The URL can be used to link to this page

03-18-2024 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 18, 2024 9:00 a.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 PUBLIC HEARING: ITEM #1 SUP-06-23 – A request by the Applicant and Property Owner, Conner Perkins, of ±5.8-acres (Subject Property), located at 1351 Jim Thorpe Highway with Tax Map No. 68 135 and Parcel Identification No. 0917-00-54-6083.000, to approve Special Use Permit SUP-06-23 for a camper/recreational park in an R (Residential) zoning district for the Perkins Recreational Vehicle (RV) Park, per Section 155 of the Person County Planning Ordinance…………………………………………………………….. Chris Bowley 1 CONSIDERATION TO GRANT OR DENY REQUEST ITEM #2 Consideration to grant or deny SUP-06-23 – A request by the Applicant and Property Owner, Conner Perkins, of ±5.8-acres (Subject Property), located at 1351 Jim Thorpe Highway with Tax Map No. 68 135 and Parcel Identification No. 0917-00-54-6083.000, to approve Special Use Permit SUP-06-23 for a camper/recreational park in an R (Residential) zoning district for the Perkins Recreational Vehicle (RV) Park, per Section 155 of the Person County Planning Ordinance…………………………………………… Chairman Powell PUBLIC HEARING: ITEM #3 SUP-01-24 – A request by the Applicant and Property Owner, Matthew Brandon, Brandon’s Wrecker Service, Inc., for Special Use Permit approval on a ±25.6-acre lot (Tax Map No. A58 192), located at 5022 Boston Rd., to allow for a salvage operation/junkyard commercial use in an RC (Rural Conservation) zoning district, per Section 155 of the Planning Ordinance…………………………………………..... Chris Bowley CONSIDERATION TO GRANT OR DENY REQUEST ITEM #4 Consideration to grant or deny SUP-01-24 – A request by the Applicant and Property Owner, Matthew Brandon, Brandon’s Wrecker Service, Inc., for Special Use Permit approval on a ±25.6-acre lot (Tax Map No. A58 192), located at 5022 Boston Rd., to allow for a salvage operation/junkyard commercial use in an RC (Rural Conservation) zoning district, per Section 155 of the Planning Ordinance…………………… Chairman Powell 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 #5 DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA A. Approval of Minutes of February 20, 2024, B. Approval of Minutes of March 4, 2024, and C. Budget Amendment #19 2 NEW BUSINESS: ITEM #6 Vaya Health Update………………………………………………… Elliott Clark ITEM #7 Reimbursement Resolution for 2024 Limited Obligation Bonds (LOBs)……………………………………………………….. Amy Wehrenberg ITEM #8 Options for Evaluation of Social Services…………………………. Brian Hart ITEM #9 Options for Fleet Management…………………………………….. Katherine Cathey 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)(6) for the purpose to discuss personnel with the following individuals permitted to attend: County Manager Katherine Cathey, Clerk to the Board Michele Solomon, County Attorney T.C. Morphis, Jr., and Register of Deeds Tonya Wilson. Note: All Items on the Agenda are for Discussion and Action as deemed appropriate by the Board. 3 1 AGENDA ABSTRACT Meeting Date: March 18, 2024 Agenda Title: SUP-06-23 – A request by the Applicant and Property Owner, Conner Perkins, of ±5.8-acres (Subject Property), located at 1351 Jim Thorpe Highway with Tax Map No. 68 135 and Parcel Identification No. 0917-00-54-6083.000, to approve Special Use Permit SUP-06-23 for a camper/recreational park in an R (Residential) zoning district for the Perkins Recreational Vehicle (RV) Park, per Section 155 of the Person County Planning Ordinance. Summary of Information: The Subject Property is a ±5.8-acre vacant parcel located along the west side of Jim Thorpe Hwy., approximately 790-ft. southwest of the Jim Thorpe Hwy./Allie Clay Rd. intersection. The site is referenced with Tax Map No. 68 135 and Parcel Identification No. 0917-00-54-6083.000. The zoning designation for the Subject Property of R (Residential) is compatible with a Growth Areas future land use designation. The proposed land use of Camper/Recreational Park is listed within Appendix B, Definitions as, “Any site or tract of land upon which two or more recreational vehicles or tent spaces are provided for occupancy according to the requirements set forth in this ordinance.” Per Appendix C, Table of Permitted Uses of the Planning Ordinance, the proposed camper/recreational park is a permitted use in the R zoning district with Special Use Permit approval. The Applicant proposes using the camper/recreational park for “temporary living set-ups” (i.e. temporary housing). Within the Planning Ordinance, there is no definition for temporary housing in Appendix B, Definitions, and no land use listed in Appendix C, Table of Permitted Uses, for it. Note No. 7A of the Planning Ordinance allows for a temporary emergency use of a camper/recreational vehicle for a period of six (6) months for natural disasters and reconstruction of a principle dwelling unit. The proposed development is to allow for up to three (3) recreational vehicle (RV) pads; leaving a remainder of the parent tract for open space. The placement of the pads will be towards the south and center of the property away from existing residential homes to the north and west. The required 50-foot bufferyard, per the Section 155-2(10)(c) of the Planning Ordinance, is maintained along the entire perimeter of the site. There Subject Property includes mature vegetation at the perimeter throughout the site, with an existing cleared area in the center. The Applicant proposes to keep the existing natural bufferyard and landscape screen to mitigate the camper/recreational park from adjacent properties. The Applicant is the adjacent property owner to the south. The adjacent properties also include mature vegetation. Section 4 of the Person County & City of Roxboro Comprehensive Plan (Comprehensive Plan) includes four (4) Guiding Principles. The following Guiding Principles and identified goals are listed that provides justification for supporting Special Use Permit Application SUP-06-23 and the development of an RV park on the Subject Property: 4 2 Guiding Principle No. 2 – Facilitating Sustainable Economic Growth  Goal No. 2.6 – Provide an attractive and diverse housing stock to attract workers at all levels. An application and Site Plan has also been provided by the Applicant that meets that shows the proposed location of the camper/RV park that meets Sections 81 and 155-2 of the Planning Ordinance. The Site Plan includes the access driveway, bufferyards, pad locations, and utility locations. Recommended Action: The proposed land use, as a small temporary workforce housing RV park, is a continued response to the local real estate and housing market that is seeing more transient housing types, rentals, and extended dwellings in hotels and motels. The Comprehensive Plan seeks to address workforce housing with Goal 2.6. The Planning Ordinance, predating the Comprehensive Plan, does not contemplate dwelling within a camper/RV Park. There are few measures to distinguish workforce housing from vacation use within camper/RV Parks, as they can be used as such. However, there are conditions of approval that can be made to ensure that temporary use of camper/RV Parks do not become permanent housing. The Applicant received Person County Environmental Health Department Permits to install an on-site well and septic system. Per the Planning Ordinance, the Board of Commissioners shall also address a “Findings of Fact” as listed in Section 155, to determine if the proposed use supports the Comprehensive Plan. From the Findings of Fact criteria listed in Section 155-3(b), the Applicant provided responses that the approval of Special Use Permit Application SUP-06-23 supports the four Findings of Fact, as listed below: 1. That the use will not materially endanger the public health or safety, if located where proposed and developed according to the plan as submitted and approved. – all systems, such as septic, well, pad etc., will be up to standard and approved. The site will be in an area that is away from the general public and (be) private, but easily accessible to the renters. 2. That the use meets all required conditions and specifications. – the site will be developed in accordance to the approved plans and regulations, as required. 3. That the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity. – there is a need for living quarters and these are mobile campers that can be easily moved. The campground will also not be visible from any adjoining property. 4. That the location and character of the use, if developed according to the plan as submitted and approved, will be in harmony with the area in which it is to be located and in general conformity with the Comprehensive Plan. – the campground will be located off of (US) 501, an area convenient for access and frequently used for business and travel. The campground will also be developed in accordance to the regulated and approved plan. Based on the above, the Planning & Zoning Department staff recommends that the Board of Commissioners approve Special Use Permit SUP-06-23 for the Perkins Recreational Vehicle Park, 5 3 with the following conditions: 1. The Applicant continues to obtain all required permits from Person County, the State of North Carolina, and any other agency to achieve construction, operations, and maintenance of the Subject Property; 2. The Person County Noise Ordinance is followed; 3. As stated by the Applicant, campers/RVs will be screened from view from adjacent properties. This screen shall be perpetually maintained while the Subject Property is used as a camper/RV park; 4. The camper/RV park shall use community meters and not be separated into individual meters per pad for permanent housing; and 5. Use of a camper/RV for temporary workforce housing is for a period up to six (6) months, with no consecutive rentals of the pad to the same tenant or their designee. Submitted By: Chris Bowley, AICP, Planning & Zoning Director 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Perkins