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03-06-2023 Agenda Packet BOCPERSON COUNTY BOARD OF COUNTY COMMISSIONERS MEETING AGENDA 304 South Morgan Street, Room 215 Roxboro, NC 27573-5245 336-597-1720Fax 336-599-1609 March 6, 2023 7:00pm 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 (pgs. 4-27)Rezoning/Map Amendment Application RZ-01-22, a request by Tim Godwin, to rezone a ±4.28-acre site (Tax Map and Parcel No. A63 409) with one unified zoning designation located approximately 700-ft. south-southwest of the intersection of Antioch Church Rd. and Dink Ashley Rd and directly south of/adjacent to the propertylocated at 16 Dink Ashley Rd ……………………………………………. Chris Bowley ITEM #2 Consideration to Grant or Deny Request by Tim Godwin, to rezone a ±4.28-acre site (Tax Map and Parcel No. A63 409) with one unified zoning designation located approximately 700-ft. south-southwest of the intersection of Antioch Church Rd. and Dink Ashley Rd and directly south of/adjacent to the property located at 16 Dink Ashley Rd …. Chairman Powell PUBLIC HEARING: ITEM #3 (pgs. 28-53)Petition SUP-02-23, a request by the Applicant, Adam Richard Osborne, property owner of ±3.33-acres, located at Tax Map and Parcel No. A84A C1, C2, C3, C4, A27, and A28, to approve Special Use Permit SUP-02-23 in a B-2 (Neighborhood Shopping) zoning district for a commercial storage facility ……………………………….. Chris Bowley 1 ITEM #4 Consideration to Grant or Deny Request by Adam Richard Osborne, property owner of ±3.33-acres, located at Tax Map and Parcel No. A84A C1, C2, C3, C4, A27, and A28, to approve Special Use Permit SUP-02-23 in a B-2 (Neighborhood Shopping) zoning district for a commercial storage facility …………………………... 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 6, 2023 (pgs. 54-109),B.Approval of Minutes of February 15, 2023 (pgs. 110-115),C.Request to Authorize the Contract for the Clearing and Grading of the Person County owned North Park Site (pgs. 116-119), D.Budget Amendment #15 (pg. 120),E.Resolution Authorizing Execution of Opioid Settlements and Approving the Supplement Agreement for Additional Funds Between the State of North Carolina and Local Governments on Proceeds Relating to the Settlement of Opioid Litigation (pgs. 121-133), andF.Health Department Fee Request for the administration of the COVID-19 Pfizer Bivalent vaccinations for individuals ages 6 months to 11 years (pgs. 134-135) NEW BUSINESS: ITEM #6 (pgs. 136-183) Child Advocacy Center Update ……………………… Meredith Peffley & Kelle Sisk ITEM #7 (pgs. 184-197)Person County Schools Funding Request …………………………. Katherine Cathey ITEM #8 (pgs. 198-201)Person County Museum of History FY23 Funding Request ………Katherine Cathey ITEM #9 (pgs. 202-207)Charters of Freedom ………………………………………………... Katherine Cathey CHAIRMAN’S REPORT MANAGER’S REPORT COMMISSIONER REPORTS/COMMENTS Note: All Items on the Agenda are for Discussion and Action as deemed appropriate by the Board. 2 NOTICE OF PUBLIC HEARING The Person County Board of Commissioners will conduct a Public Hearing on Monday, March 6, 2023, at 7:00 PM, in the Board of Commissioners’ Boardroom (Room 215) of the Person County Office Building, located at 304 S. Morgan Street, Roxboro, North Carolina, to hear the following: Petition RZ-01-22 – A request by the Applicant, Tim Godwin, to rezone ±3.12-acres of a ±4.28-acre parcel, located at Tax Map and Parcel No. A63 409, from GI (General Industrial) to R (Residential) to unify the parcel with an R (Residential) zoning designation. Petition SUP-02-23 – A request by the Applicant, Adam Richard Osborne, property owner of ±3.33- acres, located at Tax Map and Parcel No. A84A C1, C2, C3, C4, A27, and A28, to approve Special Use Permit SUP-02-23 in a B-2 (Neighborhood Shopping) zoning district for a commercial storage facility. The public is invited to attend the meeting. Substantial changes may occur to the request based on comments from the public hearing. The Board of Commissioners reserves the right to recess the public hearing at another place and time. For further information on the case(s) listed above, please contact the Person County Planning & Zoning Department at (336) 597-1750. 3 AGENDA ABSTRACT Meeting Date: March 6, 2023 Agenda Title: Public Hearing for a Rezoning/Map Amendment Application RZ-01-22, a request by the Applicant and Property Owner, Tim Godwin, to rezone a ±4.28-acre site (Subject Property), with one unified zoning designation. The Subject Property is located at Tax Map and Parcel No. A63 409, with Parcel Identification No. 0913-00-04-7419.000. The site is located approximately 700-ft. south-southwest of the intersection of Antioch Church Rd. and Dink Ashley Rd. The Subject Property is directly south of and adjacent to the property located at 16 Dink Ashley Rd. Summary of Information: The Subject Property is located in the rural-residential community of Ai. The area is characterized by a predominant land use pattern of farmland, residential homes, and religious institutions in close proximity to the intersection of Antioch Church Rd. and Dink Ashley Rd. The site is bisected by two (2) zoning designations that do not follow property boundaries. This imposes a hardship on the development potential of the site, as zoning performance standards cannot be properly applied. A zoning amendment (i.e. rezoning) is needed to place one (1) zoning designation on the Subject Property. Per state law, the Person County & City of Roxboro Joint Comprehensive Land Use Plan (Comp Plan), and the Planning Ordinance, there shall be consistency of the zoning designation with the adopted Comp Plan. Rezoning/Map Amendment Application RZ-01-22 requests a rezoning to the Official Zoning Map of ±3.12- acres to R (Residential) to unify the R designation throughout the entire ±4.28-acre Subject Property. No adjacent industrial uses will be impacted or expanded by the proposed rezoning action. The proposed rezoning amendment will also correct a mapping deficiency matching the zoning district boundary to the existing lot lines. Further, per Section 53-9 of the County Subdivision Regulations, the Subject Property is not a flag lot by definition, as it does not have fee-simple ownership to Dink Ashley Rd. Upon review of this application, the Planning Board advised and commented in writing to the Board of Commissioners within a single statement motion that the proposed rezoning action is approved and is consistent with the County’s adopted Comp Plan, as a “Statement of Reasonableness and Plan Consistency”. The Planning Board voted unanimously (7-0) at their February 9, 2023, public hearing to recommend approval of RZ-01-22 to the Board of Commissioners. The Board of Commissioners shall also adopt a written statement describing whether their action is consistent or inconsistent with the Comp Plan and why that action is reasonable and in the public’s interest. The Comp Plan includes the following Guiding Principles, with reason provided that pertains to the proposed rezoning application: 1.Guiding Principle 1.5 – Provide enhanced services for rural communities. Future low-density residential development of a home at this location is consistent with adjacent zoning designationsand area land uses.2.Guiding Principle 2.6 – Provide an attractive and diverse housing stock to attract workers at all levels. A house in close proximity to farm land supports the potential for a rural residential characterin the County.3.Guiding Principle 4.1 – Develop a coordinated approach to utility service extensions. The Subject Property is within one (1) mile of existing Roxboro utilities. If demand warrants the cost of serviceextension, a home at list location could benefit that demand. Otherwise, the home would besupported by well and septic. 4 The zoning designations bisecting the Subject Property into two (2) zoning districts causes two incompatible land uses (residential and industrial for air quality, noise, access management, and intensity) to be adjacent to each other. Rezoning the ±3.12-acres to R, added to the ±1.16-acres with the R district, creates land use compatibility. The R zoning designation is consistent with the Growth Area Land Use Category. Recommended Action: Based on the above, Planning & Zoning Department staff recommends approval of Rezoning/Zoning Map Application RZ-01-22 amendment. It is also recommended that the Board of Commissioners provide a written Statement of Reasonableness and Plan Consistency in a single statement potential motion, as follows: “I hereby move to adopt Rezoning/Zoning Map Application RZ-01-22 and find that it is consistent with the adopted Person County & City of Roxboro Joint Comprehensive Land Use Plan; specifically, Guiding Principle 1.5 – to provide enhanced services for rural communities, Guiding Principle 2.6 – to provide an attractive and diverse housing stock to attract workers at all levels, and Guiding Principle 4.1 – to develop a coordinated approach to utility service extensions.” Submitted By: Chris Bowley, AICP, Planning & Zoning Director 5 6 7 PERSON COUNTY PLANNING & ZONING DEPARTMENT STAFF REPORT Rezoning/Map Amendment Application RZ-01-22 for the Tim Godwin ±4.28-acre site to have one (1) unified R (Residential) zoning designation. Request Rezoning/Map Amendment Application RZ-01-22 is a request by the Applicant and Property Owner, Tim Godwin, to rezone a ±4.28-acre site (Subject Property), with one unified zoning designation. The Subject Property is located at Tax Map and Parcel No. A63 409, with Parcel Identification No. 0913-00-04-7419.000. The site is located approximately 700-ft. south-southwest of the intersection of Antioch Church Rd. and Dink Ashley Rd. It is directly south of and adjacent to the property located at 16 Dink Ashley Rd. The Subject Property currently includes two (2) zoning districts. The southern ±3.12-acres has GI (General Industrial) and the northern ±1.16-acres has R (Residential) zoning designations, totaling ±4.28 acres. The Applicant is requesting a rezoning amendment to rezone the ±3.12-acre GI zoned land to R to unify the zoning designation for the entire Subject Property to be consistent, compatible, and legally permissible for residential use. Existing Land Use & Land Use Compatibility The existing land use for the Subject Property is vacant. The site is partially cleared and the southern portion is used for agriculture. The northern portion of the site is wooded and uncleared. The existing land uses are consistent and compatible with adjacent land uses, as follows: North – vacant and residential home East – vacant South – vacant and agriculture West – vacant Comprehensive Plan & Zoning Consistency Person County Planning Ordinance Section 152, Zoning Permits, as well as, North Carolina General Statues (NCGS) §160D-604 & §160D-605 requires plan consistency and a recommendation from the Planning Board and the Board of Commissioners. Zoning amendment review shall also follow specific criteria, as listed in NCGS Article 7, §160-701, as follows: Article 7. Zoning Regulation. § 160D-701. Purposes. Zoning regulations shall be made in accordance with a comprehensive plan and shall be designed to promote the public health, safety, and general welfare. To that end, the regulations may address, among other things, the following public purposes: to provide adequate light and air; to prevent the overcrowding of land; to avoid undue concentration of population; to lessen congestion in the streets; to secure safety from fire, panic, and dangers; to facilitate the efficient and adequate provision of transportation, water, sewerage, schools, parks, and other public requirements; and to promote the health, safety, morals, or general welfare of the community. The regulations shall be made with reasonable consideration, among other things, as to the character of the district and its peculiar suitability for particular uses and with a view to conserving the value of buildings and encouraging the most appropriate use of land throughout the local government's planning and development regulation jurisdiction. The regulations may not include, as a basis for denying a zoning or rezoning request from a school, the level of service of a road facility or 8 RZ-01-22 Application Staff Report Page 2 of 3 facilities abutting the school or proximately located to the school. (2019-111, s. 2.4; 2020-3, s. 4.33(a); 2020-25, s. 51(a), (b), (d).) The Person County & City of Roxboro Joint Comprehensive Land Use Plan (Comp Plan) includes the following Guiding Principles, with reason provided that pertains to the proposed rezoning application: 1. Guiding Principle 1.5 – Provide enhanced services for rural communities. Future low-density residential development of a home at this location is consistent with adjacent zoning designations and area land uses. 2. Guiding Principle 2.6 – Provide an attractive and diverse housing stock to attract workers at all levels. A house in close proximity to farm land supports the potential for a rural residential character in the County. 