July 9, 2008
The Martin County Board of Commissioners met in Regular Session on Wednesday, July 9, 2008 at 7:00 p.m. in the Board Room of the Martin County Governmental Center, 305 East Main Street, Williamston, North Carolina.
ASSEMBLY
Chairman Tommy W. Bowen, Vice Chairman Ronnie Smith, Commissioners Elmo “Butch” Lilley, Alphonzo Perry and C. Mort Hurst, County Manager W. Russell Overman, County Attorney J. Melvin Bowen and Clerk to the Board Linda G. Hardison were present. No one was absent.
Chairman Bowen called the meeting to order at 7:00 p.m. and led the audience in the Pledge of Allegiance. Commissioner Lilley then offered the Invocation.
Chairman Bowen began the meeting in his usual manner by introducing members of the Board of Commissioners, staff and elected officials.
AGENDA APPROVAL
Commissioner Hurst made a MOTION, with a SECOND by Commissioner Lilley, to approve the agenda as presented. The motion was unanimously APPROVED by the Board.
PUBLIC COMMENTS
No one was present to offer any comments.
INTRODUCTION OF NEW EMPLOYEES
Sheriff Dan Gibbs introduced Hope Wynne and Chad Whitehurst who have recently been hired in the Sheriff’s office. Newly promoted officers were then introduced:
PRESENTATION OF FINANCIAL REPORTING AWARD
Chairman Bowen announced that the Martin County Finance Department has been awarded the prestigious Certificate of Achievement for Excellence in Financial Reporting for the seventeenth (17th) consecutive year. Chairman Bowen presented this award to Finance Officer Cindy Ange and expressed his appreciation to her and her staff.
CONSENT AGENDA
Vice Chairman Smith made a MOTION, with a SECOND by Commissioner Lilley, to approve the Consent Agenda as presented. The motion was unanimously APPROVED. The following items were approved with this motion.
· Minutes of the June 11, 2008 Regular and Closed Sessions and the June 25, 2008 Special Meeting.
· Tax Collector’s Report for June, 2008
June, 2008 Year to Date
Property Taxes $ 47,204.86 $ 10,270,588.36
Motor Vehicles 113,847.48 1,422,692.53
· Resolution Repealing Tax Discount: Manager Overman explained that during the budget process the property tax revenue figures were based on not providing the discount for prepayments. This will result in an estimated additional $75,000 in revenues. This action needs to be formally approved by resolution with a copy sent to the Department of Revenue. The resolution follows.
RESOLTUION REPLEALING
DISCOUNT FOR PREPAYMENT
OF PROPERTY TAXES AND SOLID
WASTE AVAILABILITY FEES
WHEREAS, Martin County for a number of years has provided a discount for the prepayment of property taxes and solid waste availability fees as allowed by North Carolina General Statute 105-360(c); and
WHEREAS, the discount was primarily established to provide positive cash flows during the beginning months of the county’s fiscal year; and
WHEREAS, due to changes over the years in the timing of receipt of certain revenues it is no longer necessary to receive these prepayments for cash flow purposes; and
WHEREAS, providing the prepayment discount has also created any number of administrative problems; and
WHEREAS, the above referenced statute states that the discount shall continue in effect until it is repealed.
NOW, THEREFORE, BE IT RESOLVED, that it is the desire of the Martin County Board of Commissioners to repeal the prepayment discount effective immediately and that a copy of this resolution be sent to the North Carolina Department of Revenue.
· Declare Foreclosed Property Surplus: In a memo from Tax Collector Christine Blevins, she has requested that the following parcels which are represented by numbers 2 through 17 be declared surplus so that they can be sold.
