The Alleghany County Board of Commissioners met in regular session = on Monday, December 1, 1997 at 6:30 PM in the Conference Room of the County Of= fice Building, 90 South Main Street, Sparta, North Carolina

&= nbsp; The Alleghany County Board of Commissioners met in regular session on Monday, February 2, 2009, at 6:30pm in the Board Meetin= g Room of the County Administration Buil= ding, 348 South Main Street, Sparta, North Caro= lina.

= Present: Chair Ken Richardson, Vice-Chair <= st1:PersonName w:st=3D"on">Randy Miller, Commissioner Doug Murphy, Commis= sioner Milly Richardson, Commissioner Steve Roten, Coun= ty Attorney Donna Shumate, County Manager Don Adams, and Clerk to the Bo= ard Karen Evans.

Chair Ken Richardson called the meeting to order, led the Pledge of Allegiance and opened the meeting with a prayer.

Chair Ken Richardson stated that the following changes needed to be made to the agenda; move the Alleghany in Motion annual report with item C and Michelle Ball will not be here so the County Manager will be discussing the Scattered Site grant.

Commissioner Doug Murphy made a motion to approve the amended agenda for th= is February 2, 20= 09, meeting. Commissioner Milly Richardson seconded the motion. Vote 5:0.

AGENDA

Monday, Feb= ruary 2, 2009

= 6:30 PM

6:30 &= nbsp; Meeting Called To Order <= /o:p>

Pledge of Allegiance and Praye= r

&= nbsp; &nbs= p; Motion on Agenda for February 2, 2009, meeting

Motion on Minutes for January 20, 2009, meeting

6:35 A. &nbs= p; Public Comments—30 minutes

B. = Public Hearing

RE: 911 Ro= ad Name

C. = Public Hearing

RE: Community Transportation Program G= rant

Alleghany in Motion Annual Report

D. = Public Hearing

RE: Scattered Site Grant

E. = Mary Walker

RE: Board = of Equalization & Review Dates

= Credit Card Payments

= Tax Collection Report

= Tax Office Annual Report

F. = Alleghany in Motion Annual Report = &nb= sp; (moved)

G. = Forestry Service Annual Report

H. = County B= usiness

1. DSS Budget Amendments

2. Transportation Improvement Pla= n

3. Criminal Justice Partnership P= rogram

4. Court Security Update

5. Library Annex Lease Agreement<= o:p>

6. Other Business

7. Closed Session—NCGS 143-= 318.11(a)(6)—personnel

8. Adjourn

Commissioner Milly Richardson made a motion to approve the minutes for the January 20, 2009, meeting. Commissioner Randy Miller seconded the motion. Vote 5:0.

Chair Ken Richardson asked for public comments. None were received. He closed the public comments port= ion of the meeting.

Wendy Williams, E-911 Coordinator/Mapper, c= ame before the Board to present one road name; Blessed Way. She explained the road’s location.

Chair Ken Richardson opened the public hearing regarding the 911 road name at 6:32pm.<= /p>

Chair Ken Richardson asked for public comments.&= nbsp; None were received.

Chair Ken Richardson closed the public hearing at 6:33pm and reconvened the regular meeting.

&= nbsp; Commissioner Doug Murphy made a motion to a= pprove the road name as presented by the E-911 Coordinator/Mapper. Commissioner Milly Richardson seco= nded the motion. Vote 5:0.

April Hamm, Transportation Director, presented information regarding the Community Transportation Program (CTP). She reviewed each line item in the Transportation Administration budget for the= 2009-2010 grant. She explained that thi= s budget is funded at 85% from the State. She talked about this grant is $150,181 with the County share being $22,527.15 which will not be a cost to the County. She reviewed the capital portion o= f the grant at a cost of $2,525 and the items that she is requesting. She explain= ed that the required 10% capital match will come out of the operating budget.<= o:p>

Commissioner Doug Murphy and April Hamm discussed the incre= ase in usage.

County Manager Don Adams explained that the indirect cost is = not an actual expense in her budget, and the indirect costs will be reimbursed at $23,860.35 which will cover the 15% match of $22,527.

April Hamm agreed= and stated that if the grant is approved as submitted.

Chair Ken Richard= son opened the public hearing regarding the Community Transportation Program (C= TP) Grant at 6:40pm.=

April Hamm talked about the voluntary form for the Title VI public involvement that is availa= ble to everyone. She stated that = the forms are on the Clerk to the Board’s table.

Chair Ken Richard= son asked for additional comments. None were received. He closed the = public hearing at 6:43pm and reconvened the regular meeting.

Commissioner Steve Roten made a motion to approve the grant application as presented. Commissioner Milly Richardson seco= nded the motion. Vote 5:0.

April Hamm presen= ted Alleghany in Motion’s (AIM) annual report.&nbs= p; She explained that everyone in her department was going to come toni= ght but she advised them to stay home because of the weather. She talked about the safety award = that was received from the Department of Transportation. She presented the statistics for A= IM for the past year. She talked abo= ut the increases in 2008 and the overall growth since 2003. She explained the number of staff members, amount/types of training, budgets, having a wide variety of client= s, and the drivers do an excellent job.

