BOC Minute May 27 2014
May 27, 2014
1
PERSON COUNTY BOARD OF COMMISSIONERS MAY 27, 2014
MEMBERS PRESENT OTHERS PRESENT
Jimmy B. Clayton Heidi York, County Manager
Kyle W. Puryear
B. Ray Jeffers Brenda B. Reaves, Clerk to the Board
Frances P. Blalock
David Newell, Sr.
The Board of Commissioners for the County of Person, North Carolina, met in
recessed session on Tuesday, May 27, 2014 at 2:00 pm in the Commissioners’ meeting
room in the Person County Office Building for the purpose of a budget work session.
Chairman Clayton called the recessed meeting to order.
County Manager, Heidi York presented the following items for discussion:
Follow-up Information from May 19th work session Heidi York
DSS Funding Carlton Paylor
Person Industries & Recycling Center Funding Becky Clayton
Unified Development Ordinance Sybil Tate
Broadband/Public Safety Communication Towers Sybil Tate
Recap of Adjustments Made to Recommended Budget Amy Wehrenberg
FOLLOW-UP INFORMATION FROM MAY 19TH WORK SESSION:
County Manager, Heidi York provided a memorandum for follow-up information
for the Fiscal Year 2014-2015 budget work session held by the Board on May 19, 2014.
Ms. York highlighted the memo with the Board of Commissioners.
1. Sheriff food service contract: explore whether the Hospital and/or Roxboro
Nursing Facility are interested in providing meals to jail inmates and whether their
rate would be competitive. (Vice Chairman Jeffers)
Both the Roxboro Nursing Center and Person Memorial Hospital were contacted
regarding their potential interest in providing meals at the Detention Center. Ms. York
spoke with Ms. Angela Wallace and Ms. Jill Strickland of Roxboro Nursing Center. The
ladies stated that they did not have the staffing or the resources to provide meals at the
amount and frequency needed. Ms. York explained that the contract may allow for their
expansion of staff and resources but they clearly were not interested in talking further.
Person Memorial Hospital explained that their food services are outsourced to
Sodexo and that they did not have any interest in providing meals to inmates, but they
would also talk with the vendor. They called back and confirmed that they were not
interested in expanding into inmate meals.
May 27, 2014
2
2. School Funding: provide the cost for a 2% increase for all employees (certified
teachers, classified staff and principals). (Vice Chairman Jeffers)
Personnel FY14
Adopted
FY15
Requested
FY15
Recommended
Inc/Dec
from FY14
Adopted
Certified
Teachers
Supplements
$1,215,650 $1,276,433 $1,239,963 $24,313
Classified
Supplements
$0 $146,200 $0 $0
Principal
Supplements
$180,000 $191,000 $180,000 $0
TOTAL $24,313
An additional $196,440 would be needed to fully fund the school’s supplement request.
Personnel Remaining Amount to be Funded
Certified Teachers
Supplements
$36,470
Classified Supplements $146,200
Principal Supplements $13,770
TOTAL $196,440
Ms. York explained the School’s request for operating capital (not eligible for the
Capital Improvement Plan) at $523,100 to which the Manager’s Recommended Budget at
$475,300 reflected one activity bus being funded versus the two requested and the
addition of $40,000 for the Helena emergency access driveway project.
3. Volunteer Fire Departments: bring back the amounts for a 2% increase for all
districts as well as the call volume funding formula that was implemented for
FY14. (Vice Chairman Jeffers)
Ms. York stated the Manager’s Recommended Budget reflected a flat budget for
the Volunteer Fire Departments (VFD) noting the intention to alternate the 2% increase
based on call volume for fire services with the City of Roxboro Fire Department.
The tables below provide options for distributing a 2% increase.
• Table 1 shows the 2% increase distributed evenly to each VFD.
• Table 2 shows the 2% increase distributed by call volume.
• Table 3 shows the 2% increase redistributed based on call volume.
