November 16, 2016
The Martin County Board of Commissioners met in Regular Session on Wednesday, November
16, 2016 (Instead of November 9, 2016 at 7:00 p.m. in the Martin County Governmental Center,
Commissioners’ Boardroom at 305 East Main Street, Williamston, North Carolina.
ASSEMBLY
Those in attendance: Chairman Ronnie Smith, Vice Chairman Elmo “Butch” Lilley,
Commissioner Tommy Bowen, Commissioner Dempsey Bond, Jr., Commissioner Joe R. Ayers,
County Manager David Bone, and Clerk to the Board Marion B. Thompson.
County Attorney J. Melvin Bowen and Finance Officer/Deputy Clerk Cindy Ange were not in
attendance.
Chairman Smith called the meeting to order at 7:00 p.m. Commissioner Ayers led the pledge of
allegiance. Commissioner Bowen provided the invocation.
Chairman Smith welcomed everyone to the meeting. The following elected officials were
recognized, as well: Town of Bear Grass Mayor Charlotte Griffin, Town of Williamston Mayor
Joyce Whichard-Brown, Town of Parmele Mayor Jerry McCrary and Town of Parmele
Commissioner Glenda Barnes.
AGENDA APPROVAL
Vice Chairman Lilley requested removal from the Consent Agenda and add to New Business,
Item 5b: Economic Improvement Council Inc Board appointment for the Martin County Head
Start program representative.
Vice Chairman Lilley made the MOTION to approve the agenda as amended, with a SECOND
by Commissioner Ayers. The motion was unanimously APPROVED.
PUBLIC COMMENTS – None
CONSENT AGENDA
Commissioner Bowen made the MOTION to approve the Consent Agenda with the removal of
Item 5b as previously stated above, with a SECOND by Commissioner Bond. The motion was
unanimously APPROVED.
1.
Minutes for October 12, 2016 Regular & Closed Sessions; October 24, 2016 Special
Called Session
2.
Financial Report for September 2016 included for informational purposes.
3.
Tax Relief Orders – Real & Personal for October 2016 in the amount of $ 156,227.17.
Year
Levy
2016
2016
2016
2016
2016
2016
2016
2016
2016
Lname
Price
Chess
Roberson
Carolina
Carolina
Carolina
Price
Tenney
Roberson
Fname
Edwin Glenn
Kelly Ann
Alonza
Telephone
Telephone
Telephone
Debra D
Donnie W
Henry Baker II
Reason
Error in Listing
Clerk Error
Error in Listing
Error in Value
Reversal of Release
Error in Value
Double Billed
Out of County
Error in Landfill Fees
Value
300
3,796,620
Total
4.
Tax Collector’s Report – October 2016
Real Property(20)
Personal Property (25)
Total
October
$440,958.19
90,916.36
$531,874.55
October Y-T-D
$2,124,023.42
521,116.61
$2,645,140.03
331.76
$331.76
1,853.71
$1,853.71
$532,206.31
$2,646,993.74
Motor Vehicle (30)
Total MV
All Total
5.
Total
26.65
2.21
41.49
154,712.00
-154,712.00
154,711.98
760.87
511.97
172.00
$ 154,227.17
Board Appointments
a.
Bertie Martin Regional Jail
On behalf of the Bertie-Martin Regional Jail Commission, Chairman Dempsey Bond,
Jr. requested that the Board of Commissioners reappoint Mr. John MacDonald to the
BMR Jail Board for a two (2) year term, which would expire December 31, 2018.
b.
Juvenile Crime Prevention Council
The Board of Commissioners was asked to appoint / reappoint the following Juvenile
Crime Prevention Council members for two (2) year terms each, which would expire
December 31, 2018.
Mr. Seth Edwards, District Attorney or Designee (Ex officio)
Ms. Hope Eley – Designee for Trillium Health Resources Director (Ex officio)
Ms. Marion Thompson – Designee for County Manager David Bone (Ex officio)
Mr. Richard James – Juvenile Defense Attorney (Ex officio)
Ms. Sheila Godard, United Way – Non-profit or Designee (Ex officio)
Mr. William “Bill” Batchelor, Chief Court Counselor or Designee (Ex officio)
Ms. Christine Manning, County Commissioner Appointee
Ms. Vickey Manning – Designee for Local Health Director (Ex officio)
c.
Martin County Regional Water & Sewer Authority Board
Board members David Bone, Albert Perry and alternate Tommy Bowen terms on
Martin County Regional Water and Sewer Authority (MCRWASA) would expire
November 30, 2016. This reappointment would be a three-year term, which would
expire November 30, 2019.
The Board approved the appointments/reappointments above, as part of the Consent Agenda.
6.
Certification Statement Acknowledging the Mailing of Preliminary Assessment
Resolution to White Oak Subdivision Property Owners
On September 30, 2016, Martin County received a petition requesting the paving of private
roads in the White Oak subdivision (off of US-17, across from Riverside Middle School).
During the October 12, 2016 County Commissioners regular meeting, the Board approved
the preliminary assessment resolution, and a notice of public hearing was approved for
November 16, 2016, as part of the resolution, which was the next step in accordance with
NC G. S. § 153A-191.
The same general statute also states that “at least 10 days before the date set for the
hearing, the board shall cause a copy of the preliminary assessment resolution to be mailed
by first-class mail to each owner, as shown on the county tax records, of property subject to
assessment if the project is undertaken. The person designated to mail these resolutions
shall file with the board a certificate stating that they were mailed by first-class mail and on
what date. In the absence of fraud, the certificate is conclusive as to compliance with the
mailing requirements of this section”.
A copy of the statement certifying a copy of the preliminary assessment resolution was sent
first class mail to all property owners on October 13, 2016 was given to the Board as part
of the agenda packet, and the original copy will remain on file in the County Clerk’s office.
7.
Approval of Resolution Designation of FEMA Applicant’s Agent
Martin County met the threshold and was eligible to apply for reimbursement for expenses
incurred as a result of Hurricane Matthew.
The Board of Commissioners was asked to approve the resolution designating Finance
Officer Cindy Ange and Emergency Management Director Jody Griffin as the applicant’s
agents to act for Martin County in all dealings with the State of North Carolina and the
Federal Emergency Management Agency for all matters pertaining to such disaster
assistance required by the grant agreements and the assurances.