Name Parcel No. Selling Price
2. John Jenkins Heirs 09-00509 $ 7,996.39
3. Lum Jenkins Heirs 09-00511 3,569.37
4. Sam/Maggie Jenkins Heirs 09-00512 3,118.12
5. James E. Moore Heirs 01-01775 3,346.12
6. Ann Jones, et al. 09-01118 3,782.88
7. Nora Hyman Heirs 07-00855 6,261.21
8. Joe/Lenora Bland 07-00086 3,544.10
9. Lequita Little 07-01154 6,801.64
10. Carrie Jones/Mittie Ebron 09-00561 6,598.21
11. Wiley Branton 07-00170 3,557.74
12. Cherry Children 06-00008 4,815.47
13. Lena Jones Tr2 05-03636 6,981.75
14. Lena Jones Tr3 05-03637 3,081.21
15. John Manning 07-01151 3,477.29
16. Ed Teel heirs 09-00750 5,809.57
17. Charlie Ben Wilson (Gertrude Wilson Heirs) 05-03601 6,074.08
· Tax Relief Orders in the amount of $571.69.
Year
Levy Name Remarks Value Total
2008 Peirce Joseph Patrick Double List 1,540 136.20
2007 Kimberly Barber Johnson Double List 18,430 273.69
2008 Davender Gail Wreck 1,210 10.11
2008 Goff James Warren Billed to Wrong Account 300 4.76
2007 Griffin Charles T Bill of Sale 4,330 36.59
2007 Holliday Phillip E Surrendered Tags – NCDMV 4,120 34.40
2007 Moore Lisa Ann Bill of Sale 1,982 16.55
2008 Rogers Jesse H Wreck 560 4.74
2008 Taylor Carl B Bill of Sale 2,298 19.42
2008 Taylor Carl B Wreck 4,170 35.23
Total 571.69
· Bear Grass ETJ Planning & Zoning Appointment: Derek Price was reappointed for another three-year term that expires March 31, 2011.
· Clerk’s Report was included for informational purposes.
PUBLIC HEARING – ROAP GRANT APPLICATION
Commissioner Hurst made a MOTION, with a SECOND by Vice Chairman Smith, to open the Public Hearing for the ROAP Grant Application for Martin County Transit. The motion was unanimously APPROVED by the Board, and the Public Hearing began at 7:13 p.m.
The purpose of the public hearing was to discuss the proposed Rural Operating Assistance program (ROAP) Grant Application, which must be submitted to the North Carolina Department of public Transportation by July 25, 2008. These funds provide the majority of the funding Martin County receives to operate the Transit System.
Under this grant application, the total amount applied for is $144,286 with those amounts being broken down by the following categories and amounts: Elderly and Disabled Transportation (EDTAP) - $42,023; Employment Transportation Assistance Program - $8,370; Rural General Public (RGP) - $41,013 and Supplemental Funds - $52,880.
No one offered any comments.
Commissioner Hurst made a MOTION, with a SECOND by Commissioner Lilley, to end the Public Hearing. The motion was unanimously APPROVED, and the Public Hearing was closed at 7:14 p.m.
Commissioner Hurst made a MOTION, with a SECOND by Commissioner Lilley, to authorize the Chairman to sign the ROAP Grant Application for the amounts presented. The motion was unanimously APPROVED by the Board.
OLD BUSINESS
Upset Bid – Hamilton Property: Manager Overman reminded the Board that it had tentatively approved the sale of a parcel of property in Hamilton using the upset bid method. The property was acquired by Martin County through a tax foreclosure sale, and it is located on Liberty Street in Hamilton. The parcel number is 09-00561. The offer of $3,000 was made by Ms. Mary Greene, an adjacent property owner. The property was advertised as required by statute, and no upset bids were received. Manager Overman then recommended that the Board approve the sale of this property.
Commissioner Hurst made a MOTION, with a SECOND by Vice Chairman Smith, to approve the sale of the Hamilton property to Ms. Mary Greene for her offer of
$3,000. The motion was unanimously APPROVED by the Board.
Employee Flex Schedule Proposal: Manager Overman explained that he had mentioned the possibility of looking into establishing a flex schedule for Martin County employees. This proposal is solely for the benefit of the employees but is designed so that it will not create any hardship for the citizens or the county as an entity. Manager Overman has discussed this proposal with the Department Heads, and even though most of them realize there is no way their department can benefit from the flex schedule they agree with the concept.
Manager Overman then proposed that the Board allow the employees to work a forty hour four day work week where possible. He then asked permission to approve the schedule on a department-by-department basis within the following guidelines:
· Every department will continue to be open to the public 8-5, Monday through Friday or whatever current schedule they are presently open to the public.
