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6:00 pm February 1, 2021
Call to Order Regular Monthly Meeting – Chairman or Designee
Moment of Silence, Prayer & Pledge
ITEM # 1 ADOPT SUGGESTED AGENDA
Conflict of Interest Disclosure Statement “Members of the Warren County Board of Commissioners are advised, hereby, of their duty under the State Government Ethics Act to avoid conflicts of interest and the appearance of such conflict; and, further, are instructed to refrain from participating in any matter coming before this Board of County Commissioners with respect to which there is a conflict of interest or appearance of such conflict”. • In accordance with the State Government Ethics Act, it is the duty of every Board member to avoid both conflicts of interest and appearances of conflict. • Does any Board member have any known conflict of interest or appearance of conflict with respect to any matter coming before this Board today? • If so, please identify the conflict and refrain from any undue participation in the particular matter involved. ITEM # 2 CLOSED SESSION IN ACCORDANCE WITH NCGS§ 143-381.11(a)(6) FOR PERSONNEL ITEM # 3 CONSIDER APPOINTMENT OF CLERK TO THE BOARD OF COMMISSIONERS
SUGGESTED AGENDA Regular Monthly meeting
in the Armory Civic Center
501 US Hwy 158 Business E., Warrenton, NC
SPECIAL RECOGNITION
SHERIFF’S OFFICE – E911 COMMUNICATIONS
ITEM # 4 CITIZEN COMMENTS - REGULAR BOARD MEETING Time set aside to allow individuals to address the Board of Commissioners on issues of concern pertaining to the County.
Special Instructions Due to COVID-19 restrictions, the public will be limited in attending the February 1, 2021 Warren County Board of
Commissioners Meeting. No more than 10 individuals will be admitted on a first come first served basis. Face coverings will be required and social distancing will be observed. The meeting will be live streamed on Facebook
Live and citizens may follow the guidelines below to submit Citizen Comments. Rules for Citizen Comments for the February 1st Warren County Board of Commissioners Meeting. Time set aside
to read aloud individual citizen comments submitted via email. Please submit your comments to [email protected] by Monday, February 1st at 3:00 pm. Citizens are allowed to submit one comment per person. Comments are not to exceed 350 words. Any comments submitted after 3 pm on February 1st will not be read aloud by the Clerk to the Board of Commissioners. If you desire a response to your written comments from the County Manager and/or a particular Board member, indicate to whom your comments are addressed. Board of
Commissioners’ Meetings are recorded, therefore comments will be read into the record. Video of this meeting will be live streamed in real time via: Facebook Live @WarrenCountyNCOfficial and footage will be made available
after the live stream ends.
ITEM # 5 CONSENT AGENDA A. Approve minutes: January 4th Regular Monthly Meeting, and January 19th Budget Goals Setting Work Session B. Tax Collector’s Report for December 2020 presented for Board’s information in accordance with NCGS 105-350 (John Preston, Tax Administrator.) C. Tax Release Requests (over & under $100) in accordance with NCGS 105-381 “Taxpayer’s Remedies” as information only (J. Preston, Tax Admin.) D. Resolution recognizing February as Black History Month E. Reschedule public hearing on proposed change to County Zoning Ordinance with regards to establishing 75 foot setbacks from all property lines in LB and NB districts to March 1, 2021 at 6:00 p.m.
