County Commissioners - Regular Meeting

All righty. We'll go ahead and call our January the 5th meeting to order. 6 pm. If all would let's rise to the pledge of allegiance and stand for a moment of silence. I pledge allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, liberty and justice for all.

Remain standing for a moment of silence, please. Thank welcome [clears throat] welcome everybody out tonight. First up we'll uh we got a agenda change the right one here. We need to add B Creek Fire Department to the for information about their fireman fireman relief fund. Uh that's agreeable with everybody. Could accept motion to make that change and accept the agenda.

Make a motion to approve. Second. Motion. Second. All in favor? [clears throat] Okay. We got minutes before us from December the 15th. I hope everybody has looked over that studied that. If there's no anyone sees no problem, we'll ask for a motion. Yeah. Just one thing on the under commissioner's comments. I believe it was I was talking to David Spicer about the veterans part and you said you're going to do the bricks and possibly look at resurfacing. I think that should be in the minutes. Okay. Okay,

that's the only only thing that I see. Okay, we'll make that note. Floor is open for a motion. I make a motion to prove a minutes with the change. Second. Any further [clears throat] discussion? Not all in favor? [clears throat] Okay. At this time, we'll open the floor for public comment. Anyone having anything to comment on about the meeting, please feel free to do so. [clears throat and cough] Seeing no movement, we'll close public comment. Move on down to general business. First up's April Ham.

So included in your packets is a update to a conflict of interest. It's a uniform guidance policy. This is something that's come up in the audit for a couple of years now and it just hasn't been updated. [clears throat] So, I have a template that was provided from the auditors um and we've just used that as the base policy and that this is something that we need to get in place and updated just because there's been some standards changed and laws changed. Okay. So, it's just for information tonight.

All right. We appreciate that. Okay. April, you're up again there in the pertain to the Forest Service. So, we were contacted by the Forest Service back in October about um some payments that were actually they they thought were late. So, we did a little bit of research on this and I had sent them back an email and said that everything that was allocated to the Forest Service for fiscal year 25, which was last fiscal year, had been paid out. So, we were contacted by their finance department, [clears throat] the finance and the budget department, and it actually goes back to fiscal year 24. And what happened was on their side, they sent May, excuse me, April, May, and June late for fiscal year 24 and it was actually paid in fiscal year 25. So everything had been expended in 25 and there's nothing wrong with fiscal year 25 but we do owe the forest service $15,847.111 due to a late threemonth invoice for fiscal year 24.

So what was that dollar value again? 15 what? I think I have it on the paperwork. It should be included in your paperwork. [clears throat] It's $15,847.11.

Good. So, this is part of our fund balance that the county has. I just need to know how the commissioners would like to move forward with this. We we can take it out of the fund balance. The county does owe the forest services money, but it does go back two fiscal years at this point. [cough] Everybody understand the ask here? We owe the Forest Service the 15,000 from two years ago. Correct. That is correct. For fiscal year 24. That's just for information. Yeah, that's true. But I do have a question. Okay. Um,

so so they invoice. Is that how we give them their money every month? They invoice you every month. They do. We get an invoice every month for the services [snorts] that's been provided, the salary, everything. So there was actually extra money in the last years because they had a an employee retire. So that's why this is a little bit late coming coming to light with all of this. There was a little bit extra money there. Last last fiscal year for fiscal year 25. So but yes, we do get an invoice every month. So they do it every month, but they just sent a invoice with three months at one time.

They did. they got behind. And I'm sure it's like everything else going on in the world. It may have been staff changes. It may have been the lack of staff. But we did get a threemonth invoice late for 24 and 25. [clears throat] Okay. I apologize. No problem. No problem. Anybody else have any questions? This is just for information tonight. Yeah. Okay. Nobody has any further questions. We'll move on down. Item three is Commissioner Timmy Evans and Heather Klein. Rules of procedure.

Um, yes. What I Let me forget my papers here. I didn't realize that we were that quick. Um, so we have two things. I think we probably I know the meeting time is just a trial basis, but in our rules, we still have it at our our 10:00 a.m. So, that's the one of the first things on the regular meeting thing that I think we need to change. And then and even if we go back to the other, I still think we need to have it correct now. Um and then the other thing is when you look through the um on the rules of procedure on number two open meetings I think all of us know it's just a given that we we know that majority because of um um you know trying to be transparent that we're not supposed to have a majority of people talking somewhere without it being advertised. for a couple days, but it's not put in our rules of procedure. And I think it's sort of vague in here. So, I think um and Heather can add to this, but I think we should add the specifics from the, you know, the North Carolina General Statutes. It's I think it's 143 article 33C. So everybody knows pinpointedly that you know that's not an Alageney County thing. That's a state law and I really think we need to try to implement that in that number rule number two and you can add to that what it says and everything. Matter of fact, you can read it if you'd like. Um, another question was whether or not do we do we feel like

we need to put the statutory references for close session like why you would do it

just so that we know what the reference is because then it would be right there instead of having to look it up every time. That was another question of should it be there. I know it's a statutory reference but the question was should we actually after each one for a closed session say under this statute this statute. So it would be right in the the rules of procedure, you know, somebody didn't have to go look the statute up. So that was another question of should that be in there just to make it easy or convenient to find. Um, and I don't know if anybody has a question about it or not, but um, in regards to our open meetings uh, versus close session or special or otherwise meetings, um, that is defined

