GIS Update

    Mid-Year Financial Report

    Ralph Capps Recognition

    TRACTOR Update

    Environmental Health Fee Schedule

    Mitchell County DAV Chapter 58

    Voting Delegate Designation

    Don Waldroup

    Lynn Allinger

    Review Officer

    Mitchell County Joint Community Advisory Committee

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Mitchell County Commissioners
Minutes, Regular Session
January 7, 2013


The Mitchell County Board of Commissioners met in Regular Session on January 7, 2013, at 4:00 p.m. in the Commissioner’s Conference Room, Administration Building, Bakersville, NC. Those present for the meeting were: Bill Slagle, Chairman; Joe Street, Vice-Chairman; Ken Hollifield, Member; Keith Holtsclaw, Member; Rickey McKinney, Member; Charles Vines, County Manager and Kathy Young, Clerk to the Board. Also present were: Mavis Parsley, Finance Officer; Hal Harrison, County Attorney and Corey Hoilman Reporter with the Mitchell-News Journal.

  1. CALL TO ORDER – Chairman Slagle called the meeting to order at 4:00 p.m.


    1. GIS Update – Kent Rothrock provided the Board with an update on Mitchell County’s GIS project (a copy is hereby attached and becomes a part of the minutes).
    2. Mid-Year Financial Report – Finance Officer Parsley gave the following Mid-Year Financial Report.

      Mitchell County Finance Office Mid-Year Report 12/31/12

      Revenues are currently at 56.19% of annual budget of $17,142,936.00. It is normal to be above 50% at mid-year due to the timing of tax collections being the greatest during December and early January.

      Property Tax:
      The current collection rate is 80.12% vs. 77.16% last mid year. The collection rate increase is partly due to TMA (Tax Management Association) discovery and collections of $28,110.71 so far this year. According to their current contract with us, they will be billing us for 30%, $8,433.22, of the collected amount. The current budget reflected anticipated TMA cost at $8,100.00 so we will need an adjustment in June before close of the budget year as I am certain they will have additional discoveries/collections. With a percentage contract it is difficult to budget the cost so the need for adjustments will always be there.

      On the down side, property tax cost is currently tracking much higher than budget estimates. This includes cost, advertising, & releases. Again, this is always difficult to estimate, but I do feel as if the additional discoveries/collections will offset any additional cost.

      Sales Tax
      The first 5 months of sales tax revenues reflect a decrease of $74,838.00 vs. same period last year; however; the 2012-2013 budget was based on more conservative revenues and we are only currently short of budget by $17,681.00. Hopefully, with 7 more months of revenues yet to come, we will meet our projected sales tax budget.

      Other Revenues
      While other revenues make up only a small portion of the budget, they seem to be on target with the exception of Excise Tax, which has already reached 100% mid-year. This is due to several transactions made the past 2 months by one company. The total Excise Tax was $31,592.00 of which half goes to the State and Mitchell County retains half.

      Expenses are also right on target of annual budget at 48.17%. Please remember that some departments will be greater than this due to the timing of invoices, not all departments cost are equal throughout the budget year. Some departments such as Administration and the IT Department incur most of their cost early in the budget while other departments have more fixed monthly cost. Since it is too early to project some cost such as winter heating/fuel oil, I am only going to highlight areas that I see that may need attention before year end.

      Unemployment cost has doubled this year to $30,080.00 over last year. This is hard to predict, however, with the claims we have already experienced this year we will need to increase this in next year’s budget. We are currently $15,000.00 short in this year’s budget.

      We recently had a worker’s comp audit and are waiting to see the final adjustment as a result of several employee reclassifications. Kathy was able to appeal some of the changes and reduce the final additional cost to about $7,000.00. We have not received the final invoice on this adjustment as of mid-year. Again, this is one area that will need to be increased next year due to the new classifications primarily on Social Service and CAP workers.