3. Guiding Principle 4.1 – Develop a coordinated approach to utility service extensions. The Subject Property is within one (1) mile of existing Roxboro utilities. If demand warrants the cost of service extension, a home at list location could benefit that demand. Otherwise, the home would be supported by well and septic. The zoning designations bisecting the Subject Property into two (2) zoning districts causes two incompatible land uses (residential and industrial for air quality, noise, access management, and intensity) to be adjacent to each other. Rezoning the ±3.12-acres to R, added to the ±1.16-acres with the R district, creates land use compatibility. No adjacent industrial uses will be impacted or expanded by the proposed rezoning action. The proposed rezoning amendment will also correct a mapping deficiency matching the zoning district boundary to the existing lot lines. Upon review of this application, the Planning Board advised that the proposed action is consistent with the County’s adopted Comp Plan and this “Statement of Reasonableness and Plan Consistency” was approved in a single statement for a motion. Specifically, the Planning Board voted unanimously (7-0) at their February 9, 2023, public hearing to recommend approval of RZ-01-22 to the Board of Commissioners. The Board of Commissioners shall also adopt a statement describing whether their action is consistent or inconsistent with the Comp Plan and why that action is reasonable and in the public’s interest. Planning & Zoning Department Staff Analysis & Recommendation The proposed rezoning and map amendment allow for development on-site that is consistent and compatible with adjacent land uses in the immediate vicinity. Residential development for the Applicant to build a house will be similarly situated to the surrounding very-low density rural and residential character of the historic community of Ai. The Subject Property also has a Growth Area Land Use Category, per the Comp Plan. The Growth Area category is primarily for residential growth in close proximity to City of Roxboro central utilities. The R zoning designation is consistent with the Growth Area Land Use Category. Single Family Dwellings are also a Permitted Use within the R zoning district. The existing zoning on the property does not follow property boundaries, which for land use, may cause legally non-conforming lots and loss of develop potential. One zoning district per site is needed to use zoning district performance standards. The proposed rezoning corrects a mapping error that does not following parcel boundaries and land ownership. The GI zoning designation on the property does not serve the existing or proposed land use. The location of central utilities is not in close proximity to the Subject Property for commercial or industrial use, without a need for central utility expansion. Thus, the proposed rezoning to R (Residential) is consistent with the Growth Area Land Use Category of the Comp Plan in that it allows for low-density development of a home, keeps the rural character of the area, and has the potential for future central utility service. Further, per Section 53-9 of the County Subdivision Regulations, the Subject Property is not a flag lot by definition, as it does not have fee-simple ownership to Dink Ashley Rd. 9 RZ-01-22 Application Staff Report Page 3 of 3 Based on the above, Planning & Zoning Department staff recommends approval of Rezoning/Zoning Map Application RZ-01-22 amendment. It is also recommended that the Board of Commissioners provide a written Statement of Reasonableness and Plan Consistency in a single statement potential motion, as follows: “I hereby move to adopt Rezoning/Zoning Map Application RZ-01-22 and find that it is consistent with the adopted Person County & City of Roxboro Joint Comprehensive Land Use Plan; specifically, Guiding Principle 1.5 – to provide enhanced services for rural communities, Guiding Principle 2.6 – to provide an attractive and diverse housing stock to attract workers at all levels, and Guiding Principle 4.1 – to develop a coordinated approach to utility service extensions.” Attachments: Exhibit A – General Map Exhibit B – Aerial Photo Exhibit C – Future Land Use Map Exhibit D – Zoning Map (Existing) Exhibit E – Zoning Map (Proposed) 10 11 12 A63 406A63 406 A63 197A63 197 A63 23A63 23 A63 20A63 20 A63 199A63 199 A63 27A63 27 A63 33A63 33 A63 29A63 29 A63 405A63 405 A63 32A63 32 A63 32AA63 32A A63 198A63 198 A63 409A63 409 A63 28A63 28 A63 37A63 37 A63 37A63 37 A63 381A63 381 A63 19A63 19A63 408A63 408 AAnnttiioocchhCChhuurrcchhRRdd DDiinnkkAAsshhlleeyyRRdd A63 409Aerial Map ¯ Easements Easement All Other Roads Secondary Local Person Parcels 1 inch = 200 feet 13 A63 406A63 406 A63 197A63 197 A63 23A63 23 A63 20A63 20 A63 199A63 199 A63 27A63 27 A63 33A63 33 A63 29A63 29 A63 405A63 405 A63 32A63 32 A63 32AA63 32A A63 198A63 198 A63 409A63 409 A63 28A63 28 A63 37A63 37 A63 37A63 37 A63 381A63 381 A63 19A63 19A63 408A63 408 AAnnttiioocchhCChhuurrcchhRRdd DDiinnkkAAsshhlleeyyRRdd A63 409FLU Map ¯ Easements Easement All Other Roads Secondary Local Person Parcels Growth Areas 1 inch = 200 feet 14 A63 406A63 406 A63 197A63 197 A63 23A63 23 A63 20A63 20 A63 199A63 199 A63 27A63 27 A63 33A63 33 A63 29A63 29 A63 405A63 405 A63 32A63 32 A63 32AA63 32A A63 198A63 198 A63 409A63 409 A63 28A63 28 A63 37A63 37 A63 37A63 37 A63 381A63 381 A63 19A63 19A63 408A63 408 AAnnttiioocchhCChhuurrcchhRRdd DDiinnkkAAsshhlleeyyRRdd A63 409General Map ¯ Easements Easement All Other Roads Secondary Local Person Parcels 1 inch = 200 feet 15 A63 406A63 406 A63 197A63 197 A63 23A63 23 A63 20A63 20 A63 199A63 199 A63 27A63 27 A63 33A63 33 A63 29A63 29 A63 405A63 405 A63 32A63 32 A63 32AA63 32A A63 198A63 198 A63 409A63 409 A63 28A63 28 A63 37A63 37 A63 37A63 37 A63 381A63 381 A63 19A63 19A63 408A63 408 AAnnttiioocchhCChhuurrcchhRRdd DDiinnkkAAsshhlleeyyRRdd A63 409 Zoning Map(Existing) ¯ Easements Easement All Other Roads Secondary Local Person Parcels R: Residential GI: General Industrial 1 inch = 200 feet 16 17 PERSON COUNTY PLANNING & ZONING DEPARTMENT 325 S. Morgan Street Suite B Roxboro, North Carolina 27573 January 13, 2023 NOTICE OF PUBIC HEARING OF THE PERSON COUNTY BOARD OF COMMISSIONERS The Person County Board of Commissioners will conduct a Public Hearing on Monday, March 6, 2023, at 7:00 PM in the Person County Office Building Auditorium, located at 304 S. Morgan Street, Roxboro, NC. The following item will be included on the agenda: Petition RZ-01-22 – A request by the Applicant, Tim Godwin, to rezone ±3.12-acres of a ±4.28-acre parcel (Subject Property), located at Tax Map and Parcel No. A63 409, from GI (General Industrial) to R (Residential) to unify the parcel with an R (Residential) zoning designation. Per the Person County Tax Assessor’s Office, you own property within 500-feet of, or you own the Subject Property, to receive this notice and attached map. The public is invited to attend the public hearing and make comments concerning the proposed request. The Board of Commissioners shall make their decision in accordance with Section 160 of the Person County Planning Ordinance. The project file is available for public review during normal business hours prior to the public hearing at the Person County Planning & Zoning Department, located at 325 S. Morgan Street, Suite B, Roxboro, NC. If you have any questions, please contact me, Chris Bowley, AICP, Planning & Zoning Director, at 336-597-7423, extension 3423 or cbowley@personcountync.gov. 18 A63 406A63 406 A63 197A63 197 A63 23A63 23 A63 20A63 20 A63 199A63 199 A63 27A63 27 A63 33A63 33 A63 29A63 29 A63 405A63 405 A63 32A63 32 A63 32AA63 32A A63 198A63 198 A63 409A63 409 A63 28A63 28 A63 37A63 37 A63 37A63 37 A63 381A63 381 A63 19A63 19A63 408A63 408 AAnnttiioocchhCChhuurrcchhRRdd DDiinnkkAAsshhlleeyyRRdd A63 409General Map ¯ Easements Easement All Other Roads Secondary Local Person Parcels 1 inch = 200 feet 19 Godwin PropertyRezoning ApplicationPROJECT # RZ – 01 – 2220 Godwin Property Rezoning (RZ-01-22)Introduction•Subject Property located near the intersection of Antioch Church Rd. & Dink Ashley Rd.•Property is ±4.28-acres•Has two zoning designations – R (Residential) & GI (General Industrial)•Zoning amendment request is to rezone ±3.12-acres (GI) to match zoning on ±1.16-acres (R)•Makes the R zoning boundary match the property boundary•Allows lot to become legally conforming for residential development of a home•Lot is not a flag lot, per Section 53-9 definition in the Subdivision Regulations•Planning Board voted unanimously (7-0) recommending approval of RZ-01-2221 Godwin Property Rezoning (RZ-01-22)Location Map22 Godwin Property Rezoning (RZ-01-22)Future Land Use Map23 Godwin Property Rezoning (RZ-01-22)Existing Zoning Map24 Godwin Property Rezoning (RZ-01-22)Proposed Zoning Map25 Godwin Property Rezoning (RZ-01-22)ThePerson County & City of Roxboro Joint Comprehensive Land Use Plan(Comp Plan) includes the followingGuiding Principles, with reason provided that pertains to the proposed rezoning application:•Guiding Principle 1.5 – Provide enhanced services for rural communities.Future low-density residentialdevelopment of a home at this locationis consistent with adjacent zoning designations and area land uses.•Guiding Principle 2.6 – Provide an attractive and diverse housing stock to attract workers at all levels.Ahousein close proximity to farm land supports the potential for a rural residential character in the County.•Guiding Principle 4.1 – Develop a coordinated approach to utility service extensions.The Subject Property iswithin one (1) mile of existing Roxboro utilities. If demand warrants the cost of service extension, a home at listlocationcould benefit that demand. Otherwise, the home would be supported by well and septic.26 Godwin Property Rezoning (RZ-01-22)Based on the above, Planning & Zoning Department staff recommends approval of Rezoning/Zoning MapApplication RZ-01-22 amendment. It is also recommended that the Board of Commissioners provide awritten Statement of Reasonableness and Plan Consistency in a single statement potential motion, asfollows:“I hereby move to adopt Rezoning/Zoning Map Application RZ-01-22 and find that it is consistent withthe adoptedPerson County & City of Roxboro Joint Comprehensive Land Use Plan; specifically, Guiding Principle1.5 – to provide enhanced services for rural communities, Guiding Principle 2.6 – to provide an attractiveand diverse housing stock to attract workers at all levels, and Guiding Principle 4.1 – to develop acoordinated approach to utility service extensions.”27 AGENDA ABSTRACT Meeting Date: March 6, 2023 Agenda Title: Public Hearing for petition SUP-02-23, the Applicant and Property Owner, Adam Richard Osborne, is requesting Special Use Permit approval for commercial storage units (i.e. Osborne Storage Unit Facility) to be located within B-2 (Neighborhood Shopping) zoned property. The ±3.33-acre Subject Property is located at Tax Map and Parcel No. A84A C1, C2, C3, C4, A27, and A28 (Parcel Identification Nos. 0934-00-23-0348.000, 0934-00-13-9325.000, 0934-00-13-9220.000, 0934-00-13-8215.000, 0934-00- 12-9903.000, and 0934-00-12-8916.000). Summary of Information: The Subject Property is generally located directly south of the intersection of Oxford Rd. (U.S. Highway 158) and Pixley Pritchard Rd. (see Exhibit A: Aerial Photo). There are 60-ft. wide undeveloped (i.e. paper)rights-of-way within the Subject Property of York Rd. and Maxlow Lane. The ±3.33-acre Subject Propertyis located along the west side of York Rd. and Maxlow Lane bisects the site. The Special Use Permitapplication is for the entire ±3.33-acres to accommodate commercial storage units. However, the attachedExhibit D: Site Plan shows initial development of three (3) storage buildings (3,000 SF each) at thesouthwest corner of the site. The remaining property will be development as commercial storage units inthe future. The zoning designation of B-2 (Neighborhood Shopping) is compatible with the Rural future land use designation for the Subject Property (See Exhibit B: Future Land Use Map and Exhibit C: Zoning Map). Per Appendix C, Table of Permitted Uses of the Planning Ordinance, a Household and Commercial Storage facility is permitted in a B-2 zoning district with Special Use Permit approval. The Joint Comprehensive Land Use Plan (i.e. Comprehensive Land Use Plan) includes four (4) Guiding Principles. The existing entitlements of B-2 zoning designation, Rural future land use classification, and proposed use of commercial storage units with a Special Use Permit support Guiding Principle 1: Celebrating Our Rural Character and Lifestyle and Guiding Principle 3: Building a Strong and Vibrant Community in the following manner: 1.Guiding Principle 1: Celebrating Our Rural Character and Lifestyle, Strategy of Enhancement ofServices for Rural Communities – the commercial storage units facilitate the potential for increasedoccupancy of homes in rural areas. The B-2 zoning district is linear and approximately equal depth onboth sides of Oxford Rd. This indicates that it was designed to become a commercial center within arural area to serve residents, without having them drive into more urban areas, such as the cities of Roxboro or Durham to achieve the same goal (i.e. the storage of their belongings closer to home).Commercial storage units also allow employees within the trade industries to securely store their workmaterial overnight, without being left in or on the work vehicle. These sites have become a form of business park for that reason.2.Guiding Principle 3: Building a Strong and Vibrant Community, Objective of Working to StrengthenOur Community through Capital Investments that Supports Commercial Centers – the Applicant seeks to make capital non-residential investments within a non-residentially oriented B-2 zoning districtdesigned for commercial land uses. This supports the commercial center node of B-2 within this portionof the County and provides a service to area residents in close proximity to the proposed use. There are existing commercial land uses within the immediate vicinity of the Subject Property. Therefore, theproposed project will support continued commercial development in the area. 28 Recommended Action: Upon review, the Board of Commissioners shall address a “Findings of Fact” listed in Section 155 of the Person County Planning Ordinance to determine if this proposal is in keeping with the Person County Comprehensive Land Use Plan. An approval of Special Use Permit SUP-02-23 will support all four Findings of Fact listed below. The Findings of Fact in Section 155-3(b) are as follows: 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 proposed use of commercial storage units is considered a low traffic-generating land use and more passive than an active commercial use. 2. That the use meets all required conditions and specifications. – the proposed Exhibit E: Site Plan provides project details to determine conditions and specifications. An initial review indicates that the proposed project meets the B-2 zoning district’s purpose and intent and dimensional criteria. 3. That the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity. – the proposed use will not substantially injure the value of adjoining or abutting property. This commercial development, as a more passive commercial use, should not diminish residual property values in the area. The proposed use is mutually supportive of area residential uses that do not have the storage capacity and serves a purpose near residential uses. The proposed use is not a public necessity. 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 proposed use, as one-story buildings, will be in keeping with commercial uses, accessory buildings, workshops, and barns within the area. As previously addressed, the proposed use is also in conformance with the County’s Comprehensive Plan. Based on the above, Planning & Zoning Department staff recommends that the Board of Commissioners vote to approve Special Use Permit (SUP-02-23) for the Osborne Storage Unit Facility, with the following conditions: 1. The Applicant obtains all required permits from the County Environmental Health Department, Planning & Zoning Department, and Inspections Department. 2. The Applicant obtains required permits from the North Carolina Department of Environmental Quality and any other agency to achieve construction, operations, and maintenance of the Subject Property. 3. The Applicant submit a separate site plan for a future phase within the ±3.33-acre site, when future development is proposed. Submitted By: Chris Bowley, AICP, Planning & Zoning Director 29 30 31 32   PERSON COUNTY PLANNING & ZONING DEPARTMENT STAFF REPORT Special Use Permit Application SUP-02-23 for the Osborne Storage Unit Facility (Subject Property). Request The Applicant and Property Owner, Adam Richard Osborne, is requesting Special Use Permit approval for commercial storage units (i.e. Osborne Storage Unit Facility) to be located within B-2 (Neighborhood Shopping) zoned property. The Special Use Permit application is for ±3.33-acres to accommodate commercial storage units. Location, Current Land Use, & Land Use Compatibility The Subject Property is generally located directly south of the intersection of Oxford Rd. (U.S. Highway 158) and Pixley Pritchard Rd. (see Exhibit A: General Map and Exhibit B: Aerial Photo). There are 60-ft. wide undeveloped (i.e. paper) rights-of-way within the Subject Property of York Rd. and Maxlow Lane. The ±3.33-acres are located along the west side of York Rd. and Maxlow Lane bisects the site into north and south sections and includes Tax Map and Parcel No. A84A C1, C2, C3, C4, A27, and A28 (Parcel Identification Nos. 0934-00-23-0348.000, 0934-00-13-9325.000, 0934-00-13-9220.000, 0934-00-13-8215.000, 0934-00-12-9903.000, and 0934-00-12-8916.000). Of note, a natural gas utility easement also bisects the site in a northwest to southeast direction. The Applicant is responsible for coordinating directly with the utility company that the easement is in favor of, to ensure that placement of any buildings and surface improvements are acceptable with the terms of the easement. The current vacant land use of the Subject Property is consistent and compatible with adjacent land uses, as follows: 1. North – vacant land and residential homes. 