May 27, 2014
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Table 1. 2% Increase distributed evenly to each VFD
FY14 FY15 Rec. 2% increase Total
Allensville $ 43,533 $ 43,533 $ 871 $ 44,404
Ceffo $ 87,046 $ 87,046 $ 1,741 $ 88,787
Hurdle Mills $ 87,073 $ 87,073 $ 1,741 $ 88,815
Moriah $ 86,956 $ 86,956 $ 1,739 $ 88,695
Semora $ 13,958 $ 13,958 $ 279 $ 14,237
Timberlake $ 45,107 $ 45,107 $ 902 $ 46,009
Triple Springs $ 43,551 $ 43,551 $ 871 $ 44,422
Woodsdale $ 43,401 $ 64,826* $ 1,297 $ 66,123
Rescue $ 44,106 $ 44,106 $ 882 $ 44,988
TOTAL $ 494,731 $ 516,156 $ 10,323 $ 526,479
*6 months of funding for an additional station +$21,425 contingent upon state certification
Table 2. 2% Increase distributed based on call volume
VFD FY14 FY15 Rec.
Call
Volume
FY13
% of
total
calls
Amount
of
increase TOTAL
Allensville $ 43,533 $ 43,533 148 6.66% $ 688 $ 44,221
Ceffo $ 87,046 $ 87,046 277 12.47% $ 1,287 $ 88,334
Hurdle
Mills $ 87,073 $ 87,073 307 13.82% $ 1,427 $ 88,500
Moriah $ 86,956 $ 86,956 300 13.51% $ 1,394 $ 88,350
Semora $ 13,958 $ 13,958 54 2.43% $ 251 $ 14,209
Timberlake $ 45,107 $ 45,107 538 24.22% $ 2,501 $ 47,608
Triple
Springs $ 43,551 $ 43,551 181 8.15% $ 841 $ 44,392
Woodsdale $ 43,401 $ 64,826* 153 6.89% $ 711 $ 65,537
Rescue $ 44,106 $ 44,106 263 11.84% $ 1,222 $ 45,328
TOTAL $ 494,731 $ 516,156 2,221 100.00% $ 10,323
$526,479
*6 months of funding for an additional station +$21,425 contingent upon state certification
May 27, 2014
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Table 3. 2% redistributed based on call volume
FY09
Base
Call
Volume
FY13
% of total
calls
Amount of
increase TOTAL Variance FY14
Allensville $42,850 148 6.66% $646 $43,496 $ (36)
Cefo $85,700 277 12.47% $1,210 $86,910 $ (136)
Hurdle Mills $85,700 307 13.82% $1,341 $87,041 $ (32)
Moriah $85,700 300 13.51% $1,310 $87,010 $ 55
Semora $13,680 54 2.43% $236 $13,916 $ (42)
Timberlake $42,850 538 24.22% $2,350 $45,200 $ 93
Triple
Springs $42,850 181 8.15% $791 $43,641 $ 90
Woodsdale $64,275* 153 6.89% $668 $64,943 $ 21,543
Rescue $42,850 263 11.84% $1,149 $43,999 $(107)
TOTAL $485,030 2221 100.00% $9,701 $516,156
*6 months of funding for an additional station +$21,425 contingent upon state certification
4. City Fire Contract: how many trucks does the City operate and what are their
staffing levels? (Commissioner Blalock)
• Station One: 3 FT people, M-F from 8:00 – 5:00; Vehicles: Confined Space
Rescue, Truck and Trailer, Engine One, Rehab Trailer, Fire Investigation
Vehicle
• Station Two: 3 FT people, 24 hrs per day; Vehicles: Ladder One and Engine
Two
• Station Three: 3 FT people, 24 hrs per day.; Vehicles: Engine Three and
Engine Four
Ms. York reported this information is provided by the City’s Chief Torain. The
contract calls for 3 people and an engine from Roxboro on structure fires. Chief Torain
provided that an average have 8-12 people are on scene from Roxboro. The City has a 7-
person Fire Investigation Team, which were recognized as Fire Investigators of the Year
from the state fire organization, and 11-person Firefighter Honor Guard. Also, the City
has a Confined Space Team that provides confine space rescue for most of the industry in
Person County and is the name team for the county when they go into a confine space.
Additional the City has a Smoke House that is staffed with at least 2 people when it goes
into the county and outside the county.
Commissioner Blalock requested the call volume data for the City Fire Dept.