By approving the resolution as part of the Consent agenda (entered into these minutes by
reference titled “Resolution Designation Applicant’s Agent”), Martin County assured and
certified that it would comply with the FEMA regulations, policies, guidelines and
requirement, as they relate to the application, acceptance and use of federal funds for this
federally assisted project.
8.
Clerk Report is included for informational purposes.
INTRODUCTION OF NEW EMPLOYEE (S) - None
PRESENTATION(S)
Planned Expansion of the Roanoke River National Wildlife Refuge
Mr. Matt Connolly, from the US Fish and Wildlife Service (USFWS) office in Windsor, asked to
make a presentation to the Board of Commissioners meeting about the planned expansion of the
Roanoke River National Wildlife Refuge (online at http://www.fws.gov/roanokeriver/).
Mr. Connolly explained the US Fish and Wildlife Service was proposing an expansion of the
acquisition boundary of the Roanoke Boundary of the Roanoke River National Wildlife Refuge
to conserve and restore fish and wildlife habitat, while helping to preserve a rural landscape,
protect water quality and support public recreational and educational opportunities. If approved,
the USFWS would increase the boundary of the Roanoke River National Wildlife Refuge by
working solely with “willing landowners” to conserve land through a combination of fee-title
purchase and conservation easements, depending on annual federal funding. No property would
be acquired through condemnation.
According to Mr. Connolly, no more than 58,100 acres would be purchased in Martin County,
roughly five percent (5%). US Fish and Wildlife Service would have to apply for military funds
(approximately $38 million is available). Normal rules for federal grants would not apply
because this funding would be handled as non-federal monies.
Mr. Connolly stated plans were to hold public scoping meeting in the five counties affected, to
receive comments about the proposed expansion. Property owners would not be notified by
mail. However, public notices would be run in the local newspapers, radio and social media, to
inform citizens that the meetings were being held about the planned expansion. Hopefully, a final
plan would be developed by 2017.
Mr. Connolly listed the following goals the US Fish and Wildlife Service hoped to obtain
through this effort:
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Provide future habitat for wildlife in the event of population growth and sea level rise;
Preserve the most natural river flow possible for the benefit of wildlife and habitats;
Maintain the rural and agricultural legacy of the region; and
Partner with federal state and county and private agencies and organizations to conserve
and promote the natural resources of the Roanoke River.
Vice Chairman Lilley requested a detail map of the Martin County area that was being
considered for the expansion.
County Manager Bone added the purchase of private property in Martin County by the federal
government would affect property tax revenues. Mr. Connolly commented the federal
government would provide some in-lieu-fee funding to help compensate for part of the lost
property tax revenue.
Trillium’s Annual Report
Northern Regional Director Bland Baker, of Trillium Health Resources, provided a presentation
concerning the Trillium annual report to the Board of Commissioners. Trillium provides a
Quarterly Fiscal Monitoring Report to Martin County, as required by NC General Statute.
Director Baker stated Trillium Health Resources marked its one year anniversary on July 1,
2016, following the consolidation of East Carolina Behavioral Health and Coastal Care. Trillium
Health Resources, a local governmental agency (LME/MCO) manages mental health, substance
use and intellectual/developmental disability services in a 24-county area, stretching from
Virginia to South Carolina. The agency is responsible for managing state and federally funded
services for people who receive Medicaid, are uninsured or cannot afford services.
Trillium does not provide direct care. Instead, Trillium partners with agencies and licensed
therapists in its Provider Network to offer services and supports to people in need in or near their
own communities. Trillium strives to ensure the delivery of the right services, in the right
amount, at the right time. Trillium also works collaboratively with local non-profits, other
governmental agencies, medical providers, and hospitals to create a holistic system of total
patient care that recognizes all needs of an individual.
Trillium Health Resources has two tiers of governance. The first governance level is made up of
three Regional Advisory Boards. In turn, these Advisory Boards elect representatives to make
up the Trillium Governing Board. Martin County is represented on the Trillium Governing
Board and Regional Advisory Board by County Commissioner Ronnie Smith. Martin County
resident, Dr. Derek Wilkins, currently serves as Chairman of the Northern Regional Advisory
Board.
Director Baker added Trillium hires subcontractors to collect and process data on an annual basis
of the gaps and needs of the population it manages. Strategies have been implemented to increase
access to services, to remove prior authorization requirements, to increase use of technology,
such Kiosks access points, and to increase rates to attract physicians.
Trillium has been reinvesting or plan to reinvest in the community by providing:
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200 Bed facility for individuals who struggle with addiction
20 sober-living homes – Oxford House
Screening tool for Adolescents
Summer camps, after school programs, and overnight respite for children with
intellectual development disability I/DD; location for parents of children with I/DD
3D accessible playgrounds
Interventions for children 0-6 who have experienced trauma leading top mental health
issues
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Training of non-licensed healthcare providers to reduce staff turnover and improve
patient care
Compassion Reaction/Rachel’s Challenge
Classes that help adults with mental illness learn to manage symptoms, achieve recovery
and live independently
Mental health first aid training
Pitt County Community College building a fully equipped Smart Home
Mental Health and Substance use screening tool beginning in rural counties (Kiosks)
Durable medical equipment and home modifications to promote independence
Approximately 50,000 people were served in 2015(81% with mental health needs, 21% with
substance use disorders, and 11% with intellectual and developmental disabilities), at a total cost
of $315,846,104, using the services of over 400 providers. Martin County provides
approximately $48,000 annually in funding to Trillium.
Trillium and the community could help each other through continued collaboration with law
enforcement and community involvement. Trillium planned to respond to the NC Association
Mental Health Engagement Task Force and to the gaps and needs surveys results.
NCACC November Update Video
The NC Association of County Commissioners typically produces a monthly NCACC update
video for county boards of commissioners. The NCACC has requested a placeholder for the
video update to be included on the monthly board meeting agenda.
The November NCACC video gave an update of the practices the organization put in place
during Hurricane Matthew, spoke of the legislative goals process to take place at the upcoming
NCACC Legislative Goals Conference in January 2017, and gave an update on the Steering
Committee.
The NCACC Update video for November can be viewed online at:
https://www.youtube.com/watch?v=C0ImQV8Olmw&feature=youtu.be.
PUBLIC HEARINGS
Public Hearing – Vertical Expansion at the Martin County C & D Landfill
Vice Chairman Lilley made the MOTION to enter the public hearing on the proposed vertical
expansion at the Martin County C&D Landfill, with a SECOND by Commissioner Bowen. The
motion was APPROVED unanimously.