· Any department that is able to participate will have supervisory level employees working the hours employees are present.
· If a holiday falls within a particular week everybody will work a regular 8-5 schedule (does not apply to law enforcement).
· This be done on a ninety (90) day trail basis with a report back to the commissioners with a recommendation to either continue, modify or end the program.
Commissioner Hurst made a MOTION, with a SECOND by Commissioner Perry, to adopt the employee flex schedule proposal on a trial basis and have the Manager make a recommendation whether to continue, modify or end the flex schedule at the October meeting. The motion was unanimously APPROVED by the Board.
Allocation of Quarter Cent Sales Tax: Manager Overman explained that this item is on the agenda for the Board to discuss the allocation of the proceeds from the new ¼ cent sales tax. This is the Article 46 sales tax that was approved by the citizens of Martin County in a referendum last November. There is no requirement as to how these funds are to be expended, and $500,000 was budgeted for the first year.
Chairman Bowen stated that the Board needs to decide how much of the sales tax will be allocated toward education.
Commissioner Perry stated that the School Board needs to let the Commissioners know whether they are going to buy land or use the present property. He said this Board does not need to support this allocation unless they use the present site. He suggested that the Board not make this decision until this question is answered.
Vice Chairman Smith reiterated that everyone agrees that the Williamston Middle School needs to be replaced and the Commissioners have an obligation to fund it. He suggested that the two boards meet, address funding and come to a consensus.
Commissioner Hurst stated that the Commissioners need to allot a percentage – the bulk of it – of these funds. The monies can be allotted and held in a special fund with the remainder to go into the General Fund. He stated that there is no need to prolong the decision.
Chairman Bowen agreed that the Board needs to go ahead and allocate the funds and hold them in a special account.
Commissioner Lilley stated that the people were sending a message to the Board by their vote to approve this tax. He agreed that a percentage is the way to go since the figure will vary every year based on collection.
The Board then discussed what percentage to allocate to the Board of Education.
Commissioner Hurst made a MOTION, with a SECOND by Vice Chairman Smith, to allocate 85% of the One Quarter Cent Sales Tax to go into a special fund for the Board of Education and the remaining 15% to go into the revenues of the General Fund. The motion was unanimously APPROVED by the Board.
Cullipher Road Railroad Crossing: Manager Overman discussed information he had received from NCDOT regarding the proposed closure of the railroad crossing on Cullipher Road. He said this came about as a result of the corridor study done in conjunction with the proposed Highway 125 bypass which is proposed to cut through the Roberson Business Park. An overpass would basically destroy the viability of the Park. The only way CSX would agree to an at-grade crossing would be to have three (3) existing crossings closed. They were willing to accept the earlier closure of the Haughton Street crossing at the town fountain as one so they needed two more.
Manager Overman checked the mileage figures for the Board. It is 7/10ths of a mile from one end of Cullipher Road to the other. If the crossing was closed and someone had to go around from one end of the road to the other the distance would be 4.1 miles via the Outerbridge Road and 4.7 miles via the Old Williamston Road. There are only two houses on the Cullipher Road.
At the last Commissioners’ meeting, the closure of another crossing in another municipality was discussed. DOT told Manager Overman that they would not consider closing this crossing.
Vice Chairman Smith discussed the safety issue as pointed out by the Board of Education. Manager Overman stated that this issue has been resolved. A school bus “turn around” will be constructed to address the safety issue.
Following this discussion, it was decided that the Board will take no action since it may affect the decision to put the crossing at the Business Park.
Update on Board of E&R Request: Manager Overman explained that the Board instructed the staff at the May 14, 2008 Board of Equalization and Review meeting to review the three situations that Mr. Tommy Roberson was appealing in regards to under listings of business personal property tax values. As a result, the Tax Assessor has been taking the steps necessary to review the accounts of:
Richard W. Bowen and Janet J. Bowen Acct # 8436
Cecil Payton Keel & Clifton L. Keel III Acct # 14422
Weyerhaeuser/Domtar in regards to interest and engineering fees
The review is complete on the Keel account and the Tax Assessor is still waiting on information from the Bowens and Weyerhaeuser/Domtar. The result of the review and audit of the Keel Brothers account is summarized below.