03-04-2024 Agenda Packet BOCPERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
MEETING AGENDA
304 South Morgan Street, Room 215
Roxboro, NC 27573-5245
336-597-1720
Fax 336-599-1609
March 4, 2024
7:00 p.m.
This meeting will convene in Room 215 of the County Office Building.
CALL TO ORDER………………………………………………….. Chairman Powell
INVOCATION
PLEDGE OF ALLEGIANCE
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA
RECOGNITION:
ITEM #1 (pgs.4-5)
Proclamation Recognizing March as Social Worker Month………. Carlton Paylor
PUBLIC HEARING:
ITEM #2 (pgs.6-7)
Consideration of Approval of Private Roadway Lookout Ridge Way
to be Added to the Database for E-911 Dispatching………………… Sallie Vaughn
CONSIDERATION TO GRANT OR DENY REQUEST
ITEM #3
Consideration to Grant or Deny Approval of Private Roadway
Lookout Ridge Way to be Added to the Database for E-911
Dispatching…………………………………………………………… Chairman Powell
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INFORMAL COMMENTS
The Person County Board of Commissioners established a 10-minute segment
which is open for informal comments and/or questions from citizens of this
county on issues, other than those issues for which a public hearing has been
scheduled. The time will be divided equally among those wishing to comment.
It is requested that any person who wishes to address the Board, register with
the Clerk to the Board prior to the meeting.
ITEM #4
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA
A.Approval of Minutes of February 5, 2024 (pgs.8-46),
B.Board of Commissioners Rules of Procedure Amendment
(pgs.47-70),
C.Board of Commissioners 2024 Meeting Calendar Amendment
(pgs.71-73), and
D.Budget Amendment #18 (pg.74)
NEW BUSINESS:
ITEM #5 (pgs.75-78)
Options for Evaluation of Social Services……………………...... Brian Hart
ITEM #6 (pgs.79-80)
Appointments to Boards and Committees……………………….. Michele Solomon
CHAIRMAN’S REPORT
MANAGER’S REPORT
COMMISSIONER REPORTS/COMMENTS
CLOSED SESSION #1
A motion to enter into Closed Session #1 per General Statute 143-318.11(a)(4) for
the purpose of discussion of matters relating to the location or expansion of
industries or other businesses in the county (economic development) and per
General Statute 143-318.11(a)(3) for the purpose to consult with the county attorney
in order to preserve the attorney-client privilege with the following individuals
permitted to attend: County Manager Katherine Cathey, Clerk to the Board
Michele Solomon, County Attorney T.C. Morphis, Jr., and Economic Development
Director Brandy Lynch.
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CLOSED SESSION #2
A motion to enter into Closed Session #2 per General Statute 143-318.11(a)(5) to
establish, or to instruct the public body's staff or negotiating agents concerning the
position to be taken by or on behalf of the public body in negotiating (i) the price
and other material terms of a contract or proposed contract for the acquisition of
real property by purchase, option, exchange, or lease; or (ii) the amount of
compensation and other material terms of an employment contract or proposed
employment contract with the following individuals permitted to attend: County
Manager Katherine Cathey, Clerk to the Board Michele Solomon, County Attorney
T.C. Morphis, Jr, General Services Director Ray Foushee, and Finance Director
Amy Wehrenberg.
CLOSED SESSION #3
A motion to enter into Closed Session #3 per General Statute 143-318.11(a)(3) for
the purpose to consult with the county attorney in order to preserve the attorney-
client privilege in matters related to the lawsuit Clayton v. Person County with the
following individuals permitted to attend: County Manager Katherine Cathey,
Clerk to the Board Michele Solomon, and County Attorney T.C. Morphis, Jr.
Note: All Items on the Agenda are for Discussion and Action as deemed appropriate
by the Board.
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AGENDA ABSTRACT
Meeting Date: March 4, 2024
Agenda Title: Social Work Month 2024 Proclamation
Summary of Information: Social Work Month in March is a time to celebrate the great profession
of social work. The theme for Social Work Month 2024 is Empowering Social Workers.
Recommended Action: Proclaim March 2024 as Social Work Month in Person County.
Submitted By: Carlton B. Paylor, Social Services Director
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Social Work Month 2024 Proclamation
“Empowering Social Workers”
WHEREAS, Social Work is a profession truly dedicated to helping people; and
WHEREAS, the primary mission of Social Work is to enhance human well-being and help meet the
basic and complex needs of all people; and
WHEREAS, Social Workers focus on helping people who are vulnerable, oppressed or living in poverty;
and
WHEREAS, Social Workers follow a Code of Ethics that calls on them to fight social injustice, and
respect the dignity and worth of all people; and
WHEREAS, Social Workers meet people where they are and help people and communities reach their
full potential; and
WHEREAS, Social Workers are on the frontlines in helping this nation solve pressing social problems,
including an increased demand for mental health services; an opioid addiction crisis; and economic
inequality; and
WHEREAS, Social Workers are in high demand, with shortages in Social Work staffing and the Bureau
of Labor Statistics predicting Social Work will be one of the fastest growing professions in our nation
during this decade; and
WHEREAS, the 2024 Social Work Month theme, “Empowering Social Workers” embodies the need for
society to support Social Workers so they can continue to do the life-affirming work they do and help
address societal needs; and
WHEREAS, Social Workers in turn empower people, communities and our nation, helping everyone
achieve their full potential, and
NOW THEREFORE, in recognition of the numerous contributions made by Person County Social
Workers, the Person County Board of Commissioners proclaims the month of March 2024 as Social
Work Month and calls upon all citizens to join the National Association of Social Workers and Person
County in celebration and support of the Social Work Profession.
Adopted, this, the 4th day of March 2024.
_________________________________
Gordon Powell, Chairman
Person County Board of Commissioners
ATTEST:
_____________________________________
Michele Solomon
Clerk to the Board of Commissioners
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AGENDA ABSTRACT
Meeting Date: March 4, 2024
Agenda Title: Addition of Lookout Ridge Way, a private roadway
Summary Information: There are no current residences but have one address request, with
the addition of a new residence, which necessitates the naming of the driveway (see map below).
Background Information: In 1979, the Red Mountain Estates Subdivision was created off
Moore’s Mill Rd. At the time, road names were not required for each road within the subdivision. A
recent uptick in land sales and residential development within the subdivision has necessitated the
naming of previously unnamed private roads. Lookout Ridge Way will serve at least 5 potential
homes within the subdivision. In accordance with Article IV, Section 402 H of the “Ordinance
Regulating Addresses and Road Naming in Person County,” any driveway serving 3 or more
addressable structures must be named. Naming this road now will prevent future residents from
having to change their addresses as more lots are developed.
North Carolina General Statute 153A‐
239.1(A) requires a public hearing be
held on the matter and public notice
be provided at least 10 days prior in
the newspaper. The required public
notice was published in the February
22nd edition of the Roxboro Courier‐
Times. A sign advertising the public
hearing was placed at the proposed
roadway location on the same date.
Adjacent property owners were
contacted in person and via certified
mail. Consideration was given to the
list of submitted names and Lookout
Ridge Way was chosen which is compliant with all naming regulations in the Ordinance.
Recommended Action: Approve the recommended roadway name.
Submitted By: Sallie Vaughn, GIS Director
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The Person County Board of County Commissioners will hold a public hearing at 7pm on
March 4th 2024 in room 215 of the Person County Office Building at 304 S Morgan St,
Roxboro, North Carolina to hear the following:
Request by the Person County Address Coordinator to add Lookout Ridge Way to the
database of roadway names used for E‐911 dispatching. The proposed private roadway will
be located near the end of Fire Tower Drive in Mount Tirzah Township. Article IV, Section 402
H of the Ordinance Regulating Address and Road Naming in Person County requires any
private roadway serving three or more homes to be officially named.
Citizens will have an opportunity to speak regarding the above request.
Specific information about the request can be obtained from the Person County GIS
Department, 325 S Morgan St, Suite D.
Sallie Vaughn
GIS Director
Please bill to:
Person County GIS
325 S Morgan St, Ste D
Roxboro, NC 27573
336‐597‐7431
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February 5, 2024
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PERSON COUNTY BOARD OF COMMISSIONERS February 5, 2024
MEMBERS PRESENT OTHERS PRESENT
Gordon Powell Katherine M. Cathey, County Manager
C. Derrick Sims Michele Solomon, Clerk to the Board
Kyle W. Puryear T.C. Morphis, Jr., County Attorney
Charlie Palmer
Jason Thomas
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, February 5, 2024 at 7:00 p.m. in the Commissioners’
Boardroom 215 in the Person County Office Building located at 304 S. Morgan Street,
Roxboro, NC.
Chairman Powell called the meeting to order. Pastor Ben Francis, Troop Leader of
Trail Life Troop NC-0200 and Pastor of Theresa Baptist Church offered an invocation and
Trail Life Troop NC-0200 Navigators, Eli Francis, Dylan Kirby, Gary Robeson, and Colton
Shipley led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Sims and carried 5-0 to approve the agenda.
PUBLIC HEARING #1:
REZONING/MAP AMENDMENT APPLICATION RZ-03-23 IS A REQUEST BY
THE APPLICANT AND PROPERTY OWNER, CHRIS HICKS, TO AMEND THE
ZONING DESIGNATION FOR A ±1.11-ACRE SITE LOCATED AT THE US
501/THAXTON RD. INTERSECTION (TAX MAP AND PARCEL NO. 72 48),
FROM R (RESIDENTIAL) TO B-1 (HIGHWAY COMMERCIAL)
A motion was made by Commissioner Sims and carried 5-0 to open the duly
advertised public hearing for Rezoning/Map Amendment Application RZ-03-23, a request
by the Applicant and Property Owner, Chris Hicks, to amend the zoning designation for a
±1.11-acre site located at the US 501/Thaxton Rd. intersection (Tax Map and Parcel No.
72 48), from R (Residential) to B-1 (Highway Commercial).
Planning & Zoning Director Chris Bowley shared the following presentation for the
Rezoning/Map Amendment Application RZ-03-23.
