Regular Meeting Monday, September 18 2017

Chowan County Public Safety Center 305 West Freemason St.

Edenton, NC 27932

This meeting was recorded. A copy of the audio recording is in the meeting file labeled September 18, 2017. Commissioners present: Chairman Jeff Smith, Commissioners Ron Cummings, Don Faircloth, Greg Bonner, John Mitchener and Ellis Lawrence. Commissioner Patti Kersey was absent. Staff present: County Manager Kevin Howard, County Attorney Lauren Arizaga-Womble and Board Clerk Susanne Stallings. Regular Meeting Chairman Smith called the regular meeting to order and led all in the pledge of allegiance. Commissioner Cummings then offered the invocation. Approval of Agenda Commissioner Mitchener moved to approve the agenda. Chairman Smith asked for all in favor, the motion passed unanimously (6-0). Public Comment Chairman Smith then opened the floor to public comment in accordance with NCGS 153A-52.1, there was none. Consent Agenda a. Minutes

Attached are the minutes of the August 21, 2017 and September 5, 2017 meeting for the Board’s review and consideration. Ms. Stallings noted a correction to the minutes of August 21, 2017 to replace the name Winborne with Lawrence. Commissioner Cummings moved to approve the minutes as amended. Chairman Smith asked for all in favor, the motion passed unanimously (6-0).

b. Budget Amendments 1718-010

1718-011

Description Old + or (-) New

Animal ControlAnimal Control Revenue (15,986.00) 15,986.00 - Fund Balance (575,087.21) 5,080.00 (570,007.21) Salaries 47,141.00 (20,800.00) 26,341.00 Salaries - Part Time - 10,000.00 10,000.00 Fica 3,606.00 (826.00) 2,780.00 Retirement 3,536.00 (1,560.00) 1,976.00 Hospitalization 15,761.00 (7,880.00) 7,881.00

Balanced: (521,029.21) - (521,029.21)

Justification:

Account Code

11-3839-909-00

To amend salaries and benefits for Animal Control - exclusion of .5 FTE that Town of Edenton did not approve

11-3990-990-00

11-4380-126-0011-4380-181-0011-4380-182-0011-4380-183-00

11-4380-121-00

Description Old + or (-) New

Capital Reserve FundFund Balance Appropriations - (565,703.61) (565,703.61) Hotel Hinton Improvements - 124,750.00 124,750.00 Designated for Future Appropriations 20,000.00 440,953.61 460,953.61

Capital ProjectsContribution from Capital Reserve - (7,635.00) (7,635.00) PSC - Tax Improvements - 3,700.00 3,700.00 Radio Tower - Central Comm - 3,935.00 3,935.00

Balanced: 20,000.00 - 20,000.00

Justification:

Account Code

33-3990-990-0033-4192-016-0233-9930-995-00

32-3810-033-0032-8100-582-0032-8100-583-00

To amend the budget to carry over Fund Balance appropriations from 2017 and establish budget for capital projects

1718-012

Description Old + or (-) New

Debt ServiceTransfer from General Fund (1,373,689.00) (10,272.47) (1,383,961.47) Transfer from Fire Dept Fund (49,018.00) (153.20) (49,171.20) Transfer from School Capital (613,823.00) 10,519.58 (603,303.42) 2013 BB&T Library Note (Principal) 94,000.00 (2,000.00) 92,000.00 2013 BB&T Library Note (Principal) 65,000.00 19,000.00 84,000.00 2012 BB&T PSC Note (Principal) 850,000.00 18,000.00 868,000.00 2013 BB&T PSC/EOC Note (Principal) 107,000.00 3,000.00 110,000.00 2012 BB&T Center Hill Trucks (Principal) 46,000.00 1,000.00 47,000.00 2012 BB&T DF Walker Note (Interest) 42,080.00 (10,519.58) 31,560.42 2012 BB&T NCCC Health (Interest) 18,292.00 (3,658.13) 14,633.87 2013 BB&T Library Note (Interest) 10,388.00 (1,842.40) 8,545.60 2013 BB&T Library Note (Interest) 26,642.00 (1,430.00) 25,212.00 2012 BB&T PSC Note (Interest) 159,786.00 (18,700.00) 141,086.00 2013 BB&T PSC/EOC Note (Interest) 13,269.00 (2,097.00) 11,172.00 2012 BB&T Center Hill Trucks (Interest) 3,018.00 (846.80) 2,171.20

Fire DistrictFund Balance Appropriations (79,021.87) (153.20) (79,175.07) Transfer to Debt Service 49,018.00 153.20 49,171.20