ITEM # 6 COVID-19 UPDATE RE: WARREN COUNTY HEALTH DEPARTMENT VACCINATION PLAN – Dr. Margaret Brake
ITEM # 7 COUNTY MANAGER’S UPDATE – Vincent Jones
A. FY21 NON-PROFIT FUNDING REPORT B. FY21 STRATEGIC PLAN UPDATE - JOINT MEETINGS WITH WARREN COUNTY SCHOOL BOARD AND MUNICIPALITIES ITEM # 8 CONSIDER APPROVAL OF SELECTION OF EMS BILLING AND COLLECTIONS FIRM AND AUTHORIZE COUNTY MANAGER TO EXECUTE AGREEMENT UPON REVIEW OF COUNTY ATTORNEY ITEM # 9 CONSIDER APPROVAL OF INTERLOCAL AGREEMENT WITH TOWN OF WARRENTON TO PROVIDE BUILDING INSPECTIONS SERVICES TO THE TOWN AND AUTHORIZE CHAIRMAN TO SIGN
ITEM # 10 CONSIDER APPROVAL OF ROANOKE WILDWOOD VOLUNTEER FIRE DEPARTMENT BILLING RATES TO ALLOW FOR A COST RECOVERY PROGRAM AND AUTHORIZE CHAIRMAN TO SIGN
ITEM # 11 FINANCE OFFICE –
A. CONSIDER APPROVAL OF AMENDMENT #9 TO THE FY21 BUDGET IN THE AMOUNT OF $26,400 – Lee Faines, Finance Officer
TO: Warren County Board of Commissioners FROM: Lee Faines, Jr., Finance Director DATE: January 22, 2021 RE: Recommendation for Approval of Budget Ordinance Amendment #9 Background
Budget Amendment #9 to the FY 2021 Budget Ordinance is being presented for approval. This amendment does the follow: 1. Increases appropriations in the DSS budget by $500 to budget funds donated by SECU for the
Emergency Assistance Program. 2. Increases appropriations in the DSS budget by $490 to budget additional funds received from
DHHS for Energy Assistance.
Re-appropriate $25,410 of funds from Emergency Service FY 2020 budget which had been approved for their yearly Maintenance of Motorola VHF Simulcast System.
B. CONSIDER APPROVAL OF AMENDED AUDIT CONTRACT WITH WINSTON, WILLIAMS, CREECH, EVANS, & COMPANY, LLP, WITH A REVISED DUE DATE OF FEBRUARY 28, 2021, AND AUTHORIZE CHAIRMAN TO SIGN.
ITEM # 12 APPOINTMENTS TO BOARDS/COMMITTEES/COMMISSIONS
A. APPOINT BILL PERKINSON, PUBLIC WORKS DIRECTOR OF TOWN OF WARRENTON TO 1ST TERM ON LEPC
B. BOARD OF COMMISSIONER APPOINTMENTS (2YR APPOINTMENTS) ITEM # 13 CONSIDER APPROVAL OF RESOLUTION FOR COMMUNITY ECONOMIC RECOVERY AND RESILIENCE AND AUTHORIZE CHARIMAN TO SIGN (CERRI) ITEM #14 CONSIDER APPROVAL OF AN EXTENSION OF THE COURTHOUSE SQUARE MEMORIAL COMMITTEE FOR 6 ADDITIONAL MONTHS OR UNTIL WORK IS COMPLETE, WHICHEVER IS SOONER
ITEM # 15 BOARD OF COUNTY COMMISSIONERS’ UPDATES
ITEM # 16 CLOSED SESSION IN ACCORDANCE WITH NCGS § 143-381.11(a)(3) AND (4) FOR ATTORNEY-CLIENT PRIVILEGE AND LOCATION/EXPANSION OF BUSINESS ITEM # 17 ADJOURN FEBRUARY 1, 2021 BOARD MEETING
ITEM # 1
ADOPT SUGGESTED AGENDA
Conflict of Interest Disclosure Statement “Members of the Warren County Board of Commissioners are advised, hereby, of their duty under the State Government Ethics Act to avoid conflicts of interest and the appearance of such conflict; and, further, are instructed to refrain from participating in any matter coming before this Board of County Commissioners with respect to which there is a conflict of interest or appearance of such conflict”. • In accordance with the State Government Ethics Act, it is the duty of every Board member to avoid both conflicts of interest and appearances of conflict. • Does any Board member have any known conflict of interest or appearance of conflict with respect to any matter coming before this Board today? • If so, please identify the conflict and refrain from any undue participation in the particular matter involved.
SPECIAL RECOGNITION
SHERIFF’S OFFICE E911 COMMUNICATIONS
ITEM # 2
CLOSED SESSION
IN ACCORDANCE WITH NCGS §143-381.11(a)(6)
FOR PERSONNEL
ITEM # 3
CONSIDER APPOINTMENT OF CLERK TO THE BOARD COMMISSIONERS
ITEM # 4
CITIZEN COMMENTS
Special Instructions Due to COVID-19 restrictions, the public will be limited in attending the February
1, 2021 Warren County Board of Commissioners Meeting. No more than 10 individuals will be admitted on a first come first serve basis. Face coverings will be
required and social distancing will be observed.
