this project. The Watt Street building capital outlay budget was short last year in repairing to roof, which was around $15,000.00. A bid was reported to be received if funding could be found. Iff funding could not be found, Public Works Director Harrison requested asked for the allotment to be entered into next year's S budget. Commissioner Ayers commented on the work conducted on the Kehukee Park building, wherein Public Works Director Harrison was asked to draw up extensive plans at short notice and that he did a great job. The State Director was reportedly excited about investing a lot of money on a building in that area. Commissioner Ayers added that Public Works Director Harrison had help and he was not sure of who all was involved, but commended them as well. LANDFILL Public Works Director reported receiving notification from the Department of Environmental Quality (DEQ) about excessive well monitoring requirements for water sampling, in search of Teflon materials in water. This was due to a big lawsuit regarding Teflon materials in the past. The bill for the water testing was around $ 8,000.00. Public Works Director spoke with the engineering firm that worked with his department in ensuring that regulations are met. It was reported that the engineering firm did not have any concerns with amounts of the material present and stated that there would be small amounts in every water testing. Public Works Director stated that he projected for next year' S budget to be around $42,000.00 depending on howlong this requirement remained. The $42,000.00 would reportedly covered the expenses for the water testing ($25,000.00), surveying ofthe landfill, architect fees, and more. A quote was needed for curbside pickup, but $1,600,000.00 was projected. In the contracted services account line, $24,000.00 was requested for concrete crushing, which was not included in the budget last year. $148,000.00 was projected in capital outlay expenses for a machine used at the landfill, which was utilized the most and needed many repairs. Chairman Bond Jr. asked about the soil pile by the 911 Communications Center and ifit would be used by the landfill. Public Works Director Harrison responded a contractor was staging there, but the contractor did bring the landfill cover dirt for the landfill free of charge. SHERIFF'S OFFICE Sheriff Tim Manning asked for an increase in salaries for the overtime rate. An increase in special allowance was requested as several employees were retiring and the increase was mandated by the State. Sheriff Manning reported that there were three openings and several employees retiring. An increase in medical services was requested for the state mandated psychological and medical testing when hiring new employees. An increase in uniforms and gas was requested due to the increase in cost for both. Last year, radios were requested. The radios were planned to be budgeted in halves, with one half being budgeted in last year's budget and the remainder being budgeted in this year's budget. Sheriff Tim Manning stated that he requested an initial six light bars for last year's budget, but a budget amendment was needed for computer upgrades. Sheriff Manning stated that he did not purchase the six light bars due to the need for computer upgrades. Sheriff Manning was requesting the light bars for this budget year. Sheriff Manning reported on Mr. Ryan Smith who was replacing and refurbishing light bars for the Sheriff S Office. Sheriff Manning asked that the light bars were put back into the budget this year and reported that this would cause no change in the budget. An increase was requested for office supplies due to increased costs for supplies. The cost of ammunition reportedly increased and an increase was requested for training. SheriffManning reported that there was budget amendment submitted for an opportunity wherein he was able to find three chargers. Sheriffl Manning reported that chargers were being made electric after 2023. It was stated that there were not a lot of cars for Officers anymore due to cars and that SUV's were being used in other Sheriff Offices. Sheriff Manning stated that SUV's were more expensive, but he was able to find three chargers that were no electric and would save money for the County. SheriffManning mentioned that the conversion of equipment in the vehicles could be switched over easily and new equipment would not have to be requested. Sheriff Manning stated that his attendance in conference, he was able to be aware and keep himself abreast ofopportunities and issues. The line item would reportedly decrease $10,000.00. Sheriff Manning discussed salaries wherein other counties were increases their officers' salaries. Sheriff Manning stated that there were three openings and he may have one person hired after they completed Basic Law Enforcement Training (BLET). It was asked if the salaries could be competitive to other counties other than Pitt and Beaufort because their increases were astronomical. The increase in salary would help with recruitment in filling the vacant positions. 911 COMMUNICATIONS 911 Communications Director Jason Steward reported that the budget for Communications would not change much from previous years. The Communications department was stated to have reduced the budget in the equipment maintenance and repair account line due to a change in the radio contract with the Sheriff's Office. The maintenance and repair line was decreased between $12,000.00 -$15,000.00. One additional full time Telecommunicator was requested due to an increased call volume and increased call-processing time, and basic staff involved. The total calls for service that the Telecommunicators process went from 39,827 in calendar year 2019 to 46,806 in 2023.This represented the 17.5 % increase for staff. With an aging population as well as increase access to health care with a lot of our vulnerable populations this trend in call volumes was expected to continue. 