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There were no individuals appearing before the Board to speak in favor of or in
opposition to the public hearing for Rezoning/Map Amendment Application RZ-03-23, a
request by the Applicant and Property Owner, Chris Hicks, to amend the zoning
designation for a ±1.11-acre site located at the US 501/Thaxton Rd. intersection (Tax Map
and Parcel No. 72 48), from R (Residential) to B-1 (Highway Commercial).
A motion was made by Commissioner Puryear and carried 5-0 to close the public
hearing for Rezoning/Map Amendment Application RZ-03-23, a request by the Applicant
and Property Owner, Chris Hicks, to amend the zoning designation for a ±1.11-acre site
located at the US 501/Thaxton Rd. intersection (Tax Map and Parcel No. 72 48), from R
(Residential) to B-1 (Highway Commercial).
CONSIDERATION TO GRANT OR DENY REZONING/MAP AMENDMENT
APPLICATION RZ-03-23 IS A REQUEST BY THE APPLICANT AND
PROPERTY OWNER, CHRIS HICKS, TO AMEND THE ZONING
DESIGNATION FOR A ±1.11-ACRE SITE LOCATED AT THE US
501/THAXTON RD. INTERSECTION (TAX MAP AND PARCEL NO. 72 48),
FROM R (RESIDENTIAL) TO B-1 (HIGHWAY COMMERCIAL)
A motion was made by Commissioner Puryear and carried 5-0 to approve
Rezoning/Map Amendment Application RZ-03-23, a request by the Applicant and
Property Owner, Chris Hicks, to amend the zoning designation for a ±1.11-acre site
located at the US 501/Thaxton Rd. intersection (Tax Map and Parcel No. 72 48), from R
(Residential) to B-1 (Highway Commercial).
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PUBLIC HEARING #2:
CONSIDERATION OF APPROVAL OF PRIVATE ROADWAY SWALLOWTAIL
DRIVE TO BE ADDED TO THE DATABASE FOR E-911 DISPATCHING
A motion was made by Commissioner Palmer and carried 5-0 to open the duly
advertised public hearing for Consideration of Approval of Private Roadway Swallowtail
Drive to be added to the Database for E-911 Dispatching.
GIS Director Sallie Vaughn presented. She stated that the GIS Department received
an address request for a third address along a private driveway. She stated that the ordinance
does require that once a third addressable structure is added along a private driveway, that
the driveway be named. She stated that the GIS Department appropriately advertised in the
newspaper and by placing a sign out at the area. She stated the GIS Department chose the
road name, and it was agreed upon by all who responded.
There were no individuals appearing before the Board to speak in favor of or in
opposition to the public hearing for Consideration of Approval of Private Roadway
Swallowtail Drive to be added to the Database for E-911 Dispatching.
CONSIDERATION TO GRANT OR DENY CONSIDERATION OF APPROVAL OF
PRIVATE ROADWAY SWALLOWTAIL DRIVE TO BE ADDED TO THE
DATABASE FOR E-911 DISPATCHING
A motion was made by Commissioner Palmer and carried 5-0 to approve Private
Roadway Swallowtail Drive to be added to the Database for E-911 Dispatching.
INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Jimmie Whitfield of 699 Charlie Reade Road, Timberlake spoke on matters related
to the possible $7M purchase of the Carolina Pride Carwash Building to service PCC’s
southern campus. He stated that the property has a tax value of $1.8M. He stated that the
college owns plenty of land at its existing campus for future expansion. He stated that a few
years ago, money was spent wisely to set up Person Early College. He stated that expansion
was cost effective. He stated that if you go forward with this proposed new purchase, it
would likely be thousands of dollars in expenditures to retrofit the building for use, as well
as hundreds of thousands of dollars for maintenance and upkeep. He stated that this purchase
is a bad idea for Person County and money would be better suited spent on updating the
current PCC facility.
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Chris Weaver of 342 Satterfield Farm Road, Timberlake spoke in reference to a
project in Woodsdale that is being developed. He stated the public needs to know how all
of this came about, and who is spending whose money. He stated that we do not need
cronyism or nepotism in our county. He stated that we need to step out of the 19th century
and move forward with honesty and integrity.
Jim Senter of 41 Potluck Farm Road, Rougemont stated that he was at the December
4, 2023 meeting, he is a tax -paying resident of Person County, and that he was not paid to
be at the meeting. He read an excerpt from the Courier-Times, from his neighbor Vonda
Frantz, who wrote a letter to the editor.
Patrick Riley of 256 Hicks Yarboro Road, Roxboro spoke on matters related to
Dominion Energy’s Moriah Energy Center. He stated that the location of the site is far
enough away from his residence and his opinion is neither yay nor nay. He stated that all
the relevant facts should be considered allowing the decision making process to be honest
and fair. He stated facts obtained from the Encyclopedia Britannica in reference to liquefied
natural gas and the effects it may cause.
Katie Moore of 411 North Lamar Street, Roxboro stated that she attended the
December 4, 2023 meeting. She stated that she was not paid to be at the meeting, nor were
the people around her. She stated that the only people in the room paid to be there, was
Dominion Energy. She stated that she has spent over a decade working as a scientist and
researcher supporting communities that live next to oil and gas facilities, mostly in Texas
and Louisiana. She stated that she has seen communities destroyed by oil and gas. She had
concerns about the safety and the effect that a liquefied natural gas facility would have on
this community. She advised everyone to learn more about this topic and to reach out to
members of the Person County Community Action Network.
Jill Hoffman of 260 BC Way, Rougemont stated that she is less than a mile from the
proposed liquefied natural gas facility. She stated that she was at the December 4, 2023
meeting as a concerned citizen, and was not paid to be at the meeting. She stated that she
has concerns about the effects of the liquefied natural gas, to include, health and pollution.
Andrea Childers of 270 Blackberry Lane, Rougemont stated that she has lived in
Person County for 31 years. She asked the Board to reverse the rezoning decision made on
December 4, 2023 of 480 acres from Rural Conservation to Industrial for the Moriah Energy
Center. She stated that if the rezoning reversal request is denied, the residents of this
community deserve to be informed of the details of construction of the Moriah Energy
Center, and need more consistent communication from Dominion Energy and the Board of
County Commissioners. She stated that the residents still have many unanswered questions;
therefore, the residents would like the Board of County Commissioners and representatives
from Dominion Energy to have a panel set up to answer one-on-one questions from
residents.
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Cutch Winstead of 82 Woodspryte Hollow Road, Timberlake stated that he has lived
at his current residence for 25 years, and has been a resident of Person County for 70 years.
He stated that he was at the December 4, 2023 meeting and was not paid to be there.
Jim Dykes of 548 Potluck Farm Road, Rougemont stated that he is a retired family
physician and now a farmer. He stated that he owns a farm 1,000 feet from the proposed
Moriah Energy Center. He stated that he was at the December 4, 2023 meeting, and spoke
in opposition to the rezoning. He stated he was not paid to be there.
PJ Gentry of 541 Byrd Creek Lane, Hurdle Mills stated the issue with Moriah Energy
Center was handled poorly, which is a concern to her. She stated another issue of concern
is the amount of closed sessions the Board goes in to. She stated that is reason for concern.
She discussed issues pertaining to PCBIC and the EDC.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Puryear and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of December 21, 2023,
B. Approval of Minutes of December 26, 2023,
C. Approval of Minutes of January 2, 2024,
D. Approval of Minutes of January 16, 2024,
E. Resolution Approving Review Officers,
F. Written Order for SUP-05-23 - A request by the Applicant and Property Owner,
Brandon Patrick/Patrick Properties Management, LLC, for Special Use Permit
approval on a ±2.0-acre lot (Tax Map No. A3 158) located at the southwest corner
of the Semora Rd. and Skylark Dr. intersection to allow for open storage within a
B-2 (Neighborhood Shopping) zoning district, per Section 155 of the Planning
Ordinance,
G. Budget Amendment # 17,
H. Report of Unpaid 2023 Taxes,
I. Advertisement of Unpaid 2023 Real Estate Taxes, and
J. Tax Adjustments for February 2024
a) Tax Releases
b) NC Vehicle Tax System Pending Refunds
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NEW BUSINESS:
FY24 ISO FIRE RATING REDUCTION BONUSES
Presented by Division Chief Shawn Bradsher. He stated that the Board of
Commissioners established a process to reward fire departments for their efforts to lower
the ISO fire rating for the county’s rural fire districts by awarding a recurring $7,500 from
the Fire Tax District Fund for each ISO fire rating point reduction achieved. He stated that
reduced ISO fire ratings demonstrated an improvement in how well the fire departments can
protect the community and result in savings to county residents on their homeowner’s
insurance. He stated that previously, the following volunteer fire departments in Person
County have lowered their ISO ratings and received bonuses: Allensville VFD, Hurdle Mills
VFD, Timberlake VFR and Semora VFD. He stated that the City of Roxboro Fire
Department has also lowered their ISO rating, which greatly benefits Person County
residents as they provide primary fire coverage to a significant section of County rural fire
district area. He stated that effective January 1, 2024; the following three fire departments
have lowered their ISO fire ratings:
Fire Department Current ISO
Rating
ISO Rating
Effective 1/1/24
Bonus
Ceffo VFD 9E 4/9E $37,500
Moriah VFD 9E 4/9E $37,500
Triple Springs VFD 9E 5/9E $30,000
He stated that the contract addenda will be executed and the bonuses will be added
to the departments’ FY24 Fire Tax District Fund allocation. He stated that the FY24 Fire
Tax District budget includes $266,253 in the unallocated line item. He stated that a budget
transfer will reduce the unallocated amount by $105,000 to award funding for ISO fire rating
reduction bonuses to the three departments identified above. He asked the Board to consider
approving the Contract addenda and award bonuses to the three fire departments.
Commissioner Sims stated that this is not easy work for the Fire Department to do,
it is a lot of hard work, and he commended them for their service and dedication. Chairman
Powell expressed thanks to the members of the VFD’s in attendance and thanked them for
all their hard work.
A motion was made by Commissioner Sims and carried 5-0 to approve Contract
Addenda and Award Bonuses.
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RESOLUTION IN SUPPORT OF DUKE ENERGY
Chairman Powell read the Resolution in Support of Duke Energy.
A motion was made by Commissioner Puryear and carried 5-0 to approve a
Resolution in Support of Duke Energy.