Recreational Vehicle Park SPECIAL USE PERMIT APPLICATION SUP – 06 – 23 24 Perkins Recreational Vehicle Park (SUP-06-23) Introduction The Subject Property is ±5.8-acres of vacant land Located at 1351 Jim Thorpe Hwy. Approximately 790-ft. southwest of the Jim Thorpe Hwy./Allie Clay Rd. intersection Has R (Residential) zoning & Growth Areas future land use designation Planning Ordinance allows a camper/recreational park within the R-zoning district with a Special Use Permit Proposed RV park will have up to three (3) pads Applicant followed Planning Ordinance criteria for location & is consistent with Comp Plan Compatible land use to existing uses in the area & is highway-oriented for access 25 Perkins Recreational Vehicle Park (SUP-06-23) Exhibit A: General Map 26 Perkins Recreational Vehicle Park (SUP-06-23) Exhibit B: Aerial Photo 27 Perkins Recreational Vehicle Park (SUP-06-23) Exhibit C: Future Land Use Map 28 Perkins Recreational Vehicle Park (SUP-06-23) Exhibit D: Zoning Map 29 Perkins Recreational Vehicle Park (SUP-06-23) Exhibit E: Site Plan 30 Perkins Recreational Vehicle Park (SUP-06-23) Findings of Fact Per the Person County Planning Ordinance, the Board of Commissioners shall also address a “Findings of Fact” as listed in Section 155, to determine if the proposed use supports the Comprehensive Plan. From the Findings of Fact criteria listed in Section 155-3(b), approval of Special Use Permit Application SUP-06-23 supports the four Findings of Fact listed below: 1.That the use will not materially endanger the public health or safety, if located where proposed and developed according to the plan as submitted and approved.– all systems, such as septic, well, pad etc., will be up to standard and approved. The site will be in an area that is away from the general public and (be) private, but easily accessible to the renters. 2.That the use meets all required conditions and specifications.– the site will be developed in accordance to the approved plans and regulations, as required. 3.That the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity.– there is a need for living quarters and these are mobile campers that can be easily moved. The campground will also not be visible from any adjoining property. 4.That the location and character of the use if developed according to the plan as submitted and approved will be in harmony with the area in which it is to be located and in general conformity with the Comprehensive Plan.– the campground will be located off of (US) 501, an area convenient for access and frequently used for business and travel. The campground will also be developed in accordance to the regulated and approved plan. 31 Perkins Recreational Vehicle Park (SUP-06-23) Staff Recommendation & Potential Motion Based on the above, the Planning & Zoning Department staff recommends that the Board of Commissioners approve Special Use Permit SUP-06-23 for the Perkins Recreational Vehicle Park, with the following conditions: 1.The Applicant continues to obtain all required permits from Person County, the State of North Carolina, and any other agency to achieve construction, operations, and maintenance of the Subject Property; 2.The Person County Noise Ordinance is followed; 3.As stated by the Applicant, campers/RVs will be screened from view from adjacent properties. This screen shall be perpetually maintained while the Subject Property is used as a camper/RV park; 4.The camper/RV park shall use community meters and not be separated into individual meters per pad for permanent housing; and 5.Use of a camper/RV for temporary workforce housing is for a period up to six (6) months, with no consecutive rentals of the pad to the same tenant or their designee. 32 Perkins Recreational Vehicle Park (SUP-06-23) Thank You 33 1 AGENDA ABSTRACT Meeting Date: March 18, 2024 Agenda Title: SUP-01-24 – A request by the Applicant and Property Owner, Matthew Brandon, Brandon’s Wrecker Service, Inc., for Special Use Permit approval on a ±25.6-acre lot (Tax Map No. A58 192), located at 5022 Boston Rd., to allow for a salvage operation/junkyard-commercial use in an RC (Rural Conservation) zoning district, per Section 155 of the Planning Ordinance. Summary of Information: The ±25.6-acre vacant Subject Property is located at 5022 Boston Rd. (Tax Map No. A58 192 & Parcel ID No. 0918-00-91-4724.000); generally, on the west-side of Jim Thorpe Hwy., across from Polywood. The current land use for the Subject Property is a single-family residential home with salvage material and vehicles. The Applicant is applying for a Special Use Permit to legally allow for salvage operation use on the Subject Property. With Special Use Permit approval, the Applicant will add a screen fence around the existing salvage material/vehicles to be legally compliant, as well as to mitigate the view and potential impacts to adjacent properties. The Subject Property is compatible with current land uses on adjacent properties. The zoning and land use classifications are consistent and compatible, as the portion of the Subject Property proposed for this land use is within an RC zoning district. Further, the following Guiding Principle supports Special Use Permit Application SUP-01-24 and the development of a salvage operation on this portion of the Subject Property: Guiding Principle No. 2 – Facilitating Sustainable Economic Growth Guiding Principle No. 2.1 – Reserve sufficient developable land and sites to support economic growth. The proposed SUP application allows for a local small business to expand and operate on a homestead site. Recommended Action: Per the Person County Planning Ordinance, the Board of Commissioners shall also address “Findings of Fact”, as listed in Section 155 of the Planning Ordinance, to determine if the proposed use supports the Comprehensive Plan. From the Findings of Fact criteria listed in Section 155- 3(b), approval of Special Use Permit Application SUP-01-24 supports the four Findings of Fact listed below: 1. That the use will not materially endanger the public health or safety if located where proposed and developed according to the plan as submitted and approved. – the project will not endanger the health or safety of the public, per getting all (of) the required permits. 2. That the use meets all required conditions and specifications. – permits are being requested to obtain the (specifications) to maintain a salvage yard. Once (approved), (this) will give all (of the) rules (to be) followed. 3. That the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity. – fencing will be installed to separate the business property salvage yard from the any personal property. 34 2 4. That the location and character of the use, if developed according to the plan as submitted and approved, will be in harmony with the area in which it is to be located and in general conformity with the Comprehensive Plan. – other businesses exist within the area that are similar to this request and (this business) should conform. Based on the above, the Planning & Zoning Department staff recommends that the Board of Commissioners approve Special Use Permit SUP-01-24 for the Brandon Salvage Operation within RC-zoned property, with the following conditions: 1. The Applicant obtains all required permits from Person County Environmental Health Department, Planning & Zoning Department, and Inspections Department, as well as required permits from any other agency to achieve construction, operations, and maintenance of the Subject Property; 2. The Subject Property has legal access and a physical driveway within a recorded easement or from Gospel Lane; 3. The salvage operation is confined to the Subject Property at Tax Map No. A58 192 and parcel identification number 0918-00-91-4724.000; 4. The salvage operation includes a minimum 6-ft. high secured fence that screens the use from adjacent properties and keeps operations entirely on the Subject Property; 5. The Applicant shall not park or store vehicles or salvage materials on adjacent properties or within access easements and rights-of-way; and 6. The Applicant shall provide continual property maintenance that does not impact adjacent properties, to include maintenance of the perimeter security fence, fire safety access, and any directional-downward security lighting. Submitted By: Chris Bowley, AICP, Planning & Zoning Director 35 36 37 38 39 40 41 42 43 44 45 46 Brandon Salvage Operation SPECIAL USE PERMIT APPLICATION SUP – 01 – 24 47 Brandon Salvage Operation (SUP-01-24) Introduction The Subject Property is ±25.6-acres Located at 5022 Boston Rd. (Tax Map No. A58 192 & Parcel ID No. 0918-00-91-4724.000) Generally located on the west-side of Jim Thorpe Hwy., across from Polywood Site has a Rural future land use designation; with RC & R zoning designations Proposed salvage operation/junkyard – commercial use will be confined to RC-zoned portion of the property Salvage operation/junkyard – commercial use needs Special Use Permit (SUP) approval in an RC zoning district Applicant followed Planning Ordinance criteria for SUP application & Site Plan With SUP approval, access management, & screening, the site will be consistent with the Comp Plan & County Ordinances 48 Brandon Salvage Operation (SUP-01-24) Exhibit A: Aerial Photo 49 Brandon Salvage Operation (SUP-01-24) Exhibit B: Future Land Use Map 50 Brandon Salvage Operation (SUP-01-24) Exhibit C: Zoning Map 51 Brandon Salvage Operation (SUP-01-24) Exhibit D: Site Plan 52 Brandon Salvage Operation (SUP-01-24) Findings of Fact Per the Person County Planning Ordinance, the Board of Commissioners shall also address “Findings of Fact” as listed in Section 155, to determine if the proposed use supports the Comprehensive Plan. From the Findings of Fact criteria listed in Section 155-3(b), approval of Special Use Permit Application SUP-01-24 supports the four Findings of Fact listed below: 1.That the use will not materially endanger the public health or safety if located where proposed and developed according to the plan as submitted and approved.