County Manager Bone stated North Carolina Solid Waste Management Rule T15A NCAC 13B
.0536(c)(11)(A) requires the public meeting because the capacity of the landfill including the
proposed vertical expansion would exceed 110% of the previously approved capacity.
Neighboring property owners were mailed a letter which included the facility plan information
describing the proposed expansion.
The following information was given in regards to waste management in the county:
Martin County is under contract with Waste Industries (through June 2021) for the
weekly collection of approximately 11,672 waste carts from municipal and rural
residences throughout the county. The Board of Commissioners approved a 4-year
extension of the contract on August 10, 2016. The current Waste Industries charge for
collection is $9.50 per cart, per month. (This does not include disposal costs.)
Waste Industries delivers the collected waste directly by collection trucks to the East
Carolina Regional Landfill in Bertie County for disposal. This facility, which is owned
and operated by Republic Services, bills Martin County a tipping fee (currently $48.29
per ton) based on the number of tons disposed. In 2015-16, Martin County disposed of
approximately 8,465 tons of residential waste at this facility.
On the other hand, co-mingled recycling is taken to the Eastern Carolina Vocational
Center (ECVC) Materials Recovery Center in Greenville for sorting and recycling.
Martin County pays $47 per ton for this service.
The County’s landfill facility currently includes a construction and demolition debris
(C&D) landfill, a wood waste processing area, and facilities for management of white
goods, used tires, discarded consumer electronics, and used pesticide containers. In 201516, approximately 2,828 tons of waste was received at the facility, of which, 115 tons
was recycled. The facility also includes a closed municipal solid waste (MSW) landfill,
which is monitored and maintained by the county.
Revenue for the solid waste program comes mainly from the fee collected from residents
for curbside collection (currently $172) and from landfill tipping fees ($40 per ton).
Additional revenue comes from white goods, scrap tire, and electronics tax and grants
and sale of white goods and scrap metal. Revenue shortfalls are made up by the county’s
General Fund, as the solid waste management program is not an enterprise fund.
In 2013, Smith-Gardner, Inc., the county’s consulting engineer for the landfill, completed an
evaluation of the landfill, which consisted of:
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A review of the current program / facilities with county staff,
A review of the remaining capacity and expansion potential of the landfill, and
The modeling of several long-term options.
In December 2013, upon completion of the evaluation / study, Smith-Gardner made several
recommendations, including:
“Given the capital expenses involved with closure of the landfill, it appears that the
continued operation and expansion of the C&D Landfill is in the County’s best
interest so long as revenue is increased. Thus, the expansion potential of the landfill
should be considered in the next few years.”
Ms. Joan Smyth, P. G. explained that Smith-Gardner recommended Martin County pursue
maximizing the capacity of the C&D landfill within the previously approved landfill footprint
(7.0 acres), as part of a routine solid waste permitting effort. The full expansion would provide
the County approximately another 51,420 cubic yards of capacity and 12.9 years of life at an
average disposal rate of 4,000 tons per year.
Ms. Smyth stated another state requirement would be for the local board to approve a new
maximum disposal rate at the C&D Landfill. Smith-Gardner took into account various factors
and stated 20,000 tons/year (71 tons/day based on 280 operating days per year) should be
adequate as the anticipated maximum disposal rate.
Comments
Mr. Bill Moore, an Environmental Engineer, and neighboring property owner, expressed concern
for potential issues with the water supply down the road, with the water supply watershed being
two miles from the designated critical areas. Mr. Moore suggested now would be a good
opportunity during the permit renewal process (permit due to expire December 2016) to review
operations and maintenance procedures, past data, etc. for the overall safety of the landfill and
the community. Mr. Moore also suggested the Board request a compliance boundary map.
Ms. Smyth stated the permit renewal process required review of the things mentioned for
compliance with all regulations, as well as safety. Chairman Smith requested that Smith-Gardner
provide a copy of the compliance boundary map.
Town of Bear Grass Mayor Griffin inquired if nothing was done, what was the end life for the
landfill. Smyth replied the landfill was pretty much there.
Commissioner Bond made the MOTION to end the public hearing on the vertical proposed
expansion at the Martin County C&D Landfill, with a SECOND by Vice Chairman Lilley. The
motion was APPROVED unanimously.
Resolution
The Board of Commissioners was asked to approve the continued operations and vertical
expansion of the C&D landfill. With this initiative, Martin County must ensure compliance with
the requirements of Title 15A NCAC 13B .0536 (c)(11).
Commissioner Bowen made the MOTION to approve the resolution (below) for continue
operations and vertical expansion of the Martin County C & D Landfill, with a SECOND by
Commissioner Bond. The motion was APPROVED unanimously.
MARTIN COUNTY LANDFILL FACILITY
RESOLUTION TO APPROVE THE CONTINUED OPERATIONS & EXPANSION
OF THE C&D LANDFILL
BE IT RESOLVED that the Martin County Board of Commissioners hereby grants approval for the
issuance of a solid waste permit by the NC DEQ Division of Waste Management (DWM) for the
continued operations and expansion of the construction and demolition debris (C&D) landfill at the
County’s landfill facility in compliance with North Carolina Solid Waste Management Rules T15A
NCAC 13B .0536(c)(11)(A).
The active C&D landfill is located within the existing landfill facility boundary (approximate 78 acre tract
owned by the County) as shown the attached Figure 1. The Board of Commissioners hereby approves the
following items related to the landfill facility:
1. Service Area:
The landfill facility serves the County of Martin in the State of North Carolina (approximate
population of 24,505 people based on Census 2010 data).
2. Waste Types and Disposal Rates:
The landfill facility will accept construction and demolition debris (C&D) waste for disposal at a
maximum rate of 20,000 tons/year (71 tons/day based on 280 operating days per year).
3. Landfill Capacity:
The landfill facility will provide the following gross capacity (volume of waste plus periodic and
final cover soil) consistent with the contours shown on the attached Figure 2:
Landfill Unit
C & D Landfill
Waste Footprint
7.0 Acres
Gross Capacity
51,420 Cubic Yard
4. Landfill Service Life:
Depending on the actual disposal rates, the C&D landfill is projected to have an approximate
remaining service life of 12.9 (based on an average disposal rate of 4,000 tons/year).
Adopted, this 16th day of November, 2016.