Chairman Powell presented the Resolution in Support of Duke Energy to Elizabeth
Townsend, a representative from Duke Energy. Townsend thanked the Board for the
Resolution and stated Duke Energy is very appreciative to Person County and looks forward
to the continued partnership.
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ADDITION OF BUILDING CODE ENFORCEMENT OFFICER POSITION
Presented by Building Inspections Director Dale Tillman. He stated that the addition
of a one full-time Building Code Enforcement Officer position is proposed due to the
increasing volume of work and the projected growth in residential development within
Person County, including the City of Roxboro. He stated, in FY23, the Inspections
Department staff completed 10,657 inspections and permitted 205 new single- family
dwellings. He stated that this was an increase of 2,410 inspections and 97 single- family
dwellings from the year before.
The chart below shows the steady increase in workload over three fiscal years.
He stated, based on the ISO Building Code Effectiveness Grading Schedule report,
the State of North Carolina recommends that one inspector conduct no more than an average
of 15 inspections in one day and an estimated 2,333 inspections in a year. He stated that
based on these recommendations and projected inspections for FY24, the Person County
Inspections Department should have 5.5 full-time Code Enforcement Officer Positions. He
stated that we currently have 4.0 positions responsible for inspections, to include, one
Inspections Director, one Chief Code Enforcement Officer, and two Building Code
Enforcement Officers. He stated that approximately 40% of the Inspections Director’s time
is devoted to overseeing the operations of the department and 60% to work in the field. He
stated that the addition of another Code Enforcement Officer position would bring the total
number of inspector positions closer to the recommendation. He stated that proposed
projects have the potential to bring more than 1,700 new residential units to the City of
Roxboro. He stated that the estimated salary and benefits costs for the new position are
$21,294 for the remainder of FY24, and additional operating costs, which include supplies,
computer, furniture, vehicle, etc., total $60,700. He stated that a fund balance appropriation
would cover these costs.
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2,000
4,000
6,000
8,000
10,000
12,000
14,000
Inspections Walk‐ins Phone Calls Plan Reviews
Person County Inspections Department
FY22 FY23 FY24 (projected)
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Tillman stated at the end of each fiscal year, the County reports Inspections revenues
and expenditures to the State, and the State expects expenditures to exceed revenues. He
stated, for the past two years, the Inspections Department has had a revenue surplus, and a
surplus is anticipated again this year. He stated the surplus for FY22 was $120,743, and it
was $35,543 for FY23. He stated the projected surplus for FY24 is $10,000. He stated that
since these surplus revenues have already been accounted for in the General Fund balance,
a fund balance appropriation would cover the cost of the new position in FY24, and reduce
the cumulative surplus at yearend. He stated that he is asking the Board to approve the
addition of one full-time Building Code Enforcement Officer position to be effective March
1, 2024, and a fund balance appropriation for $81,994.
A motion was made by Commissioner Palmer and carried 5-0 to approve the
addition of one full time Building Code Enforcement Officer.
PUBLIC RECORDS REQUEST POLICY
Assistant County Manager Brian Hart presented. He stated that the Public Records
Request Policy provides the process by which Person County Government will receive,
review, and respond to public records requests. He stated that the purpose of the Public
Records Request Policy would aid in determining what is a public record, the protocol for
updates and responses from requesters, a general protocol for determining which
department(s) need to respond, and how the County Manager’s office, County Attorney,
and other relevant staff respond to public records requests. He stated that this policy became
a necessity due to the overwhelming responses for requests received over the past 18
months. He stated that over that the County has received 208 public records requests since
they began tracking them in May 2022. He stated that with this new policy, it would include
the implementation and use of a public record liaison system, where designated staff
member(s) would assist with responding to the requests. He stated that the policy stipulates
a timeframe for which to acknowledge requests within two business days and then provide
a full response within ten business days. He stated the policy adheres to NC General Statutes
to allow a special service charge to be implemented for certain items and situations. He
stated that the policy has been reviewed by the County Attorney and that he has received
input from other County Staff.
A motion was made by Commissioner Sims and carried 5-0 to adopt Public
Records Request Policy.
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PURCHASE OF THE CAROLINA PRIDE CARWASH BUILDING
County Manager Katherine Cathey stated that Piedmont Community College (PCC)
has made a request to the Board of Commissioners to purchase the Carolina Pride Carwash
Building, located at 225 Crown Blvd Timberlake. She stated that PCC would relocate
several of their programs to the proposed building, as they have outgrown the current space
at the PCC campus. She stated that the location of the proposed building is along the 501
corridor and it would provide easy access and visibility for perspective students. She stated
the purchase price for the building is $7M. She stated that PCC received a $5M allocation
from the State in this year’s budget, to be used for capital as well as equipment needs for an
Advanced Technology Center. She stated that the money PCC received would assist in the
purchase of the building and for up fits and equipment. She stated that the County would
contribute funds just over $5M towards the purchase price after PCC contribution. She
stated that she signed a non-binding Memorandum of Understanding (MOU) on January 19,
2024, following Board discussion on this topic in negotiating the purchase of the property.
She stated that based on that MOU, the County received a draft Purchase and Sale
Agreement from the property owner, and the agreement has been reviewed by the County
Attorney. She advised the Board they each have a hard copy before them for consideration.
She turned the presentation over to Dr. Pamela Senegal.
Piedmont Community College President Dr. Pamela Senegal presented the
following.
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New construction costs were estimated for a 40,000 square foot building.
Dr. Senegal sheared that the Board of Nursing described faculty, quality of instruction and
student outcomes as top notch, but they were not pleased with PCC’s facilities. Current
health programs are spread out across five different buildings and there are no spaces
large enough for simulations and classroom instruction. PCC is using community meeting
rooms for nursing instruction and paying for small lab instruction due to space
constraints.
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PCC Board of Trustee Phillip Allen stated that he has been on the Board of Trustees
for the past 12 years. He stated that PCC has been around for almost 55 years. He stated that
in 1969, legislators introduced a local bill that created Person Technical Institute. He stated
a bond was past after much public lobbying in the 1970’s, to support and fund the building
and construction of PCC at its current campus. He stated that the current campus is about
45 years old, and has a lot of wear and tear. He stated that the current campus is tucked away
in a remote area and needs additional space to address our workforce development needs.
He stated that in the 1980’s 501 S was developed. He stated that once 501 S was constructed,
an airport and industrial center were built. He stated that the southern part of the county is
the ideal place for advancing PCC and increasing the county’s workforce development. He
asked the Board to please support this project.
Cathey advised the Board of provisions in the Purchase and Sale Agreement. She
stated that the stipulated closing date is August 31, 2024. She stated that date is the
timeframe identified to be able to work through the process of completing due diligence,
and to make sure all studies and analysis are completed, to ensure that this is the purchase
that the County wants to proceed with. She stated, in addition, the County will be going
through a process to finance the purchase through the issuance of debt and that requires
going before the Local Government Commission (LGC) for approval. She stated that the
County’s financial advisors have worked with the County to determine that this debt can
be included within the County’s debt model without an impact on the County tax rate, and
that there would be no need to raise taxes for this purchase. She stated that the earliest that
the County can go before the LGC for consideration of the County’s application would be
the LGC’s June meeting. She stated based on that, the earliest the County could close on the
purchase of the building would be July 10, 2024. She stated that the Purchase and Sales
Agreement requires a $100K deposit within three days of the agreement being finalized.
She stated that the deposit is held during the due diligence period which is defined as
through April 30, 2024. She stated during that timeframe the County would be conducting
the studies and completing the necessary paperwork needed in order to go to the LGC. She
stated the County anticipated everything would be completed by April 30, 2024. She stated
that one provision within the Purchase and Sales Agreement, beginning May 1, 2024, if
closing has not occurred, the County would be responsible for making lease payments to
the owner of the building, Dale Reynolds. She stated that the current tenant had been
responsible and would continue to make the lease payment through April 30, 2024. She
stated that if the County enters in to agreement for purchase, this is affecting the current
tenant from subletting the property to someone else, therefore ultimately making the County
responsible for the lease payments, which come out of the $100K deposit for the months of
May, June, July, and up to August if the closing date occurs after August 31, 2024. She
stated that if the Board approves the Purchase and Sales Agreement, a public hearing would
be held on the financing.
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February 5, 2024
36
Commissioner Sims stated that the Board has been talking about this for several
meetings now, in closed session. He stated that he would like for the Board to table making
any vote until the next meeting, as the public needs to have an opportunity to look at the
Purchase and Sales Agreement, and they need to be heard. He thanked Dr. Senegal for her
presentation. Commissioner Palmer and Puryear both expressed that the existing PCC
campus is old and in need of repairs and updates.
Dale Reynolds owner of the Carolina Pride Carwash Building stated that he wanted
to clarify since there has been some confusion, the $100K deposit would be applied towards
the purchase price if the LGC approves it, any time before August 31, 2024. He stated that
if it does not get approved through the LGC, that is when the County becomes responsible
for the lease payments, deducted from the $100K deposit.
A motion was made by Commissioner Puryear and carried 5-0 to approve the
Purchase and Sales Agreement with the partnership between Piedmont Community College
and Person County Government for the Carolina Pride Carwash Building.
UPDATE ON TRANSITION TO A CONSOLIDATED HUMAN SERVICES
DEPARTMENT
Presented by County Manager Katherine Cathey. She stated that at the direction of
the Board, she was asked to provide an update on the transition to moving the Department
of Social Services (DSS) and Veteran Services to the Consolidated Human Services
Agency. She stated the effective date is April 15, 2024. She stated that there were five steps
outlined in the resolution the Board approved on January 16, 2024. She stated that the DSS
Board would continue to meet as scheduled. She stated that she has met with DSS
supervisors for a question/answer session and for them to express any concerns they had in
reference to the consolidation. She stated that one suggestion that came out of the meeting
was an orientation to be held with the Board to include DSS management staff and others
who are interested in participating. She stated that this would be open to the public, and
prior to April 15, 2024. She stated that she has spoken with DSS Director Carlton Paylor
about scheduling two meetings, which would be with all DSS employees and HR to address
any questions or concerns that they may have. She stated that the Veteran Services Officer
(VSO) transitioned to full-time on January 26, 2024. She stated that that the County is
continuing to evaluate the space in the Human Services Building to accommodate both
Medicaid expansion and Veteran Services. She stated that the Board of Commissioners will
assume the role of the Consolidated Human Services Board effective April 15, 2024. She
stated that the Board would need to discuss when they would be meeting as a Consolidated
Human Services Board and adopt a schedule of meetings. She stated that the Board would
need to provide advice and consent for appointment of the Consolidated Human Services
Director. She stated the importance of keeping staffed informed, so the transition will go
smoothly.
