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SEPTEMBER 4, 2012

AGENDA
Catawba County Board of Commissioners Meeting
Tuesday, September 4, 2012, 9:30 a.m.
Robert E. Hibbitts Meeting Room, 1924 Courthouse
30 North College Avenue, Newton, NC

1. Call to Order.

2. Pledge of Allegiance to the Flag.

3. Invocation.

4. Approval of the minutes from the Board’s Regular Meeting of August 20, 2012.

5. Recognition of Special Guests.

6. Public Comments for Items Not on the Agenda.

7. Presentations:


a. Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting and Popular Annual Financial Reporting Award. Presented to Finance Director Rodney Miller, Assistant Finance Director Jeanne Jarrett and Internal Auditor Kenneth Maynor.


b. Fire Prevention Week Proclamation. Presented to Fire and Rescue Manager Mark Pettit.

8. Appointments.

9. Departmental Reports:


A. Emergency Services:


1. Appropriation of $30,000 in Existing Fund Balance to Bandys Crossroads Volunteer Fire Department. Presented by Emergency Services Director Bryan Blanton.


2. Pyrotechnics Permit Application. Presented by Emergency Services Director Bryan Blanton.


B. Purchasing:


Green Purchasing Policy. Presented by Purchasing Manager Debbie Anderson.


10. Other Items of Business.

11. Attorneys’ Report.

12. Manager’s Report.

13. Adjournment.

PERSONS WITH DISABILITIES: Individuals needing assistance should contact the County Clerk at 828-465-8990 within a reasonable time prior to the meeting. Access to the 1924 Courthouse for individuals with disabilities is at the south side (“A” Street). The elevator is located at the north end of the building. Participation in public meetings is without regard to race, creed, religion, national origin, sex, age, color, or disability.

INFOTALK/INTERNET: The Catawba County Telephone Information System will allow you to use your touch tone telephone to obtain current information on Catawba County 24 hours a day. Information is updated on a regular basis. Dial 465-8468 and INFOTALK will direct your questions with easy to understand instructions. Reach Catawba County on the Internet at http://www.catawbacountync.gov.

CALENDAR:
The next Board of Commissioners Meeting will take place on Monday, September 17, 2012 at 7:00 p.m.


PREVIEW OF COUNTY COMMISSION AGENDA
TUESDAY, SEPTEMBER 4, 2012, 9:30 A.M.
ROBERT E. HIBBITTS MEETING ROOM
1924 COURTHOUSE, NEWTON, N.C.

The Catawba County Board of Commissioners will consider a proposed green purchasing policy, which would seek to make County operations more environmentally friendly by encouraging County departments and contractors to purchase at least 20 percent recycled and environmentally preferred products, when the Board meets at 9:30 a.m. on Tuesday, September 4, 2012, at the 1924 Courthouse at 30 North College Avenue in Newton. The Board will also consider a request from the Bandys Crossroads Volunteer Fire Department to appropriate existing fund balance in the amount of $30,000, to assist the department in securing financing in the amount of $1.2 million for construction of one replacement and one new fire station. Please note the change in the Board’s usual first Monday of the month meeting date, because the first Monday in September is Labor Day.


The Board will consider a request from the Rock Barn Golf and Spa for a pyrotechnics permit for a fireworks display that Rock Barn wishes to have on September 16, 2012, issue a proclamation declaring October 7-13 as Fire Prevention Week in Catawba County, and present to the County’s Finance Department a Certificate of Achievement for Excellence in Financial Reporting and Popular Annual Financial Reporting Award from the Government Finance Officers Association.


PRESENTATIONS
A. The Board will present a Certificate of Achievement for Excellence in Financial Reporting Award and the Popular Annual Financial Reporting Award presented by the Government Finance Officers Association (GFOA) to the County’s Finance Department. The Certificate of Achievement for Excellence in Financial Reporting is the highest form of recognition in the area of governmental accounting and financial reporting, and has been awarded to the County for 30 consecutive years. The award is presented to governmental units that the GFOA says "prepare and publish an easily readable, understandable comprehensive annual financial report covering all funds and financial transactions during the fiscal year." The Popular Annual Financial Reporting Award is presented to local governments that create a report which gives highlights of the County’s fiscal year in a summary format and in a manner judged by peers as outstanding across several criteria.