MARTIN COUNTY BOARD OF COMMISSIONERS
_____________________________
Ronnie Smith, Chairman
Attest:
_____________________________
Marion B. Thompson, NCCCC
Clerk to the Board
Public Hearing – Preliminary Assessment Resolution – White Oak Subdivision
Commissioner Ayers made the MOTION to enter the public hearing concerning the Preliminary
Assessment Resolution for the White Oak Subdivision, with a SECOND by Vice Chairman
Lilley. The motion was APPROVED unanimously.
As explained during the October 12, 2016 Board of Commissioners’ meeting, Martin County
received a petition requesting the paving of private roads in the White Oak subdivision (off of
US-17, across from Riverside Middle School), in pursuant of NC General Statute § 153A-205.
The petitioners asked to work with Martin County and the NC Department of Transportation in
order to bring the roads up to state standards and to pave the roads. If this is done, NCDOT
could accept ownership of the roads, as well as the maintenance responsibility. The County
would pay NCDOT for the improvements, and the County would collect the cost (and any
applicable interest charges) from the property owners.
The NC Department of Transportation estimated the cost of paving White Oak Drive, Planter's
Lane and Windy Ridge A to be $175,000.
The petition appeared to be in order, in accordance with regulations, and was made available for
inspection in the office of the County Clerk. The petition had been signed and notarized by 75%
of property owners. It was agreed that Martin County would be paid an assessment of $5,000
PER PARCEL in exchange for the paving work (NC General Statute § 153A-186).
At the October 12, 2016 meeting, the Board of Commissioners approved the preliminary
assessment resolution. If the Board approved the final assessment resolution after this public
hearing, the next steps would be:
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Creation of an Assessment Roll, and a Public Hearing held on the Assessment Roll.
No earlier than 20 days from the date the assessment roll has been confirmed, the County
Tax Collector shall publish once a notice that the roll has been confirmed.
Any portion of an assessment that is not paid within 30 days after the day that notice of
confirmation of the assessment roll has been published shall, until paid, bear interest at a
rate to be fixed in the final assessment resolution (4% per annum).
Comments
Mr. Randy Gardner, a resident of the White Oak Subdivision, spoke in favor of the roads being
paved in the White Oak Subdivision. Mr. Gardner mentioned the damage the deep holes
“ditches” have caused damage to automobiles and how furniture left outside has been ruined by
the dust. Mr. Gardner stated property values would increase with the roads being paved.
Vice Chairman Lilley agreed this would increase property values. Adding, that it was good the
statutes was already in place and the project could move forward.
Chairman Smith commented a lot can be accomplished in a positive way, when people work
together in a positive way.
Commissioner Bowen made the MOTION to end the public hearing concerning the Preliminary
Assessment Resolution for the White Oak Subdivision, with a SECOND by Commissioner
Bond. The motion was APPROVED unanimously.
Final Assessment Resolution
Commissioner Bowen made the MOTION to approve the Final Assessment Resolution for the
White Oak Subdivision as presented below, with a SECOND by Vice Chairman Lilley. The
motion was APPROVED unanimously.
FINAL ASSESSMENT RESOLUTION FOR WHITE OAK SUBDIVISION
WHEREAS, Certain owners of lots and parcels of land in the White Oak Subdivision of Martin
County filed with the County Commissioners a certain Petition for paving of streets in said
subdivision on a participation basis with the NC Department of Transportation.; and
WHEREAS, The Martin County Tax Assessor has certified to the County Commissioners that
said Petition was sufficient in all respects, the same having been duly signed by over seventyfive percent (75%) of the owners of all the lineal feet of frontage of the lands abutting on the
streets or a portion thereof to be approved and the same having been duly signed by over
seventy-five percent (75%) of the owners of the property to be assessed; and
WHEREAS, A Preliminary Assessment Resolution has been adopted by the Martin County
Commissioners on the 12th day of October 2016, and a public hearing thereon was duly held on
the 16th day of November 2016.
NOW, THEREFORE BE IT RESOLVED by the County Commissioners of Martin County,
North Carolina:
1. That those streets known as White Oak Drive, Planters Lane, and Windy Ridge Drive A
located in White Oak Subdivision, said project being located approximately .1 of a mile
South of the intersection of U. S. Highway No.17 with U. S. Highway No. 64 and
approximately 1.4 of a mile South of the city limits of the Town of Williamston, and
located on the East side of U. S. Highway No. 17 in Williamston Township, Martin
County, North Carolina, being more particularly described on plat thereof entitled “Map
Showing White Oak Subdivision Sections I, II, & III”, surveyed and drawn by Randolph
P. Nicholson, R. L. S., dated March 30, 1993, of record in Plat Cabinet B, Slide 373-H, in
the office of the Register of Deeds of Martin County be paved under the participating
plan basis by the North Carolina Department of Transportation, the County of Martin
furnishing the required funds on behalf of the participating property owners.
2. That said property owner’s Petition is on file in the office of the Clerk to the Martin
County Commissioners, Martin County Governmental Center, Williamston, North
Carolina.
3. That said project is located approximately located approximately .1 of a mile South of the
intersection of U. S. Highway No.17 with U. S. Highway No. 64 and approximately 1.4
of a mile South of the city limits of the Town of Williamston, and located on the East
side of U. S. Highway No. 17 in Williamston Township, Martin County, North Carolina,
being more particularly described on plat thereof entitled “Map Showing White Oak
Subdivision Sections I, II, & III”, surveyed and drawn by Randolph P. Nicholson, R. L.
S., dated March 30, 1993, of record in Plat Cabinet B, Slide 373-H, in the office of the
Register of Deeds of Martin County, and being part of the subdivision known and
commonly referred to as the White Oak Subdivision. The project is to pave White Oak
Drive, Planters Lane, and Windy Ridge Drive A, which are presently unpaved and at the
present time are not maintained as State Roads by the North Carolina Department of
Transportation.
4. The proposed basis for making assessments is the number of units abutting on said streets
to be paved at an equal rate per unit. The County Commissioners of Martin County are
advised that the property owners’ participation, which is the part to be financed by the
County and assessed, at the present time according to estimated costs, amounts to $5,000
per unit.
5. The percentage of the cost of the work that is to be specially assessed is one hundred
percent (100%) of the local share of the cost of the paving and improving as defined by
NC G. S. §153A-205. This is the property owners’ participation.