May 27, 2014
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5. Vehicles:
a) Provide make, mileage, vehicles to be rotated and vehicles to be purchased, as
well as the criteria. (Commissioner Newell)
Dept. Old
Vehicle
Mileage New
Vehicle
Cost of
replacement
Sheriff 2000 Ford
Van
106,129 Dodge
Charger
$26,500
Sheriff 2009 Ford
Explorer
93,623 Dodge
Charger
$26,500
Sheriff 2009 Ford
Explorer
99,763 Dodge
Charger
$26,500
Sheriff 2004 Ford
Crown
106,896 Dodge
Charger
$26,500
Sheriff 2006
Dodge
Magnum
94,707 Dodge
Charger
$26,500
Sheriff 2006 Ford
Crown
92,503 Dodge
Charger
$26,500
Sheriff 2006 Ford
Crown
99,451 Dodge
Charger
$26,500
DSS 2004 Ford
Taurus
100,879 4x4 Ford
Explorer
$31,930
EMS 2008
Ambulance
144,459 Dodge/Ford
Amb.
$190,000
Animal
Services
2007 Ford
F-150
105,169 4x4 Ford F-
150
$28,000
P&R (Mayo) 2004 Ford
F-150
123,198 4x4 Ford F-
150
$27,000
PATS (90%
reimburseable)
2006 Ford
Van
152,310 Van $47,925
PATS (90%
reimburseable)
2008 Light
Transit
Vehicle
164,533 Light
Transport
Vehicle
$57,082
TOTAL $567,437
The Vehicle Replacement Policy was provided noting the suggested replacement
criteria as follows:
Vehicle Description Maximum Mileage
Sheriff Patrol/Pursuit Vehicles 90,000
Sheriff Admin Vehicles 100,000
Ambulances 250,000
Trucks/Vans/Utility Vehicles 100,000
Cars – Normal Use 125,000
May 27, 2014
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Commissioner Newell questioned why the ambulance was being recommended
when it did not meet the maximum mileage criteria. Ms. York, Mr. Wes Lail, Emergency
Management Director and Mr. Greg White, EMS Operations Manager explained the
annual rotation program for the ambulances was skipped this fiscal year and the
recommended ambulances were based on mileage and maintenance issues.
Commissioner Puryear suggested extending the maximum mileage criteria for
trucks/vans/utility vehicles to 125,000.
Finance Director, Amy Wehrenberg illustrated the PATS reimbursable costs
shown as revenue in the General Fund revenue budget.
Commissioner Newell asked Ms. Wehrenberg for vehicle maintenance reports for
the last five years. Sheriff Dewey Jones provided maintenance reports for a few of the
Sheriff’s Office fleet for information noting the more mileage, the more maintenance
costs associated.
Ms. York stated the county has a total fleet of 150 vehicles.
Ms. York noted if vehicle replacements are deferred, departments will need to
increase their vehicle maintenance lines as follows (Total $9,500):
• Sheriff (7): $5,000
• Mayo (1): $1,000
• DSS (1): $2,000
• Animal Services (1): $1,500
b) Provide information on efforts to bid out maintenance service of vehicles (Vice
Chairman Jeffers)
In 2012, consolidating vehicle maintenance with a single provider was explored.
Informal requests for interests were made with local garages/repair shops. Most did not
have the capacity to service the county’s fleet of approximately 150 vehicles. They did
not want to displace their current customers. The County explored the idea with the City
of Roxboro and while they were interested in consolidating vehicle maintenance, in order
to accommodate the county fleet, the county would need to build an additional bay and
hire additional staff. This negated any savings to be generated. The County has analyzed
the county’s fleet maintenance costs intensively since 2004 and are currently averaging
around $100,000 per year on maintenance (mostly oil changes and tires). These services
are performed by local garages, whichever can accommodate the needs at the time. The
prices are competitive across all service providers.
Commissioner Newell questioned the average cost of $100,000 noting between
the Sheriff’s Office and the PATS’ budgets $140,000 was budgeted, and a total of
$235,000 in the Recommended Budget. Ms. Wehrenberg and Ms. York explained the
average was based on a five-year report noting factors, such as, hail damage, that are
reimbursable by insurance will often inflate the data on the expenditure side when there is
a revenue.