[clears throat]

uh, official meeting or of the public body is at least two members. Um, but it does go down and it does say a majority of the members. So that would be three members of the board would be a majority. And it's not if you're meeting like socially where you just have lunch together and you're not talking about anything substantive for the county. It's if you are actually having a meeting about something that would be official. And it it defines it also as that could be a telephone call with the majority of the public body. Um an email or text exchange where you're rapidly going back and forth. I didn't even think about that myself, you know, because we do email each other, but I don't know if we're rapidly going back and forth like it's an actual meeting, but you know, they they do mention that, too. Um, and it's discussing, deliberating, uh, debating, voting, or otherwise transacting public business. Thus, even informal gatherings or social events could turn into an open meeting where now you've triggered recording it and having it open to the public where you would have to provide notification. So, it's a matter of degrees of what are you actually meeting over what are you discussing as to whether or not it would be a problem. So, you know, for clarification purposes, I don't know what, you know, you could just say per the statute 143. Um, or you could elaborate a little bit more and saying a majority of the board, which obviously equals three. Um, I don't know if you really want to get into super details about whether it's on the phone or, you know, or in person or anything, but, you know, if you wanted to clarify, you certainly could say um, three or more. And, [cough] you [clears throat] know, maybe put in there something about it being um, you know,

substantive. Well, I think it just need vague in our thing. I think it just be needs to be pointed out a little bit more because, you know, we could set ourselves up for suing or and that kind of stuff and we don't want to do that. So, I think it needs to be a little bit more um fine-tuned to some degree and and maybe you could come up with Yeah. and present it and maybe send it out to emails and stuff. Well, and that was what I was going to say. I could make some recommendations for it, add the statute numbers, and then put in um the change the time. Yeah.

And then that way you could look at it and say, is that something that would be sufficient, you know, for clarification? Bobby, what what how does a state when when the commissioners go to a say a function that Blue Ridge Electric puts on invites us to dinner? There's at least three, if not four or five.

Yeah. We have fundraisers where the commissioners are three, four or five. We do various things that we don't host as a open meeting laws. How how is that handled with the state?

So they say that it's it's not if you're just at a social event. The problem would arise if you were discussing, deliberating, debating, voting, or otherwise transacting public business. So if you're just at an event for a dinner, that's not public business. You're just attending as a commissioner. Or if you go to lunch together, as long you're just having lunch and talking about stuff in general, but you're not conducting the business of the county, that's different, you know. So you can go to these different things. It's it's what are you doing at that meeting? If you have three or more commissioners, are you discussing business or things that need to be done on behalf of the county? That's where it would turn over potentially into an issue because now you're required to comply with the open meeting laws of the state.

Well, I I know that some of the fundraisers we go to, people come up and ask us a question about county business.

Well, that's okay if it's just one of the commissioners, you know, or two. you're not conducting business. You know, you may be discussing something, but if you get into something where it's more of, you know, somebody would be coming to a meeting to discuss an actual issue that you're going to vote on, that would be different if you had three or more commissioners. So, you know, it's a matter of degrees, I think, and and they're trying to clarify a little bit here by saying that it's not a social event. that doesn't trigger it automatically. But if you are doing the business of the county, you know, and voting or trying to actually do business and you're meeting with three or more of the commissioners, now you have a problem. So, it's either in an open meeting, close session, or not more than two to be discussing something that might be substantive affecting the county.

Thank you. sound like you are trying to make it more [clears throat] lenient because when I had had my first training at at Asheville when uh that was a no no they their phrase was there two of you walk down the [cough] sidewalk the third one came up somebody need to cross the street well [clears throat] but it looks like it's getting a little bit

so I mean this really isn't clear and that was the question and I was like well I don't know let me look and it says a majority of the members of the public body. Well, a majority would be three. So, two is okay because that's nothing can happen. You know, even if you were conducting business on behalf of the county, if it's only two, you can't vote to override anything if you're discussing it. If you have three, that's different. Now, you possibly can, and that would be that would cause an issue. So, yeah, it the question is what what is too many and what business would you be allowed to do or not? thing is don't talk business.

Well, but you still, you know, if you were at something, an event, you know, say it was a BMCO something or another and you know, you're talking to a constituent that's not conducting business of the county, that's just having a discussion. But if there are three of you that are together doing that, now you have a problem. [snorts] Anybody else have any questions? We want to it's just for information not anyway but I think those changes we talked about the time and and the reference in the closing session rules I think it's good that we have have it in there

well and maybe we just move it again so it's for information again at the next meeting and then I'll send out you know an actual draft how to update this and then we can discuss it again. Sounds good. No further questions. All right, we'll move on down to item four. We have our new grant writer with us, Rachel. Bus work. Come on up. Come on up, please. Can you step up to the microphone? Yeah. She's going to give us an update on the grant she's been working on.