6. The proposed term of payment of the assessment that this Resolution contemplates shall
be payable in cash or, if any property owners so elect and give notice of such election to
the Martin County Commissioners in accordance with NC G. S. §153A-199, such
property owner shall have the option and privilege of paying the assessment in five (5)
equal annual installments, said installments to bear interest at the rate of four percent
(4%) per annum.
In addition to the Final Assessment Resolution, the following resolution was presented to
add these roads to the state maintenance system after they are paved.
WHEREAS, the attached petition has been filed with the Board of County Commissioners of the
County of Martin requesting that the above described roads, the location of which has been
indicated on the attached map, be added to the Secondary Road System; and
WHEREAS, the Board of County Commissioners is of the opinion that the above described
roads should be added to the Secondary Road System, if the roads meets minimum standards and
criteria established by the North Carolina Department of Transportation.
NOW THEREFORE BE IT RESOLVED by the Board of County Commissioners of the County
of Martin that the North Carolina Department of Transportation is hereby requested to review the
above described roads, and to take over the roads for maintenance, if the roads meet established
standards and criteria.
Adopted the _______ day of _________ 2016.
__________________________________
Ronnie Smith, Chairman
Attest:
__________________________________
Marion B. Thompson, NCCCC
Clerk to the Board
OLD BUSINESS
Equipment Needs at the Martin County Landfill
As discussed at the October 12, 2016 Board of Commissioners’ meeting, the Martin County
Landfill staff was having issues with the 2006 Liebherr crawler / excavator, which was
purchased in 2010. The machine was in the shop, due to issues with the undercarriage. While
the estimated worth of the crawler was only about $15,000, another estimate stated it appeared
the crawler would need about $30,000 in repairs (The original quote was about $20,000+). At
that time, Operations Manager Justin Harrison suggested the county may be better served with a
different piece of equipment, specifically, a bulldozer, rather than fixing the crawler.
Operations Manager Harrison gathered information about various options for a bulldozer,
including rental, purchase of a used bulldozer and purchase of a new bulldozer. After the
estimates for each option was reviewed, the Board was asked to provide direction to staff
concerning whether to repair the 2006 Liebherr crawler/excavator or to acquire a bulldozer for
use at the Martin County C &D Landfill.
During the October 12, 2016 meeting, the Board of Commissioners approved a motion to not
repair or invest additional funds in the 2006 Liebherr crawler/excavator, instead proceed with
seeing what options were available on a newer model bulldozer with the lowest amount of usage
hours.
Since the October 12th meeting, Mr. Harrison had received rough estimates for used dozers in the
range of $90-130,000. Operations Manager Harrison stated for about $40,000 more, a new dozer
could be purchased with a 36 month warranty/3,000 hours, if bought using the state contracting
system.
Adding, the used bulldozers would not include a warranty, or a state contract price discount. The
usage hours were usually high, and estimates for used bulldozers with lower usage hours were
only good for a short time because they sold so quickly. Before Board approval could be
obtained at the next meeting, the machines were sold.
After discussing some of the pros and cons of a used dozer versus a new dozer, Vice Chairman
Lilley made the MOTION to buy a new bulldozer for the Martin County Landfill, with a
SECOND by Commissioner Bowen. The motion was APPROVED unanimously.
NEW BUSINESS
Economic Improvement Council Inc Board – Martin County Head Start Program
Representative
On behalf of the Economic Improvement Council, Inc. (EIC), Executive Director Landon
Mason, Sr. requested that the Board of Commissioners appoint Mr. Moses Matthews to the
Economic Improvement Council, Inc., Board, as a Martin County Representative for the Head
Start Program.
The length of time on the Economic Improvement Council, Inc. Board of Directors for the first
term could be from 1 to 5 years. Director Mason recommended a five (5) year term, which
would expire December 31, 2021.
Vice Chairman Lilley recommended the appointment of Mr. Henry Wilson to the EIC Board, as
the Martin County Head Start representative.
Chairman Smith noted both had served on the Martin Community Action Inc Head Start Board,
as a member and as a chairman.
After further discussion, Chairman Smith suggested the appointment be tabled, and asked for a
motion to allow more time to consider the EIC Head Start Board appointment.
Commissioner Bond made the MOTION to table the Economic Improvement Council, Inc Board
appointment for the Martin County Head Start Program Representative until later, with a
SECOND by Commissioner Bowen. The motion was APPROVED unanimously.
Approval of Construction Bid for Martin County Airport Waterline Extension
County Manager Bone stated the approval of the construction bids for the Martin County Airport
Waterline Extension was removed from the October 12, 2016 Board of Commissioners’ agenda
because the bid process was delayed, due to the effects of Hurricane Matthew on contractors.
In May 2016, the Board of Commissioners approved the contract with WK Dickson for
professional engineering and planning services at the Martin County Airport concerning the
water line project. This project was added to the Airport TIP (also in May 2016) as a top priority
and safety measure.
W.K. Dickson & Company would continue to provide general engineering consulting services
for Martin County Airport, as approved by the Board of Commissioners. The Wooten Company,
an engineer subcontractor to W.K. Dickson & Company on this project, would be the designer of
the project and would oversee construction. W.K. Dickson & Company would administer the
airport grant funds and overall project management.
County Manager Bone stated while the installation of a full fire hydrant had been determined not
viable, the project would provide the extension of a 6-inch line and infrastructure for pumper
trucks and firefighting aircraft to fill their tanks. The NC Forest Service planned to utilize aircraft
to fight forest fires across the state. The Forest Service would be able to utilize infrastructure to
fill-up the 500-gallon tank on the aircraft in response to fires in our region, thereby improving
response time and effectiveness.
Plans and specifications for the project had been completed. Additionally, the permit approvals
from both Public Water Supply and NC Department of Transportation had been received.
The total cost of the project was estimated to be $111,046.The project would be funded with
VISION 100 funding, a funding source that helps pay for improvements at the Martin County
Airport. These funds, distributed in accordance with federal standards, provide the primary
funding for airport improvement projects nationwide, and also fund important noise mitigation
issues.
The bid opening for the Martin County Airport Waterline Extension was held October 25, 2016.
Only one (1) bid was received (from Water and Waste, which was overseeing Lakeside Utilities,
the firm performing the Industrial Park Infrastructure Project). The base bid amount was
$88,735.00.
Commissioner Ayers made the MOTION to accept and approve the bid received from Water and
Waste in the amount of $88,735.00 for the Martin County Airport Waterline Extension project,
with a SECOND by Vice Chairman Lilley. The motion was APPROVED unanimously.