May 27, 2014
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c) Provide details about the ambulance purchase (Vice Chairman Jeffers)
The request is for a full replacement ambulance—not a remount. A remount was
done just prior to my arrival. Mr. White is requesting to replace EMS -8 and is convinced
he can get a new replacement ambulance in the $190,000 range by going with a Dodge or
Ford chassis versus the Freightliner as has been the practice in the past. A Freightliner
chassis would put the amount well over $200,000 (as evidenced by the most recent
ambulance purchase). While a remount does afford some cost savings, one must consider
that a remount is not a new ambulance; any problems experienced previously with the old
box (e.g. electronics, seals, etc.) are transferred to a new chassis. Listed below is
information concerning the ambulances Mr. White is considering for replacement. He
would like to replace EMS-8 due to air ride suspension issues.
EMS-8 Chevy 2008 Model 144,459 miles to date
EMS-9 Chevy 2008 Model 148,741 miles to date
Technically, these two ambulances are listed as reserve units, but they are
constantly used for 4th out and 5th out calls. Also, they are frequently used to fill-in for the
three frontline units when repairs or other maintenance are required. Essentially, all five
units must be frontline ready. The older the vehicle and the more miles accrued, the more
maintenance required.
Vice Chairman Jeffers requested call volume data (pre-WASS to present) for
Basic Life Service (BLS) and Advanced Life Service (ALS) provided by both EMS and
WASS. Vice Chairman Jeffers suggested any BLS calls be transferred to WASS to leave
available the county units for ALS calls to decrease county expenses.
Commissioner Newell asked about the quality and pricing difference related to
the Dodge, Ford and Freightliner chassis. Mr. Lail and Mr. White stated the Freightliner,
or referred as International if a heavier chassis and more expensive noting the Dodge and
Ford are pretty comparable and provide a better ride for the patient as well as travel on
curvy roads better.
6. Sheriff’s Office: are they evaluating ways to reduce vehicle mileage?
(Commissioner Blalock)
The Sheriff’s office responded to 18,385 calls for service from May 1, 2013 to
May 1, 2014. During this same time frame there were 2,367 incident reports taken which
most required follow-up investigations the remaining calls were calls for service (911
hang ups, alarms, suspicious activity etc.) and during this time frame we made 3,259
arrests. The Sheriff’s Office is also responsible for transports of inmates and the
transports of mental patients. Within the last 12 months, 169 inmates and 157 mental
patients logging in around 41,631+ miles were transported.
May 27, 2014
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The Sheriff evaluates the call volume for many different reasons; one is for
staffing and officer assignments as well as study the time of day the most calls come in,
the day of week, and the locations. With these results, staffing is done to reduce response
time and distance. The Sheriff’s Office answers different types of calls where more than
one officer needs to respond (Domestic violence, mental patient, shots fired etc.) Also an
average miles driven analysis for all vehicles was completed and the average is 15,625
miles per year. Marked patrol cars average more with investigators and SRO much lower.
Sheriff Jones noted vehicles are rotated among staff for lesser use to lessen mileage and
maintenance issues.
7. Overtime Costs: Provide the overtime cost data; would like to see trend over last 3-4
years (Commissioner Puryear)
Ms. York stated staff had accurately classified positions according to the Fair
Labor Standards Acts to designate exempt employees. Sheriff Jones stated he is allowed
to work a 42-hour work week and gives comp time in lieu of paying over time.
Fiscal Year 2010-11 2011-12 2012-13
Est
2013-14
Rec
2014-15
Elections
357.80
-
3,939.07
-
-
Sheriff (& Deputy
Reserves)
31,057.62
34,165.20
39,011.47
37,629.69
40,000
Jail
18,829.35
26,969.45
21,445.78
12,193.85
25,000
Judicial
1,716.90
3,177.09
2,834.43
3,883.52
3,000
Telecommunications
29,744.31
16,457.87
20,972.70
22,460.67
40,000
EMS
98,877.67
112,283.39
152,127.58
100,992.99
125,000
Animal Services
-
-
-
216.52
-
PATS-Operations
4,151.59
3,924.06
2,712.45
693.34
2,000
Recreation, Arts &
Parks
241.72
89.25
-
-
-
Public Health
1,161.08
720.47
-
857.01
8,000
DSS
18,879.74
18,949.59
31.76
740.53
-
TOTAL
205,017.78
216,736.37
243,075.24
179,668.12
243,000
May 27, 2014
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8. Kirby Sound Equipment: clarify what the $22,000 will be purchasing (Vice
Chairman Jeffers)
In FY13, the Board allocated $17,000 to upgrade the sound equipment which paid
for replacement speakers and an intercom system.