– the project will not endanger the health or safety of the public, per getting all (of) the required permits. 2.That the use meets all required conditions and specifications. – permits are being requested to obtain the (specifications) to maintain a salvage yard. Once (approved), (this) will give all (of the) rules (to be) followed. 3.That the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity.– fencing will be installed to separate the business property salvage yard from any personal property. 4.That the location and character of the use, if developed according to the plan as submitted and approved, will be in harmony with the area in which it is to be located and in general conformity with the Comprehensive Plan.– other businesses exist within the area that are similar to this request and (this business) should conform. 53 Brandon Salvage Operation (SUP-01-24) Staff Recommendation Based on the above, the Planning & Zoning Department staff recommends that the Board of Commissioners approveSpecial Use Permit SUP-01-24 for the Brandon Salvage Operation within RC-zoned property, with the followingconditions: 1.The Applicant obtains all required permits from Person County Environmental Health Department, Planning &Zoning Department, and Inspections Department, as well as required permits from any other agency to achieveconstruction, operations, and maintenance of the Subject Property; 2.The Subject Property has legal access and a physical driveway within a recorded easement or from Gospel Lane; 3.The salvage operation is confined to the Subject Property at Tax Map No. A58 192 and parcel identification number0918-00-91-4724.000; 4.The salvage operation includes a minimum 6-ft. high secured fence that screens the use from adjacent propertiesand keeps operations entirely on the Subject Property; 5.The Applicant shall not park or store vehicles or salvage materials on adjacent properties or within accesseasements and rights-of-way; and 6.The Applicant shall provide continual property maintenance that does not impact adjacent properties, to includemaintenance of the perimeter security fence, fire safety access, and any directional-downward security lighting. 54 Brandon Salvage Operation (SUP-01-24) Potential Motion “I hereby move to approve Special Use Permit SUP-01-24 for the Brandon Salvage Operation within RC-zoned property,with the following conditions: 1.The Applicant obtains all required permits from Person County Environmental Health Department, Planning &Zoning Department, and Inspections Department, as well as required permits from any other agency to achieveconstruction, operations, and maintenance of the Subject Property; 2.The Subject Property has legal access and a physical driveway within a recorded easement or from Gospel Lane; 3.The salvage operation is confined to the Subject Property at Tax Map No. A58 192 and parcel identification number0918-00-91-4724.000; 4.The salvage operation includes a minimum 6-ft. high secured fence that screens the use from adjacent propertiesand keeps operations entirely on the Subject Property; 5.The Applicant shall not park or store vehicles or salvage materials on adjacent properties or within accesseasements and rights-of-way; and 6.The Applicant shall provide continual property maintenance that does not impact adjacent properties, to includemaintenance of the perimeter security fence, fire safety access, and any directional-downward security lighting.” 55 Brandon Salvage Operation (SUP-01-24) Thank You 56 February 20, 2024 1 PERSON COUNTY BOARD OF COMMISSIONERS FEBRUARY 20, 2024 MEMBERS PRESENT OTHERS PRESENT Gordon Powell Katherine Cathey, County Manager C. Derrick Sims Michele Solomon, Clerk to the Board Kyle W. Puryear Charlie Palmer Jason Thomas The Board of Commissioners for the County of Person, North Carolina, met in regular session on Tuesday, February 20, 2024 at 9:00am. This meeting was set as the Board’s annual retreat focusing primarily on the Fiscal Year 2024-2025 Budget and/or any other topics as deemed appropriate. The Retreat location was 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. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Commissioner Sims and carried 5-0 to approve the agenda. RULES OF PROCEDURE: Presented by County Manager Katherine Cathey. She stated that following the last Board meeting, which concluded after midnight, Commissioner Puryear requested consideration of an amendment to the Rules and Procedure to establish an ending time for night meetings. She stated that the proposal from Puryear was to set an end time of 10:00 p.m., with the intent to recess at 10:00 p.m. to a time and place certain the next day. She stated that the County Attorney recommends that rather than recessing the meeting, the rule establishing a meeting end time should include the requirement that matters not considered by the end of the meeting, would be placed automatically on the next meeting agenda. She stated that there are multiple options to explore. She stated that one option would be to end the meeting at 10:30 p.m., unless there is a majority vote of the Board to continue beyond that time. She stated that another option would be to change the 7:00 p.m. meetings to an earlier start time, such as 6:00 p.m. She stated that the Board could hold closed sessions first, for example, from 6:00-7:00 p.m. prior to the public portion of the meeting, unless otherwise indicated on the schedule. She stated that staff would continue to consider other ways to create efficiencies in the meetings. 57 February 20, 2024 2 Vice Chairman Sims stated that he would like to see a start time of 6:00 p.m. and an end time of 10:00 p.m., with any unfinished business to be carried over to the next Board meeting. Chairman Powell stated that he is in favor of changing the night meetings to an earlier start time and setting an end time. He stated that it would be problematic to recess a meeting to the next day, due to other obligations. He stated that he likes the idea of moving any unfinished business to the next scheduled Board meeting. Commissioner Palmer stated that he likes the idea of an earlier start time and setting an ending time. He stated that he likes the idea of carrying over unfinished business to the next meeting rather than recessing to the next day. Commissioner Thomas stated that he is in favor of changing the night meetings to an earlier time. He stated that he does not like the idea of recessing a meeting to the next day. Commissioner Puryear stated that he brought this matter to the attention of the County Manager after the last Board meeting that went past midnight. He stated that he is in favor of changing the meeting start time for the night meetings, and likes the idea of setting an end time. Cathey stated that at the next meeting on March 4, 2024, the Board could adopt an amendment to the rules and procedures and a new resolution establishing the regular meeting time for 6:00 p.m. for night meetings to be effective April 1, 2024. A motion was made by Commissioner Palmer and carried 5-0 to change the scheduled night meetings time from 7:00 p.m. to a start time of 6:00 p.m. and to set an end time of no later than 10:00 p.m. DSS CONSULTANT: Assistant County Manager Brian Hart advised that this is a follow up to a request that was made during the consolidation period, and at that time, the County was encouraged to reach out to several consultants to see if they would be able to offer guidance and insight to the operations and organization of the Department of Social Services. He shared the following presentation. 58 February 20, 2024 3 59 February 20, 2024 4 Commissioner Palmer asked if the customer surveys had been implemented, to, which Hart replied that it has not been implemented at this time. Palmer stated that he thinks every person that walks through the doors at Social Services should get a survey to complete and return. 60 February 20, 2024 5 Vice Chairman Sims asked Hart if the Consultants would be providing reports to the County Commissioners on any weaknesses or areas that need improvement. Hart replied that the Consultants would provide feedback on identified areas of improvement and make available in a formal report as a part of their services. Chairman Powell stated that the need for the Consultants is to help the Board understand the Governance part. He stated that he would like to know more about the cost associated with the Consultants. PCBIC FINANCIAL UPDATE: Economic Development Director Brandy Lynch provided a financial update for Person County Business and Industrial Center (PCBIC). Lynch stated that she is here today at the direction and request of the Board of County Commissioners for a financial update for the PCBIC. Lynch provided clarification for all in attendance that she is Person County’s Economic Development Director and that PCBIC has its own executive board, to include a treasurer, which is Dan Craig. She advised that if there are questions received today that she could not answer, Craig is willing to assist. Lynch stated that it is a pleasure to work for Person County. Lynch provided the following financial summary and a profit and loss detail for January-December 2023. 