2. East – vacant land and residential homes. 3. South – vacant land and residential homes. 4. West – vacant land and residential homes. Comprehensive Plan, Zoning, & Site Plan The zoning designation of B-2 (Neighborhood Shopping) is compatible with the Rural future land use designation for the Subject Property (see Exhibit C: Future Land Use Map and Exhibit D: Zoning Map). Per Appendix C, Table of Permitted Uses of the Planning Ordinance, a Household and Commercial Storage facility is permitted in a B-2 zoning district with Special Use Permit approval. The adjacent land entitlements are as follows: 1. North – Rural future land use and B-2 zoning classifications. 2. East – Rural future land use and B-2 zoning classifications. 3. South – Rural future land use and B-2 zoning classifications. 4. West – Rural future land use and B-2 zoning classifications. From the Person County Joint Comprehensive Land Use Plan: The Rural future land use category is intended to promote the protection of agricultural lands and natural resources while allowing low-density residential development (minimum lot size of one acre). Cluster or conservation subdivisions, which permit higher density residential development while setting aside land for 33 SUP-02-23 Application Staff Report Board of Commissioners Meeting on March 6, 2023 Page 2 of 3     preservation, should also be permitted in Rural areas. The Rural future land use category should permit neighborhood-scale commercial development at, and within 1,000 feet of, major intersections, (examples include Timberlake, Olive Hill, Hurdle Mills, etc.). Development regulations should limit floor area of retail and similar uses in these rural commercial nodes. Agricultural and agricultural-support uses, along with other typical rural commercial enterprises should be permitted throughout these areas, without limitation. Appendix O of the Joint Comprehensive Land Use Plan (i.e. Comprehensive Land Use Plan) includes four (4) Guiding Principles. The existing entitlements of B-2 zoning designation, Rural future land use classification, and proposed use of commercial storage units with a Special Use Permit support Guiding Principle 1: Celebrating Our Rural Character and Lifestyle and Guiding Principle 3: Building a Strong and Vibrant Community in the following manner: 1. Guiding Principle 1: Celebrating Our Rural Character and Lifestyle, Strategy of Enhancement of Services for Rural Communities – the commercial storage units facilitate the potential for increased occupancy of homes in rural areas. The B-2 zoning district is linear and approximately equal depth on both sides of Oxford Rd. This indicates that it was designed to become a commercial center within a rural area to serve residents, without having them drive into more urban areas, such as the cities of Roxboro or Durham to achieve the same goal (i.e. the storage of their belongings closer to home). Commercial storage units also allow employees within the trade industries to securely store their work material overnight, without being left in or on the work vehicle. These sites have become a form of business park for that reason. 2. Guiding Principle 3: Building a Strong and Vibrant Community, Objective of Working to Strengthen Our Community through Capital Investments that Supports Commercial Centers – the Applicant seeks to make capital non-residential investments within a non-residentially oriented B-2 zoning district designed for commercial land uses. This supports the commercial center node of B-2 within this portion of the County and provides a service to area residents in close proximity to the proposed use. There are existing commercial land uses within the immediate vicinity of the Subject Property. Therefore, the proposed project will support continued commercial development in the area. Planning Staff Analysis & Recommendation The B-2 zoning district’s roughly symmetrical commercial depth on both sides of Oxford Rd. indicate that a commercial center was contemplated to bring goods and services closer to this rural area of the County. A benefit of commercial centers in rural area is the reduction of drive times to urban areas, such as Roxboro and Durham to get basic goods and services. The site is a vestige of a residentially-platted tract that was not constructed. Platted “paper” rights-of-way were included as York Rd. and Maxlow Lane to serve the residential neighborhood. To allow for more flexible design and maximum land use potential, the Applicant should vacate the Maxlow Lane paper right-of-way, west of York Rd., that also has no public connection potential. The Applicant is proposing commercial storage units on a ±3.33-acre portion of overall site to develop a land use in keeping with the B-2 zoning designation on the property. With Special Use Permit approval, the initial project will be at the southwest corner and extended to the north. Should the Applicant consider land uses other than storage units on the remaining property, a separate Special Use Permit may need to be applied for, pending the proposed use. Upon review, the Board of Commissioners shall address a “Findings of Fact” listed in Section 155 of the Person County Planning Ordinance to determine if this proposal is in keeping with the Person County Comprehensive Land Use Plan. An approval of Special Use Permit SUP-02-23 will support all four Findings of Fact listed below. The Findings of Fact in Section 155-3(b) are as follows: 34 SUP-02-23 Application Staff Report Board of Commissioners Meeting on March 6, 2023 Page 3 of 3     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 proposed use of commercial storage units is considered a low traffic-generating land use and more passive than an active commercial use. 2. That the use meets all required conditions and specifications. – the proposed Exhibit E: Site Plan provides project details to determine conditions and specifications. An initial review indicates that the proposed project meets the B-2 zoning district’s purpose and intent and dimensional criteria. 3. That the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity. – the proposed use will not substantially injure the value of adjoining or abutting property. This commercial development, as a more passive commercial use, should not diminish residual property values in the area. The proposed use is mutually supportive of area residential uses that do not have the storage capacity and serves a purpose near residential uses. The proposed use is not a public necessity. 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 proposed use, as one-story buildings, will be in keeping with commercial uses, accessory buildings, workshops, and barns within the area. As previously addressed, the proposed use is also in conformance with the County’s Comprehensive Plan. Based on the above, Planning & Zoning Department staff recommends that the Board of Commissioners vote to approve Special Use Permit (SUP-02-23) for the Osborne Storage Unit Facility, with the following conditions: 1. The Applicant obtains all required permits from the County Environmental Health Department, Planning & Zoning Department, and Inspections Department. 2. The Applicant obtains required permits from the North Carolina Department of Environmental Quality and any other agency to achieve construction, operations, and maintenance of the Subject Property. 3. The Applicant submit a separate site plan for a future phase within the ±3.33-acre site, when future development is proposed. Attachments: Exhibit A – General Map Exhibit B – Aerial Photo Exhibit C – Future Land Use Map Exhibit D – Zoning Map Exhibit E – Site Plan 35 A72 190A72 190 A84A C 1A84A C 1 A84A A 26A84A A 26 A84A B 15A84A B 15 A84A C 2A84A C 2 A72 238A72 238 A84A C 3A84A C 3 A84A A 28A84A A 28 A84A B 29A84A B 29 A84A A 24A84A A 24 A72 34A72 34 A72 213A72 213 A84A B 30A84A B 30 A72A72 241241 A84A A 25A84A A 25 A84AA84A B 27B 27 A84A A 23A84A A 23 A84 61A84 61 A84 15A84 15 A84 65A84 65 A84A A 27A84A A 27 A84AA84A B 14B 14 A72 220A72 220 A84 42A84 42 A84A B 28A84A B 28 A84A C 4A84A C 4 A72 214A72 214 £¤158 Oxford RdOxford Rd Exhibit A: General Map ¯ Easements Utility Roads Highway Person Parcels 1 inch = 100 feet 36 A72 190A72 190 A84A C 1A84A C 1 A84A A 26A84A A 26 A84A B 15A84A B 15 A84A C 2A84A C 2 A72 238A72 238 A84A C 3A84A C 3 A84A A 28A84A A 28 A84A B 29A84A B 29 A84A A 24A84A A 24 A72 34A72 34 A72 213A72 213 A84A B 30A84A B 30 A72A72 241241 A84A A 25A84A A 25 A84AA84A B 27B 27 A84A A 23A84A A 23 A84 61A84 61 A84 15A84 15 A84 65A84 65 A84A A 27A84A A 27 A84AA84A B 14B 14 A72 220A72 220 A84 42A84 42 A84A B 28A84A B 28 A84A C 4A84A C 4 A72 214A72 214 £¤158 Oxford RdOxford Rd Exhibit B: Aerial Photo ¯ Easements Utility Roads Highway Person Parcels 1 inch = 100 feet 37 A72 190A72 190 A84A C 1A84A C 1 A84A A 26A84A A 26 A84A B 15A84A B 15 A84A C 2A84A C 2 A72 238A72 238 A84A C 3A84A C 3 A84A A 28A84A A 28 A84A B 29A84A B 29 A84A A 24A84A A 24 A72 34A72 34 A72 213A72 213 A84A B 30A84A B 30 A72A72 241241 A84A A 25A84A A 25 A84AA84A B 27B 27 A84A A 23A84A A 23 A84 61A84 61 A84 15A84 15 A84 65A84 65 A84A A 27A84A A 27 A84AA84A B 14B 14 A72 220A72 220 A84 42A84 42 A84A B 28A84A B 28 A84A C 4A84A C 4 A72 214A72 214 £¤158 Oxford RdOxford Rd Exhibit C: Future Land Use Map ¯ Easements Utility Roads Highway Person Parcels Rural 1 inch = 100 feet 38 A72 190A72 190 A84A C 1A84A C 1 A84A A 26A84A A 26 A84A B 15A84A B 15 A84A C 2A84A C 2 A72 238A72 238 A84A C 3A84A C 3 A84A A 28A84A A 28 A84A B 29A84A B 29 A84A A 24A84A A 24 A72 34A72 34 A72 213A72 213 A84A B 30A84A B 30 A72A72 241241 A84A A 25A84A A 25 A84AA84A B 27B 27 A84A A 23A84A A 23 A84 61A84 61 A84 15A84 15 A84 65A84 65 A84A A 27A84A A 27 A84AA84A B 14B 14 A72 220A72 220 A84 42A84 42 A84A B 28A84A B 28 A84A C 4A84A C 4 A72 214A72 214 £¤158 Oxford RdOxford Rd Exhibit D: Zoning Map ¯ Easements Utility Roads Highway Person Parcels B-2: Neighborhood Shopping 1 inch = 100 feetB-2 39 Exhibit E: Site Plan 40 Person County 2/17/2021 Applicant: Adam Richard Osborne Map Numbers & Location: A84A C1-C4, A84A A27, & A84A A28 The ±3.33-acre site is located directly south of the intersection of Oxford Rd. (U.S. Highway 158) and Pixley Pritchard Rd. We have reviewed the Site Plan for the Special Use Permit for the proposed use at the above location and have the following comments: 1. Topography of the site at contour intervals no greater than ten feet (site plan requirements #3). 2. Add a note if there are no proposed or existing parking spaces (site plan requirements #6). 3. Add a note if there are no proposed provisions for water supply and sewage disposal (site plan requirements #7). 4. Replace “preliminary plan” with “site plan.” PLANNING & ZONING DEPARTMENT 325 S. Morgan St., Suite B Roxboro, NC 27573 Special Use Permit (SUP-02-23) Site Plan Review 41 PERSON COUNTY PLANNING & ZONING DEPARTMENT 325 S. Morgan Street Suite B Roxboro, NC 27573 February 23, 2023 NOTICE OF PUBLIC HEARING OF THE PERSON COUNTY BOARD OF COMMISSIONERS The Person County Board of Commissioners will conduct a Public Hearing on Monday, March 6, 2023, at 7:00 PM, in the Board of Commissioners’ Boardroom (Room 215) of the Person County Office Building, located at 304 S. Morgan Street, Roxboro, North Carolina, 27573. The following item(s) will be included on the agenda: Petition SUP-02-23 – A request by the Applicant, Adam Richard Osborne, property owner of ±3.33- acres (Subject Property), located at Tax Map and Parcel No. A84A C1, C2, C3, C4, A27, and A28, to approve Special Use Permit SUP-02-23 in a B-2 (Neighborhood Shopping) zoning district for a commercial storage facility. A map of the property is attached to the back of this letter for your convenience. The public is invited to attend and make comments. As a result of testimony received at the public hearing, the Board of Commissioners may make their decision based on that testimony and in accordance with Section 155 of the Person County Planning Ordinance. All testimony given at the public hearing must be sworn and factual. The file is available for public review during normal business hours at the Person County Planning & Zoning Department, located at 325 S. Morgan Street, Suite B, Roxboro, North Carolina, 27573. Per the Person County Tax Assessor’s Office, you are being notified because you own property within 500- feet of the Subject Property. If you have any questions or need additional information, please contact the Person County Planning & Zoning Department at (336) 597-1750. Thank you, Chris Bowley Chris Bowley, AICP Planning Director 42 A72 190A72 190 A84A C 1A84A C 1 A84A A 26A84A A 26 A84A B 15A84A B 15 A84A C 2A84A C 2 A72 238A72 238 A84A C 3A84A C 3 A84A A 28A84A A 28 A84A B 29A84A B 29 A84A A 24A84A A 24 A72 34A72 34 A72 213A72 213 A84A B 30A84A B 30 A72A72 241241 A84A A 25A84A A 25 A84AA84A B 27B 27 A84A A 23A84A A 23 A84 61A84 61 A84 15A84 15 A84 65A84 65 A84A A 27A84A A 27 A84AA84A B 14B 14 A72 220A72 220 A84 42A84 42 A84A B 28A84A B 28 A84A C 4A84A C 4 A72 214A72 214 £¤158 Oxford RdOxford Rd Exhibit B: Aerial Photo ¯ Easements Utility Roads Highway Person Parcels 1 inch = 100 feet 43 Osbourne Storage Unit FacilitySPECIAL USE PERMIT APPLICATIONSUP –02 –2344 Osbourne Storage Unit Facility (SUP‐02‐23)IntroductionThe Subject Property is approximately 3.33‐acres Proposed commercial storage facilityProposed commercial use inside of commercial‐oriented zoning district (B‐2)Storage units are mutually supportive for residential uses in proximityA low traffic generating land use45 Osbourne Storage Unit Facility (SUP‐02‐23)Exhibit A: General Map46 Osbourne Storage Unit Facility (SUP‐02‐23)Exhibit B: Aerial Photo47 Osbourne Storage Unit Facility (SUP‐02‐23)Exhibit C: Future Land Use Map48 Osbourne Storage Unit Facility (SUP‐02‐23)Exhibit D: Zoning Map49 Osbourne Storage Unit Facility (SUP‐02‐23)Exhibit E: Site Plan50 Osbourne Storage Unit Facility (SUP‐02‐23)Findings of FactUpon review, the Board of Commissioners shall address a “Findings of Fact” listed in Section 155 of the Person County PlanningOrdinance to determine if this proposal is in keeping with the Person County Comprehensive Land Use Plan. An approval of Special UsePermit SUP‐02‐23 will support all four Findings of Fact listed below. The Findings of Fact in Section 155‐3(b) are as follows:1.That the use will not materially endanger the public health or safety if located where proposed and developed according to theplan as submitted and approved.