Hi, my name is Rael. Um, and I've been that I just started in September and I am working on a couple of grants um for the transfer station. Um we have the HRI grant that is due and that is up to 5 million. Um we are hoping to request that that entire uh that entire amount and we will be meeting with um engineering um to on Wednesday uh to be detailing the entire transfer uh station project to get uh line item by line item what needs to be done, what we would like to see done and getting a total cost of the entire scope of the project. Um and so that is going to happen on Wednesday. Um and that will inform uh this upcoming grant. We um also have the uh national uh or the uh North Carolina Parks and Recreation Trust Grant. Um and that will uh that funding will support park improvements um any sort of uh installation of already um already kind of built uh projects and we're going to be identifying a uh a project for that that is upcoming in May. Um we have a very interesting uh build grant that is um also upcoming and it's up to $25 million um and that will support um largecale infrastructures that have to do with transportation. also working with um Melissa and Shawn. Um uh Sean has

identified some uh communications um that he would like to get upgraded and added. And then Melissa has also identified that she would uh like a building uh to store some of the um some [clears throat] of the vehicles as well as a communication center that I would act as. and we are going to work together this week while I'm in town on uh really uh fine-tuning the scope of uh of that grant. Um and we will definitely get Mr. uh Sheffley involved as well to approve uh initiative budgets. Um so the Golden Leaf Foundation uh the first round um so they ask for an LOI which is due the 19th and then they'll invite you to a full proposal. Um, so none of this funding is going to be very quick. Um, so gold gold leaf we probably will not know until uh closer to next year um [laughter] about this funding and also same for same for the build grant as well. Um so um yeah those are just some of the opportunities that I am working on. Um, so if you all have any questions, please feel free to reach out. Or while I'm standing right here, um, [laughter]

just a comment from our earlier meeting we had, there's no pressure on the swimming pool. But, [laughter] but work on that. Okay. Okay. Okay. Well, you know, that's one that can fall under under uh parks parks and rec the parks and recreation grant that uh swimming pool has been something I've heard from a number uh [clears throat and cough] number of uh people also cabanas and and you know making sure it's outfitted with everything. But I I will definitely look it up at the and one one other question on the on generally on the applications.

Yes. Do they ask what the tier rating of the county is? Is that a standard question? Um, so I I have not seen seen that yet. Um, from from the build grant or the HRI grant. So, um, I I have not seen that yet, but we'll be on the lookout for for that. That's all. That's good. I got one request too. We we have bad need of Viper radios for fire departments. So keep that up there also. Okay. If you run across something that uh that would fit our bill,

definitely. Okay. Anybody else? Timmy, Greg? No. Thank you. Thank you so much. We're glad you're here. Yeah, we are. Sure are. We appreciate it. Wait a minute. Yes, sir. Yeah, she has hit ground running, that's for sure. and you know met with a whole lot of our our people and uh has fit really well into the team. We're we're pleased to have her here and I think earlier you were talking about you met Shane from the the uh from the sheriff's office. Yeah. So she's talking with Shane and and with Melissa about some possible grants, but welcome.

Thank you. Thank you. Okay. Okay. Moving on down. I don't see Randy here, but I see Aaron Ray sitting back there. Hey, Coach Extension Agent.

So, Randy is sick, so I'm here to update you on this and see what your all's pleasure is. But um it was brought to the fairgrounds board's attention this past fall um October um November that the mower that they had purchased um that the life of that has is no more um that it's past repairs um and so we had looked at a couple different options um discussed this with the parks and direct we' had some discussions with Mr. definitely [snorts] looking at trying to figure out what what are some options to move towards um for being able to maintain that facility. Um and so we had looked at some different pricing. Um most of the mowers that we were looking at having to look back as far as purchasing were in that $15 to $20,000 range. Um and we feel like amongst multiple things as far as the repairs, maintenance, and then also the the one thing that had been continually that we we hear or had discussed is the amount of time that the parks and direct department has as far as spending on mowing that facility. Um, and so between all a combination of all of those factors, we wanted to move forward and make a recommendation and that we try to bid this project out um and see where it comes back. That means we can accept one or none, whatever, you know, once we see where the bids are. Um, but feel like based off of the cost, we're the fairgrounds board is willing to contribute $3,000, which is hopefully what would cover between now and July 1st for the budget year. Um, and you should have a copy of the proposal that the rec department typed up. Um, and the main reason for that being, um, I know Lisa had had copies of that, correct?

No, I don't have that. Oh, you don't have I don't have that. I'm sorry. I I was thinking about the other thing. Hey, no, I want to give you all So, Courtney had typed this up. Um, and what this would do.

Thanks. Um, but this is based off of what we felt like needed to be accomplished out there. Um, they the main thing that they would not be responsible for that would not covering this would be putting out mulch. Um, as far as the mowing, taking care of any spraying that would all fall under that um requirement. Um, so the fairgrounds board wanted to be able to try to present this in a timely manner to where Randy could make those adjustments with his budget. And so that's why it has the time frame that it does. So we don't have to take any action on this today. Um, but we just wanted to make you aware of why we were recommending this with number one trying to replace it. Number two, the availability and amount of time for the rec department spending on. and I'll be more than happy to answer any questions.