School Capital ReserveFund Balance Appropriations (148,133.00) 10,519.58 (137,613.42) Transfer to Debt Service 613,823.00 (10,519.58) 603,303.42

General FundFund Balance Appropriations (575,087.21) (10,272.47) (585,359.68) Transfer to Debt Service 1,373,689.00 10,272.47 1,383,961.47

Balanced: 633,232.92 - 633,232.92

Justification:To amend the budget to meet debt service requirements for 2018 - Requirements

from LGC were not available during budget process

30-9200-720-0430-9200-720-0530-9200-720-0630-9200-720-07

30-9200-720-10

Account Code

30-3980-980-1130-3980-980-2330-3980-980-4030-9100-710-0630-9100-710-0730-9100-710-0830-9100-710-0930-9100-710-10

30-9200-720-0830-9200-720-09

23-3990-990-0023-9800-980-30

40-3990-990-0040-9800-980-50

11-3990-990-0011-9800-980-30

1718-013

Description Old + or (-) NewRegister of Deeds:

*Preservation/Automation - (616.30) (616.30) *Dept Supplies - Auto/Pres 11,647.66 205.43 11,853.09 *Contr Svcs - Automation/Pres 7,037.43 205.43 7,242.86 *C/O - Auto / Pres 16,280.90 205.44 16,486.34

Sheriff's Office:*Sheriff Donations - (70.00) (70.00) *Donation - Expense 530.61 70.00 600.61 *State Special Funds - (3,398.63) (3,398.63) *State Special Expense 14,314.80 3,398.63 17,713.43 *KIDS & COPS - (15.00) (15.00) *KIDS & COPS Expense 14,895.72 15.00 14,910.72

Animal Shelter:*Donations - Chowan - (425.00) (425.00) *Donations - Gates - (20.00) (20.00) *Donations - Perquimans - (75.00) (75.00) *Donation - Expense 44,759.31 520.00 45,279.31 *Adoption - Chowan - (440.00) (440.00) *Adoption - Gates - (95.00) (95.00) *Adoption - Perquimans - (335.00) (335.00) *Adoption - Other - (190.00) (190.00) *Contr Svcs - Spay/Neuter 2,528.16 1,060.00 3,588.16 *A.W.A.R.E. Reimbursement - (2,785.32) (2,785.32) *A.W.A.R.E. Reimbursement - 2,785.32 2,785.32

Cooperative Extension:*Hospital Foundation Grant - (4,000.00) (4,000.00) *Hospital Foundation Grant 4.74 4,000.00 4,004.74 *AG Program Fees Discretionary - (90.00) (90.00) *Ag Program Discretionary 5,867.75 90.00 5,957.75 *4-H Fees Discretionary - (1,060.00) (1,060.00) *4-H Fees Discretionary 4,160.11 1,060.00 5,220.11 *Livestock Program - (11,805.00) (11,805.00) *Livestock Program 68,047.59 11,805.00 79,852.59 *ECA Discretionary - (10.00) (10.00) *ECA Discretionary 417.21 10.00 427.21

Recreation:*Recreation Donations - (1,525.00) (1,525.00) *Donations - Dept Supplies 6,227.98 1,525.00 7,752.98 *Recreation Special Events - (16,231.00) (16,231.00) *Recreation Special Events 18,870.16 16,231.00 35,101.16

Senior Center:*Reg Fees - Trips - (10,154.00) (10,154.00) *TRIPS - Senior Citizens 12,235.44 10,154.00 22,389.44 *Healthways - (1,393.00) (1,393.00) *Healthways 970.49 1,393.00 2,363.49 *Donations - Home Del Meals - (15.00) (15.00) *Donations - Home Del Meals 19,518.30 15.00 19,533.30

Tourism Dev. Authority:*Music & Water Festival - (10.00) (10.00) *Music & Water Festival 3,343.06 10.00 3,353.06

Emergency Medical Services:*Donations - Rescue Squad - (31.15) (31.15) *Donations - Rescue Squad 9,358.50 31.15 9,389.65

Balanced: 261,015.92 0.00 261,015.92

Justification:

11-4180-298-00

Account Code

11-3418-415-00

11-4180-440-0011-4180-511-00

11-3431-232-0011-4317-440-0011-3431-233-0011-4317-441-0011-3431-243-0011-4317-443-00