61 February 20, 2024 6 62 February 20, 2024 7 63 February 20, 2024 8 64 February 20, 2024 9 Vice Chairman Sims stated that he is the one that requested this financial update. He stated that he had questions dealing with the budget versus the actuals. He stated that clearing the Reaves property was $41,106, which was not budgeted. He stated that he knows that this was not an expense that was expected, when the budget was made. He stated that is a big hit to take on your budget by yourself as this was solely PCBIC money. He stated that the legal and professional fees were about $5,228 over budget. He stated that with the situation that PCBIC is in, they would need money and will likely be coming to the Board of Commissioners asking for funding. Lynch stated that she does not do the budget for PCBIC and that she would relay all information to Craig. Commissioners Puryear and Palmer inquired about upcoming bills that PCBIC anticipates. Lynch advised that the expenses are $4,221. Puryear directed a question to Phillip Allen, PCBIC President, in reference to funding requests. Allen stated that there has been no mention of a request for funding at this time, but they may come back to the Board of Commissioners asking for funding. Chairman Powell stated that PCBIC has survived on claw back money, as there is no steady dependable income stream. He clarified that there is a difference between PCBIC and the Board of County Commissioners. He stated that the Board of County Commissioners appoints the PCBIC board. STRATEGIC PLAN: Presented by County Manager Katherine Cathey. She stated that during the FY24 budget retreat, the Board of Commissioners decided to move forward with a strategic planning process. She stated that two strategic planning retreats were held on October 24, 2023 and on December 7, 2023. She stated, in addition, county department heads participated in two min-retreats on October 10, 2023 and on December 13, 2023. She stated that during these sessions, commissioners and staff developed various components of the strategic plan. She stated that the proposed plan includes vision and mission statements and organizational values. She stated that this plan would be a guiding document for county elected officials, staff, and volunteers. She stated that it would tie in to the FY25 budget process. She stated that the plan would be revisited annually through the budget process. 65 February 20, 2024 10 66 February 20, 2024 11 67 February 20, 2024 12 68 February 20, 2024 13 Vice Chairman Sims stated that this is a good goal setting tool to utilize and is very important to the economic growth of Person County. A motion was made by Commissioner Puryear and carried 5-0 to adopt the strategic plan. PROPERTY TAX REVENUE PREVIEW AND NEXT REAPPRAISAL: Tax Administrator Russell Jones shared the following presentation for the County’s Property Tax Revenue Preview. He advised that the presentation will include mid-year updates on property valuation changes, the current sales ratio, and reappraisal for 2025. 69 February 20, 2024 14 Jones stated that the FY24 budget was projected at $5.016B in total value with the actual at $5.113B, over $97M or 1.9%. He stated that for FY25, he is anticipating property values to increase due to new construction. He stated that for the total value for FY25, he is projecting $5.155B, an increase over FY24, which was $5.113B He stated that real property increased from $3.6B to $3.7B. He stated that Machinery and Equipment decreased from $519M to $485M, due to depreciation in the value of equipment and the timeframe in which tax payers report. He stated that the State appraised properties also decreased from $985M to $955M, which is a conservative estimate and is actually expected to increase in FY26. 70 February 20, 2024 15 Jones stated that the fire tax valuation does not include the City, but includes everything in the County. He stated that the total for FY24 was $4.392M and he is projecting $4.412B for FY25. 71 February 20, 2024 16 Jones stated that State appraised is income based. He stated that FY25 is off from FY24 due to projecting conservatively. 72 February 20, 2024 17 Jones stated that for the upcoming fiscal year, the value of one penny would be $550,589, noting last year, one penny was valued at $534,038, which reflects an increase of $16,551. He stated that the value the upcoming fiscal year for one penny for fire would be $465,204, in comparison to last year, when it was valued at $458,694. He stated that the collection rate is set at 97.5% for budgeting purposes but is actually higher. 73 February 20, 2024 18 Below is a report from NCDOR for all counties’ sales ratio from 2003-2022. Vice Chairman Sims asked Jones when is the plan to do reevlautions. Jones replied that currently they have employees out taking pictures. He advised that this phase started in December and that they are over half done. He stated that reappraisal would be effective January 1, 2025. He stated that reappraisals are required at least as often as 8 years and when the sales ratio falls below 90%. He stated the last reappraisal was completed in 2021. He advised that property tax is based on fair and equitable value. He stated that reappraisal in Person County usually happens every 4 years based on the market sales ratio. Commissioner Puryear asked Jones how many E&R reviews/appeals are anticipated this year. Jones replied less than a handfull at this point. Jones advised that there is a current vacancy on the Board for Equalization and Review (E & R). 74 February 20, 2024 19 MID-YEAR FISCAL UPDATES: Finance Director Amy Wehrenberg shared the following presentation for the Mid- Year Fiscal Update to illustrate the County’s financial position: 75 February 20, 2024 20 76 February 20, 2024 21 77 February 20, 2024 22 78 February 20, 2024 23 79 February 20, 2024 24 80 February 20, 2024 25 81 February 20, 2024 26 82 February 20, 2024 27 83 February 20, 2024 28 84 February 20, 2024 29 EMPLOYEE BENEFITS: Mark Browder with Mark III Employee Benefits, the county’s benefits broker and consultant, presented the following: 85 February 20, 2024 30 86 February 20, 2024 31 87 February 20, 2024 32 88 February 20, 2024 33 89 February 20, 2024 34 90 February 20, 2024 35 91 February 20, 2024 36 92 February 20, 2024 37 93 February 20, 2024 38 94 February 20, 2024 39 95 February 20, 2024 40 96 February 20, 2024 41 97 February 20, 2024 42 98 February 20, 2024 43 99 February 20, 2024 44 100 February 20, 2024 45 101 February 20, 2024 46 102 February 20, 2024 47 103 February 20, 2024 48 104 February 20, 2024 49 105 February 20, 2024 50 106 February 20, 2024 51 107 February 20, 2024 52 108 February 20, 2024 53 Vice Chairman Sims stated that the weight incentive program is a good program and encourages all to take advantage of this incentive. Chairman Powell expressed thanks to Browder for his presentation and appreciates the wellness incentives. Human Resources Director Sonya Carver presented the following: 109 February 20, 2024 54 110 February 20, 2024 55 111 February 20, 2024 56 112 February 20, 2024 57 Vice Chairman Sims asked for clarification on how vacation, sick, and holiday time is accrued. Carver explained how the accrual process works. Sims expressed thanks to Carver for the presentation and stated that he is in agreement with what was presented as most of the benefits pertain to employee retention and satisfaction. Chairman Powell announced a brief recess for a break at 11:15 a.m. The meeting reconvened at 11:30 a.m. 113 February 20, 2024 58 FLEET MANAGEMENT PROGRAM: Presented by Devon Moore, Account Executive with Enterprise Fleet Management, Inc. 114 February 20, 2024 59 115 February 20, 2024 60 Chairman Powell expressed concerns about vehicle warranties. Moore advised that vehicles would go to the dealer to complete warranty work. He stated that if it is routine maintenance, it could go to a local shop. Commissioner Puryear asked Moore how many local shops are contracted with Enterprise in the area. Moore advised that there are three shops locally, AJ’s, Mr. Tire, and Brann’s. 116 February 20, 2024 61 117 February 20, 2024 62 Vice Chairman Sims asked for clarification on replacement of vehicles and turnaround time. Moore stated that it is based on planning for what vehicles need to be replaced, usually around budget time. He stated that workers are not left with no vehicle. He stated that sometimes accidents occur, and a vehicle needs to be replaced immediately. Enterprise would work to find something quick. 118 February 20, 2024 63 Commissioner Puryear asked if the fleet would include electric vehicles as well as gas-powered vehicles. Moore advised it is up to the County, but most choose gas- powered vehicles. Commissioner Palmer asked if Enterprise had presented to the Board in the past, to which Moore replied, this is the first time presenting to the Board. Vice Chairman Sims asked Person County Sheriff’s Office (PCSO), Capt. Rogers what are his thoughts and ideas with this program. Capt. Rogers advised that he has been in meetings with Enterprise, and, overall, he feels that from the PCSO standpoint, this is a good program, especially cycling out older vehicles due to higher mileage and the wear and tear on the vehicles. He stated that higher-mileage vehicles could pose safety issues for the officers driving these vehicles. Puryear asked Moore how long is the contract. Moore replied that there is no contract with Enterprise Fleet Management. Chairman Powell stated that if the Board is going to entertain this idea, the Board would like to see information from other vendors, and typically, they like to see three. He stated that the Board would like to see proposals for comparables from two other companies to go along with what Enterprise presented. Puryear asked for the timeframe for other proposals. County Manager Katherine Cathey advised that staff would immediately start working on this to have it ready prior to budget. 119 February 20, 2024 64 120 February 20, 2024 65 121 February 20, 2024 66 FISCAL YEAR 2025 BUDGET PREVIEW: County Manager Katherine Cathey shared the following presentation titled Fiscal Year 2025 Budget Preview, noting the budget preview would include an overview of capital and operating requests and potential funding strategies for FY25. She stated that she would be meeting with department directors over the next few weeks. She advised that she is seeking feedback and guidance for the next steps. 