The Avery County Board of Commissioners reconvened in a Joint Meeting with the Avery County Board of Education on Monday, October 2, 2006 at 5:30 p.m. at the offices of the Avery County Board of Education.

Members Present: Susan Pittman, Vice-Chair; Joe Strickland, Phyllis Forbes and Bill Beuttell
Members Absent: Kenny Poteat

Board of Education: Sam Eller, Marti Barinowski, Marty Dellinger, Phil Shoemaker, Grace Calhoun, Superintendent, Bob Tatum and Jeff Jaynes

Call to Order
Susan Pittman reconvened the Board of Commissioners at 5:30 p.m.
The Board of Education was also called to order at this time.

Superintendent Grace Calhoun advised that their Chairman, Peck Taylor, has been delayed but they hope he will be here later this evening. She added that she has been advised that Chairman Poteat is ill and will not be able to attend tonight’s meeting. Ms. Calhoun also reported that Commissioner-Elect Dan South is currently recuperating at home following surgery and that his prognosis is good.
Ms. Calhoun expressed appreciation to Commissioners Joe Strickland and Bill Beuttell, who will be going off the Board in December, for everything they have done in education and for providing us with a much better education system in Avery County than is experienced in other parts of the state.

Meeting Code Requirements for Avery County High School
Discussion was held regarding the ACHS Mechanical/HVAC System Inspection Report and Building Code Meeting of August 16, 2006. Ms. Calhoun advised that the ductwork has to be put back to code and we have to handle the wiring to the best of our ability as well. She then referred to a Fax from the County Manager dated July 3 regarding existing code violations at the Avery High School project. Reference was also made to an August 16 report from Inspector Tommy Burleson regarding HVAC System and items of major concern. The major issues were addressed to Tommy’s satisfaction and the students/faculty were able to occupy the High School. He then asked for a promise from Bob Tatum that all the rest of the work would be done this summer. Tatum told him that the Commissioners would have to approve the work to be done. Ms. Calhoun discussed the August 16 meeting which was held with the County Manager, Board of Education representatives, Tommy Burleson and the contractor to look at the ductwork and electrical work and give us an opinion of what it would take to meet code. The Commissioners and the Board of Education had previously agreed to get a Consulting Engineer to look at the project and tell us what needed to be done. No funds had been appropriated in the Board of Commissioners budget for this purpose. We have a report from that Engineer, along with his fee of $15,000, and we must decide where to pay that from, Ms. Calhoun said. Discussion on the $678,000 that has already been allocated and whether this $15,000 should come from that amount. Ms. Calhoun said that it has not been decided whether the $678,000 would be used to meet code. Joe Strickland suggested that the $15,000 be paid out of the $678,000.

Restroom Facilities in Field House Area at Avery High
Ms. Calhoun said the Board of Education received a letter from Tommy Burleson telling them that the restrooms were not in compliance with the addition of new bleachers at the High School. However, we installed new bleachers that had less seating capacity than the old ones, she said. Tommy said he would approve plans for the bleachers, but we needed to meet code. Each time we followed up with the County Inspector, it died down for a while and every time I would see Tommy he would ask about what we were doing, Bob Tatum said. When you gave us the $678,000, Tommy really got on us, Tatum said.

Bill Beuttell stated, for the record, that he has photos at the top of the bleachers for handicapped access, but there are no restrooms at the top for them to access. I am pushing for an auxiliary gym with those restrooms on top for them to access, Bill said. Joe Strickland commented that Watauga County had a similar situation which they solved by getting porta john’s for the handicapped. Joe said that since they have a situation similar to ours, if they can use these portable facilities while they are contemplating the situation, it seems we can also avoid that issue on a temporary basis. It would provide us with the opportunity to prioritize what we need to do based on the resources we have. We can then reach an accord while we resolve the problem of restroom facilities, Joe said. Tatum said he asked Tommy about using portable facilities at the top and that Tommy said we could not do it. Tatum added that the local Building Inspector supercedes the State Building Inspector. Joe Strickland said that if those are the facts, then this question is academic until we can build the required facilities. It now makes this a moot issue since the same codes apply in all North Carolina counties.

