Office of Franklin County Clerk to the Board 113 Market Street Louisburg, NC 27549 Telephone: 919-496-5994 Fax: 919-496-2683 MEMORANDUM TO: FROM: DATE: SUBJECT: Board of Commissioners Kristen G. King, Clerk to the Board April 2, 2015 Departmental Quarterly Reports Aging No report submitted. Airport No report submitted. Board of Elections Successes - Director, Deputy Director and all board members attended NC State Board of Elections training in Winston Salem, NC on March 29-31, 2015.. - Director and Deputy Director attended District meeting at Durham County on March 4, 2015. - Preparing for 2015 November Municipal Election. - Ordering new office forms to comply with new VIVA law. - Completed 2015-2016 budget and will meet with County Manager and County Finance Officer regarding it on April 6, 2015. - Processed voter registration forms. Processed forms received from DSS, VR, DSDHH (Deaf & Hard of Hearing) and the Health Department. Staff processed voters on DHHS list from State Board of Elections and County Registrar of Deeds. Staff processed voters on duplicate list from State Board of Elections. Staff processed voters on Department of Motor Vehicles list from State Board of Elections. 1 Staff processed voters on Felony lists from State Board of Elections and Clerk of Court. Challenges Continual changes in elections laws (especially VIVA) Budget Cooperative Extension Successes A successful 10th Annual “Successful Small Farms Opportunities Conference” was held on Saturday, February 28th with over 100 farmers from the region attending and participating. Several new farm clientele have been established since the conference. The Cooperative Extension networked with Vance-Granville Community College, Bunn High FFA instructor and students, along with area businesses to conduct the conference. The Annual Arbor Day Tree Give Away was held in March at the Franklin County Farmers’ Market. There were over 1,200 bare-root seedlings given away to citizens. The Franklin County 4-H FUN Livestock Show is scheduled for Friday, April 24th at Double D Equestrian Center. Challenges NC Cooperative Extension and the Franklin County Cooperative Extension Center are facing a new staffing plan over the next 20 months. This new plan has the potential to decrease local staffing numbers. We are currently facing vacancies in the area of Horticulture and Family & Consumer Sciences. Agricultural - Field Crops/Pesticides - Charles Mitchell (CED) Area Tobacco Good Agricultural Practices Meeting was held in January with over 160 participants. Area Grain Production Meeting was held the first of March with 96 participants. Two Private Pesticide Applicator Meetings were held in March. Numerous phone calls, emails and farm visits were made to help answer questions about tobacco greenhouses and wheat production. Horticulture Assisted strawberry producers with fertility management questions. Assisted many landscapers and homeowners with gardening questions by phone, email, office visits and on-site visits. Agriculture/Small Farms Assisted small farmers with crop production questions by phone, email and field visits. 4-H & Youth Development - Meg Wyatt, 4-H Youth Development Agent 4-H Clubs: Franklin County continues to have 9 active clubs. Clubs are doing wonderful things and are planning for a new year. The 4-H Dirt Club is going to take a strong approach to healthy lifestyles in 2015. 2 4-H Special Interest: The Poultry Chain hopes to bring in an estimated 20-25 Franklin County 4H’ers and a total of 50 youth between the four counties for our Four County 4-H Poultry Show and Sale. Youth receive 10 chicks and raise them for 5 months. District Activity Day will be hosted in Franklin County and youth are gearing up to do their presentations. Event will be held May 30th at Franklinton High School. 4-H School Enrichment: Snap-Ed (a nutrition education program) will be reaching 120 3rd and 4th graders during a 9-week session at Laurel Mill Elementary School and Franklinton Elementary School. Embryology has started as well and is expected to reach 150 youth. Summer programs are beginning to be scheduled and planned. This will begin the first of June. 4-H Volunteers: Franklin County has a total of 174 volunteers that help in clubs, events, programs, and marketing efforts. We look forward to adding more volunteers to our slate in 2015. Agricultural – Livestock/Local Foods - Martha L. Mobley, Agriculture Agent The Equine educational mini-series continued throughout the winter and spring: January 22nd on “Pasture Management”; March 19th on “Trail Riding 101”, and April 9th on “Care of the Older Horse.” Continuing