911 Grant Contract/Agreement Approval
County Manager Bone commented the NC 911 Board awarded a grant of $4,315,437 to Martin
County to fund the construction of a new Martin County 9-1-1 Communications Center (also
referred to as PSAP or “Public Safety Answering Point”) building, which would also serve as a
back-up and training facility for Bertie County Communications. The grant also would provide
funding for the procurement and installation of Next Generation 9-1-1 technologies that would
ensure 9-1-1 is meeting the needs of all its citizens.
County Manager Bone stated since the original grant application and award, Pasquotank County
officials have also communicated an interest in participating in the regional PSAP. These
conversations were ongoing.
The grant award would involve the relocation of the Martin County 9-1-1 Communications
Center to a county-owned site at 1560 Prison Camp Road. As aforementioned, the new 9-1-1
Center in Martin County would also be the back-up and training facility for Bertie County (and
possibly Pasquotank County). The current Martin County 9-1-1 Communications Center would
be maintained as a back-up facility for Martin County.
The grant application requested $5,753,916.58. The 911 Board approved a grant of $4,315,437.
The Martin County Board of Commissioners approved the acceptance of the grant on September
14, 2016.
Commissioner Bowen made the MOTION to approve the grant agreement (entered into these
minutes by reference “2016 Regional PSAP Agreement between Martin County and the North
Carolina 911 Board”), with a SECOND by Commissioner Bond. The motion was APPROVED
unanimously.
Amendment to Inter-local Agreement with Bertie County Concerning the Martin County
Regional PSAP
County Manager Bone recalled the inter-local agreement between Martin County and Bertie
County for the new Martin County 9-1-1 Communications Center was adopted in its original form
by the Martin County Board of Commissioners on May 18, 2016 and by the Bertie County Board
of Commissioners on May 23, 2016.
The NC 911 Board approved a grant of $4,315,437 for this project at its August 26, 2016
meeting. The NC 911 Board also placed certain conditions on the grant; namely, a 10-year
clawback provision, if Bertie County terminates the inter-local agreement.
County Manager Bone stated the amendment to the inter-local agreement would acknowledge
this requirement. It included an increase in the original term of the agreement from five years to
ten years. Additionally, the following language was included:
“…Martin County assumes all risks in regards to the 10-year clawback provision required
by the 911 Board. “
The Board of Commissioners was asked to approve the amendment to the inter-local agreement.
The Bertie County Commissioners approved the amendment at their November 7, 2016 meeting.
Commissioner Bond made the MOTION to approve the amended ILA with Bertie County as
presented below, with a SECOND by Vice Chairman Lilley. The motion was APPROVED
unanimously.
INTER-LOCAL AGREEMENT
MARTIN COUNTY REGIONAL
PUBLIC SAFETY ANSWERING POINT (PSAP)
Original – executed May 23, 2016
Amended – _________________
This Agreement, effective as of ____________, 2016, made and first entered into by and
among the undersigned governmental jurisdictions to include the County of Martin and the
County of Bertie.
WHEREAS, in December 2015, the Martin County Board of Commissioners approved a
resolution authorizing a joint application for a back-up 911 Center with Bertie County; and
WHEREAS, in January 2016, the Bertie County Board of Commissioners approved a
similar resolution; and
WHERAS, This proposal would include:
 The relocation of the Martin County Public Safety Answering Point (PSAP) facility;
 The new facility would be a back-up facility for Bertie County; and
 The current Martin County Public Safety Answering Point (PSAP) facility would be
maintained as a back-up facility for the new Martin County 911 Public Safety Answering
Point (PSAP) facility.
WHEREAS, Martin and Bertie Counties jointly funding a feasibility study to support this
application; and
WHEREAS, Mission Critical Partners was the chosen consultant to conduct the feasibility
study; and
WHEREAS, the feasibility study was completed in April 2016 and the study found that a
regional backup Public Safety Answering Point (PSAP) facility would benefit the citizens of
both Bertie and Martin Counties; and
WHEREAS, this inter-local agreement was adopted in its original form by the Martin
County Board of Commissioners on May 18, 2016 and by the Bertie County Board of
Commissioners on May 23, 2016; and
WHEREAS, Martin County submitted a grant application for the regional PSAP to the NC
911 Board in June of 2016; and
WHEREAS, the NC 911 Board approved a grant of $4,315,437 for this project at its August
26, 2016 meeting; and
WHEREAS, the NC 911 Board placed certain conditions on the grant; namely, a 10-year
clawback provision if Bertie County terminates the inter-local agreement; and
WHEREAS, the undersigned governmental jurisdictions wish to agree to the establishment
and maintenance of a regional Public Safety Answering Point (PSAP), to be hereafter known as
“Martin County Regional PSAP"; and
WHEREAS, the establishment of such PSAP will provide improved police, fire and
emergency medical service communications within the boundaries of Martin County and provide
state-of-the-art back-up police, fire and emergency medical service communications for Bertie
County, together with such other jurisdictions as may hereafter contract with the undersigned for
back-up communications facilities; and
WHEREAS, the establishment and maintenance of such PSAP will be of substantial benefit
to the citizens of the undersigned governmental jurisdictions and the public in general;
NOW THEREFORE, as an exercise of the police power and authority granted by the
Constitution and laws of the State of North Carolina, and in consideration of the mutual terms,
covenants and conditions set forth herein, it is hereby agreed and covenanted among the
undersigned as follows:
1.0
PURPOSE:
This Intergovernmental Agreement to establish the Martin County Regional PSAP contains the
following organizational objectives:
1.1
To promote the health, safety and general welfare of the citizens throughout Martin and
Bertie Counties. To that end, the parties wish to continually improve procedural efficiency and
technical capabilities of emergency call-taking, emergency call processing, and all emergency
response communications.
1.2
To design and build a facility with a “last building standing” mindset.
1.3
To include redundant and diverse systems to maximize fault-tolerance and resiliency.
1.4
To help prepare the organizations for Next Generation 9-1-1 technologies.
1.5
To provide a new, state-of-the-art facility for Martin County.
1.6
To provide a state-of-the-art facility as a back-up facility for Bertie County.
2.0
DEFINITIONS:
As used in this Agreement the following words and phrases shall have the meanings indicated
unless the context clearly requires otherwise:
2.1
"PSAP" (Public Safety Answering Point) shall mean the facility housing the equipment
and personnel that provide 9-1-1 call answering, processing and dispatching services.