Bob Tatum advised that the Board of Education received a letter from Tommy Burleson which said that he would issue no permits for artificial turf. Ms. Calhoun said that since Tommy is an employee of the County, that the Board should direct the Manager to inquire if porta john’s are a viable solution while we look into the monies. Joe Strickland said if the ductwork is critical, then that is the number one priority. We can then consider the other things based upon available resources. Discussion on what action should be taken regarding these issues. Joe Strickland said we need to address Tommy’s concerns while we have a temporary solution that it can be done. Robert Wiseman added that Tommy had planned to be here tonight but he had to attend a workshop in Raleigh.

The cost to build these bathrooms was $225,000 two years ago, but the cost has probably gone up by now, Joe Strickland said. He said we can’t afford to spend that kind of money on bathrooms, particularly if an auxiliary gym will accommodate bathrooms.

Robert Wiseman advised the group that no matter which path we choose, the Rock Project has to be done. It is already in progress but it is not part of the $678,000. We are making progress with it, Robert said.

Discussion continued on setting priorities for these projects, contingent upon the restroom situation.
Robert Wiseman said if the Board of Education sets these priorities and they fall in place as we hope they will, we might be able to build free-standing restrooms that could be incorporated into a master plan and become part of a future structure such as an auxiliary gym, but when we go $150,000-$200,000 for ductwork to meet the code, I think we will have to take it out of what is already earmarked. It will be very difficult for the County to come up with another $250,000. Joe Strickland added that we will do what we can with the resources available, because there is no more money until next Fiscal Year. No matter what the priority is, the priority is where the money is coming from, Robert said. Bob Tatum advised that the problem is the ductwork and insulation for right now. It was agreed that the Bd. of Education would not need any money right now for the ductwork or insulation. The ductwork could be placed in the upcoming July 1 budget. Bob Tatum said we won’t need any money except the $15,000 for right now, until next FY.

Discussion on which would be the main priorities of the Board of Education, either the auxiliary gym, artificial turf or the track.

Phil Shoemaker said we have other things that are hazardous to the health of the students right now and we need to come up to code on them. The children are not being treated equitably and I can’t see spending $600,000 right now on these projects, Shoemaker said. We have needs such as the walls at Avery Middle School need to be treated, windows at Beech Mountain School that are non-existent, pots and pans at Beech Mountain School that are 5 points below every other school in the county. We need to bring all the schools up in equity. Joe Strickland said we now have a new wrinkle due to what Mr. Shoemaker has brought up. Do we trash the things that were heretofore considered and go back and consider other needs? I think we can use porta-johns until we can build an auxiliary gym, or whatever will accommodate the law. Then, do you want to do a football field first or the gym first? Bill Beuttell said he didn’t care which was done first, that he is in total approval of taking that money and putting it where we had established. If there are issues at other schools, I will be glad to listen to those and make a motion to help pay for some of those before we go out of office, Bill said.

Mark Garrett said that talk seems to point toward having a football field first, due to the usage from the High School, Middle School and community athletics. The estimated cost is around $500,000 for the football field. Ms. Calhoun said that this project came to our attention through the Avery High School Athletic Director. They had planned on getting donated time, etc. and the cost would be around $225,000 for the project initially. When they presented this to the Commissioners it was also discussed about donated time. Then, at the May 24 meeting, they said they hoped some of this could be donated, but the whole package was for turf for the ball field, the track and gym projects. If you didn’t have anything donated, it would cost around $500,000 to put artificial turf on the field, Ms. Calhoun said.

Joe Strickland recommended prioritizing these projects with the ductwork coming first, then using porta- john’s to accommodate the codes until we build an auxiliary gym, maybe in the next FY. The Astroturf for the field would be the #3 priority, Joe said. He asked if the Board of Education would approve these priorities.
Sam Eller, Chairman of the Board of Education, said he would like to have his full board in attendance to discuss this recommendation before making a decision.