for the horse community, the annual EIA & Vaccination Clinic was held on Saturday, February 21st with 28 horses and their owners participating, saving over $3,000 in reduced veterinary fees. For the cattle producer, a “Grazier Record Keeping Workshop” was held on January 20th with 15 producers in attendance learning about a new USDA forage program as well as detailed record keeping for their farms. Numerous farm visits, phone calls, office visits, news releases and articles, etc. were made. Served on numerous new local and statewide committee during this time: SARE agent advisory committee, North Central District Ag. Agents Assn. meetings, area Pork Conference, United Way of Franklin County Board, CFSA farmer advisory committee, and more. Agent serves as the agent liaison for the FC Beekeepers Association Agent continued working aggressively with the Local Foods program and on January 20th participated in an interest meeting to learn about a new market opportunity for local produce farmers: to determine and develop a new market of fresh, local, healthy produce for area day care center owners. As a result, on April 9th, county daycare owners have been invited to meet our local produce farmers face-to-face and try to develop another viable market for them while meeting a need for the day care center owners. EFNEP (Expanded Food and Nutrition Education Program) - Arnetta Wilson, Program Assistant Currently working in partnership with Cross-Creek Charter School 4th grade teacher to teach six nutrition classes from March 11, 2015 thru April 29, 2015. Partnering with Terrell Lane Middle School to teach nutrition to 150 eighth grade students weekly from March 25 until May 20, 2015. Economic Development Successes - Represented Franklin County at introductory meeting for Chris Chung, CEO of Economic Development Partnership of NC. - Received approval from County Commissioners for TDA to fund Franklin County historical architectural survey, in cooperation with the Tar River Center for History and Culture, TDA, Planning & Inspections and EDC. - Represented Franklin County at event for the new NC Commerce Secretary, John Skvarla. 3 - Participated in annual Emerging Issues conference. - Testified before Workforce & Economic Development Committee, which was chaired by Senator Barefoot. Purpose was to give a success story from the Kerr-Tar Workforce Development region. Example given was the “Summer Cruising” program. - Testified before NC House economic development subcommittee about HB 108, which would provide loans to local governments and nonprofit economic development corporations for the purchase and improvement of business facilities. Received unanimous approval to go before full House. - Hosted two “Lunch and Learns” sessions. Topics discussed were: Direct Mail and Business Essentials. - Attended NCEDA mid-winter conference. - Received approval from County Commissioners to move forward with the planning and development of a Franklin County Historic Commission, in cooperation with Franklin County Planning & Inspections and Tar River Center for History and Culture. - Received grant from NC Rural Development-Dept. of Commerce for the Youngsville Animal Hospital. - Worked with Greater Franklin County Chamber of Commerce on annual Franklin County Leadership program, which included a tour of Triangle North Franklin and Triangle North Executive Airport. - Continuing plans for development of regional STEM (Science, Technology, Engineering & Mathematics) summit at VGCC in Henderson, in cooperation with the Kerr-Tar Council of Governments. Challenges - Continue to examine ways of providing sufficient water pressure for the Youngsville industrial parks. - Seeking funding for sewer line to Triangle North Franklin. - Seeking funding sources for US 401 widening and four-laning. Emergency Communications No report submitted. Emergency Services Successes - Attended Fire and Rescue Association meetings Meetings with Child Fatalities Task force Attended EMS Regional Luncheon in Wilson Hosted EMSAC and Peer Review meetings Attended Security meeting at Courthouse Attend ED physician staff meetings 911 Advisory Board Meetings Reposition Ambulances throughout County which has improved response times Attended NCEM Spring Conference Monthly WEBEOC Exercises for EM Participated in Central Branch Hurricane Exercise 4 - Introduced new policies on Spinal Immobilization Activated EOC for both Winter Storms Introduced Pit Crew CPR resulting in a 52% resuscitation rate with 10% Hospital discharge rate Conduct Fire Investigation Developed and EBOLA strike team and provided training on Donning and