Chair Ken Richard= son, on behalf of the Board, congratulated the employees for the safety award. <= o:p>

Commissioner Doug Murphy passed along comments from an indi= vidual about the transportation program greatly helps them with their family situation.

Commissioner Steve Roten personally thanked April Hamm and AIM for what they do for his family= .

Chair Ken Richard= son opened the public hearing regarding the Scattered Site Grant at 6:48pm.<= /p>

County Manager Don Adams presented information from Michelle Ball about the Scattered Site Grant.<= span style=3D'mso-spacerun:yes'> He talked about the project’s budget change. He reminded ev= eryone what the Scattered Site Grant is. He explained the current activities of the 2007 grant including the number of houses relocated or rehabilitated. He further explained the reason for moving money from relocation to rehabilitation. He talked about working with the lo= cal ministrium group doing a local option through the grant. He reiterated that she is asking t= o move $50,000 from relocation to rehabilitation.

Chair Ken Richard= son asked for comments. None were received. He closed the public hearing at 6:50pm and reconvened the regular meeting.

Commissioner Milly Richardson made a motion to approve the budget change. Commissioner Doug Murphy seconded the motion. Vote 5:0.

Mary Walker, Tax Administrator, presented information about setting the Board of Equalization and Review (E&R) schedule. She explained the Board of E&R’s timeframe according to the North Carolina General Statutes and having 16 appeals so far.

Chair Ken Richard= son and Mary Walker talked about all five Commissioners do not have to be prese= nt at all of the meetings; just three. They discussed dates for the meetings.

The Board of Commissioners and Mary Walker discussed dates and decided on the April 7, A= pril 21 and April 28 at 6:00pm.

Mary Walker discu= ssed taking credit/debit cards for tax collection. She talked about a company that sh= e is working with, and she would like to have this in place by July. She explained that Ashe County is doing this, having the same software and has great success with this. She further explained that people = talk about it as a convenience. She talked about having a representative come talk with the Commissioners about this process. She asked the B= oard to review this information to be discussed at a later date.

Chair Ken Richard= son and Mary Walker talked about the mid-month March meeting.

County Manager Don Adams and Mary Walker discussed the equipm= ent costs being waived. She expla= ined this is one reason why she wants him to come talk to the Board and answer questions like that.

Mary Walker prese= nted the tax collection report; real 88.68% as of today which is 0.77% less than last year and vehicle 74.22% which is more than last year. She reminded the Board that she is= required to publish the names of people who haven’t paid their taxes. She said she would like to do this= the second week of May and explained why she does this in May. She talked about things she does b= efore the names are in the paper. S= he asked if the Board has a problem to advertise in May.

Chair Ken Richard= son asked if the Board has any problems with this. None one responded.

Mary Walker prese= nted the annual report for the Tax Office. She explained what they are responsible for, their activities for 20= 08 including their new software, law changes that affected the tax office, sta= rted collecting the Town’s taxes, business and present-use audits, new proposed law changes, upcoming projects that she would like to do including= the credit payments, website for people to be able to pay their taxes and a pro= gram that would link the departments together so everyone would know the process= about mobile homes being moved.

Chair Ken Richard= son asked the Board their opinion about lending the Board’s support about mobile homes.

County Manager Don Adams talked to Mary Walker about the ordi= nance that talks about restricting movement of mobile homes.

Mary Walker great= ly stated her appreciation for the Board’s support. She talked about the action that <= st1:place w:st=3D"on">Yadkin County has in place.

County Manager Don Adams stated that if he read the informati= on correctly it requires local legislation, and the deadlines are soon.

Commissioner Milly Richardson talked about needing to get a handle on this.<= /p>

Mary Walker talked about having additional conversation about this.

County Manager Don Adams talked about the credit card transactions being the first priority, followi= ng up with Fred Sides on the website and putting on the local legislation on t= he next agenda.

Mary Walker stated that one more thing that she is working on, along with the County Attorney, is selling property where there are delinquent taxes.

Brandon Keener, <= st1:place w:st=3D"on">County Ranger, presented the Forestry Service annual report. He talked about the number of fire= s and acreage burnt. He further tal= ked about the excellent job the fire departments do in working with the forestry service. He presented informa= tion about working on the backlog for the forest management plans that was creat= ed by revaluation including the number of plans and acreage involved. He stated that they are in the pro= cess of hiring an assistant county ranger. He continued presenting information about the activities of the fore= stry service including working with the timber industry. He talked about the current planned activities including number of acres to be planted, new forest service coun= ty-wide program that works like the Fire Wise program to catalog all of the resourc= es available in any emergency situation.

Commissioner Milly Richardson and Brandon Keener talked about the crews within each fire department that are trained to help with fires. He stated that without the local f= ire departments his job would be impossible.

The Board stated = their appreciation.

County Manager Don Adams presented budget amendment General Fund #26 in the amount of $306. He explained that this is to budge= t for an increase in the indirect costs for Social Services.