– the proposed use of commercial storage units is considered a low traffic‐generating land use andmore passive than an active commercial use.2.That the use meets all required conditions and specifications.– the proposed Exhibit E: Site Plan provides project details todetermine conditions and specifications. An initial review indicates that the proposed project meets the B‐2 zoning district’s purposeand intent and dimensional criteria.3.That the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity.–theproposed use will not substantially injure the value of adjoining or abutting property. This commercial development, as a morepassive commercial use, should not diminish residual property values in the area. The proposed use is mutually supportive of arearesidential uses that do not have the storage capacity and serves a purpose near residential uses. The proposed use is not a publicnecessity.4.That the location and character of the use if developed according to the plan as submitted and approved will be in harmony withthe area in which it is to be located and in general conformity with the comprehensive plan.– the proposed use, as one‐storybuildings, will be in keeping with commercial uses, accessory buildings, workshops, and barns within the area. As previouslyaddressed, the proposed use is also in conformance with the County’s Comprehensive Plan.5..51 Osbourne Storage Unit Facility (SUP‐02‐23)Staff Recommendation & Potential MotionBased on the above, Planning & Zoning Department staff recommends that the Board ofCommissioners vote to approve Special Use Permit (SUP‐02‐23) for the Osborne Storage Facility,with the following conditions and potential motion:“I hereby move to approve Special Use Permit (SUP‐02‐23) for the Osborne Storage UnitFacility, with the following conditions:1.The Applicant obtains all required permits from the County Environmental HealthDepartment, Planning & Zoning Department, and Inspections Department.2.The Applicant obtains required permits from the North Carolina Department ofEnvironmental Quality and any other agency to achieve construction, operations, andmaintenance of the Subject Property.3.The Applicant submit a separate site plan for a future phase within the ±3.33‐acre site,when future development is proposed.”52 Osbourne Storage Unit Facility (SUP‐02‐23)Thank You53 February 6, 2023 1 PERSON COUNTY BOARD OF COMMISSIONERS FEBRUARY 6, 2023 MEMBERS PRESENT OTHERS PRESENT Gordon Powell Katherine M. Cathey, County Manager C. Derrick Sims Brenda B. Reaves, Clerk to the Board Kyle W. Puryear S. Ellis Hankins, County AttorneyCharlie Palmer Jason Thomas The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, February 6, 2023 at 7:00pm in the Person County Office Building Auditorium located at 304 S. Morgan Street, Roxboro, NC. Chairman Powell called the meeting to order. Vice Chairman Sims offered an invocation and Commissioner Puryear led the group in the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Commissioner Puryear and carried 5-0 to approve the agenda. RECOGNITION: A PROCLAMATION CELEBRATING 100 YEARS OF ROXBORO SAVINGS BANK: Chairman Powell read a Proclamation Celebrating 100 Years of Roxboro Savings Bank noting he would also present this Proclamation at their Centennial event on February 14, 2023. 54 February 6, 2023 2 55 February 6, 2023 3 PUBLIC HEARING PERSON COUNTY FIRE PREVENTION AND PROTECTION ORDINANCE: A motion was made by Vice Chairman Sims and carried 5-0 to open the duly advertised public hearing for consideration of a Person County Fire Prevention and Protection Ordinance. Fire Marshal Adam Morris noted that at the Board’s January 3, 2023 meeting, the Fire Marshal introduced a proposed Fire Prevention and Protection Ordinance which outlines and authorizes the duties of the Fire Marshal’s Office and explains procedures for enforcement of fire codes, inspection frequency, civil penalties, false fire alarms, open burning, permits, Knox Boxes and response to hazardous materials incidents. At this time, the only documentation on file with the Office of the State Fire Marshal is a letter, dated August 12, 1992, which lists the frequency of conducting various types of inspections. Person County also has in place a False Fire Alarm Ordinance and a Resolution Authorizing the Fire Marshal to Implement a Local Burn Ban. The proposed ordinance incorporates each of these documents and defines how the Fire Marshal’s Office carries out its work in accordance with State and Federal regulations and local expectations. Upon approval by the Board of Commissioners, the new ordinance will be submitted to the NC Building Code Council for consideration at their June 2023 meeting per NC General Statue 143-138 (e). In the absence of approval by the NC Building Code Council, or in the event that approval is withdrawn, local fire prevention codes and regulations shall have no force and effect. The Board of Commissioners, at its January 3, 2023 meeting, called for and instructed staff to advertise for a public hearing to hear public comments on this matter. Mr. Morris stated the ordinance was advertised in the paper and county website noting to date he has not received any calls or had questions. Mr. Morris reiterated to the group that open burning was allowed for yard trimmings only, i.e., natural vegetation; he said campfires and burn pits are allowed as long as it is natural vegetation and not trash. He added outside wood stoves are fine. Mr. Morris said the ordinance would provide enforcement of illegal burning such as trash, building materials, tires (anything other than natural vegetation). Mr. Morris stated surrounding counties have in place a similar ordinance. In Person County, Mr. Morris said there have been 37 cases in the last ten years with 32 of those being residential and three of those occurring since this item was introduced in January. Mr. Morris noted this ordinance provides an opportunity and need to educate the citizens at a first incident, with a warning letter upon a second incident with a fine thereafter. 56 February 6, 2023 4 Mr. Morris referenced NC General Statute that state no local fire prevention codes nor regulations shall be effective until officially approved by the NC Building Code Council; he stated once the ordinance was approved by the Board, he would then submit for approval by the NC Building Code Council, which he anticipated would be in June 2023. For this reason, Mr. Morris requested the Board to adopt the proposed Fire Prevention and Protection Ordinance, effective July 1, 2023. Mr. Morris also requested upon the effective date of July 1, 2023, that the Board repeal the existing False Fire Alarm Ordinance as well as the Resolution Authorizing the Fire Marshal to Implement a Local Burn Ban noting these are incorporated within the new proposed ordinance. Commissioner Puryear requested clarification that a burn permit would not be required to burn leaves or to have a recreational fire to which Mr. Morris affirmed. Chairman Powell asked if the county was non-compliant; Mr. Morris responded the county was not in compliance with illegal burning noting without an ordinance, he was not able to enforce such illegal burning incidents but would use the opportunity to educate the public. Mr. Morris updated the Board that one change in the proposed ordinance was needed in Chapter 10.9 for Guidelines for Open Burning. He said the first bullet would be modified to read YARD TRIMMINGS ONLY (leaves, limbs, grass, vines, etc.) noting the language to be removed was “must originate at a private residence and be burned on that site” due to the state now allowing tree companies/landscapers to transport such yard trimmings to be burned at another site. Speaking in favor of the Person County Fire Prevention and Protection Ordinance was the following: Mr. Bob Brauer of 1 Bobwhite Rd., Roxboro and Chair of the Person County Environmental Issues Advisory Committee stated support of the Fire Prevention and Protection Ordinance, and specifically, enforcement of illegal burning of trash noting modern packaging contains toxic chemicals that when burned are released into the atmosphere causing air pollution. and The remaining fire residue can leach into groundwater supply and deplete the soil. Mr. Brauer said the prohibited open burn items should be disposed of in the landfill and preferably any items that can be recycled through the recycling center. He asked the Board to approve the proposed ordinance to avoid further delay for enforcement of such illegal open burning. There were no individuals appearing before the Board to speak in opposition to the Person County Fire Prevention and Protection Ordinance. A motion was made by Vice Chairman Sims and carried 5-0 to close the public hearing for consideration of a Person County Fire Prevention and Protection Ordinance. 57 February 6, 2023 5 CONSIDERATION TO ADOPT A FIRE PREVENTION AND PROTECTION ORDINANCE: A motion was made by Commissioner Palmer and carried 5-0 to adopt a Fire Prevention and Protection Ordinance with an effective date of July 1, 2023 contingent upon approval of the NC Building Code Council, and, upon the July 1, 2023 effective date of the Fire Prevention and Protection Ordinance, to repeal the existing False Fire Alarm Ordinance and the Resolution Authorizing the Fire Marshal to Implement a Local Burn Ban, as presented by the Fire Marshal. 58 February 6, 2023 6 59 February 6, 2023 7 60 February 6, 2023 8 61 February 6, 2023 9 62 February 6, 2023 10 63 February 6, 2023 11 64 February 6, 2023 12 65 February 6, 2023 13 66 February 6, 2023 14 67 February 6, 2023 15 68 February 6, 2023 16 69 February 6, 2023 17 70 February 6, 2023 18 71 February 6, 2023 19 72 February 6, 2023 20 73 February 6, 2023 21 74 February 6, 2023 22 75 February 6, 2023 23 76 February 6, 2023 24 77 February 6, 2023 25 78 February 6, 2023 26 79 February 6, 2023 27 80 February 6, 2023 28 81 February 6, 2023 29 82 February 6, 2023 30 83 February 6, 2023 31 84 February 6, 2023 32 85 February 6, 2023 33 86 February 6, 2023 34 87 February 6, 2023 35 88 February 6, 2023 36 89 February 6, 2023 37 INFORMAL COMMENTS: Chairman Powell announced each speaker would have two minutes each. The following individuals appeared before the Board to make informal comments: Mr. Dan Oldman of 750 Weaver Dairy Rd., #249, Chapel Hill, and a Republican member of US House District 4, spoke on climate changes brought on by human development. He noted, consistent with economic development, competitiveness and jobs, a clean economy must effectively use a mix of renewables, nuclear, and fossil fuels. He said he was speaking in the positive for item #5 on the agenda for Cypress Creek Renewables. Ms. Carol Carter of 280 Clay Long Rd., Hurdle Mills stated opposition of placing permanent or semi-permanent furniture in the auditorium as it would be prohibitive to groups such as the Bee Keepers, Cattleman’s Association and Farm Bureau who use the auditorium space, sometimes once a month, to not have full use of the entire room. Mr. Jimmie Whitfield of 699 Charlie Reade Rd., Timberlake urged the Board not to restrict citizens’ time to address the Board. He also thanked the Board for its hard work on the County’s Solar Farm Ordinance and advocated to follow the existing ordinance and not consider larger scale solar farms as they tie up farmland or forestland for a long time without knowing the result. Mr. Paul Lynch of 395 Union Grove Church Rd., Hurdle Mills spoke on the vital importance of maintaining the County’s solar use ordinance in its current form. Mr. Lynch referenced the presentation on the agenda to modify the current ordinance or to do a new ordinance to allow projects over ten times the size of what is currently allowed; he asked the Board to consider the costs of allowing large solar companies to come into the county with their vast projects to change the character of Person County. Mr. Lynch asked the Board to not consider modifying the current solar ordinance to suit this application. 90 February 6, 2023 38 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 January 3, 2023, B. Approval of Minutes of January 17, 2023, C. Budget Amendment #14, D. Person County Health Department Fee Request for the administration of the COVID-19 Pfizer Bivalent Vaccination for ages 5-11, E. Report of Unpaid 2022 Taxes, F. Advertisement of Unpaid Real Estate 2022 Taxes, G. Tax Adjustments for February 2023, a. Tax Releases b. NC Vehicle Tax System pending refunds H. Resolution Supporting Compression Increases for Division of Juvenile Justice and Delinquency Prevention Detention and Youth Development Center Staff, and I. Teens Space Initiative State Library EZ Grant Application NEW BUSINESS: CYPRESS CREEK RENEWABLES AND PERSON COUNTY: Chairman Powell stated that the presentation before the Board by Cypress Creek Renewables was for information only and that no action would be taken at this meeting. Harrison Cole with Cypress Creek Renewables said the company was founded in 2014 and has offices in Durham and Asheville. Mr. Cole provided the following presentation on how solar energy and Person County could potentially work together for a renewable energy source. 91 February 6, 2023 39 92 February 6, 2023 40 93 February 6, 2023 41 94 February 6, 2023 42 95 February 6, 2023 43 96 February 6, 2023 44 Chairman Powell asked Mr. Cole if any of the solar projects were constructed and later sold to other solar companies to which he affirmed there were none sold to other solar companies however, some were sold to Fortune 500 companies, i.e. Apple, Amazon. Chairman Powell asked Mr. Cole to clarify what a handful of permanent jobs would mean to Person County to which Mr. Cole stated for a facility of this size, there would be an office space onsite housing 2-3 people in Person County to maintain operation of the plant, with potential additional jobs based out of their Durham office. Mr. Cole stated Cypress Creek Renewables would work local contractors. Commissioner Puryear asked about the process of any application received including a public hearing. County Attorney Ellis Hankins stated any amendments to the existing ordinance would be considered in the Board’s sound legislative discretion. If any one or more commissioners are interested in offering or considering amendments, Mr. Hankins said it was a straight-forward legislative matter. Mr. Hankins said that when any company files an application for land use approval, there are two options: 1) to seek a special use permit or 2) make a legislative conditional district zoning request. Mr. Hankins reminded the Board that the special use permit proceeding was a quasi-judicial matter whereby the Board may only consider evidence that is offered in support of that application in that public hearing. He added this informational presentation would not be considered, only what was heard as evidence in that public hearing. Mr. Hankins said there was no requirement that the Board consider any amendments to the ordinance. Commissioner Puryear said the Board worked hard establishing the current Solar Energy System Ordinance and he was very happy with it. Mr. Hankins stated the recent Carbon Plan Order issued by the Utilities Commission has significant mentions of alternative energy sources, including solar. He said he has asked the question twice to knowledgeable people whether in any way, the relative restrictive solar farm ordinance in Person County was an obstacle to conversion of those two existing Duke generation plants and so far, the answer has been no. He added that if he hears any indication that the solar farm ordinance as currently written is somehow or in any way a hindrance to the conversion of those plants, he would inform the Board of Commissioners. 