The meeting will be live streamed on Facebook Live and citizens may follow the guidelines below to submit Citizen Comments:
Rules for Citizen Comments for the February 1st Warren County Board of
Commissioners Meeting. Time set aside to read aloud individual citizen comments submitted via email. Please submit your comments to
[email protected] by Monday, February 1st at 3:00 pm. Citizens are allowed to submit one comment per person. Comments are not to
exceed 350 words. Any comments submitted after 3 pm on January 4th will not be read aloud by the Clerk to the Board of Commissioners. If you desire a response to
your written comments from the County Manager and/or a particular Board member, indicate to whom your comments are addressed. Board of
Commissioners’ Meetings are recorded, therefore comments will be read into the record.
Video of this meeting will be live streamed in real time via: Facebook Live
@WarrenCountyNCOfficial and footage will be made available after the live stream ends.
ITEM # 5 CONSENT AGENDA
A. Approve minutes: January 4th Regular Monthly Meeting
and January 19th Budget Goals Setting Work Session B. Tax Collector’s Report for December 2020 presented for
Board’s information in accordance with NCGS 105-350 (John Preston, Tax Administrator.)
C. Tax Release Requests (over & under $100) in accordance with NCGS 105-381 “Taxpayer’s Remedies” as information only (J. Preston, Tax Admin.)
D. Resolution Recognizing February as Black History Month
E. Reschedule public hearing on proposed change to the County Zoning Ordinance with regards to establishing 75 foot setbacks from all property lines in LB and NB districts to March 1, 2021 at 6:00 p.m.
ITEM #6
COVID-19 UPDATE
WARREN COUNTY HEALTH DEPARTMENT
VACCINATION PLAN
DR. MARGARET BRAKE
ITEM # 7
COUNTY MANAGER’S UPDATE Vincent Jones
A. FY21 Non-Profit Funding Report B. FY21 Strategic Plan Update - Joint Meetings with Warren County School Board and Municipalities
FY 21 Non-Profit Agency Funding Applications ReceivedAnnual Articles Letter
Agency Name Agency Contact Proof of Board Current Audit or Board Of From Amount Date AmountExempti Roster Budget IRS 990 Minutes Inc. Agency Requested Received ApprovedY/N Y/N Y/N Y/N Y/N Y/N Y/N
Warren County Arts Charla Duncan Yes Yes Yes Yes Yes Yes Yes $1,000.00 7/ /20 $1,000.00Council [email protected]
336-686-2676Boys & Girls Club DJ jones yes yes yes yes yes yes yes $15,000.00 7/ /20 $6,150.00
Jacob Holt House Brian Koehn Yes Yes Yes Yes Yes Yes Yes $1,000.00 7/24/2020 $1,000.00Foundation [email protected]
252-213-0317Cool Springs Community Pattie Jones yes yes yes yes yes yes yes $15,000.00 8/11/2020 $9,000.00Club [email protected]
252-430-8279Gladys Rodgers Darensburg Lillipiana Darensburg Yes Yes Yes Yes Yes Yes Yes $5,000.00 8/26/2020 $4,000.00Foundation [email protected]
252-767-6848WCTS-NWHS Alumni Ben Stewart Yes Yes Yes Yes yes Yes Yes $850.00 9/16/2020 $850.00
Loaves & Fishes Marc Swanner Yes Yes Yes Yes Yes Yes Yes $15,000.00 10/5/2020 $13,[email protected]
Heck's Grove Community Calvin Davis yes yes yes yes yes yes yes $30,000.00 12/17/2020 $5,000.00Center [email protected]
252-257-2477$82,850.00 $40,000.00
ITEM # 8
CONSIDER APPROVAL OF SELECTION OF EMS BILLING AND COLLECTIONS
FIRM AND AUTHORIZE COUNTY MANAGER TO EXECUTE AGREEMENT
UPON REVIEW OF COUNTY ATTORNEY
Background In October, 2020, Warren County Department of Emergency Services; EMS Division, prepared and posted a Request for Proposals (RFP) for Ambulance Medical Billing and Collections. The RFP was developed after discussions of an expired billing contract with the incumbent provider, Southern Credit Adjusters. The RFP detailed desired services to be provided to Warren County, performance expectations, and requested the inclusion of updated billing rates for Emergency Medical Services. RFP submissions were due to Warren County Department of Emergency Services Director, Dennis Paschall, by December 31st 2020. A total of five (5) reputable firms submitted proposals and were scored using a grading matrix that ranged from 0-5 for a cumulative total of 40 available quality points per evaluator. The evaluation committee was comprised of three members: Dennis Paschall, Director of Emergency Services; Brandyn Smith, EMS Division Chief and: Sandra Newton, Deputy Finance Director. Proposal openings occurred on Monday, January 11th 2020 at 9am. The final scores for each firm that submitted proposals, as graded by the committee, are found in Table 1 below:
Firm Evaluator 1
Evaluator 2
Evaluator 3
Total
EMS Management & Consultants 37 38 40 115 Tarheel Medical Billing 34 29 34 97 Ambulance Billing Service 31 32 32 95 Southern Credit Adjusters 32 28 35 95 LifeQuest Billing Services 31 26 33 90
After the initial review and evaluation of each proposal, two firms were identified as viable candidates for service provision based on the needs of the County and the firm’s abilities to meet or exceed the expectations set forth in the RFP. Those firms were: Tarheel Medical Billing dba Colleton Software and: EMS Management and Consultants. Both firms were invited to participate in a virtual presentation to the evaluation committee as well as key stakeholders within Warren County, to include: County Manager Vincent Jones, County Attorney Hassan Kingsberry, and Finance Director Lee Faines. This virtual presentation was held on Friday, January 22nd, 2021. The proposed cost for service from each firm is found in Table 2 below:
Firm Option 1 Cost Option 2 Cost EMS Management & Consultants 5.0% of Net Collections 6.5% of Net Collections*** Tarheel Medical Billing 5.49% of Net Collections 5.49% + $14,365***1
Attendees of the virtual presentation from the two firms were given an opportunity to ask questions of the firm representatives and received detailed information on how the firm(s) would meet the needs of Warren County, moving forward.
*** Option 2 costs cover the billing and collection fees as well as annual payment of the preferred ePCR provider for WCEMS, which is ESO – Warren County will hold the ESO contract, but the selected firm will pay for the expenses and recoup their cost through billing.
Recommendation After this presentation, based on the criteria of: cost; service history; serviceability; and additional offerings, the recommendation of the evaluation committee is to engage EMS Management and Consultants in discussion for the execution of a three (3) year contract for Ambulance Medical Billing and Collections, with two (2) additional one (1) year contract extensions based on performance during the initial period of three (3) years. This contracted period could, therefore, last a total of five (5) years. It is further recommended that Warren County select Option 2 Costs from EMS Management and Consultants which will require payment of 6.5% of net collections, a figure that covers the cost of billing and collection services, as well as annual contracting with the ePCR service provider ESO. The projected revenue vs cost per hundred-thousand can be found in Table 3 below:
Amount Collected Fee to be Paid to EMS MC Amount to be Paid to WC 100,000.00 6,500.00 93,500.00 200,000.00 13,000.00 187,000.00 300,000.00 19,500.00 280,500.00 400,000.00 26,000.00 374,000.00 500,000.00 32,500.00 467,500.00 600,000.00 39,000.00 561,000.00 700,000.00 45,500.000 654,500.00 800,000.00 52,000.00 748,000.00 900,000.00 58,500.00 841,500.00
1,000,000.00 65,000.00 935,000.00
Company Overview Based out of Winston Salem, NC, EMS Management and Consultants provides the company overview on their website: “EMS|MC offers full-service revenue cycle management solutions. Our services go from software to hardware to billing services and everything in between. We understand and partner with the EMS industry to provide billing services to meet your needs. From claim submission to payment, you’ll trust us to get the numbers right and increase your revenue.” Here are the services we provide:
• Comprehensive Revenue Cycle Management of all billable EMS call reports • Comprehensive Custom reporting that will meet the reporting and analytical needs of your organization which include financial analysis, performance and trend monitoring • Annual Financial Revenue Projections • Real time Online Reporting providing patient and financial data access • Ongoing Documentation/Compliance Training and Education • Courteous Live-answer Customer Service and Toll-free number • Convenient Online Inquiry System where patients can provide insurance information and inquire about their account and make payments • Integrated Billing System and secure ePCR Interface
• Extensive QA/QI audits and analysis programs • Comprehensive Compliance Plan which ensures regulation compliance with HIPAA, Identity Theft, and Government Auditing • Dedicated Client Relations Team • Secure Data Warehousing • Hardware (Ex. Laptops, Tablets etc.)