B. The Board will issue a proclamation recognizing October 7-13, 2012, as Fire Prevention Week, urging Catawba County citizens to protect their homes and families by practicing home fire safety and by having a home fire escape plan in place.

DEPARTMENTAL REPORTS

A. EMERGENCY SERVICES
1. The Board will consider appropriating existing fund balance in the amount of $30,000 for the Bandys Crossroads Volunteer Fire Department. The department has secured financing from BB&T in the amount of $1,200,000 for construction of one replacement and one new fire station. Actual construction costs exceeded the loan amount by $90,000. BB&T provided the department with a line of credit account of up to $100,000 to cover this unexpected expense. The department now has the option of paying off this line of credit or transferring the $90,000 to the original loan. If approved, the department will use the $30,000 in fund balance, combined with $60,000 of funds they currently have available, to pay off the line of credit. By paying this amount now, the department will save interest payments over the life of the loan. Historically, each department has its own fund balance, which is carried from year to year unless the department makes a request to appropriate it. The fund balance is created through tax revenue collections exceeding the projections established by the Budget Department prior to the fiscal year. The department can utilize 90% of its existing fund balance to address major projects such as buildings, building additions, truck replacement and other non-recurring needs such as equipment items. Ten percent of each department’s fund balance is held for unforeseen expenditures during the budget year. Bandys existing fund balance is $66,340. The Board’s Finance and Personnel Subcommittee recommends the appropriation of this fund balance.

2. The Board will consider a request to issue a Pyrotechnics Permit to Rock Barn Golf & Spa. The requested permit is for a fireworks display to be conducted on September 16, 2012, at 3763 Golf Drive in Conover, North Carolina. This display is a part of Volunteer Appreciation Night for the 2012 Greater Hickory Classic at Rock Barn. The display is scheduled to occur at 8:30 p.m. and last approximately 30 minutes. Rock Barn Golf & Spa has contracted with Pyro Shows Inc, which has a valid “Outdoor Pyrotechnics Display Operators Permit” through the North Carolina Department of Insurance’s Office of State Fire Marshal. Based on the application, all statutory requirements have been or will be met. If, at any time, any requirement of the permit is not satisfied, the Fire/Rescue Division will immediately revoke the permit. The Board’s Policy and Public Works Subcommittee recommends the issuance of this permit.

B. PURCHASING
The Board will consider adopting a Green Purchasing Policy. In 2007, the Board approved a Buy Recycled Policy, with the purpose being to promote consideration of environmental impacts when making procurement decisions for goods and services. Since the implementation of the Catawba County Green Initiatives Program in 2009, a significant emphasis has been placed on implementation of “green” environmentally friendly practices countywide.

Building upon the foundation laid in 2007, Catawba County has adopted an organization-wide green purchasing goal to “make County operations more environmentally friendly by encouraging County departments and contractors to purchase at least 20 percent recycled and environmentally preferred products.” Staff is focused on progressing towards this goal as resources allow. The adoption of a revised Buy Recycled Policy – now re-named the Green Purchasing Policy – provides an enhanced framework in which to do this. While the policy intent has not changed since the Board’s original adoption in 2007, specific revisions to this proposed policy include:

• Further definition of what constitutes green purchasing

• Identification of key attributes of green products and services

• Emphasis of the County’s commitment to buy locally sourced green products, when available, as a way of supporting local businesses in expanding into this market space

• Filtering questions to guide staff when identifying green products and determining whether to purchase green versus conventional products (including some language on the need to balance considerations of life cycle costs against product quality and recycled content)

• Third-party certification and labels upon which staff can rely in assisting with identifying green products

• Clarification of responsibilities relating to the Purchasing Manager and the departments served in terms of further delineating who does what.

The Board’s Finance and Personnel Subcommittee recommends approval of this Green Purchasing Policy.

CONTACT: DAVE HARDIN, PUBLIC INFORMATION OFFICER 828-465-8464