97 February 6, 2023 45 PERMITTING PROCESS UPDATE: County Manager Katherine Cathey presented the following Permitting Process Update: 98 February 6, 2023 46 99 February 6, 2023 47 100 February 6, 2023 48 101 February 6, 2023 49 Inspections Director Dale Tillman, Mark Duncan, co-owner of Legacy Building Company, LLC and Senior Code Enforcement Officer Dan Lawrence provided a public demonstration of the Energov customer self-service (CSS) portal, a system for customers to submit permit applications online for Environmental Health and Inspections. Customers may also submit payment, correspond with staff, update information, and track the status of their application through the web-based portal. Planning & Zoning is in the process of configuring their processes in the CSS portal with an anticipated completion date of March 1, 2023. Departments are issuing permits and accepting payments through Energov. Bonnie Holt, Environmental Health Specialist explained the obvious bottleneck in her department related to the fieldwork that takes the longest to review, mainly due to staffing issues. She added, that the issues they are experiencing was happening statewide and that new legislation has been passed allowing A2 soil scientists, EOP engineer, and AOWB positions as options with a shorter turnaround and a higher cost as a way to help with the backlog. She noted she informs applicants of all the options available and further noted staff do work extended hours and one part-time staff member works on the weekends. Mr. Tillman stated many issues have originated with the Energov software, i.e., new upgrades to the system and lack of customer service. He noted the County has much invested into getting this system customized to the needs for all the departments using the system. Chairman Powell stated the delays are not about the hard working staff and he appreciated the permitting process update. He said commissioners hear from the other side and if the software company was not meeting its expectations of staff that Tyler Technologies should hear about that prior to the next contract renewal. Mr. Tillman said the original contract was a 3-year contract and a new contract renewal would be due this year. CHARTERS OF FREEDOM: County Manager Katherine Cathey reminded the Board that on July 18, 2022, David W. Streater, PhD, Education Director with Foundation Forward presented a proposal to the Board of Commissioners to build a replica of the Charters of Freedom in Person County. Foundation Forward’s mission is to build replicas of the Charters of Freedom across the United States, synonymous with the originals, in the National Archives in Washington, DC. The founding documents include the Declaration of Independence, the United States Constitution, and the Bill of Rights. The scope of the project is to design and build replicas that are central and open to the community 24/7, with high visibility, voluminous foot traffic, and easy access for schoolchildren, veterans and all others. The displays are engineered and built to last 300-500 years with all documents made to original size etched in bronze, each weighing 60 pounds and covered by engineered industrial viewing glass. The middle display measures 4’x16’ and each side display measures 4’x4’. Also included with the displays is a vault with a time capsule sealed inside to be opened on Constitution Day, Sept. 17, 2087. 102 February 6, 2023 50 Ms. Cathey noted the Board voted to move forward with selecting a location and entering into a letter of agreement to begin the process. The following sites in Person County were evaluated: 1) the Person County Courthouse, 2) Huck Sansbury Recreation Complex, 3) the Person County Veterans Memorial Park and 4) the Museum of History campus. Ms. Cathey said the Huck Sansbury Park site was identified as the ideal location due to its location, accessibility, and visibility. Foundation Forward considers the Charters of Freedom settings to be a gift to the county from Foundation Forward, however Ms. Cathey said there would be expenses incurred by the county. At a minimum, the county will be responsible for site preparation to include removal of existing sign, monument, shrubs, and sidewalk and ensuring the site is level and free of standing water. The county will then be responsible for ensuring the site is accessible by restoring the sidewalks. Adding electricity, landscaping, benches, etc. to enhance the area will be at the county’s expense. Project Components Estimated County Expenses Site preparation (clearing, grading and relocation of existing features) $5,000 Reconstruction of accessible approach and construction of apron around settings (labor, grading, construction, and materials) $12,000 Landscaping (optional, pavers, shrubs, benches, etc.) $12,000 Electricity (optional, to light display cases and/or flagpole) $5,000 Flagpole and flag (optional) $10,000 Ms. Cathey stated funding for this project was not included in the FY23 budget. To proceed with the project prior to July 1, the Board would need to appropriate funding from undesignated contingency (remaining balance: $24,503) or fund balance. The process of receiving a Charters of Freedom setting begins with signing the letter of intent and establishing a point of contact (POC) whom Foundation Forward will coordinate with throughout the process. Per the agreement, the POC must form a committee for promoting community involvement and planning the Dedication Ceremony, Time Capsule Ceremony, and any other related events. Foundation Forward's Resources and Communications team will work with the POC and committee. Ms. Cathey requested the Board to discuss interest in moving forward and timeline as well as consider the following actions: 1. Approve location for Person County Charters of Freedom, 2. Determine desired components (landscaping, electricity, flagpole, etc.), 3. Identify funding source for county expenses, 4. Approve letter of intent, and 5. Designate a point of contact for the Charters of Freedom Project, whether a community Champion, a member of the community or a staff. 103 February 6, 2023 51 The Board agreed in the value of the project for the educational value to the community but was not pleased with the potential unbudgeted local funds that would be needed to complete the project. Commissioner Palmer asked Recreation, Arts, and Parks Director John Hill, who was present in the audience, to provide any input on how the county could reduce any of the costs. Mr. Hill said the estimates were accurate however, the county could potentially inquire of the school system’s vocational classes, the Boy Scouts, Friends of the Parks and the Recreation Advisory Board as to interest or availability to donate materials and/or volunteer time. A motion was made by Commissioner Puryear and carried 5-0 to table this item for further discussion at the Board’s retreat. PERSON COUNTY OFFICE BUILDING AUDITORIUM RENOVATION: General Services Director Ray Foushee presented to the Board some proposed options for making improvements to the County Office Building Auditorium. He noted that the Board expressed an interest in relocating their meeting quarters from its Boardroom 215 to the County Auditorium, in order to capitalize on the larger available meeting space. Not only would Commissioners enjoy the use of a much larger space, but everyone, including all County and public patrons that use the auditorium would benefit from the proposed upfit and renovations. In summary, Mr. Foushee provided a detail of the proposed auditorium renovations as follows: 104 February 6, 2023 52 1) Install new drop ceiling with new LED lights: install a 2’x2’ grid system approximately 18” below the existing ceiling for a 10’8” ceiling, which would allow for new LED lighting, new HVAC ductwork, with wiring a cabling to be run above the ceiling; the cost estimated at $10,382, 2) Install a 15 ton Trane new HVAC unit with steam coil for heating from boiler. Parts of existing unit are over 30 years old and currently having re-occurring problems. New HVAC with additional supply registers in the ceiling will be quieter and much more efficient; the cost estimated at $52,500, 3) Up fit the existing auditorium with basic improvements: add new LED lighting in ceiling grid, along with new additional HVAC registers. Hang ½” drywall (sheetrock) on all walls. Walls will be strapped with 2x4 for attaching drywall. Finish as required. This will improve cosmetics of room by covering concrete block walls and reduce the echo factor with moldings and cover base installed: the cost estimated at $26,265, 4) Convert the existing stage to a meeting/conference room by framing/sheetrock with a wall built with two vertical windows with a space for a retractable screen between windows. This will take advantage of an unused space and create a meeting space that could be used for closed sessions; the cost estimated at $3,350, 5) Painting the entire room with two coats; the cost estimated at $7,800, 6) Purchase 7 modular tables that mesh together. The two end tables are 36”x72” for accommodating the Manager, Clerk and Attorney. The five commissioner tables are 24”x48”. All tables have wire management channels and grommets. Tables can be folded and stored, if the entire auditorium is needed for a function; the cost estimated at $11,180, 7) Up fit storage room for IT staff use by cleaning/painting the storage room on the right side of the stage as permanent IT space. Includes all wiring/cabling/projection/TV monitors/retractable screen/ and installation; the cost estimated at $20,000. Mr. Foushee noted in the current year budget, the Board appropriated $120,000 in the Capital Improvement Program (CIP) for this project. Mr. Foushee referred to a detailed breakdown of the estimates totaling $131,477, and how he desired to have a contingency in place for any unknowns related to the project and thereby requested the Board’s consideration for the project at $150,000 (an additional $30,000 would need to be appropriated from contingency or fund balance). He estimated a period of five to six weeks to complete all the improvements stated above. Mr. Foushee asked the Board to provide direction on how to proceed with this option or some modification thereof, or to discuss the Board to hold its meetings in their Boardroom 215. 105 February 6, 2023 53 Commissioner Puryear said the original intent of the Board to relocate its permanent meeting room to the auditorium was a good idea and he thanked Mr. Foushee for all his hard work on this project however, he felt the Board should start meeting back in its Boardroom 215. Commissioner Palmer asked Mr. Foushee if there was any known asbestos in the ceiling to which Mr. Foushee said it was not known however, his plan was not to disturb any area when the drop ceiling was installed. Vice Chairman Sims noted the HVAC would need to be replaced at some point and the improvements would modernize the room and be good for all users. He added he was fine with the Board going back upstairs to Boardroom 215. Chairman Powell asked Inspections Director Dale Tillman, present in the audience, about the elevator barrier wall if that could be eliminated to create more space in that area of the room, to which Mr. Tillman said it could be eliminated but nothing could be put in front of the elevator permanently; Mr. Foushee said he would look at the estimated costs to remove the wall. A motion was made by Commissioner Puryear and carried 5-0 to direct staff to proceed with the auditorium renovations as presented in items 1-5 above (not to include 6-7) and for the Board to start meeting in its Boardroom 215 starting in March 2023. PUBLIC COMMENTS RULES AND PROCEDURES: Chairman Powell presented Public Comments Rules and Procedures for the Board’s consideration to approve and implement. The Board has expressed an interest in more clearly defining this segment of the meeting agenda. The proposed Public Comments Rules and Procedures document outlines current board practices and provide detailed expectations for the period of public comment. General Statutes 153A-52.1 requires that boards of county commissioners provide at least one period of public comment each month at a regular meeting of the board. The Person County Board of Commissioners includes an “Informal Comments” section on each regular meeting agenda. Regular meetings take place one or two times per month. The public comments section established by the Person County Board of Commissioners is “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.” 106 February 6, 2023 54 Chairman Powell stated the Board desired to clarify the comment rules and procedures for a common understanding of policy and procedure, civility and decorum in a meeting that should be respected and conducted likewise. Chairman Powell stated any approved public comments rules and procedures would be available online as well as copies available at the Board’s regular scheduled meetings. County Attorney Ellis Hankins said that the Board has a very general rule in its Rules and Procedure; however, the proposed public comments rules and procedures as presented by the Chairman would outline the expectations for the public. He suggested for the Board to consider adding language to restrict or limit comments to what the commissioners have legal jurisdiction and scope of authority to address. Mr. Hankins suggested the language to be added to #7 on the public comments rules and procedures to read as follows, “Citizens may offer comments on issues that are arguably within the County’s jurisdiction and scope of authority only. Leeway will be accorded, but comments on issues clearly not within the County’s jurisdiction and scope of authority are out of order.” Mr. Hankins stated the Board Chairman would have the authority to enforce any such adopted rules. A motion was made by Commissioner Palmer and carried 5-0 to amend the Person County Board of Commissioners Public Comments Rules and Procedures before the Board to include the additional language in #7 as presented by the County Attorney. A motion was made by Commissioner Thomas and carried 5-0 to approve the Person County Board of Commissioners Public Comments Rules and Procedures, as amended. 107 February 6, 2023 55 108 February 6, 2023 56 CHAIRMAN’S REPORT: Chairman Powell had no report. MANAGER’S REPORT: County Manager Katherine Cathey introduced newly hired Assistant County Manager Brian Hart, who started with Person County on January 30, 2023, coming from Forsyth County. The Board welcomed Mr. Hart; Mr. Hart stated his excitement and his willingness to serve others in his new capacity here in Person County. COMMISSIONER REPORT/COMMENTS: Commissioner Palmer made the group aware of a hearing for public comments on March 13, 2023 at 7:00pm in the Superior Courtroom at the Person County Courthouse related to an application of Duke Energy Progress for an electric service adjustment and increase in its rates. There was no report or comments from Vice Chairman Sims and Commissioners Thomas and Puryear. ADJOURNMENT: A motion was made by Vice Chairman Sims and carried 5-0 to adjourn the meeting at 9:04pm. _____________________________ ______________________________ Brenda B. Reaves Gordon Powell Clerk to the Board Chairman (Draft Board minutes are subject to Board approval). 