122 February 20, 2024 67 123 February 20, 2024 68 124 February 20, 2024 69 125 February 20, 2024 70 Chairman Powell advised that he had no questions about what was presented. Vice Chairman Sims stated that he feels the County does a good job at budgeting for the needs of the County, and that the County is not throwing money away. 126 February 20, 2024 71 CLOSING REMARKS: Chairman Powell closed the retreat by expressing thanks to all in attendance, and to all who presented, for their hard work preparing and presenting the budget. ADJOURNMENT: A motion was made by Vice Chairman Sims and carried 5-0 to adjourn the meeting at 12:51 p.m. _____________________________ ______________________________ Michele Solomon Gordon Powell Clerk to the Board Chairman (Draft Board minutes are subject to Board approval). 127 March 4, 2024 1 PERSON COUNTY BOARD OF COMMISSIONERS March 4, 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, March 4, 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. A moment of silence was observed for former County Commissioner Curtis Bradsher who passed away on February 7, 2024. Commissioner Sims offered an invocation and Boy Scout Troop 260 members, Bryson Gregory, Daniel Pulliam, Ryan Sharlow, and M.C. Williams led the group in the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA A motion was made by Commissioner Palmer and carried 5-0 to approve the agenda with the deletion of Closed Session #1. PROCLAMATION RECOGNZING MARCH AS SOCIAL WORKER MONTH Chairman Powell read a Proclamation recognizing March as Social Work month and presented the Proclamation to Person County Department of Social Services Director, Carlton Paylor. A motion was made by Commissioner Puryear and carried 5-0 to adopt a Proclamation recognizing March as Social Work Month. 128 March 4, 2024 2 129 March 4, 2024 3 PUBLIC HEARING: CONSIDERATION OF APPROVAL OF PRIVATE ROADWAY LOOKOUT RIDGE WAY TO BE ADDED TO THE DATABASE FOR E-911 DISPATCHING A motion was made by Commissioner Thomas and carried 5-0 to open the duly advertised public hearing for Consideration of Approval of Private Roadway Lookout Ridge Way to be added to the Database for E-911 Dispatching. GIS Director Sallie Vaughn presented. She stated that in 1979 the Red Mountain Estate Subdivision was created of off Moores Mill Road. She stated that at that time, road names were not required for each road within the subdivision. She stated that a recent increase in sales and residential development within the subdivision has necessitated the naming of one of these previously unnamed private roads. She stated that the GIS Department has been in discussions with the developer about this. She stated that, currently, there is only one piece of land that is owned by a citizen, with the remainder of land being owned by a developer. She stated that the developer’s intent is to sell and build at least three homes on this private roadway, which would necessitate the naming of that road. She stated that the citizen and the developer have agreed to the name Lookout Ridge Way, which is consistent with Person County’s local ordinance. She stated that the public hearing was advertised properly per NC General Statutes. There were no individuals appearing before the Board to speak in favor of or in opposition to the Consideration of Approval of Private Roadway Lookout Ridge Way to be added to the Database for E-911 Dispatching. A motion was made by Commissioner Sims and carried 5-0 to close the public hearing for Consideration of Approval of Private Roadway Lookout Ridge Way to be added to the Database for E-911 Dispatching. CONSIDERATION TO GRANT OR DENY CONSIDERATION OF APPROVAL OF PRIVATE ROADWAY LOOKOUT RIDGE WAY TO BE ADDED TO THE DATABASE FOR E-911 DISPATCHING A motion was made by Commissioner Puryear and carried 5-0 to approve Private Roadway Lookout Ridge Way to be added to the Database for E-911 Dispatching. 130 March 4, 2024 4 INFORMAL COMMENTS: The following individuals appeared before the Board to make informal comments: Susan Jacque of 546 Lockamy Road, Timberlake read her letter to the editor that was published in the January 11, 2024 edition of The Courier=Times. The letter referenced actions taken at the December 4, 2023 meeting where agricultural land was rezoned to industrial. The letter also referenced comments made by two Board members at the January 2, 2024 meeting. Jacque stated that people at the end of the December 4, 2023 meeting chanted shame, which was an appropriate word to end her letter to the editor, shame. Joseph DiBiasi of 53 Dorothy Brooks Lane, Roxboro stated that he would like to address the Woodsdale property. He stated that he is a direct neighbor of that parcel. He stated that he is not here to be a spearpoint of any political agenda. He stated that he has concerns on what is being done at the property. He stated that construction had started in early November 2023, with the cutting in of the additional parcels and the forestry. He stated that the building of roads is tearing down the trees and forestry. He stated someone has been lighting trees on fire on the property. He stated that he has called multiple departments within the County, and no one had any idea what was going on. He stated that he contacted DEQ, and was advised no permits had been issued, and that a stop work order would be issued. He stated that he and his neighbors all have concerns and have the right to know what is going on. Andrea Childers of 270 Blackberry Lane, Rougemont stated that she has lived in Person County for 31 years. She stated that she would like the Board to reverse the rezoning of the 440 plus acres in southeast Person County that they rezoned on December 4, 2023. She stated that it is her understanding that some of the Commissioners toured the Cary facility and were impressed with safety measures that Dominion has in place. She stated that what Dominion Energy plans to construct, approximately 2,300 feet from her home, is no way comparable to the Cary facility, as she also has toured the facility in Cary. She stated that no one from this community was invited to tour the Cary facility, and that no one sat down with the future neighbors of Dominion and shared what they had seen or learned on that tour. She stated that the Board was presented with a list of questions, and the public is still waiting on answers to those questions. Katie Moore of 411 N. Lamar Street, Roxboro stated that she is a resident of Person County and is in opposition to the Moriah Energy Center. She requested the Board reverse the rezoning decision that was made on December 4, 2023. She stated that residents submitted over six pages of questions to the Board and have not received answers. 131 March 4, 2024 5 Kristopher Clayton of 6600 Helena Moriah Road, Timberlake stated that he lives directly across the street from the proposed Moriah Energy Center. He stated that the Board still has many questions before them that need answers. He stated that he feels that is the Board’s job, to provide the answers. Liz Bradsher of 976 Estate Road, Semora spoke on matters related to the Woodsdale property. She stated that she sent emails to the Board and EDC, with no response back. She stated that she did receive a response from the County Manager. She stated that this is not Washington, D.C., that the Board needs to respond to communications from the people they represent, as this is starting to look like a coverup. John Seepe of 277 Barefoot Landing Lane, Semora spoke on concerns and matters related to the Woodsdale property. He stated that he owns over 100 acres in Person County, and if he were to be doing what is being done on the property owned by PCBIC, he would be in trouble. He stated yet, Person County wants the people to behave appropriately, when you have illegal RV parks, you have people who used to be EDC directors that are now consultants on such projects, and a couple years ago, the Board made a motion to remove somebody from the EDC because the person could not get along. He stated that the County needs competent people to represent them. 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 February 5, 2024, B. Board of Commissioners Rules of Procedure Amendment, C. Board of Commissioners 2024 Meeting Calendar Amendment, and D. Budget Amendment #18 NEW BUSINESS: OPTIONS FOR EVALUATION OF SOCIAL SERVICES Presented by Assistant County Manager Brian Hart. He stated that this agenda item is a follow up per the Board’s discussion at the previous Board meeting, as it relates to securing an option for consulting services for the Department of Social Services (DSS). He stated that on February 26, 2024 he received feedback and information from two consulting companies, Allies4Outcomes, and CCR Consulting. He stated that based on the proposals, staff recommends contracting with CCR Consulting. He provided the following summary for comparison. 132 March 4, 2024 6 133 March 4, 2024 7 134 March 4, 2024 8 County Manager Katherine Cathey advised that State and Federal reimbursements are expected to cover approximately 45% of costs associated with the evaluation. She stated that funding is available in the DSS Fund Balance to cover the portion for which the County is responsible. Commissioner Palmer stated that he feels that Board members need more time to look over the proposals and comparisons. He stated that he would like to table this agenda item to another meeting date. A motion was made by Commissioner Palmer and carried 5-0 to table this agenda item to the next meeting scheduled for March 18, 2024. APPOINTMENTS TO BOARDS AND COMMITTEES Clerk to the Board Michele Solomon presented to the Board an application for consideration for a vacancy on the Animal Services Advisory Committee. Solomon advised the Board that there is one vacant position available for a citizen at large to fill an unexpired term to June 30, 2024. She advised that Deputy Sheriff K-9 Handler Kirsten Brame requests appointment. Solomon requested the Board to nominate for appointment, as deemed appropriate. 