At the March 17th Board meeting, the Arts Council requested that the county
match their contribution of $4,510 with $22,865 to upgrade the sound equipment and add
additional sound paneling. Below are the items that will be purchased:
ITEM COST
Acoustic sound
panels
$9,989
Sound Board $3,368
Drive rack $718
Speakers (sub
woofers)
$2,176
Pick-up (amplifier) $1,048
Headset $7,076
Microphones and
Misc.
$3,000
TOTAL $27,375
Vice Chairman Jeffers stated he wanted to review the meeting video to review the
renting equipment versus purchase.
Assistant Finance Director, Laura Jensen asked the group to replace pages 109-110 in
the Recommended Budget books noting an error was made on page 110 impacting the
Revenues (Summary) section only. Ms. Jensen further noted the Capital expenditure
item listed as $22,685 should read $22,865 which would impact the budget $180 to be
funded.
9. Inspections Department: provide information on the staffing levels and workload
data for the Inspectors (Commissioner Newell)
In Sept. 2012, the Person County Inspections department was evaluated by the
Building Code Effectiveness Grading Schedule (BCEGS). Part of the evaluation included
a review of staffing levels. The BCEGS uses the benchmark of 10 inspections per day per
full-time inspector.
Using the BCEGS methodology, Person County inspectors currently average 11.9
inspections per inspector/day in FY14. Currently there are five inspectors plus one fire
inspector.
May 27, 2014
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10. Mental Health Funding – What are the statutory requirements for local funds
being sent to Cardinal Innovations (Commissioner Blalock)?
Recommended funding for Mental Health for FY15 is $312,634. All of these
funds are recommended to go to Cardinal Innovations. The General Statute that governs
mental health funding is § 122C-115 - Duties of counties; appropriation and allocation of
funds by counties and cities:
(d) Except as otherwise provided in this subsection, counties shall not reduce
county appropriations and expenditures for current operations and ongoing
programs and services of area authorities or county programs because of the
availability of State-allocated funds, fees, capitation amounts, or fund balance to
the area authority or county program. Counties may reduce county appropriations
by the amount previously appropriated by the county for one-time, nonrecurring
special needs of the area authority or county program.
DSS FUNDING:
DSS Director, Carlton Paylor was available to answer questions from Board
members related to revenues and expenditures as federal, state or local pass-through
funding. Ms. York noted the increase in Fund 10 by $469,000 is due to revenues
decreasing. The increases in full-time and contracted services are due to the NC FAST
program challenges that are mandated by the state.
Commissioner Newell asked how many years are left on the facility lease. Ms.
Jensen stated the lease date was in effect in 2004 for 20-years, therefore 10 more years
remain on the lease. An increase in the lease amount by $9,000 annual will impact the
budget process next fiscal year. The current annual lease payment is approximately
$85,000.
PERSON INDUSTRIES & RECYCLING CENTER FUNDING:
PI Director, Becky Clayton was asked by Commissioner Puryear to explain the
increase in the temporary employee budget. Ms. Clayton stated PI is experiencing an
increase in community contracts and temporary employees are hired to meet the
commitment, in particular, the contract with Eaton Corp.
UNIFIED DEVELOPMENT ORDINANCE:
County Manager, Heidi York provided the Board with the pros and cons of a
Unified Development Ordinance (UDO) noting both the City and County would maintain
separate ordinances, and not a combined ordinance as originally presented. Ms. York
noted the new Planning Director recently hired would be able to provide insight to the
process and review if the county decides to transition to such. The Manager did not
include any funding for a UDO in her Recommended Budget.
May 27, 2014
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The City plans to include subdivision, zoning and flood plain regulations. The County
could include the same regulations.