      Administration’s total budget of $418,851.00 is mostly comprised of annual insurance (property/liability, worker’s comp, unemployment, & retiree) cost of $301,534.00. Most of these cost are incurred at the beginning of each budget year. With that being said, I am still hopeful that the $22,000.00 overage can still be covered by the current Administration budget by year-end.

      Information & Technology:
      A new cost needs to be added to this department – Election Systems & Software annual support. This is the first year for this cost, it was previously a service covered under the purchase agreement and that period of time has ended. This cost will be $15,709.00 annually beginning this budget year. I failed to include this cost when completing the budget process so I will need to include this in a future budget amendment. I have created a new line item for this expense and the invoice has been paid so our elections equipment was and still is covered without lapse. Again, I totally failed to pick up this new expense, but it will need to be included as well in next year’s budget.

      Due to upcoming legal issues, this area of the budget may need to be adjusted again prior to year-end. It is currently at 54.72%.

      The elections department is currently at 64.60% of budget. The largest expenses for this department were in the first half of the year with the run-off election and the November election. The cost of the November election did come in slightly over the estimates and more than the previous presidential elections. This was primarily due to an increase in advertising, data processing, and election worker cost. Amy was just notified late Friday afternoon that the State has finally decided that they will reimburse the counties for the coding of the election ballots for both the July run-off and the November election. They had first said that no funds would be available. Once the amount that Mitchell County will receive is known, I will include it on a future budget amendment. I do feel like this department will be able to manage the rest of the year with their current budget but we will need to look at these increase cost when budgeting future elections.

      Maintenance/Public Buildings
      Even though this department is currently at 49.43% ytd, I am concerned about any future building maintenance for remainder of this year. Currently, there is only $2,245.00 left in repairs to buildings. One building maintenance issue could deplete these funds quickly. This is primarily due to $15,060.00 that has been spent on the Courthouse facility alone this year. Again, this seems to be an ongoing issue and will need to be addressed in future budgets. This department also handles the majority of the heating fuel/winter cost issues so I am hopeful that we continue to have a mild winter and will be able to stay within budget.

      Housing & food for the first 5 months is at 51.32%. Based on the current monthly cost, I do anticipate needing to adjust this year’s budget an additional $75,000.00. This will be an ongoing expense that will need to be increased in next year’s budget also.

      As with all Mitchell County Budget’s that I have worked with, this one is no different. It is very conservative without a large contingency fund to pull from. At this point in the budget, any shortfalls in revenues or overages in expenditures would have to come from our current fund balance.

      I do plan on submitting a small budget amendment at the March 4th meeting for your approval. I will need to do additions for a couple of grants; one for an upcoming multi-county emergency management training exercise (we are still awaiting final paperwork) and an additional donation for the TRACTOR program. The TRACTOR program additional funding of $10,000.00 will be used to purchase a refrigeration vehicle. Both of these will be pass -thru funds with no county match required.

    3. DSS Security Update – Paula Holtsclaw, DSS Director discussed her concerns about the DSS Building not being 100% secure. Chairman Slagle gave County Manager Vines and DSS Director Holtsclaw fourteen – twenty-one days to work on possible solutions for the security issues at DSS. He stated if necessary the Board would hold a special meeting to discuss their findings. Chairman Slagle requested they check with adjoining counties to see what they are doing and include it in their report.

      The Board recessed 5:40 p.m. and reconvened at 6:00 p.m.

  3. INVOCATION – County Attorney Harrison gave the invocation.

  4. PLEDGE OF ALLEGIANCE – County Manager Vines led the Pledge of Allegiance.

  5. ADDITIONS OR CHANGES TO THE AGENDA – Commissioner Hollifield moved to remove Item 9. A. Ralph Capps Recognition from the agenda. Commissioner Street seconded the motion and it carried unanimously.

  6. ADOPTION OF AGENDA – Commission Street moved to adopt the agenda with the approved changes. Commissioner Hollifield seconded the motion and it carried unanimously.