2.2
"9-1-1 Services" shall mean those services and equipment to answer 9-1-1 calls on a 24hours-per-day basis.
2.3
“Other Services” shall mean services related to emergency service or jurisdictional
communications provision, such as administrative call-taking.
.
2.4
"E9-1-1" (Enhanced 9-1-1) shall mean the emergency communications system which
connects the public to emergency response.
2.5
"Participants" shall mean the parties to this Agreement and such other entities as become
parties in the future.
2.6
“Martin County Regional PSAP " shall mean collectively the parties to this Agreement in
their capacity as providers and/or receivers of 9-1-1 services; or, as the context may require, the
system of providing such services; or the facility housing the countywide 9-1-1 operations.
3.0
MARTIN COUNTY COMMUNICATIONS:
The parties agree that Martin County, through operational funding as established in Section 9,
will maintain a Communications Department, which will operate the Martin County Regional
PSAP. Martin County will provide the backbone structure to provide important and necessary
services such as facilities maintenance, budget/finance, legal, risk management and procurement.
The Martin County Telecommunications Manager and all employees of the Martin County
Regional PSAP will be Martin County employees, subject to all Martin County personnel
policies and procedures.
4.0
PROGRAMMING AND CONSTRUCTION OF FACILITY:
Martin County and Bertie County will pursue a grant from the NC 911 Board for the
construction and equipment of the facility. Martin County will be the primary applicant. Other
uses of the land and the building to be used for the Martin County Regional PSAP may also be
considered. Construction or renovation of the Regional PSAP and other related capital costs not
covered by 9-1-1 grant / fees will be based upon appropriations made at the discretion of the
Martin County Board of Commissioners.
The Martin County Regional PSAP will include at least the following: (1) dispatch area, (2)
Director and supervisor administrative offices, technology specialist offices, clerical office
space, (3) radio/recording/CAD/9-1-1 technology equipment rooms, (4) storage for inventory,
supplies and records, (5) locker room, (6) bathroom/shower facilities, (7) kitchen, (8)
lunch/break room, (9) training area, and (10) multi-purpose classroom/conference room.
Martin County agrees that the existing Communications Centers or other suitable facilities will
be available as a backup center in the event that the Martin County Regional PSAP employees
must evacuate the primary Martin County Regional PSAP. This will not preclude Martin County
from utilizing this space for other purposes, with the understanding that the space must be
secured, maintained, accessible and activated as needed under the primary purpose and use as the
Martin County Regional PSAP’s alternate/back-up/overflow site. This site may also be used for
dispatch training purposes.
5.0
FUNDING:
5.1
Capital: Capital costs will include start-up costs associated with building & equipping
Martin County Regional PSAP, to include such things as land acquisition, programming,
designing and constructing the facility, computer Aided Dispatch (CAD) for multi-jurisdictional
use, dispatch Center furnishings & equipment not funded through 9-1-1 surcharge, in-building
circuitry, grounding, HVAC (heating ventilation and air conditioning), electrical, cable
pathways, cabling for radio, CAD, 9-1-1 equipment (CPE), local area network (LAN) and future
networks, systems networking & connection needs (911 & other phone lines, radio, CAD, NCIC)
to Martin County Regional PSAP, with built-in redundancy.
Martin County and Bertie County will pursue a grant from the NC 911 Board for the
construction and equipment of the facility. Martin County will be the primary applicant.
Martin County will provide additional funding for Capital costs as authorized by Martin County
Board of Commissioners.
5.2
Operational: Martin County will be fully responsible for the operational cost of the
Martin County Regional PSAP. An average operational daily cost (to include utility and facility
maintenance costs) will be determined annually by Martin County. This will be determined by
September 1st of each year for the prior July 1st – June 30th fiscal year. In the event that Bertie
County utilizes the Martin County Regional PSAP for back-up services, training or any other
use, Bertie County will reimburse Martin County for 50% of the average daily operational costs
(to include utility and facility maintenance costs) for each day (or portion thereof) that Bertie
County uses the Martin County Regional PSAP. For the first year of operation, $50 will be used
as the “average operational daily cost”.
6.0
EQUIPMENT:
Equipment and furnishings for the PSAP shall be purchased in Martin County’s name and be the
property of Martin County. The purchase and maintenance of all equipment necessary to receive
calls, radio transmissions, and data at the locations (or vehicles) of participating jurisdictions will
be the responsibility of the jurisdictions. The parties may engage in cooperative purchasing
activities, including but not limited to use of North Carolina State Contracts.
Martin County and the participating jurisdictions will cooperate together and with local, state and
federal agencies in order to maximize interoperability and economies of scale, grant-funding, and
other means to reduce costs for equipment and operations. The Martin County and Bertie
County Telecommunications Managers will develop uniform standards for a multi-jurisdictional
Computer Aided Dispatch (CAD) system with expandable ports for multiple interfaces such as
Records Management System (RMS), Fire Reporting, EMS Reporting and message switching
for MDTs or other data-sharing interfaces. Each jurisdiction will be responsible for purchasing
and maintaining its own records/data management module and related CAD interface. Access to
internal CAD information via the internet may also be an option, and will be funded by each
participating jurisdiction. All participating jurisdictions, including those jurisdictions electing
not to purchase separate modules and interfaces, will have access to their jurisdiction’s call
counts and calls for service CAD data upon request to the Center.
7.0
DURATION OF AGREEMENT - WITHDRAWAL:
The initial duration of this Agreement shall be for a period of ten (10) years from the date hereof
and thereafter shall be automatically extended for consecutive two (2) year periods unless
terminated by the parties. In the event that any party desires to withdraw from this Agreement,
said party must give 12 months’ advance written notice to the other parties, and the withdrawal
shall take effect only as of the beginning of the succeeding fiscal year of the County, unless
otherwise agreed between the parties. (By way of example and not in limitation, if notice is
delivered later than the end of business June 30 of a given year, the Agreement shall continue
until the end of the following fiscal year. Notice delivered June 30, 2017, equals withdrawal
June 30, 2018. Notice given July 1, 2017, or later, equals withdrawal June 30, 2019.)
Additionally, Martin County assumes all risks in regards to the 10-year clawback provision
required by the 911 Board.
8.0
ADMISSION OF NEW JURISDICTIONS:
Additional jurisdictions may become participants by written addendum to this Agreement, with
the approval of the majority of participating governing bodies, with terms and conditions as
agreed upon.