ITEM # 9
CONSIDER APPROVAL OF INTERLOCAL AGREEMENT WITH
TOWN OF WARRENTON TO PROVIDE BUILDING INSPECTIONS SERVICES TO
THE TOWN AND AUTHORIZE CHAIRMAN TO SIGN
ITEM # 10
CONSIDER APPROVAL OF ROANOKE WILDWOOD VOLUNTEER FIRE
DEPARTMENT BILLING RATES TO ALLOW FOR A COST RECOVERY
PROGRAM AND AUTHORIZE CHAIRMAN TO SIGN
ITEM # 11-A FINANCE OFFICE
LEE FAINES, FINANCE OFFICER
CONSIDER APPROVAL OF AMENDMENT #9 TO THE FY21 BUDGET
IN THE AMOUNT OF $26,400
MEMORANDUM TO: Warren County Board of Commissioners FROM: Lee Faines, Jr., Finance Director DATE: January 22, 2021 RE: Recommendation for Approval of Budget Ordinance Amendment #9 Background Budget Amendment #9 to the FY 2021 Budget Ordinance is being presented for approval. This amendment does the follow:
1. Increases appropriations in the DSS budget by $500 to budget funds donated by SECU for the Emergency Assistance Program.
2. Increases appropriations in the DSS budget by $490 to budget additional funds received from
DHHS for Energy Assistance.
3. Re-appropriate $25,410 of funds from Emergency Service FY 2020 budget which had been approved for their yearly Maintenance of Motorola VHF Simulcast System.
ITEM # 11-B FINANCE OFFICE
LEE FAINES, FINANCE OFFICER
CONSIDER APPROVAL OF AMENDED AUDIT CONTRACT WITH WINSTON,
WILLIAMS, CREECH, EVANS, & COMPANY, LLC, WITH A DUE DATE OF FEBRUARY 28, 2021, AND AUTHORIZE
CHAIRMAN TO SIGN
ITEM # 12
APPOINTMENTS TO BOARDS/COMMITTEES/COMMISSIONS
A. Appoint Bill Perkinson, Town of
Warrenton Public Works Director, to 1st term on Local Emergency Planning Committee (LEPC)
B. Board of Commissioner Appointments (2 year appointments)
ITEM # 13
CONSIDER APPROVAL OF RESOLUTION FOR COMMUNITY
ECONOMIC RECOVERY AND RESILIENCE (CERRI) AND AUTHORIZE
CHAIRMAN TO SIGN
ITEM # 14
CONSIDER APPROVAL OF EXTENSION OF THE COURTHOUSE SQUARE MEMORIAL COMMITTEE FOR 6
ADDITIONAL MONTHS OR UNTIL WORK IS COMPLETE, WHICHEVER
HAPPENS SOONER
ITEM # 15
BOARD OF COUNTY COMMISSIONERS’ UPDATES
ITEM # 16
CLOSED SESSION
IN ACCORDANCE WITH NCGS §143-381.11(a)(3) AND (4)
FOR ATTORNEY-CLIENT PRIVILEGE AND LOCATION/EXPANSION OF BUSINESS
ITEM # 17
ADJOURN FEBRUARY 1, 2021 REGULAR MEETING
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