  7. APPROVAL OF MINUTES - Commissioner Holtsclaw moved to approve the Minutes for December 3, 2012. Commissioner Street seconded the motion and it carried unanimously.

  8. PUBLIC COMMENTS/BOARD COMMENTS - Garland Honeycutt presented the Board with a Resolution on Prayer for the Mitchell County Board of Commissioners (a copy of the Resolution is hereby attached and becomes a part of the minutes).

    Chairman Slagle stated that as long as he was Chairman the Resolution would be displayed in the Commissioner’s Conference Room.


  10. Ralph Capps Recognition – Removed from the Agenda.
  11. TRACTOR Project Update – Jeff Vance provided the Board with the following update on the TRACTOR project:

    TRACTOR Update January 2013

    TRACTOR (Toe River Aggregation Center Training Organization Regional, Inc.) is a partnership between Yancey and Mitchell Counties, led by Yancey and Mitchell County Extension. Additional partners include: the Yancey and Mitchell County EDCs, Mayland Community College, ASAP, the Town of Burnsville, and multiple foundations, including the Tobacco Trust Commission, the Z. Smith Reynolds Foundation, the Yancey and Mitchell County Foundations and more. A Detailed list of donors is attached. TRACTOR is a produce aggregation and training organization designed to help the small farms in the two counties (and region) access larger wholesalers.

    TRACTOR provides a large pool of shared use equipment to help producers increase production or save on labor cost. It has three separate refrigeration areas (480sq ft. total) to handle a variety of produce post harvest, and two sort, pack and wash lines. TRACTOR is based on two feasibility studies conducted in 2010-2012 by David Harper, and Smithson Mills (copies available). To help sustain TRACTOR, a 20% marketing fee is charged for marketing and handling produce. The study projected that TRACTOR would handle $200,000 to $300,000 in three to five years. Extension believes these estimates could be low based on the immediate response.

    TRACTOR hired a director August 20th, 2012 and began operation in September 2012. To date, $7000 in produce has been moved through TRACTOR. Thirty-four growers have signed up, and interest continues to grow among farmers in the two counties. TRACTOR anticipates having fifty plus growers heading into the 2013 season. Current (confirmed) markets include fourteen Ingles Stores, two Lowes Food stores; three Sav-Mor stores, and both Ingles and MDI warehouses are willing to buy any and all additional produce. Two restaurants have committed to buying produce through TRACTOR, and a modified CSA for Mitchell and Yancey County has begun on a small scale. A website is being constructed to help with direct consumer sales. The Website should be functional by June 2013.

    TRACTOR is currently assembling a list of produce wanted by our markets and will be working with our growers to increase their production. Extension is working hard to provide crop production and GAPS training for our growers to meet the increase demand of produce.

    Yancey & Mitchell County Extension TRACTOR Update

    Partners In Feasibility Study

    • Yancey County EDC $5000
    • Yancey County Cooperative Extension $5000
    • Mayland College Small Business Center $1000
    • Carolina Farm Credit Yancey County $750
    • Yancey County Extension and Community Association $500
    • Yancey County Farm Bureau $500
    • 5 Individuals $550
    • NCSU Agricultural Foundation $1500
    • Mitchell County Cooperative Extension $5200
    • Z. Smith Reynolds $10,000