9.0
MEDIATION:
Any controversy between the members with regard to the application or interpretation of this
may be submitted for mediation. Upon failure of mediation, each party reserves all rights and
remedies otherwise available under North Carolina law.
10.0 RESPONSIBILITY FOR LOSS:
Each participating jurisdiction agrees to be responsible and assume the risk of liability for its
own wrongful and/or negligent acts or omissions, or those of its officers, agents, or employees to
the extent that liability exists.
11.0 SEVERABILITY:
Should any part of the Agreement be determined by a court of competent jurisdiction to be
invalid, illegal or against public policy, said offending section shall be void and of no effect, and
shall not render any other section herein, nor this Agreement as a whole, invalid. Those rights
and obligations under this Agreement, which by their nature should survive, shall remain in
effect after termination, suspension or expiration hereof.
12.0 EXECUTION:
This Agreement, or amendments hereto, shall be executed on behalf of each participating
jurisdiction by its duly authorized representative and pursuant to an appropriate motion,
resolution or ordinance of each participating jurisdiction. This Agreement, or any amendment
thereto, shall be deemed adopted upon the date of execution by the last so authorized
representative.
13.0 SIGNATURES:
Each party to this Agreement shall sign a signature page to constitute valid execution.
14.0 ENTIRE AGREEMENT:
This document encompasses the entire Agreement of the members. No understanding or
amendment, addendum, or addition to this Agreement shall be effective unless made in writing
and signed by all members.
___________________________________
John Trent, Chairman
Bertie County Board of Commissioners
Attest:
________________________________
Bertie County Clerk to the Board
___________________________________
Ronnie Smith, Chairman
Martin County Board of Commissioners
Attest:
_________________________________
Martin County Clerk to the Board
Budget Amendments
Budget Amendments #7
County Manager Bone stated Budget Amendment #7 would appropriate the funds collected from
the unauthorized substance tax, an excise tax imposed on controlled substances (marijuana,
cocaine etc…), illicit spirituous liquor (“moonshine”), mash, and illicit mixed beverages (G.S.
105-113.106), to be used by the Sheriff’s Office. The State Unauthorized Substances Act does
not place specific spending restrictions on the use of these proceeds shared with law enforcement
agencies. Martin County accounts for these funds in a special revenue fund.
BUDGET ORDINANCE AMENDMENT-7
BE IT ORDAINED by the Board of Commissioners of Martin County, North Carolina,
that the following amendments be made to the annual budget ordinance for the fiscal year ending
June 30, 2017.
Section 1. To amend the Controlled Substance Tax Dist Fund, the expenditures are to be
changed as follows.
Increase
Decrease
Public Safety
Controlled Substance Tax
$ 39,000
This will result in an increase of $39,000 in the expenditures of the Controlled Substance Tax
Distribution Fund. To provide an increase in the revenues for the above, the following revenues
will be changed.
Increase
Fund Balance
Controlled Substance Tax
$ 25,000
$ 14,000
Section 2. Copies of this budget amendment shall be furnished to the Clerk to the
Governing Board and to the Finance Officer for their direction.
Motioned by Vice Chairman Lilley and SECONDED by Commissioner Ayers to adopt
the above budget ordinance amendment this 16th day of November, 2016. The motion was
APPROVED unanimously.
Budget Amendments #8
County Manager Bone explained the Bureau of Justice Assistance awarded the Martin County
Sheriff’s Office $2,415, under the 2016 Bulletproof Vest Partnership. The award may be used
for eight National Institute of Justice compliant armored vests. Budget Amendment #8 would
acknowledge this award.
BUDGET ORDINANCE AMENDMENT-8
BE IT ORDAINED by the Board of Commissioners of Martin County, North Carolina,
that the following amendments be made to the annual budget ordinance for the fiscal year ending
June 30, 2017.
Section 1. To amend the General Fund, the expenditures are to be changed as follows.
Increase
Public Safety
Sheriff
Decrease
$ 2,415
This will result in an increase of $2,415 in the expenditures of the General Fund. To provide an
increase in the revenues for the above, the following revenues will be changed.
Restricted Intergovernmental
$ 2,415
Section 2. Copies of this budget amendment shall be furnished to the Clerk to the
Governing Board and to the Finance Officer for their direction.
Motioned by Commissioner Bond and SECONDED by Commissioner Bowen to adopt
the above budget ordinance amendment this 16th day of November 2016. The motion was
APPROVED unanimously.
Budget Amendments #9
County Manager bone stated the airport water line extension project will be funded with Vision
100 grants. These funds, which are doled out in accordance with federal standards, are the
primary funding sources for airport improvement projects nationwide. A 10% local match is
required for these funds.
Vision 100 funds from 2013 and 2014 would be used for this project. The match for this project
has been included in the general fund budget for the current year.
BUDGET ORDINANCE AMENDMENT- 9
BE IT ORDAINED by the Board of Commissioners of Martin County, North Carolina,
that the following amendments be made to the Airport Project ordinance for the fiscal year
ending June 30, 2017
Section 1. To amend the Airport Project Fund, the expenditures are to be changed as
follows.
Increase
Decrease
Transportation
Vision 100 33.14.1
$ 166,667
This will result in an increase of $166,667 in the expenditures of the Airport Project
Fund. To provide for an increase in revenue for the above, the following revenues will be
changed.
Intergovernmental Revenues $ 150,000
Transfer from General Fund
$ 16,667
Section 2. Copies of this budget amendment shall be furnished to the Clerk to the
Governing Board and to the Finance Officer for their direction.
MOTIONED by Commissioner Bowen and SECONDED by Commissioner Ayers to
adopt the above budget ordinance amendment this 16th day of November, 2016.
BOARD REPORTS / COMMISSIONERS’ COMMENTS – None
ADJOURNMENT
With no further business to discuss, Commissioner Bowen made the MOTION to adjourn at 9:22
p.m., with a SECOND by Vice Chairman Lilley. The motion was unanimously APPROVED.
The next regular meeting of the Martin County Board of Commissioners was scheduled for
Monday, December 5, 2016 at 9:00 a.m. in the Board Room of the Martin County Governmental
Center, 305 East Main Street, Williamston, North Carolina.
_____________________________
Ronnie Smith, Chairman
____________________________
Marion B. Thompson, NCCCC
Clerk to the Board