Minutes - Feb. 4, 2013 Regular Meeting

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BK - 00025 PG:0331 The Board considered Budget Amendment # 02/04/13/11. Finance Director Lisa Minter presented said Budget Amendment which appropriated funds to Social Services for the salary of 1 full - time IMC II position in the Food & Nutrition Unit ($16,607) and $23,256 for 3 temporary IMC -Tech positions for approximately 4 months. The Budget Amendment also included a $500 donation to the Animal Shelter for the purchase of a pressure washer. Commissioner Knecht moved to approve Budget Amendment # 02/04/13/11 as presented, a copy of which is attached to these Minutes and by this reference made a part hereof. Upon a vote, the results were as follows: Aye: Dalrymple, Frazier, Knecht, Parks, Smith, and Womack Nay; None Absent: Reives The Chairman ruled the motion had been adopted unanimously. The Board considered an Electronic Records Policy for the Lee County Finance Office. Finance Director Lisa Minter stated the Finance Office began using Laserfiche to scan and store copies of accounts payable checks and invoices during FY 2008. The system has proven to be a very useful and reliable program. A policy has been developed to allow the office to stop storing duplicate copies of checks and invoices that have been scanned. Records retention policies require that invoices be kept for 3 years past the completion of the audit. Ms. Minter stated that with the policy, they can destroy invoices after they have been scanned and a sampling of scans has been done to check for accuracy. Based on the amount of space they now have, the plan is to keep copies of the current year's invoices and one prior year. After discussion, Commissioner Smith moved to approve the Electronic Records System Policy for the Lee County Finance Office, a copy of which is attached to these Minutes and by this reference made a part hereof. Upon a vote, the results were as follows: Aye: Dalrymple, Frazier, Knecht, Parks, Smith, and Womack Nay: None Absent: Reives The Chairman ruled the motion had been adopted unanimously. The Board discussed a paperless agenda proposal presented by County Manager John Crumpton. Mr. Crumpton stated that Chairman Parks asked him to look into the use of (pad's for agenda management. Currently the Clerk to the Board makes twelve sets of paper agenda's for each meeting. A copy of the completed agenda is copied to a PDF file for public review. This PDF file can be copied onto the Ipad in "Goodreader", which will allow the user to read and make notes in the file. This process will save time and money for the staff and County. Mr. Crumpton stated that the City of Sanford and the Lee County Board of Education are already using this system. IT Director Kyle Edwards showed Board members various functions the Ipad had during a power -point presentation. Funds for the Ipad's and setup cost will be transferred from Fund Balance if approved. Commissioners can have the option of purchasing the Ipad themselves or leaving the units as County property. Commissioner Womack suggested that the Board discuss and analyze what the Board wants and needs and to look at the full range of needs. Commissioner Parks stated that everyone needed to think about the matter and see what they would be comfortable with and to give IT Director Kyle Edwards feedback so he can look at different devices. No action was taken. The Board considered a Resolution presented and moved for approval by Commissioner Smith To Preserve and Defend the United States Constitution and the North Carolina Constitution relating to gun control, a Resolution in support of the Second Amendment. County Attorney Neil Yarborough had