How many weeks out of the year, Aaron Ray, do they mow that? So, there are some weeks that they're mowing every every week. Yeah. Um and then there'll be some weeks because we had figured out that as a bare minimum and it's actually on here um in this B. It was written down that that um to mowing every one every 10 days is what it had turned out to be. And because in early on in spring they're not mowing it every week, you know, late in the fall. It sort of depends. Um but that was a guideline. It's about 20 25 I think is

somewhere in that number was a minimum. Um so that was that there's multiple things there included, but felt like if we could help contribute to make this happen that that's why we were to do that.

Yeah, the weather has a lot to do with that mowing. Usually early spring takes right smart as the summer wears on gets to be a little less but anybody have any question Bobby? Uh, I don't know if it's question or comment, but years ago we put out forbid to do all the mowing for the county. That would include uh Veterans Park, you know, all of the the courthouse here, fairgrounds. David, I'm not sure. Did that include the baseball softball fields in the summer? No, that parks and recck was going to take care of that part. That was just the the main buildings and things. Yes.

Well, after our meeting today [clears throat] that we had parks and recreation committee meeting today, time was brought up more and more that that they're stretched. So, along with looking at the fairgrounds, I think Mr. Shipley and David need to get together and see if we want to combine some of these bids to do more of the county property and leave our maintenance people to do the maintenance, do the physical work, and have someone do the weed eating and someone do the mowing.

I think it's worth looking at. I agree with that completely. I think if we let our parks and wrecks folks focus on parks and wreck, we're going to get a better better result there because I think am I not correct maybe that the veterans park is actually voted by somebody? Yes, it's voted by it's it's voted by somebody. Yes, we have an agreement with them. Yes. Any other questions? Who moves it now? Who um uh work to win? Um, Mr. Stoultz MS it now.

Um, yeah. I I think it's a great idea because [clears throat] one of the things that I I don't like to see is our parks and recreation director mowing the yard down there. You know, he's got a thousand things to do. So, I do agree with that. I think the fairgrounds probably need to be separate to some degree because they're willing to do partnership with it. Um, but yeah, I think it's a good idea to look into all of it, but for for I think you got I think it's a good idea to to move forward with that.

I agree with that also. It's at the time it was taken in house the finances wasn't the best in the world, wasn't that correct, David? That's correct. Yes, sir. That was one big reason for that. But I mean things is better now and and I' I'd support that also. So we're going to put this out for a bid or Yeah. Yeah.

So yeah, we this would be put out for a bid and this is actually what what was the bid was that the recck department they actually took the the bid sheet from the last time it was all together and just separated it out. Um, and it actually has on here two different times for somebody to come and meet if they want to come and view what's expected. That way there's no questions because for example, uh, one of the things is to make sure that that bank is we need it once a month. Yeah. You know,

so th those are those are those spe specifications. Um, so that that will also allow Randy to be able to have the bid opening um at the midmon meeting there in February. So that way everything will be able to be for his budget process is that is his big thing for next year because we're hopefully we're planning on being able to contribute between now and July. I I think it's a good idea.

Yeah, we probably need to separate them bids though if we decide to put them all out to bid and let the fire grounds be on one itself. Put the rest off together just in case. I mean be the be the way to do that. All righty. No further questions. We appreciate Thank you. Yeah.

Okay. Next is our one we added on Creek Fire Department is uh [snorts] their fire and relief fund. About all these departments having to go through the same thing. We're going to take up Glake Creek here in a minute, but uh it's the same procedural thing for the board. They the departments are putting their board of trustees that's over the fire and relief fund in order and it just comes before us for a formality. So we will have pineies sitting next two weeks out for for action just for information. Okay, moving on down park [clears throat] concession stand bid who's going to handle that brand new

I am. Okay. Um so thank you Mr. chairman and board um parks and recck department has went through the proper bid process uh with an RFP and sent that out for bids for the concession stand at the fire grounds. Uh you have all that information in your packet. Uh so that tonight is up for an approval. I have a couple of questions before we start. Okay, go right ahead for our county attorney, please. Um, were all of the bids Harrison? Can you turn your mic on, please? Thank you. Needs to be red.

It is. It is red. Maybe it's too far from you. Pull it to you. You can't pull. They push the corners down. Can you hear me? Yes.

Okay. Um, were all of the proposals that we received uh complete uh according to the terms of the RFP? And I guess really what I'm getting at here is on the back page it says proposals will not be considered unless accompanied by the contractor's insurance coverage information. But also at the bottom it says Alagany County reserves the right to reject any or all bids or wave any irregularities. So I'm just asking were all the bids submitted complete?