Safety Issue - Artificial Turf vs. Grass Field
Discussion on the safety of artificial turf vs. grass field. Mark Garrett summarized that there is no significant difference in the new turf field and a well-maintained grass field which is being played on once or twice a week.

QZAB Bonds
Ms. Calhoun asked Michaelle Poore, County Attorney, to update the boards about the Qualified Zone Academy Bonds. Michaelle reported that they were closed last month and recorded. The property is titled in the name of the County and leased back to the Board of Education.

Consulting Engineer Plan
Discussion continued on where the $15,000 would come from for the Consulting Engineer fee.
Motion by Joe Strickland to authorize $15,000 from the existing allocation of $678,000 for the purpose of a Consulting Engineer Plan. Motion seconded by Bill Beuttell and unanimously approved with 4 members in attendance.

Avery High School Progress Report – Bob Tatum
Bob Tatum gave an update on the High School project, stating that they are on track to finish by August 1, 2007, as the plan calls for. He offered to take the Commissioners on a tour of the project if they wish.
He added that the asbestos in the facility is not as bad as we had thought, so we are staying in budget.

Guidelines for Using State Lottery Proceeds for School Construction
Grace Calhoun stated that Sessions Law states that the proceeds from the State Lottery can be used for school construction projects and to retire debt of school constructions projects. Avery County is scheduled to receive $180,000 in revenue from the Lottery if the revenue comes in as anticipated.

Update on Guardrail & Traffic Regulations – Walt Clark Rd., Crossnore, NC
Ms. Calhoun reported that the Dept. of Transportation did a traffic study as we requested and concluded that the installation of a guardrail, flashing light and reduction in the posted speed limit in the area of the Crossnore Elementary School is not necessary. The parent who is concerned is still requesting both boards to look into this matter and take some action, she said.
Joe Strickland commented that this issue is at the discretion of the Board of Education. He said he thought that the individual interested should be advised that if he wishes to pursue this that he must do it with the State of N.C. Joe also recommended that he retain an attorney.

Request to Enlarge Gym at Avery Middle School
Mrs. Calhoun advised that Ms. Sara Yackey, Chairman of the School Improvement Team at Avery Middle School, previously presented a request to the Board of Education to enlarge the gymnasium at Avery Middle School. The Board of Education discussed that request with her and also a request from the parents to air condition the school. Her request is in regard to the size and safety of the gym. The Fire Marshal says that we are in compliance now, but if the crowd were to get too big, that he would have to shut it down, Ms. Calhoun said. Ms. Yackey said she is appalled at the condition of the gym and that she will be a thorn in everyone’s side until something happens with that gym. She said that the School Improvement Team has listed that gym as a top priority for the past two years but nothing has been done. We were told it would be done after the High School renovation project, she said. We need to get it done now, Ms. Yackey concluded.

Ms. Calhoun advised that if we get a new facility across the road, we could use it to help with the activities at the Newland Middle School. That would be a solution to this problem. Joe Strickland commented that the Manager sent a request to Raleigh today for an Impact Fee. If we get that, we can start to resolve many of these things that have lingered for years. Ms. Yackey commented that the Avery Middle School Gym is a fire trap and would be a major issue if it were to catch on fire. Ms. Calhoun said that she felt that if that facility was a danger that our Fire Marshal would have closed it down. Ms. Calhoun added that we do need a state-of-the-art facility and that it is the most used of all the gyms in the County.

Ms. Calhoun said that Ms. Yackey worked very hard to get legislation passed on our flood days. She will be a good team player for whatever the cause, Ms. Calhoun said.

On behalf of the children, Sam Eller thanked the Commissioners for all they have done for them and for all they will do in the future.

Adjourn
Motion by Joe Strickland to adjourn at 6:40 p.m. Second by Bill Beuttell and unanimously approved with 4 members in attendance.

________________________________
Susan Pittman, Vice-Chairman
Avery County Board of Commissioners

ATTEST: ____________________________
Nancy H. Cook, Clerk to the Board