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February 5, 2024
37
Chairman Powell stated that this is a good change, that it will now give the County
better oversight in DSS day-to-day operations. He suggested the County Manager identify
an outside agency to look into the DSS overall operations, a neutral party, apart from the
State to better assist the Board with how operations work within DSS. He asked the County
Manager to provide an update at the next Board meeting.
CHAIRMAN’S REPORT:
Chairman Powell reported that it is good news that Duke Energy announced that
they are moving forward with the proposal to construct two plants rather than one plant in
Person County and he looks forward to that happening.
MANAGER’S REPORT:
County Manager Katherine Cathey had no report.
COMMISSIONER REPORT/COMMENTS:
Vice Chairman Sims expressed thanks to all that came out and gave presentations.
He stated that that during public comments, he thinks there are always accusations that are
made during those public comments, which are not always accurate. He stated that the Board
does not comment when people make those comments or accusations. He stated that people
classify all of the Country Commissioners as one, and they are individuals. He stated that
this bothers him. He stated that the Board has had several people speaking during public
comments about Dominion Energy and their gas facility. He stated that he toured the
Dominion Energy facility in Cary. He stated that he asked many safety questions and looked
at many of their safety protocols at that plant. He stated after asking questions and looking
over their safety protocols, he felt good about it.
Commissioner Palmer reported that he attended the Chamber of Commerce Banquet
at the Homestead, and it was well attended. He stated that the Charters of Freedom glass
would be installed on February 6, 2024. He stated that one individual has accused him many
times, that he made the comment that not everyone at the December 4, 2023 was from
Person County. He stated that he did not says this. He stated that his comment was, the
majority was not from Person County.
Commissioner Puryear had no report.
Commissioner Thomas expressed thanks to all in attendance. He expressed thanks
to all the volunteer fire departments for their hard work. He reported that the PI
groundbreaking ceremony is scheduled for March 4, 2024 at 10 a.m.
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February 5, 2024
38
CLOSED SESSION #1
A motion was made by Commissioner Palmer and carried 5-0 to enter into Closed
Session # 1 at 9:02 p.m. per General Statute 143-318.11(a)(5) to establish, or to instruct
the public body's staff or negotiating agents concerning the position to be taken by or on
behalf of the public body in negotiating (i) the price and other material terms of a contract
or proposed contract for the acquisition of real property by purchase, option, exchange, or
lease; or (ii) the amount of compensation and other material terms of an employment
contract or proposed employment contract with the following individuals permitted to
attend: County Manager Katherine Cathey, Clerk to the Board Michele Solomon, County
Attorney T.C. Morphis, Jr., General Services Director Ray Foushee, and Finance Director
Amy Wehrenberg.
Chairman Powell called the Closed Session #1 to order at 9:03 p.m.
A motion was made by Commissioner Sims and carried 5-0 to return to open
session at 9:40 p.m.
CLOSED SESSION #2
A motion was made by Commissioner Palmer and carried 5-0 to enter into Closed
Session #2 at 9:42 p.m. per General Statute 143-318.11(a)(6) for the purpose to discuss
personnel with the following individuals permitted to attend: County Manager Katherine
Cathey, Clerk to the Board Michele Solomon, and County Attorney T.C. Morphis, Jr.
Chairman Powell called the Closed Session # 2 to order at 9:42 p.m.
A motion was made by Commissioner Thomas and carried 5-0 to return to open
session at 9:45 p.m.
CLOSED SESSION #3
A motion was made by Commissioner Palmer and carried 5-0 to enter into Closed
Session #3 at 9:48 p.m. per General Statute 143-318.11(a)(3) for the purpose to consult
with the county attorney in order to preserve the attorney-client privilege with the
following individuals permitted to attend: County Manager Katherine Cathey, Clerk to the
Board Michele Solomon, County Attorney T.C. Morphis, Jr., and Economic Development
Director Brandy Lynch.
Chairman Powell called the Closed Session # 3 to order at 9:48 p.m.
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February 5, 2024
39
A motion was made by Commissioner Sims and carried 5-0 to return to open
session at 10:18 p.m.
A, motion was made by Commissioner Sims and carried 5-0 to approve a contract
with ECS for geo-tech work at the County’s North Park site.
CLOSED SESSION #4
A motion was made by Commissioner Sims and carried 5-0 to enter into Closed
Session #4 at 10:25 p.m. per General Statute 143-318.11(a)(4) for the purpose of
discussion of matters relating to the location or expansion of industries or other businesses
in the county (economic development) and per General Statute 143-318.11(a)(3) for the
purpose to consult with the county attorney in order to preserve the attorney-client
privilege with the following individuals permitted to attend: County Manager Katherine
Cathey, Clerk to the Board Michele Solomon, County Attorney T.C. Morphis, Jr.,
Economic Development Director Brandy Lynch, and Economic Development Chairman
Phillip Allen.
A motion was made by Commissioner Sims and carried 5-0 to add Sherry
Wilborn to the individuals permitted to attend Closed Session #4.
Chairman Powell called the Closed Session # 4 to order at 10:32 p.m.
A motion was made by Commissioner Sims and carried 5-0 to return to open
session at 12:06 a.m.
ADJOURNMENT:
A motion was made by Commissioner Sims and carried 5-0 to adjourn the meeting
at 12:07 a.m.
_____________________________ ______________________________
Michele Solomon Gordon Powell
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
46
AGENDA ABSTRACT
Meeting Date: March 4, 2024
Agenda Title: Person County Board of Commissioners Rules of Procedure Amendment
Summary of Information: At the Board of Commissioners’ meeting on February 20, 2024, the
Board voted unanimously to move forward with amending the current Rules and Procedures that
were adopted on March 23, 2020. The major revisions include changing the start time of the 7:00
p.m. Regular Meetings to a start time of 6:00 p.m., and establishing a meeting end time of no later
than 10:00 p.m., unless the board votes by majority to go past 10:00 p.m. Other revisions include
changing the start time of the Organizational Meeting from 6:30 p.m. to 5:30 p.m. on the first
Monday in December of each even-numbered year.
Recommended Action: Adopt the amended Rules and Procedures, effective April 1, 2024.
Submitted By: Michele Solomon, Clerk to the Board
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Person County Board of Commissioners
Rules of Procedure
Note: “Comments are included in these Rules to provide statutory
citations, further context and texture to these Rules.
I. Applicability
Rule 1. Applicability of Rules
These rules apply to all meetings of the Board of Commissioners of Person County at
which the board is empowered to exercise any of the executive, quasi-judicial,
administrative, or legislative powers conferred on it by law.
Comment: On the whole, rules of procedure of a governing board are intended
to govern formal meetings of the board where it will exercise any of its executive
and legislative powers. These rules fulfill that purpose and also are designed to
ensure board compliance with the Open Meetings Law, G.S. 143-318.9 through -
318.18, which applies to any gathering of a majority of the board to discuss
public business. The rules also apply to informal work sessions or committee
meetings where public business is discussed but no official action is taken.
II. Open Meetings
Rule 2. Meetings to Be Open
(a) It is the public policy of North Carolina and of Person County that the hearings,
deliberations, and actions of this board and its committees be conducted openly.
(b)Except as otherwise provided in these rules and in accordance with applicable
law, each official meeting of the Person County Board of Commissioners shall be
open to the public and any person is entitled to attend such a meeting.
Comment: See G.S. 143-318.10(a).
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(c) For the purposes of the provisions of these rules concerning open meetings, an
official meeting of the board is defined as any gathering together at any time or
place or the simultaneous communication by conference telephone or other
electronic means of a majority of board members for the purpose of conducting
hearings, participating in deliberations, or voting upon or otherwise transacting
public business within the jurisdiction, real or apparent, of the board.
Comment: See G.S. 143-318.10(d). The Open Meetings Law provides
that a social meeting or other informal assembly or gathering together of
the members of the board does not constitute an official meeting unless it
is “called or held to evade the spirit and purposes” of the laws requiring
meetings to be open.
Rule 3. Closed Sessions
(a) Notwithstanding the provisions of Rule 2, the board may hold a closed session
and exclude the public under the following circumstances and no others:
1. To prevent the disclosure of information that is privileged or confidential
pursuant to the law of this state or of the United States, or is not considered a
public record within the meaning of Chapter 132 of the General Statutes.
Comment: See G.S. 143-318.11(a)(1).
2. To consult with the county attorney or another attorney employed or
retained by the county in order to preserve the attorney-client privilege.
Comment: See G.S. 143-318.11(a)(3). The statute provides that general
policy matters may not be discussed in a session closed in order to
consult with the county attorney, and the mere fact that the county
attorney is participating in a board meeting is not grounds to close the
meeting. The statute further provides that the board may consider and
give instructions to the attorney concerning handling or settlement of any
pending litigation or other matter in controversy, but the terms of any
settlement (other than a malpractice claim against a public hospital) must
be reported to the board of commissioners and entered in the minutes “as
soon as possible within a reasonable time” after the settlement is
concluded.
3. To discuss matters relating to the location or expansion of industries or other
businesses in the county.
Comment: See G.S. 143-318.11(a)(4).
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4. To consider and take action with respect to the position to be taken by the
county in negotiating the price or other material terms of an agreement for
the acquisition or lease of real property.
Comment: See G.S. 143-318.11 (a)(5). The statute does not permit a
closed session to discuss negotiations for purchase or lease of personal
property.
5. To consider and take action with respect to the position to be taken by the
county in negotiating the amount of compensation or other material terms of
an employment contract.
Comment: See G.S. 143-318.11(a)(5).
6. To consider the initial employment or appointment of an individual to any
office or position, other than a vacancy in the board of county commissioners
or any other public body, and to consider the qualifications, competence,
performance, character, and fitness of any public officer or employee, other
than a member of the board of commissioners or of some other public body.