11-3438-897-00

11-3438-894-0011-3438-894-0111-3438-894-0211-4381-600-0011-3438-895-00

11-3438-895-02

11-4381-441-00

11-3495-378-00

11-4381-601-00

11-3495-368-0011-4952-600-0011-3495-370-0011-4953-440-00

11-4953-448-0011-3495-379-0011-4953-449-0011-3495-380-0011-4953-450-00

11-3612-487-0011-6130-299-0111-3612-504-0011-6132-453-00

11-3616-533-00

60-3839-891-0060-4370-499-00

To amend the budget to include Discretionary income through August 2017

11-3438-895-01

11-3438-895-03

51-3839-894-0051-8150-826-00

11-3616-532-0011-4268-904-01

11-4268-312-0011-3616-535-0311-4268-352-02

Commissioner Bonner moved to approve the budget amendments as presented. Chairman Smith asked for all in favor, the motion passed unanimously (6-0).

Forestry Annual Report County Ranger Rick Long provided the Board with the annual Forestry update. A copy of the update is in the meeting file labeled September 18, 2017. Albemarle Commission New Facility Mr. Howard provided the Board with an update on the Albemarle Commission's new facility project and a request for member counties to support the moving forward of the project. He stated that several member counties have requested that the Commission look into leasing space due to concerns over the length of the proposed loan. Water Rate Public Hearing Chairman Smith stated the Board will hold a Public Hearing for a proposed amendment to the 2017-18 Chowan County Budget in accordance with NCGS 159-15. He noted the Board will consider a proposal to amend the Chowan County water rate increase effective date. At the August 7th meeting the Board approved a rate increase to allow the County to apply for grant funds to make mandated improvements to the Water Plant in accordance with a Special Order by Consent between Chowan County and the NC Department of Environmental Quality. Commissioner Cummings moved to open the floor for the public hearing. Chairman Smith asked for all in favor the motion passed unanimously (6-0). Chairman Smith asked if there was any public comment, there was none. Commissioner Mitchener moved to close the floor for the public hearing. Chairman Smith asked for all in favor the motion passed unanimously (6-0). Mr. Howard noted the request is to change the effective date for the new rates to the next day, September 19. 2017. He stated that the customers will not see the new rates until they receive the bill in October. He stated this is a necessary change because of the grant requirements. Commissioner Cummings moved to approve an amended budget ordinance to reflect the effective date of September 19, 2017 for the new water rates. Chairman Smith asked for all in favor, the motion passed unanimously (6-0).

Appointments Library Board Chairman Smith noted that currently there are three vacancies on the Shepard Pruden Memorial Library Board of Trustees. The Board has four applications to consider for appointment. Commissioner Mitchener moved to appoint Sherrone Battle, Paul Winborne and Jenny Wells. Jennifer Finlay Librarian noted that all the applicants would be great to work with. Chairman Smith asked for all in favor, the motion passed unanimously (6-0).

Finance Officer Report Finance Officer Cathy Smith provided in the packets the Cash Balance Summary and Cash and Investment Balance and Revenue/Expense information for the year to date through the month of August. Mr. Howard reviewed the report with the Board members.

External Board/Committee Report Chairman Smith stated the Board members are asked to report on the activities of the external boards to which they have been appointed. Commissioner Mitchener reported on Destination Downtown Edenton. Manager’s Report County Manager Kevin Howard updated the Board on the following:

- FEMA has frozen payments from Hurricane Matthew due to the current damages from Hurricanes impacting the US.

- Senior Center , Mr. Howard is arranging a meeting with the potential architect on the project.

Timely and Important Matters Commissioner Mitchener requested that the Board consider the funding request from the Caswell Center. Mr. Howard stated that staff has researched this and there has not been any funding to this non-profit. Commissioner Mitchener stated he would like for staff to look further into the request. Closed Session Being no further business, Commissioner Bonner moved that the Board go into closed session, in accordance with NCGS 143-318 (11) (a) (5) contract negotiations. Chairman Smith asked for all in favor, the motion passed unanimously (6-0). The minutes of the closed session are sealed. Commissioner Mitchener moved that the Board come out of closed session. Chairman Smith asked for all in favor, the motion passed unanimously (6-0). Timely and Important Matters Commissioner Cummings discussed the recent activities of the Bee Keepers Association and noted that there is local chapter forming in Chowan County.

Adjourn Being no further business, Commissioner Bonner moved that the meeting be adjourned. Chairman Smith asked for all in favor, the motion passed unanimously (7-0). ____________________________ _________________________ Jeffery Smith L. Susanne Stallings, Clerk Chairman