So as as you can as you can see there in your packet uh there is there is three bids. um one bid uh did not have a name tied to it. So that was an anonymous bid. Uh so therefore I that that bid um would not be considered. The other two bids as you can see the one that is there. The second bid um only has the bid price doesn't have any insurance information, no menu or any of those things. So that that's just the bid sheet. That's just a price that they gave us that they would do that for. Um then if you see the third bid, uh the third bid has that information about insurance. It has uh information about um menu. It has information about pricing. Um those those things uh look like careful consideration was taken on that third bid to uh allow for the the insurance uh notification and for menu and other things. So um that's your three bids and that's the description of those. So, if I may, so what you're saying is the first bid was incomplete and therefore it doesn't it's not to be considered.

Yes, sir. Yes, sir. And the second and the third bid were complete almost. The second was almost complete and the third bid was totally complete with everything. And they have the history of working at the fairgrounds from before. Plus, they hired local people to work. Yes, sir. Okay. I just wanted to understand.

I got a question. Why was this not brought for general business first before we vote on it? You know, this it goes to a vote. Why didn't we know about two weeks ago general business we're going to vote on it tonight? That is procedure. That's procedure. We all know why.

Good question. I can get answer out of it. So, okay. Um, so that process that process then we need to be just for information tonight. It need to be information only tonight. if we need something somebody else but information tonight. So the approval for the RFP was brought before the board for approval and then um but the bid was open and then brought back as just a bids not not for information. So that's the way it needs to be. So we need to regroup on this sounds me like so Mr. Chairman.

Yes sir. So, um Heather, if if uh one of the biders does not have everything that is required, does that eliminate them? Are they are they out of the bidding process? If they have like 90% of what's needed, but they don't have one part of it, does that eliminate them, or would you need to dig into it in more detail? You know, off the top of my head, uh, you know, you're Heather, are you on? Yeah. Yeah. Now, you

So, normally we put out the RFP and we say, "Okay, these are the requirements and you have to meet these requirements uh on the bid." And I think in the past, we've not considered bids that were incomplete. Mhm.

Um, now sometimes we've had bids where we've only had one bidder and that's been, you know, an issue. So, we we've had to either put it back out for another uh bid, rebid process because we didn't have enough bids. Um, and then if you only had one bid, then you made your decision based on the fact you only had one bid. Um but I think uh historically if we have someone who does bid and they don't bid properly or provide the information that is required in the request for proposal the RFP then we've not considered those bids. That's historical. I I don't know if anybody wants to change that but that's what we have done in the past.

I I agree that's what we've done in the past. I'm just looking at at the what I call the two legitimate bids and the uh on my paper the last the third bid was for I think 4700 or something. Let's see. They got all the insurance uh information and their bid was 4714. The other bid, how much was it? How much was

4714? It was 58.

It was 5800. So with the information provided, I would make a recommendation to take the third bid, Miss Codle at 4714. I think they have a history of running the concession stand. We won't fall into the problems we had last year. They know the schedule. They know what to do. So I would recommend the third bid. Well, you know, the other part of that when you look at a bid is is that bidder able to perform um under their bid. So, you know, that is a consideration that could be made for anyone who bids um if it is a proper bid, the ability to be able to execute on that contract to do what they're supposed to do and meet all the requirements. So if there was I don't think there would be a history with us but if there was a if you knew that that individual or that company could not perform because they have had issues with other prior contracts you would not want to take that bid um even if it was the lowest bid um you know and that is allowable because you have to consider that as a [clears throat] factor. I'd say the reverse would be the case too, which is if you had a bidder who has performed multiple times and not had any issue with being able to perform, then that may make a difference in accepting a bid also.

Well, that's what I look at the performance. Yeah. And I look at what happened to us last year and that's why I make that recommendation. It's the menu. It's everything that was provided. Uh you know that was my my motion. Now we are for information here or we going to take a vote? N we need information only because nobody know nothing about it till tonight. I need some clarification there. M legal.

Well I I've not seen it. You know I'm not normally involved when you get a bid and you look at the bids. It's only brought back. This is our first time seeing the business is what is what we're all saying. This is the first time we've seen it and normal process is that it comes for information and then it comes back to we vote on it to vote on it. Yeah. And now that's where I I'm mixed up here what we're doing. We about got a motion ready. But what are we are we going to do for action? Are we going to do I think we do it for information. [clears throat] That's what I think. Yeah. Well, we already accepted the the uh agenda for tonight. That was on the agenda to be voted on. Yeah, that's true.

So, if there was going to be a [clears throat] change, it should have been done. You're right about to end the agenda. It just like the vehicle book for sale. We accept the agenda, then we change it, put it off for more bids, put it up here. So, it needs to be information only. No different than the vehicles bids. No different at all. Mr. Chairman. Yes, sir. You if you didn't want to drag it out, you you can make a motion to wave the procedure for this if there was a reason. Um, you know, if there's an urgency or anything, but that's up to the board.