Comment: See G.S. 143-318.11(a)(6). Final action on appointments and
discharges must be taken in open session. The statute specifically
prohibits discussing general personnel policy issues in closed session. It
also prohibits discussion in closed session of removing from office a
member of the board of commissioners or any other public body. This
prohibition does not preclude discussion of removing from office an
individual officer or employee who is not a member of a “public body.”
7. To hear or investigate a charge or complaint by or against an individual
public officer or employee.
Comment: See G.S. 143-318.11(a)(6). Final action discharging an
employee or removing an official from office must be taken in open
session.
8. To plan, conduct, or hear reports concerning investigations of alleged
criminal misconduct.
Comment: See G.S. 143-318.11(a)(7).
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(b) The board may go into closed session only upon motion made and adopted at an
open meeting. A motion to go into closed session must cite one or more of the
permissible purposes listed in subsection (a) of this rule. In addition, a motion to go
into closed session pursuant to Rule 3(a)(1) must state the name or citation of the law
that renders the information to be discussed privileged or confidential, and a motion
to go into closed session pursuant to Rule 3(a)(2) must identify the parties in each
existing lawsuit, if any, concerning which the board expects to receive advice
during the closed session.
Comment: See G.S. 143-318.11(c).
(c) Unless the motion to go into closed session provides otherwise, the county
manager, county attorney, and clerk to the board may attend the closed session. No
other person may attend the closed session unless specifically invited by majority
vote of the board.
Comment: The Open Meetings Law does not address this point.
Although they have no legal right to attend a closed session, the manager,
attorney, and clerk to the board are officers of the board itself and most
boards will want them present at all meetings. All other persons should be
excluded unless their presence is reasonably necessary to facilitate the
board’s deliberations on the matter before it.
III. Organization of the Board
Rule 4. Organizational Meeting
(a) Even-numbered Years. The board shall hold an organizational meeting at its
regular meeting place at 5:30 P.M. on the first Monday in December of each even-
numbered year. The agenda for this organizational meeting shall be limited to
induction of newly elected members of the board of county commissioners and other
elected county officials and organization of the board for the ensuing year. The
organizational meeting shall be convened and concluded before the regular
December meeting is convened. The county attorney shall call the meeting to order
and shall preside until a chair and vice chair are elected. If they have not already
been sworn and inducted into office, the newly elected members of the board shall
take and subscribe the oath of office as the first order of business. As the second
order, the board shall elect a chair and vice-chair from among its members. As the
third order, the board shall approve the bonds of the sheriff, and the register of
deeds, and induct them and any other newly elected county officials into office.
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(b) Odd-numbered Years. At the first regular meeting in December of each off-
numbered year, the first order of business shall be approval of minutes of the
previous meeting. The second order of business shall be election of the chair and
vice-chair for the ensuing year. The third and fourth orders of business may be
appointment of the clerk and county attorney.
Comment: This rule requires an organizational meeting in even
numbered years to be followed by a regular meeting.
This rule incorporates the requirements of G.S. 153A-26 concerning the
times for organizational meetings and the qualifications of new members
and the requirements of G.S. 153A-39 concerning the election of the chair
and the vice-chair. G.S. 161-4 (for the register of deeds), and G.S. 162-9
(for the sheriff) require the board to approve the bonds of these officials.
G.S. 153A-26 provides that the oath of office is that prescribed by Article
VI, Section 7, of the North Carolina Constitution (see also G.S. 11-6 and
G.S. 11-7) and may be administered by any person authorized by law to
administer oaths. The written statement of the oath shall be signed by
each new member and filed with the clerk to the board. The statute also
provides that a new member who cannot be present at the organizational
meeting may take and subscribe the oath later.
Rule 5. Election of the Chair and Vice Chair
The chair of the board shall be elected annually for a term of one year and shall not
be removed from the office of chair unless he or she becomes disqualified to serve as
a member of the board. The vice chair shall also be elected annually for a term of
one year.
Comment: G.S. 153A-39 provides for the election of a chair and states
that he or she is chosen “for the ensuing year.”
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IV. Regular and Special Meetings
Rule 6. Regular and Special Meetings
(a) Regular Meetings. The board shall hold a regular meeting on the first and third
Monday of each month or such other dates as set out in a schedule of meetings
adopted by the board. If a regular meeting day is a holiday on which county offices
are closed, the meeting shall be held on the next business day or such succeeding
days as may be specified in the motion adjourning the immediately preceding
regular meeting. Regular meetings shall be held at Person County Office Building
in the Commissioner Room and shall begin at 6:00 P.M. on the first Monday of each
month and at 9:00 A.M. on the third Monday of each month or such other date and
time as set out in the schedule of meetings adopted by the board. Meetings end at
10:00 P.M. unless there is a majority vote of the board to continue beyond that time.
The board may change the place or time of a particular regular meeting or all
regular meetings within a specified time period by resolution adopted, posted, and
noticed no less than seven days before the change takes effect. Such a resolution
shall be filed with the clerk to the board and posted at or near the regular meeting
place, and copies shall be sent to all persons who have requested notice of special
meetings of the board.
Comment: See G.S. 143-318.12(b)(1) and G.S. 153A-40(a). Any
permanent change in the schedule of regular meetings must be adopted
not later than ten days before the first meeting to which the new schedule
applies. Also, G.S. 153A-40 requires the board of county commissioners
to meet at least once a month. The notice requirements of the proposed
rule are somewhat broader than those required by law.
(b) Special Meetings. The chair or a majority of the members of the board may at
any time call a special meeting of the board by signing a notice stating the time and
place of the meeting and the subjects to be considered. The person or persons who
call the meeting shall cause the notice to be posted on the principal bulletin board
of the county or the door of the regular meeting place if there is no principal
bulletin board and delivered to the chair and all other board members or left at the
usual dwelling place of each member at least 48 hours before the meeting. In
addition, the notice shall be mailed or delivered to individual person and news
media organizations who have requested such notice as provided in subsection (d),
below. Only those items of business specified in the notice may be transacted at a
special meeting, unless all members are present or those who are not present have
signed a written waiver.
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Comment: See G.S. 153A-40(a) and G.S. 143-318.12(b)(2).
(c) Emergency Meetings. If a special meeting is called to deal with an unexpected
circumstance that requires immediate consideration by the board, the notice
requirements of this rule do not apply. However, the person or persons who call an
emergency meeting shall take reasonable action to inform the other members and
the public of the meeting. Local news organizations who have requested notice of
special meetings as provided in subsection (d), below, shall be notified of such
emergency meetings by the same method used to notify board members. Only
business connected with the emergency may be discussed at the meeting.
Comment: See G.S. 153A-40(b) and G.S. 143-318.12(b)(3).
(d) Sunshine List. Any individual person and any newspaper, wire service, radio
station, and television station may file with the clerk to the board of commissioners a
written request for notice of all special meetings of the board.
Comment: See G.S. 143-318.12(b)(2).
(e) Work Session and Committee Meetings. The board may schedule work sessions,
committee meetings, or other informal meetings of the board or a majority of the
members of the board at such times and with respect to such subject matter as may
be established by resolution or order of the board. A schedule of any such meetings
that are held on a regular basis shall be filed in the same place and manner as the
schedule of regular meetings. Work sessions and other informal official meetings
not held on a regular schedule are subject to the same notice requirements as
special board meetings.
Comment: The Open Meetings Law requires that any “official meeting” at
which a majority of the board deliberates on public business must be open
to the public and notice must be given. The last sentence of this rule
embodies that principle. The rule goes beyond the Open Meetings Law in
requiring a published schedule of work sessions or committee meetings
held on a regular basis.
G.S. 143-318.13(a) provides that if the board holds any regular, special,
emergency, or other official meeting by use of conference telephone or
other electronic means, the clerk shall provide a location and means
whereby members of the public may listen to the meeting and notice of the
meeting shall specify that location.
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Rule 7. All Meetings within the County
All meetings shall be held within the boundaries of Person County, except as
otherwise provided for herein.
1. A joint meeting with the governing board of any other political
subdivision of this state or any other state may be held within the
boundaries of either subdivision as may be stated in the call of the
meeting. At any such joint meeting, this board reserves the right to
vote separately on all matters coming before the joint meeting.
2. A special meeting called for the purpose of considering and acting
upon any order or resolution requesting members of the General
Assembly representing all or any portion of this county to support or
oppose any bill pending in the General Assembly or proposed for
introduction therein may be held in Raleigh or such other place as
may be stated in the call of the meeting.
3. Meetings during a Declared State of Emergency
(a) When the chair or other authorized county official has
declared a state of emergency pursuant to NC law and it is
impossible or imprudent to meet in a physical in person
meeting the Board of County Commissioners may meet as a
board by electronic means upon a certification by the chair or
other authorized official that it is necessary to do so. Notice
shall be given of such meeting to the public by any reasonable
means according to the Open Meetings law along with the
opportunity for the public to observe such meeting.
(b) When a meeting of the board is held as provided for in 3(a)
above the board may permit staff and others to participate
electronically as necessary for the efficient and effective
consideration of issues before the board.
(c) The procedures provided for in this section 7.3 shall be
applicable to all county boards and commissions including but
not limited to the Board of Health, the Board of Social
Services, the Planning Board, the Board of Adjustments and
the Recreation Board.”
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Comment: See G.S. 153A-40(c). That statute also speaks of two other
categories of gatherings that may be held outside the boundaries of the
county: retreats, and meetings with the legislative delegation representing
the county in the General Assembly. The statute expressly forbids the
board to take any official action at any such meetings, so they are not
mentioned in the proposed rule. Remember, however, that such meetings
are covered by the Open Meetings Law if a majority of the board is
present and “deliberates” on the public business.
Rule 8. Broadcasting and Recording Meetings
(a) Except as provided in this rule, any radio or television station is entitled to
broadcast all or any part of an official meeting of the board that is required to be
open to the public. Any person may photograph, film, tape-record, or otherwise
reproduce any part of the meeting required to be open.
(b) Any radio or television station wishing to broadcast any portion of an official
meeting of the board shall so notify the county manager no later than twenty-four
hours before the meeting. If the number of requests or the quantity and size of the
necessary equipment is such that the meeting cannot be accommodated in the
designated meeting room and no suitable alternative site in the county office
building is available, the county manager may require the news media either to
pool equipment and personnel or to secure and pay the costs of an alternative
meeting site that is mutually agreeable to the board and the media representatives.