109 February 15, 2023 1 PERSON COUNTY BOARD OF COMMISSIONERS FEBRUARY 15, 2023 MEMBERS PRESENT OTHERS PRESENT Gordon Powell Katherine M. Cathey, County Manager C. Derrick Sims Brenda B. Reaves, Clerk to the Board Kyle W. Puryear Charlie Palmer Jason Thomas The Board of Commissioners for the County of Person, North Carolina, met in special-called session on Wednesday, February 15, 2023 at 6:00pm in the Person County Office Building Auditorium located at 304 S. Morgan St., Roxboro, NC. The purpose of the special-called meeting was to meet jointly with the Board of Education to discuss the needs and funding of Person County Schools. Board of Education Chair Freda Tillman and Chairman Powell called the joint session meeting to order noting all members of each governing body were present. Harriett Tillett, a member of the Board of Education, asked the group for a moment of silence and led the group in the pledge of allegiance. In attendance, representing Person County, were Chairman Powell, Vice Chairman Sims and Commissioners Puryear, Thomas and Palmer. Also present were County Manager Katherine Cathey, Assistant County Manager Brian Hart, Finance Director Amy Wehrenberg and Clerk to the Board Brenda Reaves. In attendance, representing the Board of Education, were Chair Freda Tillman, Vice-Chair Phillip Gillis, and school board members Margaret Bradsher, Harriett Tillett, and Jason Torian. Superintendent Dr. Rodney Peterson, Assistant Superintendent of Finance Julie Masten, Chief Operations Officer Chris Clayton and Clerk to the Board of Education Candice Pulliam were also present. Ms. Tillman requested the status from the Board of Commissioners related to the needs and funding requests of Person County Schools that were jointly discussed, first in November 2018, following the facilities assessment study, then again with the consultants in February 2020 and most recently, last October 2022, mainly focusing on deferred maintenance for ADA and safety needs. Chairman Powell and Vice Chairman Sims both asked for the Board of Education’s final desired plan, noting through the many discussions with both boards, there was talk of the ADA and safety needs and there was discussion of new construction for an elementary school, noting commissioners wanted to hear the Schools’ plan to move forward. 110 February 15, 2023 2 Dr. Peterson stated if the Board of Commissioners was entertaining a new elementary school at this time, that he would not devote any funds for ADA and safety at any school that may be considered for closure or consolidation. He added if a new elementary school was not possible at this time, he would submit that the $38.6M in identified ADA and safety needs would be the desired plan. Dr. Peterson said when he met with the Bond Attorney and debt consultants in September 2022 and learned the steps to meet the deadline for a summer 2023 financing for issuance of debt for the ADA and safety needs, he hired an architect to identify the projects and complete the bid phase to submit to the Local Government Commission. However, in early January 2023 when Dr. Peterson spoke with County Manager Katherine Cathey, he said she conveyed that the Board of Commissioners has not taken official action so he immediately paused the architect’s work. Dr. Peterson stated that further discussion was warranted related to a new elementary school and the impact of such on other schools possibly being consolidated before the final proposal was in place. At the very minimum, Dr. Peterson stated the issuance of debt would address the ADA and safety accessibility issues. Dr. Peterson stated if the Board of Commissioners takes action to move forward, the timeline would now be into the next fiscal year for the financing as the architect was no longer working on the Person County Schools’ projects. Chairman Powell said that he and the commissioners did not doubt the needs for the schools but wanted to convey that the County would have to establish a plan over a time period to issue debt incrementally noting other pending county considerations, i.e. Duke Energy’s Carbon Reduction Plan, noting the closure of the coal-fired plants, the largest taxpayer in the County, and pending interest and investment in the Mega Site to bring economic development to the County. With all things before the County, Chairman Powell reiterated uncertainty in the future of the County. County Manager Katherine Cathey gave the group a handout outlining the steps involved with a financing schedule as well as Debt Model Projections for Schools’ needs with some funding options. She noted agreement with Chairman Powell’s comments related to the uncertainly of the Carbon Plan and its effect on Person County, noting replacement regeneration of energy is what County officials are requesting and putting efforts toward, the costs associated with the Mega Site projects, retention and recruitment of the County’s workforce, and the County’s debt and revenue streams. Ms. Cathey stated the handout outlined options as discussed with Dr. Peterson and noting the debt consultants have run each option in the debt model and further discussion would take place at the Board of Commissioners’ upcoming retreat. 111 February 15, 2023 3 112 February 15, 2023 4 113 February 15, 2023 5 Dr. Peterson addressed questions related to capacity issues noting Numerix, LLC, a company Person County Schools has been working with to assist with forecasting student enrollment, to determine elementary attendance boundaries with consolidation of schools in mind noting the high school and two middle schools have capacity but it was the elementary schools that are experiencing capacity issues, mainly, South, Oak Lane, Helena and maybe Woodland. He added that redistricting was deemed not a choice by Numerix due to the lack of space. Commissioner Palmer asked school officials to explain the Terrell School Fund to which Julie Masten, explained it is an endowment where the principal amount was reinvested every year with the schools receiving the interest earned annually. She said the annual amount of interest earned yielded approximately $17,000. Dr. Peterson stated there was a critical need for window replacement at schools. He said some windows are not made of the standard rated for schools’ use. He estimated the cost of replacement windows for the high school at $1.8M (this is in addition to the $12.7M in ADA and safety needs). Vice Chairman Sims asked about safety needs related to metal detectors to which Dr. Peterson noted the high school and two middle schools will have a weapons detection system installed and elementary schools will have cameras installed. Dr. Peterson said the schools have aging windows, doors and the locking mechanisms are outdated noting key locks are not best practice and locking systemically is now preferred. Chairman Powell stated student and staff safety is a top priority for the Board of Commissioners. Commissioners affirmed further discussion at the Retreat. 114 February 15, 2023 6 ADJOURNMENT: A motion was made by Commissioner Puryear and carried 5-0 to adjourn the meeting at 7:02pm. _____________________________ ______________________________ Brenda B. Reaves Gordon Powell Clerk to the Board Chairman (Draft Board minutes are subject to Board approval). 115 AGENDA ABSTRACT Meeting Date: March 6, 2023 Agenda Title: Request to Authorize the Contract for the Clearing and Grading of the Person County owned North Park Site Summary of Information: The EDC has received grant funding from Golden Leaf through their SITE Program. These funds were earmarked for the Clearing and Grading of the North Park Site. The total grant was in the amount of $973,750.00. The county went through an RFP process, as required by General Statute. County staff and attorney reviewed the bid package. The lowest responsible bid came in at $769,899.26. Recommended Action: Request that the Board of Commissioners authorize the contract with Main Stream Earthwork, Inc. to be signed and executed by appointed official. Submitted By: Brandy Lynch, Economic Development Director 116 117 118 119 3/6/2023 Dept./Acct No.Department Name Amount Incr / (Decr) EXPENDITURES General Fund General Government 1,500 Culture and Recreation 9,500 Public Safety (175,000) REVENUES General Fund Interest Earnings 1,500 Other Revenues 9,500 Transfer from Other Funds (175,000) EXPENDITURES CIP Capital Project Fund County Projects 211,343 REVENUES CIP Capital Project Fund Other Revenues 3,812 Fund Balance Appropriation 207,531 EXPENDITURES P.S. Towers & Broadband Project Transfer to Other Funds 32,531 REVENUES P.S. Towers & Broadband Project Fund Balance Appropriation 32,531 Explanation: Account Number Account Description $Revenues incr. (decr.) (cr.) dr. $Expenditures incr. (decr.) dr. (cr.) 10070-398044 Transfer from Fund 440 (175,000) 1004370-454000 EMS: Capital Outlay Vehicles (175,000) 44090-399991 Pub Safety Tower Fund: FBA (175,000) 4409821-401010 Pub Safety Tower Fund: Transfer to General Fund (175,000) 100-389890 Misc Revs 500 1006120-435100 SportsPlex: Maint & Repair/Bldg & Grounds 500 10055-361840 P&R: Donations 9,000 1006120-420080 P&R: Special Program Supplies 3,000 1006121-420000 Mayo: Supplies 3,000 1006122-420000 Kirby: Supplies 3,000 16020-381491 ROD Technology: Interest Earnings 1,500 1604181-428090 ROD Technology: Tech Expense 1,500 41020-361840 CIP: Donation 3,812 4104260-561770 CIP: Playground Equipment 3,812 41070-398044 CIP: Transfer from Fund 440 207,531 4104260-599800 CIP: Uncommitted Projects 207,531 44090-399991 Pub Safety Tower Fund: FBA 207,531 4409821-401041 Pub Safety Tower Fund: Transfer to Fund 410 207,531 Totals 79,874 79,874 BUDGET AMENDMENT #15 Due to recent recognition of insurance proceeds, reversing unnecessary transfer of funds included in BA-6a from the Public Safety Towers Project Fund (-$175,000) to the General Fund (-$175,000) for support of an ambulance expense; received insurance claims for dugout damages at SportsPlex ($500), received donations to Recreation, Arts and Parks ($9,000) that will support related Recreation, Mayo and Kirby supply expenditures, recognizing Interest Earnings in Register of Deeds Technology Fund ($1,500) to support restricted technology expenditures; received donation to support Bushy Fork Playground Equipment in the CIP Fund ($3,812), and closing Public Safety Tower Project Fund by transferring remaining funds ($207,531) to the CIP Fund in support of future capital projects ($207,531). BUDGET ADJUSTMENT DETAIL 120 AGENDA ABSTRACT Meeting Date: March 6, 2023 Agenda Title: Resolution Authorizing Execution of Opioid Settlements and Approving the Supplement Agreement for Additional Funds Between the State of North Carolina and Local Governments on Proceeds Relating to the Settlement of Opioid Litigation Summary of Information: The NC Department of Justice recently announced five new national opioid settlements that will result in an additional $600 million to North Carolina state and local governments. This is in addition to the first round of settlements, which resulted in $750 million being distributed to the State of North Carolina and local governments – with 85 percent going to local governments. The distribution formula will mirror the original NC Memorandum of Agreement allocation model counties signed in 2021. To receive the settlement funds, each board of county commissioners must approve a resolution joining the settlements. Approving the resolution will authorize county staff to sign the settlement paperwork. The second round of settlements (Wave Two) will result in an additional $2.078 million to Person County. When combined with the Wave One amount of $2.596 million, Person County is expected to receive a total of $4.674 million in opioid settlement funds over a 16-year period. On Oct. 3, 2022, the Board of Commissioners established an Opioid Settlement Advisory Committee charged with discussing opioid-related health concerns and issues impacting the residents of Person County; advising the Board of Commissioners on options to expend funds to remedy opioid impacts; and planning and hosting an annual meeting open to the public to receive input on proposed uses of the settlement funds and to encourage collaboration between local governments. Although most seats have been filled, the county is recruiting volunteers to fill five remaining seats: two citizens-at- large with lived experience (personal or family member), one substance use treatment provider representative, one employer/business leader representative, one representative from a community group working on opioid-related concerns. Attached is a letter from Attorney General Josh Stein with additional details, the Resolution Authorizing Execution of Opioid Settlements and Approving the Supplement Agreement for Additional Funds Between the State of North Carolina and Local Governments on Proceeds Relating to the Settlement of Opioid Litigation, and the Supplemental Agreement for Additional Funds from Additional Settlements of Opioid Litigation. Former Person County Attorney Ron Aycock, who served on the 5-5-5 Committee that developed the MOA, will be in attendance to answer questions. Recommended Action: Approve the resolution authorizing county staff to sign the settlement paperwork. Submitted By: Katherine Cathey, County Manager 121 JOSH STEIN ATTORNEY GENERAL February 14, 2023 Dear County Commissioners, Managers, and Attorneys: I am writing with an important update in our collective fight to address the opioid epidemic and save lives – and a request for you to take action to secure additional opioid settlement funds for your county. As you know, I helped negotiate the $26 billion national opioid settlements with the “big three” drug distributors plus Johnson & Johnson (“Wave One Settlements”). These funds began flowing to your county in 2022. We recently negotiated $21 billion in new settlements with CVS, Walgreens, Walmart, Allergan and Teva (“Wave Two Settlements”). These Wave Two Settlements have the potential to bring significantly greater resources to your county to address the opioid epidemic. North Carolina’s state and local governments stand to receive more than $600 million from the Wave Two Settlements – in addition to the more than $750 million we are already receiving from the Wave One Settlements. In traveling across North Carolina in recent months, I have learned firsthand about the many innovative programs to address the opioid crisis that counties and municipalities are funding with money from the Wave One Settlements. I am excited about the many new or expanded programs that can be funded with additional resources from the Wave Two Settlements. As with the Wave One Settlements, North Carolina will receive its full share of payments from the Wave Two Settlements only if all eligible governments, including your county, sign onto each settlement. And the defendants will agree to finalize the Wave Two Settlements only if the vast majority of local governments across the nation sign onto them. In the coming days, your county manager or attorney (or other senior staff your county identified in the course of approving the Wave One Settlements) will receive an email from the national administrator, Rubris. The email from Rubris will invite your county to sign onto each of the five new Wave Two Settlements as well as a supplement to the North Carolina Memorandum of Agreement (“MOA”) on the allocation, use, and reporting of funds from the Wave One settlements. This supplement to the MOA is called the “Supplemental Agreement for Additional Funds from Additional Settlements of Opioid Litigation” or “SAAF” for short. It provides that the bulk of North Carolina’s money from the Wave Two Settlements will go to counties and municipalities to address the opioid crisis. The SAAF extends the basic terms of the MOA governing the Wave One Settlements to the Wave Two Settlements. Like the MOA, the SAAF has the support of my office, the North Carolina Association of County Commissioners (NCACC), and the North Carolina League of Municipalities (NCLM). 