Well, what is the board good with doing tonight with with their information and voting on it in two weeks? No. I made a motion, you know, to accept the bid. I'm following the agenda the way the agenda was accepted and we made a modification on the agenda. Bobby, you ain't going to get elected tonight. We can wait two more weeks. There's nothing going on at the fairgrounds. Well, but you have to if there's a motion on the floor, you have to either get a second or not. And then you have to vote. And if it doesn't pass, then you could say that you make another motion to move it forward. So

So we had a motion. I thought you said a recommendation there one time, but you had a motion. I thought you said a recommendation. Motion. Okay. So you got to take a motion on the floor. We got a motion on the floor. Do I hear a second? Motion fails for lack of a second. So I guess that leaves us at for information tonight. Two weeks we do. I would say make a motion because you you know [cough and clears throat] or Yeah, you could table but you could also just make a motion to move it to the next meeting. Yep. Go ahead. Either or.

I'll make a motion to table it until we can look into a little more. Two weeks. That's the normal process. So, we got a motion. Do I hear a second? Second. Motion a second to table it for two weeks. It'll be back on the table before us. All in favor? Four to one. Bobby. Bobby. I'm fine. You're good. You're fine. Okay. All right. I thought you on the next my five 50. Okay. Okay. We got that by April Ham investment policy proposal. talk about money again.

We're talking about money. Uh, and at the last board meeting, you had a U policy, a new investment policy before you to review and consider. So, we're back here tonight for any questions and possible approval. Okay, we've heard the request, sir. I'll make a motion to approve. Second. Got a motion, second. Any further discussion? All on favor 50. Thank you. Thank you. Next, David Higgins, Glen Creek Fire Department, Chief Fireman Relief Fund.

Good evening, gentlemen. I am David Higgins and we come up we come the last meeting to replace dirt and put Tommy Smith on. Right. We going to boot on that right here. have established the process and they done their done their got their board of trustees set up. All we need to do is is make a motion to accept this and it rolls on. Yeah. So moved. Got a motion to hear. Second. Any further discussion? All in favor? 5. Thank you gentlemen. Thank you.

April hand budget amendment. So, the first budget amendment I have this evening, uh DSS has received uh some additional donations, unrestricted donations, $1,500. We just need to get that budgeted. I make a motion to approve the budget amendment for DSS donation. Second motion and second. Any further discussion? All in favor? Five. circle again.

The next one I have, um, our law enforcement agency has received a school violence prevention grant in the amount of 58,14. And again, we just need to do a budget amendment and get that budgeted for them. Make a motion to accept. Second. Motion, a second. Any further discussion? All in favor? 5. [snorts] Go right ahead there. Mine.

Okay. The next one is town of Sparta vehicle tax. The original budget was 35,000, but we have additional taxes uh coming in for the town of Sparta. So, we need to increase that budget by 35,000 um excuse me, by 70,000 more. We're going to put some in the 24 and 25 tax lines. Okay. 70,000. Yes. Yeah. Okay. Make a motion to accept. Second. Got a motion in a second. Any further discussion? All in favor? 5. Okay.

And then the last one I have for you, we're actually taking some money out of a budget. All these skiff facility improvement funds have been expended uh that we used the 100,000 on the transfer facility improvements. So, we had a an additional budgeted amount in that line. So, we're going to actually take the that out of that line. $21,928. We'll bring that line down to zero. Okay. Motion to approve the CFO budget amendment for skiff facility. Second, second. Any further discussion? All in favor? Five. Thank you.

Thank you. All right. M county manager.

Yes, Mr. Chairman. Um, [clears throat] first of all, the the new North Carolina grant that was presented to us uh several weeks ago, the application deadline has been extended until January 31st, and they just asked that I make that announcement that that grant opportunity for housing has been extended. Um, in addition to that, um, again, welcome to Rael. Glad to have her on board. She's she's rocking and rolling. And one of the things that she's helping us with is the thing that we're spending more time on than anything is which is the transfer station. And uh you know looking at how we can from various sources fund redoing that transfer station to make sure it's up to date and will take us into the next 30 years.

Right. We're going to need it. We're growing a little bit. Yeah. Absolutely. Y

and that includes, you know, some recycling that [clears throat] we're also talking about and we're trying to we're adding to the mix as we move forward because recycling will take a lot of the weight out of the out of the garbage and reduce the cost for us to transfer. Um so it's got multiple opportunities for us. Um we continue to u move forward on the ball fields, you know, trying to get the ball fields ready and not ready, but trying to make sure all everything is lined up. We had a a meeting today to talk about ways we could improve parks and recreation and we're working on that. We're going to be uh doing some uh recommendations on changes that could occur in the next within the next six week period. Uh we had a good good meeting with some members of the public today and talked about things we could do to try to uh improve things that need to be improved in the parks and recreation arena. Um, we are continue to be interested in trying to do an upgrade to the HVAC system in the auditorium so that there can be events uh can be held there. And we think that's a wonderful opportunity for us to expand the array of opportunities for uh people in our county, but people from outside of our county to come here and participate in music events and plays and the entire range of things that could be done in that in that facility. We're also looking at all the opportunities that could uh that lie before us in the broadest sense in the tiny homes concept. And as we move forward in time, I'm going to be coming to you with some presentations about [clears throat] three options that we have uh in the tiny homes arena. I'm not ready to get into it in more detail at this time because I need some more information on

it, but I think it's a real opportunity for us in this county. I apologize. I'm losing my voice a little bit here, but and that's what we have going on. All right, we appreciate that. Moving on down. County Commissioner comments. Greg, I guess we start on your end. The first thing I got tonight, the community of Glade Creek is worn me death over this fire department audit. Can we put it on TV and kind of tell them when it's going to come out and why we're doing audit? Sure. I I know sometime soon, but can we let the public know? Sure. And I got a letter over here that the public's wrote the county commissioner Bill's got over here. But

Sure.