Doffing Hosted an in house training exercise on EBOLA Work with Health Department and CAP- RAC on an EBOLA response Purchased equipment for EBOLA response Conducted training on EBOLA with Health Department Received a Home Safety Grant in which we will be putting Smoke Alarms and CO2 Detector in homes Upgraded EOC with a Smart board Work with committee from Fire Association to assist departments with Fire Reports Currently doing training with Fire Department on Rehabilitation and RIT Working with Central Branch on Mobile Interoperability unit Debt set off for EMS Management Recertified LEPC Committee with NCEM Introduced Fit Responder training to all volunteers Attended County Commissioners meeting Attended EM Forum Assist Nashville Fire with Assessment Centers for new hires Spoke at Louisburg High School Public safety program regarding EM opportunities Attended RAC meetings for Franklin County Developed training attachment and videos on ESO In the process of purchasing new ambulance Filled position in Compliance Division Introducing the MRX monitors Placed GPS Mobile Solution on each ambulance in order to work toward closes unit dispatch. Started Budget process Working toward setting up Health Data exchange with area hospitals Interviewing physicians for our Medical Directors position. Participating with Career Days at local schools Working on Employee Recognition Ceremony to be held in May. Held numerous Rescue Chiefs meeting Training Division: - Started Paramedic class - Conducted numerous CPR/First Aid courses for Franklin County School employees - Conducted training for Full-Time, Part-time, and volunteer personnel on the ESO charting system - Participated in Quality Assurance meetings with the Medical Director - Conducted Oral Board evaluations with the Medical Director - Assisted with interviews for new paramedic positions - The Advanced Education Institute completed the Paramedic program and all students have taken the state exam. All students passed the state exam on the first attempt with a 100% pass rate. - Spoke to the Public Safety class at Louisburg High School about Emergency Services. 5 - Held classes on AEDs with local schools Assisted with Interviews/Assessment evaluations for Full/Part time employees Attended Peer Review meetings Attended EMSAC meetings Assisted with the cadet program at Youngsville Rescue Conducted Continuing Education courses for Full time and Volunteer rescue members Handled numerous recertification of EMS/Rescue personnel Challenges - Staying on top of changes with the Mobile Integrated Health Care System - Determining status of Volunteer Rescue Station reference Vehicle Extrication Finance Monthly financial reports are posted online at the following address: http://www.franklincountync.us/services/finance/monthly-reports. Health Department Successes Have been certified as a Medicare reimburseable ambulatory care provider; currently running test payments processing. Application submitted to participate in the Community Care of the Northern Piedmont Accountable Care Organization (possible new revenue source). Application submitted to be recognized as a North Carolina certified Rural Health Practice (possible new revenue source). Continuing to negotiate with ECU for Franklin County to become an ECU practice site (collaborative opportunity). FCHD invited to participate in the CDC’s “National Ambulatory Medical Care Survey” due to FCHD’s being recognized as a critical access to care center. Nursing Supervisor Kristy Brantley is to be inducted in the International Nursing Honor Society: Sigma Theta Tau The Health Department has just received its first Medicare Payments, ever, for clinical services The Health Department is looking to collaborate with Vision Behavioral Health to provide Behavioral Health Services integral with our primary care clinics. (Launch is imminent.) Challenges Local providers are exiting Franklin County. No local providers are seeing any new patients without the ability to pay for services, or any type of health insurance, including Medicare & Medicaid. We are seeing and increase (anecdotally) in patients needing services and are unable to access care for financial and lack of availability of care. FCHD is the only provider of free ambulatory care in Franklin County (for those who qualify). FCHD does not get monies from The State or Federal Governments to offset the cost of patients on our sliding fee scale/free care provision. 