122 Opioid Settlement Letter – Page 2 April 18, 2023 is the deadline to sign onto the Wave Two Settlements and the SAAF. To assist you in meeting this deadline, NCACC has created a draft resolution template that your county board may adopt to authorize signing onto the Wave Two Settlements and the SAAF. The draft resolution template is available HERE on NCACC’s Opioid Settlement Assistance website; and a link to the template is also available HERE on the “Wave Two Settlements” page of DOJ’s www.MorePowerfulNC.org website. I encourage your county board to adopt its authorizing resolution as soon as possible so that North Carolina can help build national momentum in support of the Wave Two Settlements. I’m proud that the strong partnership between the state and local governments in North Carolina produced 100% local government participation in the Wave One Settlements. This enabled the state and the participating local governments to receive 100% of our collective share of the national settlement funds. We are hoping to achieve the same unanimous approval of the Wave Two Settlements. Assuming this high level of participation by local governments across North Carolina and the country, which we expect, your county should start receiving money from the Wave Two Settlements during the second half of 2023. These funds will be in addition to the money you are already projected to receive from the Wave One Settlements. The maximum amount your county is projected to receive from the Wave Two Settlements (along with a reminder of the amount your county is projected to receive from Wave One Settlements) is available HERE on the “Wave Two Settlements” page of DOJ’s www.MorePowerfulNC.org website. For more information, I encourage you to visit the “Opioid Settlements” section of DOJ’s www.MorePowerfulNC.org website. You will find additional tools, resources, and information about the opioid settlements on the Community Opioid Resources Engine for North Carolina (CORE-NC) (https://ncopioidsettlement.org/). If your county has filed a lawsuit against opioid manufacturers or pharmacies, information about the Wave Two Settlements has also been provided to your outside counsel, with whom we encourage you to consult. If you have questions for my team about the Wave Two Settlements or SAAF, please do not hesitate to email us at opioidsettlement@ncdoj.gov. Thank you for your consideration and partnership in this ongoing effort to save lives and improve the health and well-being of North Carolina residents impacted by the opioid crisis. Sincerely, Josh Stein 123     RESOLUTION BY THE COUNTY OF PERSON  AUTHORIZING EXECUTION OF OPIOID SETTLEMENTS AND APPROVING THE SUPPLEMENTAL AGREEMENT FOR ADDITIONAL FUNDS BETWEEN THE STATE OF NORTH CAROLINA AND LOCAL GOVERNMENTS ON PROCEEDS RELATING TO THE SETTLEMENT OF OPIOID LITIGATION WHEREAS, the opioid overdose epidemic had taken the lives of more than 32,000 North Carolinians (2000-2021); WHEREAS, the COVID-19 pandemic has compounded the opioid overdose crisis, increasing levels of drug misuse, addiction, and overdose death; and WHEREAS, the Centers for Disease Control and Prevention estimates the total economic burden of prescription opioid misuse alone in the United States is $78.5 billion a year, including the costs of healthcare, lost productivity, addiction treatment, and criminal justice involvement; and WHEREAS, certain counties and municipalities in North Carolina joined with thousands of local governments across the country to file lawsuits against opioid manufacturers, pharmaceutical distribution companies, and chain drug stores to hold those companies accountable for their misconduct; and WHEREAS, settlements have been reached in litigation against Walmart, Inc., Teva Pharmaceutical Industries Ltd., Allergan Finance, LLC, Allergan Limited, CVS Health Corporation, CVS Pharmacy, Inc., and Walgreen Co., as well as their subsidiaries, affiliates, officers, and directors named in these Settlements; and WHEREAS, representatives of local North Carolina governments, the North Carolina Association of County Commissioners, and the North Carolina Department of Justice have negotiated and prepared a Supplemental Agreement for Additional Funds (SAAF) to provide for the equitable distribution of the proceeds of these settlements; and WHEREAS, by joining the settlements and approving the SAAF, the state and local governments maximize North Carolina’s share of opioid settlement funds to ensure the needed resources reach communities, as quickly, effectively, and directly as possible; and WHEREAS, it is advantageous to all North Carolinians for local governments, including Person County and its residents, to sign onto the settlements and SAAF and demonstrate solidarity in response to the opioid overdose crisis, and to maximize the share of opioid settlement funds received both in the state and this county to help abate the harm; and WHEREAS, the SAAF directs substantial resources over multiple years to local governments on the front lines of the opioid overdose epidemic while ensuring that these resources are used in an effective way to address the crisis; NOW, THEREFORE BE IT RESOLVED, that the Board of Commissioners of Person County hereby authorizes the County Manager (or County Attorney) to execute all documents necessary to enter 124     into opioid settlement agreements with Walmart, Walgreens, CVS, Allergan, and Teva, to execute the SAAF, and to provide such documents to Rubris, the Implementation Administrator. Adopted this the 6th day of March, 2023. __________________________________________ Gordon Powell, Chairman Person County Board of Commissioners ATTEST: ________________________________ Brenda B. Reaves, Clerk to the Board (SEAL)  125 1 Supplemental Agreement for Additional Funds From Additional Settlements of Opioid Litigation I. PURPOSE The purpose of this Supplemental Agreement for Additional Funds (“SAAF”) is to direct Additional Funds from Additional Settlements of opioid litigation to the state of North Carolina and local governments in a manner consistent with the Memorandum of Agreement (“MOA”) Between the State of North Carolina and Local Governments on Proceeds Relating to the Settlement of Opioid Litigation that has governed the distribution of Opioid Settlement Funds to the State and its Local Governments since May 2022. This SAAF does not change the scope or meaning of the MOA with respect to Opioid Settlement Funds governed by the MOA. Instead, this SAAF applies the terms of the MOA – with certain clarifications noted below – to the Additional Settlements and Additional Funds described below. II. SCOPE A. Scope of the MOA. Under the terms of the MOA, the MOA governs Opioid Settlement Funds from: 1. The National Settlement Agreement with the drug distributors Cardinal, McKesson, and AmerisourceBergen and the drug maker Johnson & Johnson and its subsidiary Janssen Pharmaceuticals; and 2. The Bankruptcy Resolution with Mallinckrodt; any Bankruptcy Resolution with Purdue; and any other Bankruptcy Resolution as the term “Bankruptcy Resolution” is defined in the MOA. B. Scope of this SAAF. This SAAF governs Additional Funds from the Additional Settlements with Additional Settling Defendants Walmart, Inc., Teva Pharmaceutical Industries Ltd., Allergan Finance, LLC, Allergan Limited, CVS Health Corporation, CVS Pharmacy, Inc., and Walgreen Co., as well as their subsidiaries, affiliates, officers, and directors named in the Additional Settlements. 126 2 III. APPLICATION OF THE MOA TO ADDITIONAL SETTLEMENTS AND FUNDS The MOA, which is incorporated herein by reference, governs Additional Settlements and Additional Funds in every respect, except as set forth hereinbelow. In the event of any conflict between the MOA and this SAAF, with respect to Additional Settlements and Additional Funds, the provisions of this SAAF shall take precedence. A. Definitions. 1. The definitions used in the MOA are incorporated by reference into this SAAF. 2. “Additional Funds” shall mean all funds allocated by the Additional Settlements to the State or Local Governments for purposes of opioid remediation activities, as well as any repayment of those funds and any interest or investment earnings that may accrue as those funds are temporarily held before being expended on opioid remediation strategies. Not included are funds made available in Additional Settlements for the payment of the Parties’ litigation expenses or the reimbursement of the United States Government. 3. “Additional Settlements” means a national opioid settlement agreement with the Parties and one or more of the Additional Settling Defendants concerning alleged misconduct in manufacture, marketing, promotion, distribution, or dispensing of an opioid analgesic. 4. “Additional Settling Defendants” means the defendants listed in section II.B of this SAAF. 5. “Local Counsel” means legal counsel and law firms who have a principal office in North Carolina and represented one or more North Carolina counties and municipalities in litigation against one or more Additional Settling Defendant concerning opioids. 6. “National Counsel” means legal counsel and law firms who have a principal office outside of North Carolina and represented various North Carolina counties and municipalities in litigation against one or more Settling Defendant or Additional Settling Defendant concerning opioids. 7. “Required Local Governments” means all North Carolina counties and municipalities that have filed litigation against any of the Settling Defendants or Additional Settling Defendants. 127 3 B. Allocation of Additional Funds 1. Method of distribution. Pursuant to any Additional Settlements, Additional Funds shall be distributed directly to the State, Local Governments, and Local Counsel for such uses as set forth in the MOA and this SAAF, provided Opioid Settlement Funds shall not be considered funds of the State, any Local Governments, or any Local Counsel unless and until such time as each distribution is made. 2. Overall allocation of funds. Additional Funds shall be allocated as follows with respect to each payment from the Additional Settling Defendants: (i) 15% directly to the State (“State Additional Abatement Fund”), (ii) 84.62% to abatement funds established by Local Governments (“Local Additional Abatement Funds”), and (iii) 0.38% to a Local Counsel Fee Fund described in section IV of this SAAF. 3. The allocation of Local Additional Abatement Funds between Local Governments shall be as described in MOA section B.3. However, to the extent required by the terms of an Additional Settlement, the proportions set forth in MOA Exhibit G shall be adjusted: (i) to provide no payment from an Additional Settlement to any listed county or municipality that does not participate in the Additional Settlement; and (ii) to provide a reduced payment from an Additional Settlement to any listed county or municipality that signs onto the Additional Settlement after the deadline specified by the Additional Settlement. 4. Municipal allocations of Local Additional Abatement Funds shall be as described in MOA section B.4. Consistent with the manner in which MOA section B.4.b has been interpreted by the parties to the MOA with respect to Opioid Settlement Funds, a municipality that directs Local Additional Abatement Funds to the county or counties in which it is located pursuant to MOA section B.4 shall be relieved of any reporting or other obligations under the MOA with respect to the redirected funds. 5. The use of Additional Funds for opioid remediation activities shall be as described in MOA section B.5. 6. All Parties acknowledge and agree the Additional Settlements will require a Local Government to release all its claims against the Additional Settling Defendants to receive Additional Funds. All Parties further acknowledge and agree based on the terms of the Additional Settlements, a Local Government may receive funds through this SAAF only after complying with all requirements set forth in the Additional Agreements to release its claims. 128 4 C. Payment of Litigating and Non-Litigating Parties No party engaged in litigating the MDL Matter shall receive a smaller payment than a similarly situated non-litigating Party, other than as based on the Allocation Proportions in MOA Exhibit G. D. Special Revenue Fund Every Local Government receiving Additional Funds shall either (1) deposit the Additional Funds in the special revenue fund that the Local Government created for Opioid Settlement Funds pursuant to MOA section D.1 or (2) create a separate special revenue fund as described in MOA section D.1 that is designated for the receipt and expenditure of the Additional Funds. In either case, every Local Government receiving Additional Funds shall abide by MOA section D and other relevant provisions of the MOA with respect to the Additional Funds in the special revenue fund. E. Opioid Remediation Activities 1. Local Governments shall expend Additional Funds according to the requirements for Opioid Settlement Funds stated in MOA section E. 2. The coordination group established by MOA section E.7 and described in MOA Exhibit D shall have the same responsibilities with respect to remediation activities funded by Additional Funds and related requirements and procedures that it has with respect to the Opioid Settlement Funds covered by the MOA. F. Auditing, Compliance, Reporting, and Accountability 1. The Auditing, Compliance, Reporting, and Accountability provisions stated in MOA section F shall apply to Additional Funds in the way they apply to Opioid Settlement Funds. 2. The coordination group established by MOA section E.7 and described in MOA Exhibit D shall have the same responsibilities with respect to auditing, compliance, reporting, and accountability provisions relating to Additional Funds that it has with respect to the Opioid Settlement Funds covered by the MOA. 129 5 G. Effectiveness 1. When this SAAF takes effect. This SAAF shall become effective at the time a sufficient number of Local Governments have joined the SAAF to qualify the SAAF as a State-Subdivision Agreement under the Additional Settlements. If this SAAF does not thereby qualify as a State-Subdivision Agreement, this SAAF will have no effect. 