Yeah. Um, so you know, we we have a great the auditor that has worked with us is one of the leading auditors in the state of North Carolina. as we utilized him to do the first part of the audit, he still has commitments to multiple counties to just do their regular audits. And April, chime in if I if I get any of this wrong. um and he's they had already made commitments to carry through on multiple counties basic audits and they're they're wrapping that piece up and it's going to enable them to now work with us to do the part two of the of the audit. So they had to do things that they had already made commitments to before they started working with us on this separate thing.

Can you explain to the Blair Creek community why we're doing this audit on the fire department? Well, we each we're doing audits on each fire department and there's nothing any different than any other one. We're just doing the audits and and uh what we need more specific information. We need to there are things that are unanswered still that need to be answered. And so the the phase two of this dives a little deeper into um uh their financials and gives us a chance to take an even closer look and gives them a chance to try to explain to us some of the things that we don't have answers for at this moment. Is that accurate? April. Yeah.

So we have any idea maybe this month will we get it back? You know I'm getting I'm getting calls all the time what I'm trying to find out. And this would be the normal time of year that we would be starting the process. This would be the normal time of year that we would be starting the process. We started with the Glade Creek process about this time last year. [clears throat] Okay. The first round of that did not get to us until July or August. Yeah. Just about seven months. Yeah.

Correct. So when the board made the decision to move forward with a second round of pulling documents and looking at financials, our auditing firm was in the middle of doing all the county audits. So, and then with the federal shutdown, it put some of that behind because some of the guidance that the the auditors were waiting on to what what to pull information specifically for federal grants, and we do have a lot of federal grants. It put the audits behind. So, it is going to be February before we get that second round of what the board move forward with from our auditing.

Okay. the public's just calling me and writing letters and texting me and I did follow up today. It it's still in process. Um he did uh relay that Glade Creek had turned in a couple of folders of information, but they do have to go through that information. Okay. Just want to know, so that's why I asked the question. Thank you. That's good. Thank you, Timmy. Yeah. talk about some fun stuff. Yeah. Birthdays.

Um yeah, I just wanted to um I was I always love looking through our newsletter that we get and I noticed that we have some um some folks at the sheriff's department. I got Steve Carrier has got 27 years in. I want to shout out to him and appreciate his his time for the county. And we've got some at 10 years. Um, and 22 years of Saresa. We don't want her leaving anytime soon. We got to get keep her through the the reval. Um, but just uh and Brad Edwards, I didn't realize I knew that boy only needs a little bitty tot. 15 years for him. Gosh. So anyway, just uh tell them all we appreciate what they do and their commitment to the county and really we really do appreciate what they do and we you know we don't see them all the time but it's really good that we see this kind of stuff and then there was other thing is and I hate that Aaron left but um the DSS building which you know all those people are away from this county building and a lot of times I think you You know, we talk about them. I do a lot because they're part of our county, but they're away from us. We don't see them unless we have dinners and stuff. And sometimes I feel like I don't think any of us sitting here forget them, but county people don't realize it what they do. But there is another place and our 90 South Main up there that the extension agency office which I know a lot of farmers and a lot of people they know we have it but I just wanted to remind everybody that we have a great staff up there which Aaron Ray was one

of them that was here and Carmen Long is still there and Amy Lucas does a great job at 4 and of course Brad Edwards does his, you know, he works with the pest management, Christmas trees and pumpkins. And then we got Jill Cochran that does the foods and Michelle Ham who's administrator up there now. But I just wanted to, you know, give a shout out to them and tell them they have they're not forgotten and we appreciate what they do and just let the public know that they are there for, you know, to help with any kind of farming. um any kind of issues that come up and they're they're great people ready to help anybody that needs help with the farming and and trees and whatever. But um also I want to say that um I look forward to 2026. I mean they we have a I mean just like our grant writer who we really appreciate and u already has dug up some really good stuff for us and um I think we're I think we got some good things coming. So, a lot of positives and I look forward to that and I appreciate what all you guys and everybody sitting this board does and commits their time and um and actually their sacrifices to do what you all do. So, that's it. Thanks.

Thank you. Thank you. Thank you, Harrison.