6 Referrals are increasingly having to be made to the Novant Emergency Department as the provider of last resort in Franklin County. Hospitals are diverting discharged patients away from homecare agencies to their own rehab centers (patients not, technically, discharged) out of the fear of re-admission penalties. Human Resources The following personnel changes took place from January – March 2015: January 2015 o New Hires – 3 o Separations – 16 February 2015 o New Hires – 4 o Separations – 6 March 2015 o New Hires – 14 o Separations – 4 Successes The NACO Prescription Drug Discount Card program had the following utilization: Month December 2014 January 2015 February 2015 Total Utilizers 16 17 17 Price Savings $1,466.09 $914.38 $1,084.42 Total Prescriptions 57 63 69 During the months of January – March 2015 a total of 154 applications was received in the Human Resources Department for the positions of Assistant County Manager of Financial Services, EMT – Intermediate (part time), EMT – Paramedic (part time), EMT – Paramedic (full time), EMT – basic (part time), Veterans Services Officer, Custodian, GIS Technician, Telecommunicator, Administrative Assistant (part time), Utilities Maintenance Worker, Utilities Maintenance Technician and Solid Waste Site Attendant. Met with several employees regarding potential retirement. Attended several webinars on various training topics. Met with BCBS regarding 2015-16 plan renewal, wellness and health care reform. Attending annual CAI Leadership conference. Prepared HR budget request. Participated in a brainstorming session to begin the planning process for County Government Month. 7 Hosted three (3) employee customer service training sessions and two (2) supervisor training sessions. Assisted with Veterans Services Officer, Custodian and Assistant County Manager of Financial Services interview. Hosted the first bi-monthly safety meeting for 2015. Attended the National Safety Council Safety 101 training. Met with BCBS about 2014-15 plan utilization and wellness. Challenges - Plan and prepare for the Affordable Care Act 2015 reporting requirements and measurement requirements. - Enhance the County’s performance appraisal tool. - Re-energize the wellness committee. - Implement ways to minimize health care cost. - Finalize proposed changes to the Franklin County Administrative Manual. Wellness Program - A total of 350 visits made to the Wellness Center from January – March 2015. - Wellness Activity Basketball Stress, Lunch & Learn Physical Activity, Lunch & Learn The Beverage Dilemma Lunch & Learn Fast Food Dilemma Lunch & Learn Sleep Lunch & Learn Sleep to Good Health Challenge # of Participants 5 31 15 24 23 9 27 # of Sessions Offered 15 2 1 1 1 1 1 - Continue working with the Wellness Committee to continue to enhance the program and increase participation. - Begin preparation for the 2015 Health Fair. - Reviewed the current wellness guideline program for potential enhancements. Information Technology No report submitted. Library Successes - We spread the word about RootsMOCC through the Heritage Society of Franklin County and we support genealogy research with our North Carolina collection and online resources-the best known being African American Ancestry.com and Ancestry.com. Both of those resources are available in house at each of our locations. 8 RootsMOOC: A Free Online Course in Genealogy Friendly intro to family history research in the United States using commonly available sources. The Government & Heritage Library and the Z. Smith Reynolds Library at Wake Forest University collaboration. Accommodate up to 5,000 participants online. http://www.canvas.net/courses/intro-to-genealogy-and-family-history-research Course runs March 23-May31, 2015. - Now patrons can enjoy all of the current and archival editions of Wildlife in North Carolina Magazine. http://digital.ncdcr.gov/cdm/home/collections/wildlife - E-Rate News in brief: o Franklin County Library application for discounts applicable to telecommunications and Internet connectivity have been completed and submitted. E-rate enables an 80% discount for our Internet connectivity expenses and currently a 60% discount for telephone (voice) applications. The discount for voice products will be reduced by 20% each year until that programs sunset on June 30, 2018. No discount for voice services (including VOIP; voice over internet protocol,) will be available after the sunset date. Discounts are determined relative to the number of students enrolled in local school districts and the number of students that qualify for the National Free Lunch Program in the district. - Centerville Library Interest Survey: o After extensive de-duplication 2,056 surveys were mailed to households in the Gold Sand, Centerville and White Level fire districts. With a roughly 11% return rate of 225 surveys indicating by response: Does your household have reasonable access to Library services in Franklin County? 