911 Communications Director Steward reported that in many cases, one of the main resources was Telecommunicators and that was witnessed in the increased call volume. The call processing time, in lieu of the Martin General Hospital closure, involved a lot more mutual aid requests. This required planning to figure out jurisdiction of districts, which Emergency Services unit should be called to respond, and the care of the patient. This process was stated to be 2-3 minutes longer and Telecommunicators had to spend more time on calls, which prevented more calls from coming in. Most staff of other departments worked about 40 hours a week, but the Communications department worked at least 168 hours a week, with a staff of seven Telecommunicators, an Assistant Director, and Communications Director Steward. The Assistant Director and Communications Director Steward were stated to be working supervisors. Communications Director Steward explained his work schedule and stated that this would be his schedule until a mid-shift Telecommunicator could be granted. The Assistant Director reportedly worked 40 hours a week on top of their other job administrative duties as quality control and operations. Communications Director Steward stated in hiring one additional employee, this would reduce the amount of overtime by preventing having the need to call a working employee in. As of now, one person being out on sick leave due to an illness or taking vacation time causes employees to be called in to work extensive hours to ensure proper staffing to handle the workload. Chairman Bond Jr. thanked Communications for their services. Chairman Bond Jr. stated that Bertie County 911 Communications were planning to get a new Communications facility. Chairman Bond Jr. asked how this would affect Martin County Communications since Martin County was the backup center for Bertie County. Communications Director Steward stated that the arrangement would not be affected by a new facility in Bertie County. Cooperative Extension Cooperative Extension Director Lisa Smith requested an increase of $500 in program and educational materials due to three new agents in staff. It was also stated that Cooperative Extension had one part time position that was funded 100% by the County and another part time position with Soil & Water that was becoming vacant. Cooperative Extension Director Lisa Smith asked the Board to combine the two part time positions to make one full time position. This change was projected to effect the Cooperative Extension budget by a few thousand dollars, but the proposed position would be full time and have benefits. The changes being made to a building by USDA with the help of Public Works Director Justin Harrison, mentioned earlier in the meeting, was stated to also be a benefit to Cooperative Extension. SOIL & WATER CONSERVATION Soil & Water Conservation Director Lynn Whitehurst requested an increase in vehicle maintenance line item to purchase new tires on a work truck. An increase of$1,200.00 was requested for special services. Soil & Water Director Whitehurst reported a halt in the youth educational component programs due to state mandates preventing interactions during Covid. Covid reportedly caused the program to halt for about 3-4 years and this year would be the first time that activities would occur. Director Whitehurst reported that an environmental field day would occur this year, gave details of the event and invited all to join. In addition, Director Whitehurst explained the conditions in which an assistant position was becoming vacant and hoped for the full time position explained by NC Cooperative Extension Director Lisa Smith. Director Whitehurst stated that the job duties would include working with a Board, minutes, arrange travel, and other duties. Director Whitehurst reported that the joint job position would save the County money. DEPARTMENT OF SOCIAL SERVICES/TRANSIT Department of Social Services Director Angela Ellis reported that there would be no additional positions requested this year, but stated the following increases: Increases in other professional staffing, which was in reference to attorney costs. There were additional attorney fees and an increase in adult services due to an increase in the court cost for adult services obtaining guardianship, SO we have seen an increase. Increase in the gasoline line due to the price of gas increasing and the cost of travel for training Increase in the supply line item in regards to County IT. It was stated that computer equipment needed to be replaced and updated. DSS Director Ellis noted that any items being replaced, the IT Department could reuse the items in other departments and save money for the County. Increase in background checks and drug screenings. DSS was reported to be one of the largest departments and there was a constant turnover wherein salaries could not compete with surrounding Counties. The constant turnover caused more background checks and drug screenings for new employees. Increase in the Community Alternatives Program for Disabled Adults assessment (CAP- DA). More elderly and disabled individuals reportedly wanted to remain in their home. DSS Director Ellis stated that DSS wanted individuals to remain in their homes as well and this assessment had to be conducted to ensure safety. The State reportedly contracted with another entity to conduct an essential nursing assessment, which caused an increase. DSS Director Ellis noted that when Social Workers conducted the CAP-DA assessment, they brought back money to the County via reimbursements from the State. Increase in the Work First participant to help DSS meet the Federal Maintenance of Effort, (MOE). This was stated to be a federal mandate that all 100 DSS agencies had to meet. DSS Director Ellis added that when the federal standards were met, DSS could start to draw down federal funding. An increase was requested due to the increase in number of Work First individuals applying for assistance. Increase in the GA line item due to the State withholding their bill for a work number wherein employment verification was conducted. DSS Director Ellis reported that the State would take this bill out in 2024-2025. The increase requested would cover this bill for this fiscal year and the next fiscal year. DSS Director Ellis mentioned talking about the safety of the DSS and DSS Annex buildings and that she would continue to ask for a resolution. DSS Director Elis reported that the DSS buildings had several points of entry, the DSS buildings were very vulnerable to safety issues, and asked for the Board to look into a single point of entry. An increase in salaries was requested due to the competitive salaries of the surrounding Counties that caused DSS to have a high turnover