Comment: See G.S. 143-318.14. Notwithstanding the proposed rule, the
board probably could not exclude broadcast media reporters simply
because they failed to give the suggested twenty-four-hour notice.
V. Agenda
Rule 9. Agenda
(a) The clerk to the board and county manager shall prepare the agenda for each
regular, special, and emergency meeting. A request to have an item of business
placed on the agenda for a regular meeting must be received at least three working
days before the meeting. Any board member may, by a timely request, have an
item placed on the agenda.
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(b) Consent Agenda – The County Manager and the Clerk to the Board shall
designate on the agenda an item entitled “Consent Agenda”. Sub items under the
Consent Agenda shall include but are not limited to minutes, routine reports,
budget amendments and such other items that do not require discussion. Such
consent agenda items shall be approved by a single combined vote. Upon the
request of any board member, an item shall be removed from the Consent Agenda
and discussed with Board consideration for approval immediately following the
approval of the remaining item(s) on the Consent Agenda.
(c) The agenda packet shall include the agenda document, any proposed ordinances
or amendments to ordinances, and supporting documentation and background
information relevant to items on the agenda. A copy of the agenda packet shall be
available at the Clerk’s office or delivered to each member of the board at least
twenty-four hours before the meeting. Documents in the agenda packet, if not
previously available for public inspection, shall become so when packets have been
released to each board member.
(d) The board may, by majority vote, add an item that is not on the agenda.
Comment: Because of the increased volume and complexity of the
matters they must consider, nearly all boards use an agenda. Some
boards use an agenda only to organize the material they must consider
and to give themselves an opportunity to study the issues before they
meet. These boards generally allow last-minute additions to the agenda
by general consent. This rule takes that approach. Other boards use their
agenda to control the length of their meetings. Often a board that uses its
agenda for this purpose will hold a work session before the regular
meeting to ask questions and thoroughly explore the proposals that must
be voted on at the regular meeting. Generally these boards take a stricter
approach and do not allow late additions to the agenda unless an
emergency exists.
The manager or the clerk may find it convenient to maintain a mailing list
of interested parties who wish to receive a copy of the agenda regularly.
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Rule 10. Informal Public Comments
The clerk to the board shall include on the agenda of each regular meeting a period
of ten minutes for comments or questions from members of the public in attendance.
Informal Public Comments shall be regulated per the Public Comments Rules and
Procedures as adopted by the board on February 6, 2023. The chair will first
recognize individuals or groups who have made a prior appointment to be heard,
and then may recognize others, subject to available time. The chair may specify the
time allotted to each speaker. After the time set aside for informal public comments
has expired, the chair will recognize further speakers only upon motion duly made
and adopted.
Comment: The board must set aside part of one meeting per month for
individuals or groups to address the board. The rule allows any individual
or group to get on the agenda but lets the board decide whether there is
time to hear its comments. See G.S. 153A-52.1.
Rule 11. Order of Business
At regular meetings, the board shall proceed to business in the following order:
1. Call to order.
2. Invocation.
3. Pledge of Allegiance.
4. Discussion/Adjustment/Approval of Agenda.
5. Recognition(s).
6. Scheduled public hearing(s) and Action related to each public hearing(s).
7. Informal public comments.
8. Discussion/Adjustment/Approval of Consent Agenda.
9. Unfinished business.
10. New business.
11. Chairman’s Report.
12. Manager’s Report.
13. Commissioners’ Report/Comments.
14. Closed Session(s) (if deemed appropriate by the board).
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Without objection, the chair may call items in any order most convenient for the
dispatch of business.
Comment: As a matter of courtesy, by general consent, those items that
require the participation of nonmembers, such as members of the public
and administrative officials, may be considered first.
VI. Conduct of Debate
Rule 12. Powers of the Chair
The chair shall preside at all meetings of the board. A member must be recognized
by the chair in order to address the board. The chair shall have the following
powers:
1. To rule on points of parliamentary procedure, including the right to rule out
of order any motion patently offered for obstructive or dilatory purposes;
2. To determine whether a speaker has gone beyond reasonable standards of
courtesy in his or her remarks and to entertain and rule on objections from
other members on this ground;
3. To call a brief recess at any time;
4. To adjourn in an emergency.
Comment: This rule replaces the question of order and appeal in
Robert’s Rules of Order (hereinafter referred to as RRO). Here, the
chair’s authority increases: his or her decisions regarding decorum in
debate and rules of parliamentary procedure are final and cannot be
appealed to the membership. In RRO, a recess can be taken only on a
motion and vote by the members. This rule gives the chair authority to
declare a recess when necessary to “clear the air” and thus hold friction
among the members to a minimum.
Rule 13. Presiding Officer When the Chair Is in Active Debate
If the chair wishes to become actively engaged in debate on a particular proposal,
he or she shall designate the vice chair or a staff member or another board member
to preside. The chair shall resume the duty to preside as soon as action on the matter
is concluded.
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Comment: Good leadership depends, to a certain extent, on not taking
sides during a debate. On a small board this may not always be feasible
or desirable; yet an unfair advantage accrues to the side whose advocate
controls access to the floor. This rule is designed to ensure evenhanded
treatment to both sides during a heated debate. Ordinarily the chair
should call on the vice-chair to preside if he or she finds it necessary to
step aside. If all board members want to continue to actively participate in
the debate, the clerk to the board or some other staff member may be
asked to preside temporarily.
Rule 14. Action by the Board
The board shall proceed by motion. Any member, including the chair, may make a
motion.
Rule 15. Second Not Required For Substantive Motion
A second is not required for a substantive motion.
Comment: A second is not required in many boards with a small number
of members. If one member of the five member board wishes to debate a
matter by motion that represents 20% of the total board membership.
Rule 16. One Motion at a Time
A member may make only one motion at a time.
Rule 17. Substantive Motion
A substantive motion is out of order while another substantive motion is pending.
Comment: This rule sets forth the basic principle of parliamentary
procedure: distinct issues are considered and dealt with one at a time, so
a new proposal may not be put forth until action on the preceding one has
been concluded.
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RRO does not refer to substantive motions as such; instead it uses such
adjectives as “main” or “principal.” Here, a substantive motion is any
motion other than the procedural motions listed in Rule 20. The possible
subject matter of a substantive motion coextends with the board’s legal
powers, duties, and responsibilities. Indeed, since Rule 14 provides that
the board shall proceed by motion, the substantive motion is the board’s
exclusive mode of action. The procedural motions detailed in the following
rules set forth the board’s various options in disposing of substantive
motions.
Rule 18. Adoption by Majority Vote
A motion shall be adopted if approved by a majority of the votes cast, a quorum
being present, unless an extraordinary majority is required by these rules or the laws
of North Carolina.
Rule 19. Debate
The chair shall state the motion and then open the floor to debate, presiding over
the debate according to these general principles:
1. The member making the motion or introducing the ordinance, resolution, or
order is entitled to speak first.
2. A member who has not spoken on the issue shall be recognized before
someone who has already spoken.
3. To the extent possible, the debate shall alternate between opponents and
proponents of the measure.
4. No member shall speak more than twice on a point in the main motion, nor
longer than ten minutes for the first speech and five minutes for the second
speech; nor shall the member speak more than twice upon an amendment or
procedural motion and then not longer than five minutes for the first speech
and two minutes for the second speech.
Comment: The fourth principle, above, is similar to Rule 10 of the North
Carolina House of Representatives. Not all boards will find it necessary or
desirable to include this provision and those that do should give careful
consideration to the time limits.
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Rule 20. Procedural Motions
(a) In addition to substantive proposals, the procedural motions listed in subsection
(b) of this rule, and on others, shall be in order. Unless otherwise noted, each motion
requires a second, is debatable, may be amended, and requires a majority vote for
adoption.
Comment: This rule substantially departs from RRO. Each procedural
motion in RRO was reviewed to determine whether it was appropriate for
use by a small board; substantial modifications and deletions were the
result. The following enumeration of procedural motions is exhaustive; if a
procedural option is not on the list, it is not available.
(b) In order of priority (if applicable), the procedural motions are:
Comment: While a substantive motion is out of order if another
substantive motion is pending, several procedural motions can be
entertained in succession without necessarily disposing of the immediately
pending one. The order of the list below establishes which procedural
motion yields to which – for example, a move to defer consideration (6)
may be made while a move to refer to committee (9) is pending because
(6) ranks higher on the list.
1. To Adjourn. The motion may be made only at the conclusion of action
on a pending matter; it may not interrupt deliberation of a pending
matter.
Comment: This motion differs from the RRO motion in several respects.
In RRO, it is not debatable or amendable and can be made at any time,
even interrupting substantive deliberations. In view of the small number of
members and the available procedures to limit debate, this rule allows
debate and amendment of the motion to adjourn but allows the motion to
adjourn only when action on a pending matter is over. The motion to defer
consideration or to postpone to a certain time or day may be used if the
board wants to adjourn before completing action on a matter.
2. To Take a Recess.
Comment: RRO does not allow debate on this motion, but since the
number of members is small and procedures to limit debate are available,
this rule allows debate on the motion. As in RRO, the motion is in order at
any time. Note that under Rule 12, the chair also has the power to call a
brief recess.
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3. To Call to Follow the Agenda. The motion must be made at the first
reasonable opportunity or it is waived.
Comment: This motion differs from the call for the orders of the day in
RRO: it may be debated and must be made when an item of business that
deviates from the agenda is proposed or the right to insist on following the
agenda is waived for that item.
4. To Suspend the Rules. The motion requires a vote equal to a quorum.
Comment: This motion differs from RRO in that it is debatable and
amendable and the number of necessary votes is a quorum rather than
two thirds. Thus if a board has five members, three members (a quorum)
must vote for the motion; if only three members are present at a particular
meeting, all three must vote for the motion in order to adopt it. This
motion is in order when the board wishes to do something that it may
legally do but cannot without violating its own rules. The procedure will
pose some problems for a three-member board, as it can be used to
prevent one member from participating in the board’s deliberations.