135 March 4, 2024 9 A motion was made by Commissioner Puryear and carried 5-0 to appoint Deputy Sheriff Kirsten Brame to the Animal Services Advisory Committee to fill the vacancy for the unexpired term to June 30, 2024. CHAIRMAN’S REPORT: Chairman Powell reported that he recently attended Duke Energy’s open house, and saw some people there who are in the audience tonight. He stated that Duke Energy did a good job with being open and transparent about their plans for Person County. He stated that Senator Ted Budd visited the Veterans Park and the Charters of Freedom. He stated that it was a good event. He reported that Fishing University was here in Person County doing a production that will be aired on television at some point. He reported that he attended a coffee hour that was hosted by the PCC Education Foundation. He reported that he attended the groundbreaking ceremony at PI, and it was well attended. Powell made a statement to the members in attendance. He stated that he wanted to let everyone know that the questions that were presented to the Board, in reference to Dominion Energy and Moriah Energy Center, have been forwarded to Dominion Energy. He stated that, hopefully, they would respond soon and provide much needed answers to the public. MANAGER’S REPORT: County Manager Katherine Cathey stated that she wanted to make everyone aware that on the Consent Agenda the Commissioners did approve an amendment to their Rules of Procedure and to their meeting schedule. She stated that the night meetings, effective April 1, 2024, would begin at 6:00 p.m., so that we can have an earlier start time. She stated that the Commissioners also set an ending time of 10:00 p.m. for the meetings, unless there is a vote of the Board to continue past 10:00 p.m. COMMISSIONER REPORT/COMMENTS: Vice Chairman Sims expressed thanks to the Boy Scout Troop for leading the Pledge of Allegiance and stated that they did a great job. He stated that in every meeting the Board has heard about Dominion Energy and the comments that he has made. He stated that he is not an engineer; he is an environmental health and safety manager. He stated that he cares about the environment. He stated that the Dominion Energy Cary facility’s safety and emergency procedures and protocols were all in check. He stated that he was happy from what he saw, from a safety standpoint, when he toured the Cary facility. Commissioner Palmer apologized for not attending the groundbreaking ceremony for PI today. He stated that Charters of Freedom provided information on how one may donate by doing a plaque or a paver for the memorial site across the street. He stated that he has requested the County Public Information Officer (PIO) to put out information on the County website and social media pertaining to dogs and confinement of animals. 136 March 4, 2024 10 Commissioner Puryear reported that he attended the PI/Recycling Center Groundbreaking Ceremony. He expressed thanks to the Boy Scouts in attendance for leading the group in the Pledge of Allegiance. Commissioner Thomas reported that he attended and spoke at the PI/Recycling Center Groundbreaking Ceremony. He gave thanks to PI Director Amanda Everett for her hard work. He stated that he looks forward to the completed merger. CLOSED SESSIONS Chairman Powell advised that the Board would be handling closed sessions a little bit differently moving forward. He advised that one motion would be obtained to go in to all closed sessions to help expedite the process, and once the Board goes in to closed session, they would remain there until all closed session have been completed. Powell advised that closed sessions would include, County Manager Cathey, Clerk Solomon, and County Attorney Morphis. A motion was made by Commissioner Puryear and carried 5-0 to enter into Closed Sessions #1 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:, General Services Director Ray Foushee, and Finance Director Amy Wehrenberg, followed by Closed Session #2 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. Chairman Powell called the Closed Sessions to order at 8:02 p.m. ADJOURNMENT: A motion was made by Commissioner Puryear and carried 5-0 to adjourn the meeting at 8:24 p.m. ____________________________ ______________________________ Michele Solomon Gordon Powell Clerk to the Board Chairman (Draft Board minutes are subject to Board approval). 137 138 AGENDA ABSTRACT Meeting Date: March 18, 2024 Agenda Title: Vaya Health Update Summary of Information: Elliot Clark, Regional Director of Community Relations for Vaya Health, will provide an update on mental health services in Person County. Recommended Action: Receive presentation. Submitted By: Katherine M. Cathey, County Manager 139 Copyright © 2024 Vaya Health. All rights reserved. Person County Board of Commissioners Elliot Clark, Community Relations Regional Director March 18, 2024 140 Copyright © 2024 Vaya Health. All rights reserved. 2 Vaya Health’s Mission Vaya Health is a public manager of care for individuals facing challenges with mental illness, substance use and/or intellectual/developmental disabilities. Our goal is to successfully evolve in the health care system by embracing innovation, adapting to a changing environment and maximizing resources for the long-term benefit of the people and communities we serve. 141 Copyright © 2024 Vaya Health. All rights reserved. 3 Tailored Plan and Legislative Updates •Medicaid Expansion positively impacting our members. Over 835,000 statewide and ~1,500 in Person County as of March 5, 2024. •Tailored Plans go live July 1, 2024, note that Vaya’s Tailored Plan will be called “Vaya Total Care” •Vaya will be ready to launch •Meeting physical and behavioral health network adequacy •Implemented new claims system, new care management platform, new provider and member portals, hiring additional staff •Non-Emergent Medical Transportation Contract •Pharmacy Benefits 142 Copyright © 2024 Vaya Health. All rights reserved. 4 Tailored Plan and Legislative Updates (cont.) •Total Medicaid Expansion bonus is $1,463,500,000 over 2 years. $625,500,000 in FY24, and $838,000,000 in FY25. Most of those funds are allocated to various projects (some BH-connected, some unrelated to health care). •Total of $80 million over 2 years to DMHDDSUS for Crisis System Improvements. $30 million in FY24; $50 million in FY25. •NCDHHS distributed a survey to all LME/MCOs asking us to identify proposals for “Facility Based Crisis (FBC) or Behavioral Health Urgent Care (BHUC) that has not started or is currently under construction; Reserve existing adult FBC capacity for children; •Repurpose non-FBC capacity as FBC capacity; Expand existing facility operational capacity/capital improvements; convert existing Tier 3 BHUC to Tier 4 BHUC; standing up a new Mobile Crisis response team; Innovative community-based crisis solutions.” 143 Copyright © 2024 Vaya Health. All rights reserved. 5 Value Added Services – Vaya Total Care Perks Designed to support Social Determinants of Health (SDOH), includes: Post hospitalization meal delivery WW (formerly Weight Watchers) GED support (inclusive of tutoring, practice tests, real test, etc.) Breast Pump and Lactation Course for pregnant or recently postpartum mothers Vaccine gift cards Non-Emergency, Non-Medical Transportation (to places like grocery stores, local gyms, prenatal classes, etc.) $100 discount off a safety equipment product for individuals with an I/DD to help them live more independently in the community https://www.vayahealth.com/benefits-services/vaya-total-care-perks/ 144 LME / MCO Current Geography 6 145 Copyright © 2024 Vaya Health. All rights reserved. 7 Priority Areas of Focus and Key Partners •Crisis System Continued Improvement •Mobile Crisis Management Team through RHA Health Services and Freedom House •Co-Responder Model through RHA position posted and Bipartisan Safer Community Act Grant Awarded •Partnership with Roxboro PD, Person County Sheriff’s Dept, and EMS. •Opioid Use Disorder Service Continuum •Opioid Treatment Program developing partnership with Morse Clinics and Person Memorial Hospital •Support to Opioid Settlement Advisory Committee •Person County Schools / Service Enhancements •School Based Mental Health contract with Core Essentials, LLC. •Pursuit of Association of Maternal and Child Health grant for replicating NC AWARE / ACTIVATE programs. •Department of Social Services •Embedded Care Management •Enhancement of Service Continuum for Youth in Foster Care / Child Welfare •Pathways to Permanency Project •“Adventure Awaits” foster family recruitment project 146 Copyright © 2024 Vaya Health. All rights reserved. 8 Pathways to Permanency Project Partnership with Benchmarks 147 Copyright © 2024 Vaya Health. All rights reserved. 9 Pathways to Permanency Project Entry in to Foster Care Common Language & Shared Understanding Appropriate & Supportive Home Quality Clinical Assessment to Drive Services Accessible, Quality Continuum of Behavioral Health Services Permanency The Pathways to Permanency Project strives to coordinate efforts between child welfare and behavioral health to ensure youth in foster care have access to high quality behavioral health services and a nurturing environment in which to thrive. Through coordinated efforts, stakeholders who serve child welfare involved youth address the need for shared understanding, accessible quality behavioral health assessments and interventions and safe and supportive homes. 148 Copyright © 2024 Vaya Health. All rights reserved. 10 Areas of Focus •Based on data gathered by the Benchmarks provider association in March 2022 in collaboration with Vaya Health, the following key areas were selected for further cross-system efforts to improve how youth in foster care access the mental health system: •Common Language and Shared Understanding •Appropriate and Supportive Home: Kinship Providers •Appropriate and Supportive Home: Suitable Placements •Appropriate and Supportive Home: New Foster Family Recruitment •Quality Clinical Assessments to Drive Services •Accessible Quality Continuum of Behavioral Health services •Project Completion March, 2024 149 Copyright © 2024 Vaya Health. All rights reserved. 