Commissioner Milly Richardson made a motion to approve budget amendment General Fund #26 in the amount of $306. Commissioner = Doug Murphy seconded the motion. V= ote 5:0.

County Manager Don Adams presented budget amendment General Fund #27 in the amount of $18,524 for an increase in public assistance.

Commissioner Milly Richardson made a motion to approve budget amendment General Fund #27 in the amount of $18,524. Commission= er Doug Murphy seconded the motion. Vote 5:0.

County Manager Don Adams presented the proposed comments on t= he Transportation Improvement Plan (TIP). He as= ked if the Commissioners want to change anything to let him know.

County Manager Don Adams reminded everyone that the CJPP prog= ram is supported by an annual grant. He explained that since the beginning of the grant, it has went to New River Healthcare and what it has been used for.&= nbsp; He said he has been approached by a private vendor to offer this service. He explained that he thought it was appropriate to take to this to the CJPP board for discussion, and it was determined that the private vendor could not provide all of the services needed. He said he w= anted to let the Board know about these discussions.

County Manager Don Adams updated the Board on the court security. He talked about the= Rural Courts Commission meeting and their recommendations to the Courthouse with = one recommendation being for the local committee to start meeting on a regular basis. He listed the members = on the local committee and reviewed their meeting from January 23, 2009. He talked about several areas of recommendations from the Judges are that the Board of Commissioners partner= ship with the Sheriff regarding security. He further talked about installing panic buttons, manning the front = of the courthouse and using a metal detector.= He explained that the minimum recommendations are to start looking at court dates. He said that the= y felt like this needs to be a budgetary item.&nb= sp; He explained that they will experiment with the metal detector start= ing with the February 9 Superior Court and how this could work regarding the entrances/exits at the Courthouse. <= /span>He talked about other items that the Sheriff should do including making regular sweeps of the courthouse/courtroom, provide escorts for those making nightly deposits. He further talked a= bout other items such as video conferencing.&nb= sp; He talked about prioritizing the needs.

Commissioner Steve Roten stated that the County could possibility be ordered to do this.

Commissioner Milly Richardson asked if anyone has any idea of how much this will costs.

County Manager Don Adams stated that the panic buttons are ar= ound $7,000 but he doesn’t know about the side door and the cost of mannin= g the detector will be one additional deputy.

Chair Ken Richard= son stated that the recommendation is to make this part of the budget process. He furt= her stated to bring back the numbers for the panic buttons, if they are needed before then.

County Manager Don Adams explained how the panic buttons will= work. He talked about one vendor th= at could offer an all-in-one package.

Chair Ken Richard= son and County Manager Don Adams discussed a portable panic button. <= /span>The County Manager used examples of how a pan= ic-button situation would work.

County Manager Don Adams presented a proposed lease for the o= ld post office building. He explained= that Sparta Florist is looking for a three-year lease for the entire facility at $800 p= er month. He further explained t= hat he is asking the Board to entertain a one-year lease because if the County is = leasing property for more than a year then it has to be advertised in the paper. He said that they want to renovate= and be able to move in by March 1. He reiterated that his recommendation is a three-year lease with approval for = one year at this meeting. He expl= ained that after the advisement is ran the Board can extend the lease for an additional two years. He remi= nded everyone that the rent money goes to the library and maintenance expenses c= ome out of that money.

Commissioner Milly Richardson made a motion to approve the lease as presented by the County Manager. Commissioner Doug Murphy seconded the motion. Vote 5:0.

County Manager Don Adams informed the Board that fuel oil bid= s have been sent out and are due on February 16 at Noon.

County Manager Don Adams stated that the William Simmons̵= 7; appeal will be at the next meeting.

Chair Ken Richard= son talked about the February 12, 2009, sesquicentennial celebration in the courtroom with th= e reenactment of the creation of the county. He said that the program will start at 6:00pm and involves a number of citizens with food available across the street at = The Jubilee. He said this is the = kickoff event for the celebration. He= urged the Board to attend, if possible.

Chair Ken Richard= son stated that he has been asked to do another three-year term on the NCACC Risk Management Pool board, and he has also been asked to be involved with the Essentials of County Government.

Chair Ken Richard= son informed everyone that Av= ery County has a local referendum regarding transfer tax tomorrow.

Commissioner Milly Richardson made a motion to go into closed session at 7:52pm under NCGS 143-318.11 (a) (6)R= 12;personnel. Commissioner Doug Murphy seconded the motion. Vote 5:0.

Commissioner Milly Richardson made a motion to adjourn closed session at 7:59pm and reconvene the regular meeting= . Commissioner Doug Murphy seconded = the motion. Vote 5:0. =

Chair Ken Richard= son stated no decisions were made during session.

&= nbsp; Being no further business, Commissioner Milly Richardson made a motion to adjourn= at 8:00pm. Commissioner Doug Murphy seconded = the motion. Vote 5:0. =

Respectfully submitted, &nb= sp;

Karen Evans &= nbsp; &nbs= p;

Clerk to the Boar= d &= nbsp;

Attest:

Ken Richardson

Chairman