Frequent use of the motion to prevent one member from presenting
proposals to the board or from speaking on an issue before the board is of
doubtful legality. A three-member board may decide to require a
unanimous vote to suspend the rules.
5. To Divide a Complex Motion and Consider It by Paragraph.
Comment: this motion is the same as the division of a question and
consideration by paragraph in RRO except that it is debatable.
6. To Defer Consideration. A substantive motion whose consideration
has been deferred expires one hundred days thereafter, unless a
motion to revive consideration is adopted.
Comment: This motion, which replaces the motion to lay on the table in
RRO, was renamed to avoid confusion. It allows the board temporarily to
defer consideration of a proposal. It differs from RRO in that it may be
debated and amended, and in that a motion that has been deferred dies if
it is not taken up by the board (via a motion to revive consideration) within
one hundred days of the vote to defer consideration. (In RRO a motion
laid on the table dies at the end of that particular session of the assembly.)
One hundred days is the suggested period of time for deferring
consideration because it is also the time within which a proposal
ordinance must be enacted (see Rule 27).
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7. To Call the Previous Question. The motion is not in order until every
member has had one opportunity to speak.
Comment: This motion differs from the motion in RRO. The RRO motion
is always in order, is not debatable or amendable, and requires a two-
thirds vote for adoption. Thus, it may be used to end discussion of a
proposal before every member has had an opportunity to speak. Such a
device may be necessary to preserve efficiency in a large assembly, but
with a small board, allowing every member at least one opportunity to
speak before closing debate strikes a better balance between efficiency
and fairness. After every member who wishes to speak has done so,
debate may be ended by majority vote. The second revised edition of
these Rules of Procedure for the Board of County Commissioners also
suggested that the call for the previous question may not be made before
there had at least twenty minutes of debate. That provision is deleted
from this edition in favor of the suggested principle included in Rule 19
concerning limitations on individual speeches at various steps in debate.
8. To Postpone to a Certain Time or Day.
Comment: This motion allows the board to defer consideration to a
specified time or day and is appropriate when more information is needed
or the deliberations are likely to be lengthy.
9. To Refer to Committee. Sixty days after a motion has been referred to
a committee, the introducer may compel consideration of the measure
by the entire board, regardless of whether the committee has reported
the matter back to the board.
Comment: This motion is identical with the motion of the same name in
RRO except that the introducer’s right to compel consideration by the full
board after a specified period of time prevents using the motion to defeat a
proposal by referring it to a committee that intends to take no action on it.
If the board does not use committees, this rule is unnecessary.
10. To Amend. An amendment to a motion must be germane to the
subject of the motion, but it may not achieve the opposite effect of the
motion. There may be an amendment to the motion and an
amendment to an amendment, but no further amendments. Any
amendment to a proposed ordinance shall be reduced to writing. In
lieu of using a substitution motion, it is recommended that board
members defeat the main motion and propose a new motion.
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11. To Revive Consideration. The motion is in order at any time within
one hundred days of a vote deferring consideration of it. A
substantive motion on which consideration has been deferred expires
one hundred days after the deferral, unless a motion to revive
consideration is adopted.
Comment: This motion replaces the motion to take up from the table in
RRO and was renamed in order to avoid confusion. This motion may be
debated and amended; the motion in RRO may not. If the motion to
revive consideration is not successful within one hundred days of the
original deferral date, the substantive motion expires. The subject matter
of the motion may be brought forward again by a new motion.
12. To Reconsider. The motion must be made at the same meeting at
which the original vote was taken, and by a member who voted with
the prevailing side. The motion cannot interrupt deliberation on a
pending matter but is in order at any time before adjournment.
Comment: According to RRO, the motion may be made at the same
meeting or on the next legal day and may interrupt deliberation on another
matter. The rule does not allow reconsideration of a vote once the
meeting adjourns. A member wishing to reverse an action taken at a
previous meeting may make a motion or introduce a new ordinance
having the opposite effect.
13. To Prevent Reconsideration for Six Months. The motion shall be in
order immediately following the defeat of a substantive motion and
at no other time. The motion requires a vote equal to a quorum and is
valid for six months or until the next regular election of county
commissioners, whichever occurs first.
Comment: This clincher motion prevents the same motion from being
continually introduced when the subject has been thoroughly considered.
Because this motion curtails a member’s right to bring a matter before the
board, a vote equal to a quorum is required. As with every other motion, a
clincher may be dissolved by a motion to suspend the rules. Six months is
merely a suggested time; the board may shorten or lengthen the time as it
sees fit. In order to give a new board a clean slate, the motion is not
effective beyond the next regular election.
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Rule 21. Renewal of Motion
A defeated motion may not be renewed at the same meeting.
Rule 22. Withdrawal of Motion
A motion may be withdrawn by the introducer at any time before the chair puts the
motion to a vote.
Comment: RRO provides that once a motion has been stated by the
chair for debate, it cannot be withdrawn without the assembly’s consent.
Such a procedure is unnecessary for a small board.
Rule 23. Duty to Vote
It is the duty of each member to vote unless excused by a majority vote according to
law. The board may excuse members from voting on matters involving their own
financial interest or official conduct. A member who wishes to be excused from
voting shall so inform the chair, who shall take a vote of the remaining members. A
member who fails to vote, not having been excused, shall be recorded as voting in
the affirmative.
Comment: G.S. 153A-44 provides that board members have a duty to
vote, but does not state the remedy for failure to do so.
Rule 24. Prohibition of Secret Voting
No vote may be taken by secret ballot. If the board decides to vote by written
ballot, each member shall sign his or her ballot and the minutes shall record the vote
of each member. These ballots shall be retained and made available for public
inspection until the minutes have been approved, at which time they may be
destroyed.
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Comment: See G.S. 143-318.13(b).
Rule 25. Action by Reference
The board shall not deliberate, vote, or otherwise act on any matter by reference to
an agenda or document number unless copies of the agenda or documents being
referenced are available for public inspection at the meeting and are so worded
that people at the meeting can understand what is being discussed or acted on.
Comment: See G.S. 143-318.13(c).
Rule 26. Introduction of Ordinances, Resolutions, and Orders
A proposed ordinance shall be deemed introduced at the first meeting at which it is
on the agenda, regardless of whether it is actually considered by the board, and its
introduction shall be recorded in the minutes.
Comment: G.S. 153A-45 provides that an ordinance may not be finally
adopted at the meeting at which it is introduced except by unanimous
vote. The definition of introduction therefore is important because it
makes a difference in the number of votes required to adopt an ordinance.
No North Carolina judicial decisions have addressed the question of when
an ordinance is considered to have been introduced. The rule assumes
that a measure is introduced when it has been formally presented to the
board through an approved agenda.
Rule 27. Adoption, Amendment, or Repeal of Ordinances
To be adopted at the meeting where first introduced, an ordinance or any action
with the effect of an ordinance, or any ordinance amending or repealing an existing
ordinance (except the budget ordinance, a bond order, or another ordinance
requiring a public hearing before adoption) must be approved by all members of
the board of commissioners. If the proposed measure is approved by a majority of
those voting but not by all the members of the board, or if the measure is not voted
on at the meeting where introduced, it shall be considered at the next regular
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meeting of the board. If the proposal receives a majority of the votes cast at the next
meeting or within one hundred days of being introduced, it is adopted.
Comment: See G.S. 153A-45. See also G.S. 153A-46 for requirements
for granting franchises.
Rule 28. Quorum
A majority of the board membership shall constitute a quorum. The number
required for a quorum is not affected by vacancies. If a member has withdrawn from
a meeting without being excused by majority vote of the remaining members
present, he or she shall be counted as present for the purposes of determining
whether a quorum is present. The board may compel the attendance of an absent
member by ordering the sheriff to take the member into custody.
Comment: See G.S. 153A-43. Compelling the attendance of a member
by ordering the sheriff to take him or her into custody is an extraordinary
remedy intended for use when a member obstinately refuses to attend
meetings for the purpose of preventing action on a proposal. If the board
contemplates using this power, it might be wise to give the absent
members notice that their attendance is required by the majority and may
be compelled in this manner.
Rule 29. Public Hearings
Public hearings required by law or deemed advisable by the board shall be
organized by a special order, adopted by a majority vote, setting forth the subject,
date, place, and time of the hearing as well as any rules regarding the length of time
allotted to each speaker and designating representatives to speak for large groups.
At the appointed time, the chair shall call the hearing to order and preside over it.
When the allotted time expires, the chair shall declare the hearing ended and the
board shall resume the regular order of business. Following the closing of a public
hearing, the board may take action to grant or deny the request as desired by the
board.
Comment: G.S. 153A-52 provides that public hearings may be held
anywhere within the county and gives the board authority to adopt rules
governing the hearings.
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Rule 30. Quorum at Public Hearings
A quorum of the board shall be required at all public hearings required by law.
Comment: G.S. 153A-52 implies that a quorum of governing board
members is necessary for a public hearing by providing that a hearing
shall be deferred to the next regular meeting if a quorum is not present at
the originally scheduled time. However, if the board decided to hold a
public hearing not required by law to gather a consensus of public opinion
on an issue, the hearing could be held at several sites, with a few
members at each site.
Rule 31. Minutes
Minutes shall be kept of all board meetings. The board, by majority vote, shall
approve all minutes of each meeting (whether open or closed session), through
action at a public meeting. Minutes of all closed sessions are to be sealed until their
release will not frustrate the purpose of the closed session. The County Attorney is
designated to periodically review said sealed minutes and determine the
appropriateness of releasing such minutes for public inspection. At such time the
County Attorney deems the release of sealed minutes would no longer frustrate the
purpose, the clerk to the board is authorized to transfer such to the public minutes of
the Board.
Comment: G.S. 143-318.10(e) requires all public bodies to keep “ full
and accurate” minutes of all official meetings, including closed sessions.
Minutes of closed sessions must be a “general account… so that a person
not in attendance would have a reasonable understanding of what
transpired.” Closed session minutes may be withheld from public
inspection “so long as public inspection would frustrate the purpose” of the
session.
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Rule 32. Reference to Robert’s Rules of Order
To the extent not provided for in, and not conflicting with the spirit of, these rules,
the chair shall refer to Robert’s Rules of Order to resolve procedural questions.