11 Engagement in the Community •Community Events: •Pastor’s Lunch and Learn: Ministering to Families Impacted by Substance Misuse and Mental Health Issues •March 12 at Long Memorial United Methodist Church •Community Health Day : Sponsored by Alpha Kappa Alpha Sorority, Sigma Nu Omega Chapter •March 30 at Person County Office Building •Person County FAM Fest •April 13 at Huck Sansbury Recreation Complex 150 Copyright © 2024 Vaya Health. All rights reserved. 12 Person County Data Sample FY23-24 Q1 151 Innovations Services Eligible Members 13December 2023 Members on the Registry of Unmet Needs for the Innovations Waiver, 59Members on the Innovations Waiver, 64 152 Emergency Department Admissions and Readmissions 14 25 22 28 21 2 3 10 5 Q2 FY22-23 County Readmit: 7% Catchment Readmit: 14% Q3 FY22-23 County Readmit: 12% Catchment Readmit: 16% Q4 FY22-23 County Readmit: 26% Catchment Readmit: 23% Q1 FY23-24 County Readmit: 19% Catchment Readmit: 21% Single Admits Readmits in 30 Days 153 Copyright © 2024 Vaya Health. All rights reserved. 15 154 Copyright © 2024 Vaya Health. All rights reserved. Thank You 155 AGENDA ABSTRACT Meeting date: March 18, 2024 Agenda Title: Reimbursement Resolution for 2024 Limited Obligation Bonds (LOBs) Summary of Information: Chief Finance Officer requests action on the attached Resolution to authorize the County to advance funds to pay the initial costs of the Projects (as defined below) and reimburse itself with the proceeds of tax-exempt limited obligation bonds to be executed and delivered later in the calendar year. The Projects include: (1) the acquisition of a building and property for use by the County’s Department of Human Services, (2) the acquisition of a building and property for use by Piedmont Community College, (3) the renovation, expansion, and equipment upgrades at the recycling center in the County, and (4) the installation of a new roof at South Elementary School. A brief summary of the sections presented by this Resolution is as follows: 1. States the County’s intention to reimburse itself for expenditures incurred and paid by the County on or after the date occurring 60 days prior to the date of adoption of this Resolution from the proceeds of the 2024 LOBs in an amount not to exceed $21,000,000. 2. Confirms that the County will comply with the appropriate Treasury and Internal Revenues Codes that govern this action. 3. Designates and authorizes certain County officials to act on behalf of the County in the determination and itemization of all expenditures incurred and paid in connection with the Projects during 60 days prior to the adoption of this Resolution and ending on the issuance date of the 2024 LOBs. 4. The Resolution is effective upon its passage by the Board Recommended Action: To approve the Reimbursement Resolution as presented. Submitted By: Amy Wehrenberg, Chief Financial Officer 156 ERROR! UNKNOWN DOCUMENT PROPERTY NAME. EXTRACTS FROM MINUTES OF THE BOARD OF COMMISSIONERS A regular meeting of the Board of Commissioners of the County of Person, North Carolina, was duly held on March 18, 2024 at 9:00 a.m. in the Commissioners’ Boardroom, Room 215, Person County Office Building, 304 S. Morgan Street, Roxboro, North Carolina. Chairman Gordon Powell presiding. The following Commissioners were present: The following Commissioners were absent: Commissioner ______________ moved that the following resolution, copies of which having been made available to the Board of Commissioners, be adopted: RESOLUTION OF THE COUNTY OF PERSON, NORTH CAROLINA DECLARING THE INTENT OF THE COUNTY OF PERSON, NORTH CAROLINA TO REIMBURSE ITSELF FOR CAPITAL EXPENDITURES FROM THE PROCEEDS OF TAX-EXEMPT OBLIGATIONS EXPECTED TO BE EXECUTED AND DELIVERED IN CALENDAR YEAR 2024. WHEREAS, the Board of Commissioners (the “Board”) of the County of Person, North Carolina (the “County”) has determined that it is the best interest of the County to finance (1) the acquisition of a building and property for use by the County’s Department of Human Services, (2) the acquisition of a building and property for use by Piedmont Community College, (3) the renovation, , expansion, and equipment upgrades at the recycling center in the County, and (4) the installation of a new roof at South Elementary School (collectively, the “Projects”); and WHEREAS, the County presently intends, at one time or from time to time, to finance all or a portion of the costs of the Projects with proceeds of tax-exempt obligations and reasonably expects to cause to be executed and delivered tax-exempt obligations (the “Obligations”) to finance, or to reimburse itself for, all or a portion of the costs of the Projects; and WHEREAS, the County desires to proceed with some or all of the Projects and will incur and pay certain expenditures in connection with the Projects prior to the date of execution and delivery of the Obligations (the “Original Expenditures”), such Original Expenditures to be paid for originally from a source other than the proceeds of the Obligations, and the County intends, and reasonably expects, to be reimbursed for such Original Expenditures from a portion of the proceeds of the Obligations to be executed and delivered at a date occurring after the dates of such Original Expenditures; 157 2 ERROR! UNKNOWN DOCUMENT PROPERTY NAME. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the County of Person, North Carolina as follows: Section 1. Official Declaration of Intent. The County presently intends, and reasonably expects, to reimburse itself for the Original Expenditures incurred and paid by the County on or after the date occurring 60 days prior to the date of adoption of this Resolution from a portion of the proceeds of the Obligations. The County reasonably expects to execute and deliver the Obligations in calendar year 2024, and the maximum principal amount of Obligations reasonably expected to be executed and delivered by the County to pay for all or a portion of the costs of the Project is expected to be $21,000,000. Section 2. Compliance with Regulations. The County adopts this Resolution as a declaration of official intent under Section 1.150-2 of the Treasury Regulations promulgated under Section 103 of the Internal Revenue Code of 1986, as amended, to evidence the County's intent to reimburse itself for the Original Expenditures from proceeds of the Obligations. Section 3. Itemization of Capital Expenditures. The Chief Finance Officer of the County, with advice from bond counsel, is hereby authorized, directed and designated to act on behalf of the County in determining and itemizing all of the Original Expenditures incurred and paid by the County in connection with the Projects during the period commencing on the date occurring 60 days prior to the date of adoption of this Resolution and ending on the date of execution and delivery of the Obligations. Section 4. Effective Date. This Resolution is effective immediately on the date of its adoption. Read, approved and adopted this 18th day of March, 2024. By: Chairman of the Board of Commissioners _______________________ Clerk to the Board APPROVED AS TO FORM: _______________________ County Attorney 158 STATE OF NORTH CAROLINA ) ) SS: COUNTY OF PERSON ) I, Michele Solomon, Clerk to the Board of Commissioners of the County of Person, North Carolina, DO HEREBY CERTIFY that the foregoing is a true and exact copy of a resolution titled “RESOLUTION OF THE COUNTY OF PERSON, NORTH CAROLINA DECLARING THE INTENT OF THE COUNTY OF PERSON, NORTH CAROLINA TO REIMBURSE ITSELF FOR CAPITAL EXPENDITURES FROM THE PROCEEDS OF TAX-EXEMPT OBLIGATIONS EXPECTED TO BE EXECUTED AND DELIVERED IN CALENDAR YEAR 2024” adopted by the Board of Commissioners of the County of Person, North Carolina in regular session convened on the 18th day of March, 2024, as recorded in the minutes of the Board of Commissioners of the County of Person, North Carolina. WITNESS, my hand and the seal of the County of Person, North Carolina, this the ___ day of March, 2024. (SEAL) Michele Solomon Clerk to the Board of Commissioners County of Person, North Carolina 159 AGENDA ABSTRACT Meeting Date: March 18, 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. On March 4, the Board requested additional information regarding the timeframes and costs for the proposed services. Revised proposals were received from both consultants. Allies4Outcomes In an effort to reduce the anticipated costs associated with their proposal, Allies4Outcomes could increase the timeframe from six (6) months to eight (8) months. This would result in an early-April start date and an end date of late-November. The maximum total budget for the eight-month proposal is $115,200 (a reduction from the six-month proposal which had a maximum budget of $166,740). In order to reduce costs, Allies4Outcomes may use fewer subject matter experts from their team. CCR Consulting CCR Consulting could reduce the length of time for consulting services from twelve (12) months to nine (9) months. This would result in an early-April start date and an end date of mid-December. In this scenario, CCR indicated that they would likely involve an additional subject matter expert from their team to perform the same quality of work in a condensed amount of time. As a result, the overall costs of their proposal would essentially remain the same (approximately $86,400). CCR also indicated that a final project plan would be developed in consultation with the Board and/or Managers’ Office. Based on the proposals and information gathered from the additional conversations, staff recommends contracting with CCR Consulting. Recommended Action: Review, discuss and select an option. Submitted By: Brian Hart, Assistant County Manager 160 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 CHSA Governance in jurisdictions of similar size for options related to roles and responsibilities  Outline, facilitate and present to the Board of Commissioner the findings and options for their adoption of a structure for Person County Government  Outline, facilitate and present to the Board of Commissioner the findings and options for their adoption of a structure for Person County Government  Initial conversations around the consolidation structure, its purpose, and its anticipated outcomes. A mission and visioning process could help the Board target its current mission and values statements to specific human services goals. CCR will help county leadership explore what bylaws and policies are needed to ensure fluent, effective consideration of proposed actions.  