54.30% left blank 40.72% indicated “yes,” 4.98% said no Bookmobile service is available to your area and now has an extended stop at Laurel Mill Elementary School on Tuesday afternoon from 4 – 7 p.m. How valuable is the availability of the service to you? 22% no reply 42% no value 18%very valuable 18% somewhat valuable Should the County invest in a library in Centerville? Definitely yes, 32.13% Not sure, 15.78% No, 30.82% No reply, 21.27% Comments? Comments run form support for the underserved, concern for the expense especially in light of maintenance and improvements needed in Louisburg, concerns about tax increases to establish a new library and concern that there are not enough potential users to justify the operation. Internet access was the highest ranked service relative to perceived use. 9 Due to low usage of our program stop at Laurel Mill and the con current tutoring program, both programs have been cancelled. Challenges - Attend Fund-raising Summit for Public Libraries: Full-day session on May 15th in Charlotte; several partners are involved in planning this event including State Library of NC and SC, Charlotte Mecklenburg Library Foundation, and fundraising professionals from Durham County, Richland County and Spartanburg County public libraries. - Work with County Finance, Management and Commissioners to maintain quality of service and product for library patrons through the development of the 2015-2016 fiscal year budget. Maintenance No report submitted. Parks and Recreation Successes - Winter Youth Volleyball league ended. We had over 150+ kids participated Father/Daughter Dance Worked for the Franklin Co. School Nutrition Fair Annual Easter Egg Hunt Had tanks removed at Owens’ Park Owens Park Club house, maintenance shop, and cart shop cleaned out. Challenges - Constructing the Owens Park Budget Adult Volleyball Registration Summer Program Flyer 4th of July Planning Department Successes Challenges Plans Reviewed: Commercial Residential 15 105 Individual trade inspections performed: Commercial 53 Residential 1677 10 Plan review fees: Commercial plan review fees Residential Plan review fees 15 plans $3605.00 95 plans $4575.00 Total fees Collected January Inspections $29955.84 Planning $4064.00 Water Acreage $20387.50 Misc fee $41.25 Total $86469.59 (includes fees we collect for other departments) February Inspections $32958.04 Planning $3860.00 Total $76448.04 (includes fees we collect for other departments) March Inspections $63588.76 Planning $6574.00 Total $166328.60 (includes fees we collect for other departments) Public Utilities No report submitted. Register of Deeds No report submitted. Sheriff Department No report submitted. Social Services Successes Care & Share received a donation of $1,000 from the local DaVita Dialysis. The agency has submitted grants for Care & Share with Wal-Mart Foundation and Food Lion. 306 Low Income and Energy Assistance Program (LIEAP) applications were approved in January and 319 were approved in February. Happy Camper will have their third joint fund raiser with Louisburg Lions Club at Louisburg College on April 10th at 7 pm. This event will feature The Embers. Happy Camper will receive half the proceeds. Happy Camper will hold a golf tournament on May 1st (rain date May 8th) at Green Hill Club. 11 All Medicaid programs have completed full conversion into NC Fast. There are no overdue recertifications in Medicaid. Two agency adoptions were completed in January. All Food and Nutrition Applications and recertifications are current. The agency will host a site visit for NC Division of Social Services in preparation for the roll out of NC FAST in Child Welfare. Soil Conservation Successes NRCS and the District still seeing a large number of customers who wish to update Conservation Plans. District staff completed contract reviews on 16 active USDA contracts. District held the Poster, Essay & Computer Designed Power Point contest. Students in grades 36 participated. Prizes will be awarded at the 19th Annual District Awards Program on April 30 at Terrell Lane Middle School. District staff participated in an environmental education event at Youngsville Elementary School. Third grade students learned about soils, erosion and the importance of protecting our natural resources – SWAPA (Soil, Water, Air, Plants & Animals) District staff still working on a backlog of conservation compliance plans. Seventy-six plans are still waiting for revisions. Budget was submitted to Franklin County