Comment: RRO was designed to govern a large legislative assembly,
and many of its provisions may be inappropriate for small boards.
Nevertheless, it is the best source of parliamentary procedure; care should
simply be taken to adjust RRO to meet the needs of small governing
boards.
70
AGENDA ABSTRACT
Meeting Date: March 4, 2024
Agenda Title: Board of Commissioners 2024 Meeting Schedule Amendment
Summary of Information: The attached resolution amends the Board of Commissioners 2024
Meeting Schedule, changing the 7:00 p.m. meetings to a start time of 6:00 p.m.
Recommended Action: Amend the Board of Commissioners 2024 Meeting Schedule to change the
7:00 p.m. meetings to 6:00 p.m. effective with the April 1, 2024 meeting.
Submitted By: Michele Solomon, Clerk to the Board
71
Resolution Establishing
2024 Schedule of Regular Meetings for the
Person County Board of Commissioners
WHEREAS, NC General Statute 153A-40 requires boards of commissioners to hold a regular-scheduled
meeting at least once a month; and
WHEREAS, the Person County Board of Commissioners meets in its Commissioners' Boardroom 215 in
the Person County Office Building, located at 304 S. Morgan Street in Roxboro, North Carolina, unless
otherwise noted below.
WHEREAS, action of the Board of Commissioners at its meeting on February 20, 2024 to change the 7:00
p.m. meetings to 6:00 p.m. effective with the April 1, 2024 meeting. Now therefore, be it
RESOLVED by action of the Person County Board of Commissioners, the following Schedule of Regular
Meetings for 2024 is set forth as following:
January 2, 2024
January 16, 2024
February 5, 2024
(Tuesday)
(Tuesday)
7:00 p.m.
9:00 a.m.
7:00 p.m.
February 20, 2024 (Tuesday)
March 4, 2024
March 18, 2024
April 1, 2024
April 15, 2024
May 6, 2024
May 20, 2024
Jun e 3, 2024
June 17, 2024
July 15, 2024
August 5, 2024
August 19, 2024
9:00 a.m.
7:00 p.m.
9:00 a.m.
6:00 p.m.
9:00 a.m.
6:00 p.m.
9:00 a.m.
6:00 p.m.
9:00 a.m.
9:00 a.m.
6:00 p.m .
9:00 a.m.
72
September 3, 2024 (Tuesday)
September 16, 2024
October 7, 2024
October 21, 2024
6:00 p.m.
9:00 a.m.
6:00 p.m.
9:00 a.m.
November 4, 2024
November 18, 2024
December 2, 2024
6:00 p.m.
9:00 a.m.
6:00 p.m.
BE IT FURTHER RESOLVED that a copy of this Resolution shall be posted on the Board of Commissioners'
bulletin board located outside the Commissioners' meeting room 215 of the County Office Building at least
ten (I0) days before the first meeting to which it applies, and that the adopted Schedule of Meetings dates shall
be posted on the County website and distributed with the Sunshine e mail group.
Adopted this, the 4th day of March 2024.
________________________________
Gordon Powell, Chairman
Person County Board of Commissioners
Attest:
___________________________________
Michele Solomon
Clerk of Board
73
3/4/2024
Dept./Acct No.Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
General Government 3,500
Public Safety 24,258
Human Services 23,072
REVENUES General Fund
Other Revenues 27,758
Intergovernmental Revenues 23,072
Explanation:
Account Number Account Description
$Revenues
incr. (decr.)
(cr.) dr.
$Expenditures
incr. (decr.)
dr. (cr.)
100-389890 Miscellaneous Revs 6,834
1004310-435300 Sheriff Office-Maint & Repair/Vehicles 6,834
100-389890 Miscellaneous Revs 575
1004310-435300 Sheriff Office-Maint & Repair/Vehicles 575
100-389890 Miscellaneous Revs 16,849
1004370-435300 EMS-Maint & Repair/Vehicles 16,849
100-389890 Miscellaneous Revs 3,500
1004121-420000 IT-Supplies 3,500
19050-378420 DSS-Foster care Caseworker Visits 4,014
1905310-412000 DSS-Salary and Wages 4,014
19050-378109 DSS-Emergency Placement Fund 19,058
1905380-515150 DSS-Emergency Placement Fund 19,058
Totals 50,830 50,830
BUDGET AMENDMENT #18
Amend budget for receipt of insurance claims for repairs to Sheriff's Office vehicles ($7,409) and EMS vehicle
($16,849); recognize funds from the sale of used cell phones for the cost of supplies in IT department ($3,500);
and apply State-received increases for Foster Care services ($4,014) and Emergency Placement Program
($19,058) in DSS.
BUDGET ADJUSTMENT DETAIL
BA‐1874
AGENDA ABSTRACT
Meeting Date: March 4, 2024
Agenda Title: Options for Evaluation of Social Services
Summary of Information: The Board of Commissioners requested options for independent
consulting services to conduct an evaluation of the Department of Social Services. Attached is a
summary of the two proposals received in response to a scope of work document. Based on the
proposals, staff recommends contracting with CCR Consulting.
Recommended Action: Review and discuss options.
Submitted By: Brian Hart, Assistant County Manager
75
Summary of DSS Consultant Responses As received on February 26, 2024 Scope of Work Objective Allies4Outcomes CCR Consulting Board Development/ Professional Development for CHSA Board and CHSA Director Research best practices for CHSAGovernance in jurisdictions of similar sizefor options related to roles andresponsibilitiesOutline, facilitate and present to the Boardof Commissioner the findings and optionsfor their adoption of a structure for PersonCounty GovernmentOutline, facilitate and present to the Boardof Commissioner the findings and optionsfor their adoption of a structure for PersonCounty GovernmentInitial conversations around theconsolidation structure, its purpose, andits anticipated outcomes. A mission andvisioning process could help the Boardtarget its current mission and valuesstatements to specific human servicesgoals. CCR will help county leadershipexplore what bylaws and policies areneeded to ensure fluent, effectiveconsideration of proposed actions.CCR would assist in formulating a detailedboard development plan and proposedcalendar to guide board discussion anddeliberation around human services issuesthroughout the fiscal year.Compliance Examination and Evaluation Operational Analysis – qualitative andquantitative;will track redundancies examinecommunication methods and frequencywith the public, internal communicationstrategies, human resources operationsand workforce strengths/needs,technology, and any training or potentialcross‐training that could improve servicedelivery.Dive into both the fiscal and datacomponents of the business processmapping will undergird the data analysisCCR proposes a review of agencyprocesses and procedures as they relate tothe program functions assigned to socialservices (Child Welfare, Aging and AdultServices, Childcare, Income Supportprograms, Work First and Child Support)and an assessment of their adherence tofederal and state compliance standardsbased on data and audits available.Conduct a high‐level review of budget toascertain spending priorities andopportunities for enhancedintergovernmental reimbursement.76
Summary of DSS Consultant Responses As received on February 26, 2024 Scope of Work Objective Allies4Outcomes CCR Consulting and evaluation findings, offering additional insight into recommendations. A4O will work with both fiscal and related program staff as successful expenditure and reimbursement of social services funding relies heavily on collaboration between the two disciplines. Conduct high‐level review of program datametrics to ascertain service priorities andopportunities for enhanced programperformance.Evaluate Customer/Client Experience Individual interviews with DSS clients andfocus groups with families/parents,resource parents, judicial partners andcitizensWould adhere to strategies outlined by inthe County’s RFI but recommends that in‐depth conversations with non‐profit andcommunity partners be used to solicitclient concerns and issues with countyhuman services delivery, responsiveness,and access.Work Environment/Employee Experience Organizational Health Targeted StaffSurvey: The A4O Evaluation Team willfacilitate a structured survey toolcomprised of a series of yes/no, multiple‐choice, and Likert scale items, which willbe used to gather input from theworkforce, including workers, supervisors,managers, as agreed upon by the PCGEvaluation Leadership Team. We will askopen‐ended questions about programareas and organizational strengths,challenges, and ideas for enhancingorganizational culture and climate.Focus Groups: During the focus groups,staff, supervisors, and support staff will beWill develop an interview process to elicitDSS leadership, team management,caseworker and support servicesperspectives regarding the agency’sefficacies and areas of concern. Included inthe process will be the creation ofmanagement and staff interview tools andrecommendations for employee interviewgroups. Individual interviews will beconducted with HHS senior leadership, andseparate group interviews will be held withlike key management positions such asteam unit supervisors. Focus groupinterviews will be held with like positionsin the clerical and staff support units andwith each of the individual teams for77
Summary of DSS Consultant Responses As received on February 26, 2024 Scope of Work Objective Allies4Outcomes CCR Consulting asked to identify organizational and process strengths, gaps, and ideas for efficiency. We propose the following focus groups: 6‐8 workers from each program area, across varying tenure groups, Supervisors from all program areas, Management team across all program areas, DSS Attorneys, Fiscal and Operational Team, Administrative Staff Root Cause Organizational Culture andClimate Mapping In addition, the A4OEvaluation Team will facilitate worker andsupervisor focus groups based onorganizational tenure to dive deeper intoculture and climate root causes.income eligibility programs and adult and children’s services Review of Recruitment/Retention Strategies Evaluating current recruitment,interviewing and hiring practicesCollect data related to compensation forcounties surrounding Person, as well assimilar sized counties.Would work with County’s HumanResources Department to exploreopportunities for effective recruitment andjob posting strategiesConsult with UNC School of Government’smost recent salary survey to assess likeand surrounding county salaries forcomparable positionsProposed Timeline Approximately 6 months Approximately 12 months Maximum Proposed Budget* Up to $166,740 $7,000/month (~$86,400) *State and Federal reimbursements are expected to cover approximately 45% of costs associated with the evaluation. Funding is available in theDSS Fund Balance to cover the portion for which the County is responsible.78
AGENDA ABSTRACT
Meeting Date: March 4, 2024
Agenda Title: Appointments to Boards and Committees
Summary of Information: Attached is an interested citizen application for a current vacancy
Animal Services Advisory Committee
1 position for a citizen-at-large to fill unexpired term to 06/30/2024
1) Deputy Sheriff Kirsten Brame requests appointment
Recommended Action: Board nomination for appointment as deemed appropriate.
Submitted By: Michele Solomon, Clerk to the Board
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