CCR would assist in formulating a detailed board development plan and proposed calendar to guide board discussion and deliberation around human services issues throughout the fiscal year. Compliance Examination and Evaluation  Operational Analysis – qualitative and quantitative; will track redundancies examine communication methods and frequency with the public, internal communication strategies, human resources operations and workforce strengths/needs, technology, and any training or potential cross-training that could improve service delivery.  Dive into both the fiscal and data components of the business process mapping will undergird the data analysis and evaluation findings, offering additional  CCR proposes a review of agency processes and procedures as they relate to the program functions assigned to social services (Child Welfare, Aging and Adult Services, Childcare, Income Support programs, Work First and Child Support) and an assessment of their adherence to federal and state compliance standards based on data and audits available.  Conduct a high-level review of budget to ascertain spending priorities and opportunities for enhanced intergovernmental reimbursement. 161 Summary of DSS Consultant Responses As received on February 26, 2024 Scope of Work Objective Allies4Outcomes CCR Consulting 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 data metrics to ascertain service priorities and opportunities for enhanced program performance. Evaluate Customer/Client Experience  Individual interviews with DSS clients and focus groups with families/parents, resource parents, judicial partners and citizens  Would adhere to strategies outlined by in the County’s RFI but recommends that in- depth conversations with non-profit and community partners be used to solicit client concerns and issues with county human services delivery, responsiveness, and access. Work Environment/Employee Experience  Organizational Health Targeted Staff Survey: The A4O Evaluation Team will facilitate a structured survey tool comprised of a series of yes/no, multiple- choice, and Likert scale items, which will be used to gather input from the workforce, including workers, supervisors, managers, as agreed upon by the PCG Evaluation Leadership Team. We will ask open-ended questions about program areas and organizational strengths, challenges, and ideas for enhancing organizational culture and climate.  Focus Groups: During the focus groups, staff, supervisors, and support staff will be asked to identify organizational and process strengths, gaps, and ideas for  Will develop an interview process to elicit DSS leadership, team management, caseworker and support services perspectives regarding the agency’s efficacies and areas of concern. Included in the process will be the creation of management and staff interview tools and recommendations for employee interview groups. Individual interviews will be conducted with HHS senior leadership, and separate group interviews will be held with like key management positions such as team unit supervisors. Focus group interviews will be held with like positions in the clerical and staff support units and with each of the individual teams for income eligibility programs and adult and children’s services 162 Summary of DSS Consultant Responses As received on February 26, 2024 Scope of Work Objective Allies4Outcomes CCR Consulting 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 and Climate Mapping In addition, the A4O Evaluation Team will facilitate worker and supervisor focus groups based on organizational tenure to dive deeper into culture and climate root causes. Review of Recruitment/Retention Strategies  Evaluating current recruitment, interviewing and hiring practices  Collect data related to compensation for counties surrounding Person, as well as similar sized counties.  Would work with County’s Human Resources Department to explore opportunities for effective recruitment and job posting strategies  Consult with UNC School of Government’s most recent salary survey to assess like and surrounding county salaries for comparable positions Original Proposed Timeline/ Budget* Approximately 6 months/ Up to $166,740 Approximately 12 months/ $7,000/month ($86,400) Alternate Proposed Timeline/ Budget* 8 months (April – November)/ Up to $115,200 9 months (April – December)/ Approximately $9,600/month ($86,400) *State and Federal reimbursements are expected to cover approximately 45% of costs associated with the evaluation. Funding is available in the DSS Fund Balance to cover the portion for which the County is responsible. 163 AGENDA ABSTRACT Meeting Date: March 18, 2024 Agenda Title: Options for Fleet Management Summary of Information: In response to the Board of Commissioners request to seek more information to evaluate options for fleet management, General Services Director Ray Foushee contacted six other fleet management companies. These six companies were selected based on their ranking in Sourcewell’s evaluation of proposals for fleet management services. Including Enterprise, these companies comprise the top seven ranked service providers: Rank Vendor Response 1 D&M Leasing Vendor stated their business model is not a good fit for the County (leasing only). 2 Enterprise Fleet Management, Inc. See attached proposal. 3 Holman Fleet Vendor acknowledged initial email but did not respond to follow-up questions (after multiple attempts). 4 Element Fleet Management Government effort is relatively new. No government clients in NC. 5 Merchants Fleet Vendor stated their business model is not a good fit for the County. 6 Sewell Fleet Management No government clients in NC. 7 Mike Albert Fleet Solutions Vendor stated their business model is not a good fit for the County. Other than Enterprise, these vendors do not have government clients in North Carolina, predominantly service larger entities, and/or offer leasing only rather than the option to purchase vehicles. A representative for one of the vendors asked if the County had talked with Enterprise and stated that Enterprise has a business model that fits smaller government markets. He indicated that Enterprise pretty much owns this “niche” market, and he did not know of any other companies that provide successful competition. Staff has not identified any companies that compete with Enterprise in this market. Enterprise, through their presentations and one-on-one conversations, have demonstrated to County staff that they are capable of delivering successful and desirable results for our County Fleet Program. They have indicated that they can address and manage critical elements that are currently lacking in our fleet program, providing: 1. Improved vehicle safety, 2. Optimized time to replace vehicles; thus, capitalizing on resale value, 164 3. Long-term planning; thereby, creating long-term financial savings, 4. Detailed maintenance plans with extensive feedback and follow-up, 5. Completely upfitted vehicles upon delivery (road-ready, even Sheriff’s cruisers), and 6. Significant purchasing power (vehicles will be readily available, unlike now, when the County waits months for delivery). Staff recognizes many benefits of this proposed program with Enterprise. Looking at their list of North Carolina partners, it is apparent that their company and values have been critiqued and analyzed many times. A partial list of North Carolina government partners includes Granville County, Stanley County, Yadkin County, Surry County, Onslow County, Hertford County, Bertie County, Gates County, Lenoir County, Emerald Isle, Mount Olive, Hendersonville, Norwood, Roanoke Rapids, and Rocky Mount. The Person County Sheriff’s Office, Finance Department, and General Services Department fully endorse this proposed partnership with Enterprise Fleet Management, Inc. The following in one example of a problem that would be eliminated if the County partners with Enterprise. Currently, the Sheriff’s Office has a 2019 Dodge Durango with only 51,316 miles that they wish to surplus. This vehicle has been plagued with electrical problems from the time it was put on the road. Many trips have been made to carry this vehicle to and from the vendor without success to date. The vendor (Chrysler) finds fault with the up fitter who installed all the lights, sirens, radios, etc. and is not willing to fund the expensive parts required to make the repairs, resulting in a classic case of the “blame game”. In the case of the proposed Enterprise partnership, Enterprise will be responsible for the vehicle purchasing and upfitting, resulting in a single responsible party for all issues. Enterprise’s fleet management program offers the County the opportunity to purchase and replace vehicles earlier, improving driver safety, gas mileage, and employee morale, and reducing routine maintenance expenses, due to having a newer fleet. Enterprise’s maintenance program will ensure the County is paying the market rate for routine maintenance and repairs. Among other benefits, the services provided by Enterprise will enable County staff to have access to better data for decision-making, assume routine tasks that staff currently perform, and ensure quicker delivery of new vehicles. Over a 10-year period, the program is projected to save $1.3M and support more predictable fleet budgeting. Recommended Action: Provide feedback and guidance for next steps. Staff recommends partnering with Enterprise for fleet management services. Submitted By: Katherine M. Cathey, County Manager 165 166