Manager. Very few line items were increased; most remained the same as 2014-15 and some were reduced. Staff made several field visits with local urban homeowners who were experiencing problems with storm water control. The District Board elected new officers at the January 2015 Board meeting. Tom Gulley was named Chairman, Ricky May – Vice-chair, Carvel Cheves – Treasurer. Other Board members are Charles Mitchell and Shirley Pendergrass. Three staff attended the Area IV Spring Meeting in Wilson. Regular Area business was conducted and attendees heard presentations about Soil health and tillage, the National Association of Conservation Districts (NACD), and NRCS conservation programs. Solid Waste No report submitted. Tax Assessors Successes - Processing of real estate records for tax year 2015 are essentially complete with only the appeals and exemptions to be reviewed. The county has experienced a 1.4% increase in real estate values. - Personal Property program customizations have been completed with current year processing proceeding slightly ahead of last year’s pace. 12 - Three members attended the Tyler User Meeting in Onslow County’s new facility. Franklin County has been selected to beta test a new audit utility between the CAMA and Collection’s systems. - Processes have been incorporated into the review of the NCVTS values on a monthly basis. Average value corrections are $370K per month for the first five months since implementation. Challenges - House Bill 168 has now been joined by Senate Bill 321 at the state legislature. The way they are currently worded could have major impacts on the valuation for the county for the current tax year. These bills have the capability to erase most, if not all of the real estate value growth in the county for the tax year 2015. - Tax Situs continues to be an issue with the NCVTS system. The problems stem from the NCDMV system allowing free text entry when it comes to entering the vehicle location in their system. The only solution to this issue is to force selection from a pre-populated list on the NCDMV for addresses. This does not appear to be on the roadmap. A known flaw that we will need to continue to work around. Tax Collections Successes - Current collection rate sits at 96.38% for tax year 2014, which is above last year’s 95.50% for the same period. - Annual posting of delinquent taxpayers is set for publication in the March 26 th edition of The Franklin Times. While this year’s number has increased from 3,148 to 3,274, the amount of revenue has decreased. - The department has been successful in adjusting to the reduced staffing by the elimination of a single position effective the first of this year. Challenges - Foreclosure procedures urgently need to be addressed. When reviewing our historical collection rates, the highest rate occurred when the county had an active foreclosure process in place during the late ‘90s. I have contacted Kania Law Group (contracted with multiple NC counties) to review and coordinate moving our open properties subject to foreclosure into their process. - Revenue from Debt Set-Off is down this year, reflecting the changes in the income tax withholding percentages for individuals and couples. - Tonya Smith will be leaving the department at the end of the month as she starts employment with the Orange County Tax Office. GIS Successes - The review process continues for the retirement of the legacy GISMO (internal use only) product. The legacy product has difficulty operating in the newer Windows operating systems. 13 Additionally, to maintain accurate data in the legacy product requires additional time and effort by staff. - Completed the operating procedures for maintaining accurate road names across the county with the Planning Department. During the establishment of the process, it was determined that we needed to include the NCVTS Situs Repository. This has been added to the procedures. Challenges - There has been no movement in regards to the parcels along the Granville County line identified last year with the Board of Elections with regards to setting the correct tax jurisdiction for them. I will contact the Granville County administrator to determine what process will work best for both parties. - The candidate selected to fill the open position in GIS decided at the last minute not to make the move to Franklin County. We have reposted and hired a new person for the position (currently employed with Hertford County). Linda Rideout will start with the department on March 31 st. Veterans Services No report submitted. 14
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