Pros Cons
• Updates ordinances (current zoning
ordinance was written in 1991)
• Reduces inconsistencies
• Puts City and County ordinances into
one document/location
• Possible cost savings
• If multiple jurisdictions are involved, a
UDO can provide consistency between
jurisdictions, providing clarity and
consistency for the development
community.
• Cost (estimated at $30,000 for FY15)
• Organizational structure of the
Planning departments does not reflect
a joint UDO
• Authority structure (ie. City, County,
Planning Boards) does not reflect a
joint UDO
• For multi-jurisdictional UDOs, there
may not be agreement across
municipalities on development issues,
reducing some of the anticipated
consistency. Once an ordinance is in
place, the ordinances may change over
time, and uniformity will be lost, if a
process is not in place for regular
communication and action on zoning
text changes.
It was the consensus of the Board to not include any funding in the budget for a
Unified Development Ordinance.
Commissioner Puryear asked about an office for the City Planner, Aaron Holland.
Ms. York stated Mr. Holland will remain in the county building.
BROADBAND/PUBLIC SAFETY COMMUNI CATION TOWERS:
Assistant County Manager, Sybil Tate recapped the information shared by the
consultant at the last Board meeting as follows:
Option Total Cost Timeline
4 towers $4,170,000 28 months
2 towers/year $4,259,000 43 months
1 tower/year $4,432,000 68 months
Priority order:
• #1 Woodland*
• #2 Bushy Fork
• #3 Mt Tirzah
• #4 Bethel Hill
*The State has expressed the most interest in partnering with the county on the
Woodland tower location; however, the State cannot commit to moving forward until
their funding is secured. The State has indicated that it could be as late as March 2015
before they can make a commitment.
May 27, 2014
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Ms. Tate asked if the Board wished to delay making a decision until the State
funding is determined. Vice Chairman Jeffers asked the Finance Director to address the
Board about financing the communication towers. Ms. Wehrenberg told the group the
best option is to finance all four towers at one time noting the closing for such financing
would take place in Fiscal Year 2016 with the first debt payment due in Fiscal Year 2017
noting County will be losing quite a bit of debt at that same time. Ms. Wehrenberg
recommended proceeding with the environment studies for all four locations which
would take approximately nine months, after which time a Request for Proposal (RFP)
will be released for the construction and the financing would follow the award. Ms.
Wehrenberg stated a Reimbursement Resolution for this project would come before the
Board to adopt so that the County could be reimbursed for any funds spent prior to the
financing. Ms. Tate added if the Board would like to proceed with the environmental
studies, $100,000 would need to be budgeted in Fiscal Year 2015.
It was the consensus of the Board for staff to budget and proceed to have the
environmental studies completed on all four locations and the Board did not want to
delay the project until the State secures funding to potentially partner for the Woodland
site.
May 27, 2014
13
RECAP OF ADJUSTMENTS MADE TO RECOMMENDED BUDGET:
Finance Director, Amy Wehrenberg noted few adjustments have been made to the
Recommended Budget. Ms. York stated the health insurance revision of taking out the
vision benefit of the hardware allowance resulted in the only $30,000 impact on the
Recommended Budget and not $65,000 as originally presented. Ms. Wehrenberg added
there are other minor adjustments, i.e. DSS revenue budget, Kirby capital correction, etc.
Commissioner Newell noted two requests not yet discussed: 1) $10,000 request
from Judge Galloway for Drug Court and 2) Person County Partnership for Children.
Vice Chairman Jeffers added his support to fund the Imagination Library through
Partnership for Children at $1 per child served through the program. Ms. York stated she
would find out how many children are in the program for the next work session.
Ms. York reminded the Board the Budget Public Hearing is scheduled for
Monday, June 2, 2014 at 7:00 pm in Auditorium with the next Budget work session
scheduled for Tuesday, June 3, 2014 at 2:00 pm in Board Room.
Vice Chairman Jeffers stated County Assembly Day is May 28, 2014 noting
details from the Senate’s recommended budget will be disclosed and any such impacts
for counties.
May 27, 2014
14
ADJOURNMENT:
A motion was made by Commissioner Puryear, and carried 5-0 to adjourn the
meeting at 4:21pm.
_____________________________ ______________________________
Brenda B. Reaves Jimmy B. Clayton
Clerk to the Board Chairman