rate. DSS Director Ellis noted that there were improvements in the past and had hopes that this would continue. TRANSIT DSS Director Ellis asked for the following changes in the transit budget: Part - Time Driver to assist with the workload. DSS Director Ellis stated that 567 trips had been denied due to vacancies, time taken off for illness, and vacation time. This cost DSS Transit a loss of$13,785.00 in revenue. An AED Unit to assist with anyone going into cardiac arrest in the building. Every year during CPR training, it was reported that the AED unit was needed in the building. An updated time clock was requested for Transit staff. Transit drivers were reportedly using pencil and paper to write down their time in, their time out, and Transit Supervisor Susan Holiday input that information manually. An increase in the vehicles and repairs line item was requested due to the vehicles being older, the vehicles needed more repair, and due to the cost of equipment that was needed for the vehicles. Because when we do request a new vehicle because of shortage, and staff with state and federal be able to get new vehicles, SO that's why we're using, a, lot, more, Increase in the gas line item due to the increase in gas prices. An upgrade to the building and safety was requested to comply with ADA guidelines. Smoke and Carbon Dioxide detectors were requested since there were none in the building. ADULT & AGING Adult & Aging Director Wilkinson shared federal and state level statistics regarding the 60 plus population increasing in the next 20 years. Adult & Aging Director Wilkinson stated the departmental requests: One additional position due to the department losing two full time employees that were cut from a previous budget. The requested position would assist with the department's workload and increase needs for the aging population. There were two employees hired this past year that were stated to have taken on a lot of the mentioned workload and duties. A2 % cola for the employees Increase in vehicle maintenance and gasoline - Director Wilkinson reported that the vehicles were older and needed tires. Director Wilkinson stated that there were two vehicles that had maintenance issues as far as check engine lights that had to be checked on a weekly basis to deliver home delivered meals to the shut ins. Request to add office supplies back to the departments' budget since it was cut from this fiscal year's budget. Director Wilkinson thank ed Public Works Director Harrison for assisting with this. In asking for a new full time position, additional trainings and travel would be needed for new employees, as well as getting the two new employees that were hired this year the proper training to ensure that they could conduct theirjobs fully. Increase in the special events line item, wherein the Senior Wide Christmas Party took place in a building that increased its costs significantly. Increase in maintenance to repair or look at a new roof for the Bargain Shoppe building. The building was reported to have been going through a lot of renovations. BOARD OF ELECTIONS Interim County Manager Benjamin R. Eisner spoke on the behalf of Board of Elections whom submitted two budget sheets for consideration. The Board of Elections Board approved two potential request, one budget with one voting site and the other with three voting sites. COMMISISONERS/COUNTY MANAGER'S OFFICE Interim County Manager Eisner reported no changes in either budget for the Commissioners ofthe County Manager's Office and decided to leave the budget as there was potential in hiring a new County Manager. BUDGET AMENDMENT # 45 Sheriff Tim Manning returned to the Board to reiterate the need for a budget amendment that was mentioned in the Sheriff Office presentation. Sheriff Manning stated that Chargers were being made in electric models and would no longer be made in the gas models. Sheriff Manning was able to find three 2023 Chargers ($38,850.00). It was stated that this could not wait because the Chargers would be sold and SUV's ($45,000.00) would have to be purchased, which were more expensive. The SUV's would cause an $8,000.00 - $9,000.00 increase in the budget for next year, not including new equipment to be installed. The new equipment would be needed for SUV's since they would not be compatible with equipment made for the Chargers. Commissioner Smith made the Motion to Approve of Budget Amendment #45, with a Second by Commissioner Gurganus. The Motion was Carried unanimously by raise ofhands (5-0). Finance Officer Cindy Ange referred to budget amendment #45 being in the Board packet and reiterated that the amendment was for the three vehicles costing $120,000.00. Commissioner Smith made the Motion to Approve of Budget Amendment #45, with a Second by Commissioner Gurganus. The Motion was Carried unanimously by raise of hands (5-0). BUDGET ORDINANCE AMENDMENT-45 BE IT ORDAINED by the Board of Commissioners of Martin County, North Carolina, that the following amendments be made to the annual budget ordinance for the fiscal year ending June 30, 2024. Section 1. To amend the General Fund, the expenditures are to be changed as follows. Increase Decrease Public Safety Sheriff $1 120,000 This will result in an increase of$120,000 in the expenditures of the General Fund. To provide an increase in the revenues for the above, the following revenues will be changed. Fund Balance Appropriation $ 120,000 Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Governing Board and to the Finance Officer for their direction. Motion by Commissioner Smith and Seconded by Commissioner Gurganus to adopt the above budget ordinance amendment this 20th day ofMarch 2024. The Motion was Carried unanimously. For your information INC DEC Capital Outlay 1143100 551000 $ 120,000 Fund Balance Appropriation 1100090 499099 $ 120,000 Interim County Manager Eisner stated that there would be a meeting tomorrow night. March 21, 2024, at 7:00 p.m. to hear outside agency budget requests, discuss new business items, and to discuss a closed session matter. ADJOURNMENT With no further business to discuss, at 7:22 p.m., Commissioner Gurganus Motioned to adjourn and Commissioner Biggs Seconded the motion. The Motion was Carried unanimously (5-0). bnd, omppa S Dompsey Bond Jr., Chairman Martin County Board of Commissioners &. Teesc Bake Julia S. Rease Clerk to the Board