I just got a couple of comments to make. Um, as far as the the RFP for the concession stand goes that we're going to be voting on in our next meeting, you know, the way I the way I see it is we have two bids that are that are viable. And and just to clarify, um, this is not a traditional bid process. Normally, you know, in the board of commissioner shoes, we're going to be looking for the lowest responsive bidder. uh in this case uh biders are making offers on leases for the concession stand operation. So in in this particular case the highest bid um would be the most lucrative for the county. Um before we come back to the next meeting you know the biggest question that I'm going to have is is the $5,800 bid from Muddy Creek Enterprises a complete bid? And if it isn't, we we must go with the next bid uh in line in my eyes. If it if it is considered to be a complete bid without the insurance information, then that's that's that's where I'll be headed with my vote. Uh that's my comments on that. Um separately, um talking about the new year, I hope everybody had a happy new year, enjoyed, you know, time with with your family and friends and loved ones. um before this board gets into another budget season and as we start preparing for a new year and a new fiscal year, uh I think it would be a good idea for maybe us to consider a board retreat or a work session. Doesn't have to be here. maybe somewhere off site before our budget season starts and maybe take that as a time to identify some projects and

needs and maybe discuss some of our long-term visions uh for the future and and where how we need to budget for that moving forward and see see where our priorities are. Uh I think that would be productive for us at some point to do before we get into the budget season. That's all I got. Okay. Thank you, Garrison. Bobby.

Um, let me start out with uh the health department just received information that there would be some funds available for people who lost their septic tanks or had septic tanks u uh destroyed or that needed repair because of Helena. and uh they got they got a a large amount of money, but they haven't gotten the applications yet how the state wants them to apply for it. But this is new money that's just now come through. So, anybody that had septic tank problems, they need to pay attention to what the health department has to say over the next few weeks. Uh talking about our our mowing, uh Garrison and I, Mr. Shipley and David and several others had a parks and recreation meeting today and it was quite evident that there's there needs to be some changes made and I think this mowing would be one of them. And I with along with what Timmy said, we might want to have two or three different types of bids. One just for the fairgrounds and one for the other. But also, you might want to consider the trimming of bushes, uh putting down uh uh herbicides to kill the weeds and stuff, but that would be for you and David to work out something. Uh the veterans, we had a veterans committee meeting today and we're back selling bricks and that will be up through uh July the 4th and those bricks

will be installed beforeh the next Veterans Day. So, anybody that needs a brick, uh, see any of the members, uh, see, uh, West Bricker upstairs and VFW, any of the members of the committee. Uh, we had a major fire a few about a week ago or something in Glade Creek and I think there was like 15 or 18 different agencies that responded to that fire. Gayax, uh, Skull Camp, all of these, that's how we work together. If, if Gays has a bad fire and they call, then we go, they come here. That's same with Surrey and all these other counties. That that's why we work together. Um, and about uh our holidays, we just went through Christmas and New Year's. We had a lot of employees in the county that didn't get those days off. They had to work. Sheriff's Department, DSS, part of them had to work. Uh, 911, uh, EMS, all of those people still had to show up for work. So, I appreciate the time that they put in for that. Uh, that's it.

Thank you, Bobby. Well, I don't have much to add to all that. I would like to touch base on the on the fire or fires, I might add. Uh, they had another mutual aid fire just a night or two ago. Structure fire, Glade Creek, Cherry Lane, Skull Camp on that end. It's it's it's a busy busy place, Alagany. I mean, I've been Piney Creek Fire Department since back in 73 or four, and I can't remember a fire that had the potential to be as dangerous as that bottomly fire did out there. I mean, you had chemicals, you had fuels, you had propane, oxygen cylinders, and just multiple stuff in there that could really, really been bad, you know, but

all tires. They had

tires. Yeah. But mutual aid, that is a great thing. Everybody comes to the scene and and does their part. Like Bobby B said, they had 14, 15 uh different fire departments, rescue squads, and everybody there helping out with that thing. Everybody jumped in line and got the job done. And I was trying to get some numbers together about how many gallons of water that they hauled plus what they pumping out of the pond down there. But it it was it was up towards a million gallons that they transported that night. I mean, they had they had several a bunch of trucks transporting hauling water, but that's a monumental task when you're a hauling water feeding the fire like that. David David can relate to that. It's it's a it's a tough job. I just want to thank every fire department is there and all our county people and and our dispatchers back here that seldom get seen, but they're heard all the time. They put all this together and get the right calls to the right people and and we appreciate everything they all do for Alageney County and all the surrounding counties. You got Gayax and Siri County comes up a lot. Skull camp and uh can't think that other down there some some more down there comes up here. But it's it's a great thing. It's a greatly greatly appreciated and uh wishing everybody a happy new year, a successful new year this time. And and as Timmy related to the birthdays, I echo that alone. We really appreciate all that all county employees and everybody everybody contributes to Alageney County and certainly want to welcome Rael uh with her abilities and grant writing. We really looking forward to to working with her. With that being said, got a request to go into close session. General statute 143-318-1.11

legal consultants consultation. I get out and mention Do we have to include anybody? Pardon? Do we have to include anybody? Nobody here. Nobody here. Okay. No, just us. Just us. Let's take five bill. Yeah. F. We need We need a motion here to go. I made a motion. Second. Got a motion. Second. All in favor. Five minute break. Thank you.