    Total Study: $30,000

    Grants/Funds Acquired
      • $68,500, NC Specialty Crop Block Grant. ($30,000 refrigeration, $15,000 for wash & grading line, $10,000 professional services, $8,500 supplies)
      • $10,000 from STEP (Small Town Economic Prosperity)-Town of Burnsville, NC Rural Center, for packing supplies, equipment
      • $116,800 Yancey County funds for lease, utilities, and renovation over three years (2011, 2012, 2013)
      • $25,000 from Yancey Foundation, Mitchell Foundation, and the Community Foundation of Western North Carolina for shared use farm equipment to help farmers increase production
      • $50,000 Z. Smith Reynolds for a Director
      • $10,000 In-kind value of cooler panels from Mayland Community College
      • $1,500 Yancey EDC, for bridge capital
      • $1,500 Burnsville Development Group for computer, software, printers
      • $4,400 Individual via CFWNC, building improvements to meet GAP standards
      • $30,000 Tobacco Trust Fund Commission for refrigerator truck
      • $5,000 ASAP for cost share marketing
      • $3000 Yancey County Extension, bridge capital, supplies
      • $1000 Mayland Community College Small Business Software, consulting fees (Quicken/Microsoft Office via college).
      • $5000 Ingles in-kind icemaker, bin, ice
      • $5750, Toe River Health District, Eat Smart Move More Community Support Grant, farmers GAP cost share, TRACTOR bags
      • $10,000 Individual via CFWNC, for truck

        Total: $337,450 Building/equipment

        Total Study $30,000 study

        Grand Total $367,450


        TVA Settlement Funds: $50,000 for refrigerated truck, poly planter, drip line, plastic mulch, building fan
        Creating New Economies Fund (CNEF): $15,000 for composting funds, shared use equipment, drip line, and plastic mulch


        1. Environmental Health Fee Schedule – Allen Hughes from Toe River Health District reviewed the Environmental Health Fee Schedule. Commissioner Holtsclaw moved to approve the Environmental Health Fee Schedule (a copy is hereby attached and becomes a part of the minutes). Commissioner Street seconded the motion and it carried unanimously.

        2. Mitchell County DAV Chapter 58 Proposal – Commissioner Hollifield moved to approve the Veteran Courthouse Monument Project in the amount $10,170 for this project and they are to submit invoices to Mitchell County for payment (a copy of the proposal is hereby attached and becomes a part of the minutes). Commissioner McKinney seconded the motion and it carried unanimously.

        3. Voting Delegate Designation Form – Commissioner Holtslcaw moved to appoint County Manager Vines as the Voting Delegate for Mitchell County. Commissioner Hollifield seconded the motion and it carried unanimously.

        4. Don Waldroup – Late Application – No action was taken on this item. This item will be placed on the agenda for February.

        5. Lynn Allinger – Tax Appeal – Commissioner Street moved to approve the penalty release of $249.63 on parcel 0862-00-93-3275 (a copy of the request is hereby attached and becomes a part of the minutes). Commissioner Hollifield seconded the motion and it carried unanimously.


        1. Resolution for Review Officer

        2. Re-Appointment of Deborah Dellinger and Bill Wilson to the Mitchell County Joint Community Advisory Committee

        3. Releases/Refunds/Discoveries
          Commissioner Hollifield moved to approve the Consent Agenda (a copy of the Consent Agenda Items are hereby attached and become a part of the minutes). Commissioner Street seconded the motion and it carried unanimously.

      • COUNTY MANAGER’S REPORT – County Manager Vines stated he had started the budget process and was working on costs for a jail. He informed the Board that he and Commissioner Holtsclaw had met with Memorial Mission concerning the EMS contract.

      • BOARD COMMENTS – Commissioner Holtsclaw stated the Board was looking at consolidating services where possible.

        Commissioner Hollifield stated it was an honor to set with this Board.

        Commissioner Street stated that he and Chairman Slagle had attended the last Tipton Hill Foundation meeting.

        Chairman Slagle informed the Board that he had received the Annual DOT Statement. He stated that Mitch Gillepsie had resigned and his replacement would be made within the next ten days or so.

      • ADJOURNMENT – Commissioner Holtsclaw moved to adjourn the meeting.

        Commissioner Street seconded the motion and it carried unanimously.

        The meeting adjourned at 6:45 p.m.


Bill Slagle, Chairman

Joe Street, Vice-Chairman

Ken Hollifield, Member

Keith Holtsclaw, Member

Rickey McKinney, Member


Kathy Young, NCCCC Clerk to the Board