02-20-2024 Meeting Minutes BOC
February 20, 2024
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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.
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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.
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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.
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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.
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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 mini-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.
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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.
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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.
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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.
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Jones stated that State appraised is income based. He stated that FY25 is off from
FY24 due to projecting conservatively.
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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.
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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).
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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:
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EMPLOYEE BENEFITS:
Mark Browder with Mark III Employee Benefits, the county’s benefits broker and
consultant, presented the following:
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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:
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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.
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FLEET MANAGEMENT PROGRAM:
Presented by Devon Moore, Account Executive with Enterprise Fleet
Management, Inc.
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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.
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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.
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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.
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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.
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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.
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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