2. Amendments to the SAAF. a. Amendments to conform to final national documents. The Attorney General, with the consent of a majority vote from a group of Local Government attorneys appointed by the Association of County Commissioners, may initiate a process to amend this SAAF to make any changes required by the final provisions of the Additional Settlements. The Attorney General’s Office will provide written notice of the necessary amendments to all the previously joining parties. Any previously joining party will have a two-week opportunity to withdraw from the SAAF. The amendments will be effective to any party that does not withdraw. b. Coordination group. The coordination group may make the changes to the SAAF described and authorized in MOA Exhibit D. c. No amendments to allocation between Local Governments. Notwithstanding any other provision of this SAAF, the allocation proportions set forth in MOA Exhibit G may not be amended. d. General amendment power. After execution, the coordination group may propose other amendments to the SAAF, subject to the limitation in Section G.2.c of this SAAF. Such amendments will take effect only if approved in writing by the Attorney General and at least two-thirds of the Local Governments who are Parties to this SAAF. In the vote, each Local Government Party will have a number of votes measured by the allocation proportions set forth in MOA Exhibit G. 3. Acknowledgement. The Parties acknowledge this SAAF is an effective and fair way to address the needs arising from the public health crisis due to the misconduct committed by the Pharmaceutical Supply Chain Participants. 130 6 4. When SAAF is no longer in effect. This SAAF is effective until one year after the last date on which any (a) Opioid Settlement Funds are being spent by Local Governments pursuant to the National Settlement Agreement and any Bankruptcy Resolution or (b) Additional Funds are being spent by Local Governments pursuant to the Additional Settlements. 5. Application of SAAF to settlements. This SAAF applies to the Additional Settlements. 6. Applicable law and venue. Unless required otherwise by the Additional Settlements, this MOA shall be interpreted using North Carolina law and any action related to the provisions of this SAAF must be adjudicated by the Superior Court of Wake County. If any provision of this SAAF is held invalid by any court of competent jurisdiction, this invalidity does not affect any other provision which can be given effect without the invalid provision. 7. Scope of this SAAF. The Parties acknowledge this SAAF does not excuse any requirements placed upon them by the terms of the Additional Settlements, except to the extent those terms allow for a State-Subdivision Agreement to do so. 8. No third party beneficiaries. No person or entity is intended to be a third party beneficiary of this SAAF. 9. No effect on authority of parties. Nothing in this SAAF shall be construed to affect or constrain the authority of the Parties under law. 10. Signing and execution of this SAAF. This SAAF may be signed and executed simultaneously in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same agreement. A signature transmitted by facsimile, electronic image, or DocuSign shall be deemed an original signature for purposes of executing this SAAF. Each person signing this SAAF represents he or she is fully authorized to enter into the terms and conditions of, and to execute, this SAAF, and all necessary approvals and conditions precedent to execution have been satisfied. 131 7 IV. LOCAL COUNSEL FEE FUND Local Counsel have reviewed the Additional Settlements, find them to be equitable, and recommend their clients execute these Additional Settlements and this SAAF. If (1) all Local Counsel sign this SAAF whereby they consent to the terms of this SAAF and agree to be legally bound by this SAAF, including but not limited to Section IV of this SAAF, and (2) all Required Local Governments agree on or before April 18, 2023 to dismiss all litigation against the Additional Settling Defendants as required by the Additional Settlements, then each Local Counsel shall be entitled to receive a portion of the Local Counsel Fee Fund for the Additional Settlements, in such proportions as set forth below. If one or more Required Local Governments does not dismiss litigation as required by the Additional Settlements, then the 0.38% share of Additional Funds set forth in Section III.B.2 of this SAAF for the Local Counsel Fee Fund shall be included in the Local Additional Abatement Funds, such that 85% of the Additional Funds will be allocated to Local Additional Abatement Funds, and 0% will be allocated to the Local Counsel Fee Fund. Local Counsel release all North Carolina counties and municipalities from any claim regarding the obligation to pay legal fees or costs relating to their representation of North Carolina counties and municipalities regarding opioid claims and litigation against the Settling Defendants and Additional Settling Defendants. Local Counsel retain their rights to recover legal fees from any national legal fee fund established by a national settlement and to collect any fees due from National Counsel. If one or more National Counsel fails to release its North Carolina client counties and/or municipalities from any contractual obligation to pay legal fees or costs relating to their representation of North Carolina counties and municipalities regarding opioid claims and litigation against the Settling Defendants and Additional Settling Defendants, as required for National Counsel and Local Counsel to receive a portion of the national fee funds created by the National Settlement Agreements and Additional Settlement, then the 0.38% share of Additional Funds set forth in Section III.B.2 of this SAAF for the Local Counsel Fee Fund shall be included in the Local Additional Abatement Funds, such that 85% of the Additional Funds will be allocated to Local Additional Abatement Funds, and 0% will be allocated to the Local Counsel Fee Fund. As soon as practicable, but in any event no later than May 1, 2023, Local Counsel shall report to the settlement administrator the proportion of the Local Counsel Fee Fund to be received by each Local Counsel. No funds shall be paid out of the Local Counsel Fee Fund until such report is received. Each Local Counsel’s release of claims against all North Carolina counties and municipalities as provided above shall remain in full force and effect regardless of the proportion of the Local Counsel Fee Fund that any Local Counsel receives. 132 8 IN WITNESS WHEREOF, the parties, through their duly authorized officers, have executed this Supplemental Agreement for Additional Funds under seal as of the date hereof. By: _____________________________________ Name: __________________________________ Title: ___________________________________ County/City/Town of _____________________ Date: ___________________________________ 133 AGENDA ABSTRACT Meeting Date: March 6, 2023 Agenda Title: Person County Health Department Fee Request Summary of Information: The Person County Health Department’s proposed fee schedule amendments are associated with COVID-19 vaccinations. The proposed fees are for the administration of the COVID-19 Bivalent vaccinations for individuals ages 6 months to 11 years, and will be utilized to submit claims to insurance companies in an attempt to cover the cost of the vaccine administration. The proposed fees will allow PCHD to receive reimbursement for the administration of the COVID-19 Pfizer Bivalent vaccinations. Individuals will not be charged a fee. Medical providers are not allowed to bill for the vaccine as it is provided by the federal government. The Board of Health approved the Fee Schedule Amendments on Monday, February 27, 2023, and in accordance with the North Carolina General Statute 130A-39(g), the Board of Health requests the approval of the Board of Commissioners to implement the proposed fees, which are attached. Recommended Action: Approve recommended fees. Submitted By: Janet Clayton, Health Director 134 Description CPT Code Medicaid Rate Proposed Updated Notes Immunization administration of COVID- 19 vaccine-Pfizer Bivalent ages 6mths- 4yrs 0173A 65.00$ 70.00$ Charge is consistent with current admin fee Immunization administration of COVID- 19 vaccine-Moderna Bivalent ages 6mths-5yrs 0164A 65.00$ 70.00$ Charge is consistent with current admin fee Immunization administration of COVID- 19 vaccine-Moderna Bivalent ages 6- 11 yo 0144A 65.00$ 70.00$ Charge is consistent with current admin fee 135 CHILD ADVOCACY CENTER UPDATEMeredith Peffley, Executive Director Kelle Sisk, Board ChairMarch 2023136 June 2022: Received funding from Person County Commissioners.July 2022: Began conversations about location of the CAC and began conversations with Child Advocacy Center’s of NC about provisional accreditation. August 2022: Signed a lease for Person County location at 1011 N. Main Street, Roxboro. Began renovations of the center to make it more trauma-informed. Applied for business permit.September 2022: Received provisional accreditation thru CACNCOctober 2022: Received a facilities grant to update the center (driveway and windows)December 2022: Hired advocate and received business permitFebruary 1, 2023: Began services full-time in Person County (first forensic interview February 9, 2023)April ? , 2023: Open HouseTimeline137 What are the standards of accreditation?February 23, 2023138 10 STANDARDS Child Friendly CenterMultidisciplinary Team (MDT)Organizational CapacityCultural Competency and DiversityForensic InterviewMedical EvaluationTherapeutic InterventionVictim Support/AdvocacyCase ReviewCase Tracking139 1011 N Main Street, Roxboro140 141 CURRENT FUNDINGCurrent (As of January 31, 2023) $100,000 – Person County Commissioners$6,000 – Rotary Club of Roxboro$3,000 – Private Donation$1,000 – Concord Christian ChurchTotal Funding: $110,000142 CURRENT EXPENSESCurrent (As of January 31, 2023) $13,813.87 – Salaries & Benefits$5,100 – Rent$828.33 – Utilities$473.90 - Telephone$14,804 – Equipment$2,413.98 – Furnishings$71.68 – Mileage$1,940.73 - SuppliesTotal Expenses: $39,446.49143 FACILITIES GRANT$10,132.52 – Total Funding-$2,000 – Gravel-$7,875 – Windows-$257.52 – Window Treatments144 FUTURE FUNDINGChild Advocacy Center’s of NCJuly 1, 2023 – June 30, 2024$56,000NC Governor’s Crime CommissionOctober 1, 2023 – September 30, 2025$70,000 ($35,000 per year)145 Questions?146 147 148 149 CrossRoads Statement of Activity May 2022 - January 2023 Accrual Basis Thursday, February 23, 2023 01:28 PM GMT-05:00 1/2 TOTAL Revenue 42420 Local Funds 106,000.00 42435 Donations - Individual 4,000.00 Total 42420 Local Funds 110,000.00 Total Revenue $110,000.00 GROSS PROFIT $110,000.00 Expenditures 50000 SALARIES 51000 Executive Director 437.50 51010 Director Of Victim Services 400.00 51027 Clinical Coordinator 888.88 51044 Victim Advocate 3 2,531.69 51052 Person Victim Advocate 7,000.00 Total 50000 SALARIES 11,258.07 53000 Payroll Taxes 53001 FICA Taxes - ED 33.42 53005 FICA Taxes - Director of Administration & Finance 52.15 53010 FICA Taxes-Director of Victim Services 30.44 53027 FICA Taxes-Clinical Coordinator 67.84 53044 FICA Taxes - Victim Advocate 3 192.78 53052 FICA Taxes-Person VIctim Advocate 535.50 Total 53000 Payroll Taxes 912.13 53500 Benefits 53600 Benefit - Health Insurance 53601 Health - Executive Director 42.12 53605 Health - Director of Administration & Finance 111.45 53610 Health-Director of Victim Services 58.76 53627 Health-Clinical Coordinator 163.21 53644 Health-Victim Advocate 3 424.96 53652 Health Person Victim Advocate 638.44 Total 53600 Benefit - Health Insurance 1,438.94 53700 Benefit - Retirement 53701 Retirement - Executive Director 12.98 53705 Retirement - Director of Administration & Finance 24.00 53727 Retirement-Clinical Coordinator 17.77 53744 Retirement-Victim Advocate 3 69.86 Total 53700 Benefit - Retirement 124.61 150 CrossRoads Statement of Activity May 2022 - January 2023 Accrual Basis Thursday, February 23, 2023 01:28 PM GMT-05:00 2/2 TOTAL 53791 Benefit -Guardian Insurance 53792 Guardian - Executive Director 4.94 53793 Guardian - Director of Administration & Finance 5.88 53794 Guardian - Director of Victim Services 3.08 53800 Guardian - Victim Advocate 3 24.73 53810 Guardian - Clinical Coordinator 8.72 53812 Guardian Person Victim Advocate 32.77 Total 53791 Benefit -Guardian Insurance 80.12 Total 53500 Benefits 1,643.67 55000 . Office Rent 55007 Office Rent - Person 5,100.00 Total 55000 . Office Rent 5,100.00 55010 Utilities 55016 Utilities - Person 828.33 Total 55010 Utilities 828.33 60000 Supplies 1,940.73 61000 Telephone 61002 Cell Phone 10.00 61006 Internet -Person 463.90 Total 61000 Telephone 473.90 63000 Equipment 14,804.00 63005 Furnishings 2,413.98 66000 Travel/Adminstration 66001 Mileage 71.68 Total 66000 Travel/Adminstration 71.68 Total Expenditures $39,446.49 NET OPERATING REVENUE $70,553.51 NET REVENUE $70,553.51 151 1 Updated September 1, 2022 CrossRoads Children’s Advocacy Center Protocol The purpose of this protocol is to establish and maintain a clear, coherent, and effective county wide approach to the issues of child maltreatment. This protocol is to represent the combined efforts of every member including but not limited to: law enforcement, department of social services, medical personnel, advocacy, the district attorney’s office, the school system, mental health, and the guardian ad litem program. Interagency collaboration between each of these professional agencies is necessary in supporting a victim’s healing process, in facilitating an arrest, in prosecution, and the conviction of the offender. The Multidisciplinary Team (MDT) is a county wide multidisciplinary team that seeks to build communication and cooperation among all professional agencies that serve child sexual abuse victims and their non-offending family members. These combined efforts shall be available to all child sexual abuse victims and their supportive families regardless of age, gender, disabilities, nationality, race, religion, sexual orientation, language/communication barriers. Members are committed to providing the citizens of this county with comprehensive investigations leading to more successful prosecutions, ultimately making Person County safer for its citizens. The MDT will meet on regular intervals, at a minimum at once per month at CrossRoads, to discuss relevant issues regarding child maltreatment and to staff and make recommendations on any open cases. The MDT is a project that is designed to provide a collaborative approach to the investigation, prosecution, and treatment of all child maltreatment cases. It is the belief of the team members that these collaborative efforts should aid the healing process for our most vulnerable victims beginning at the point of disclosure. It is our goal to improve the wellbeing of any child who has been victimized by maltreatment by reducing the negative impacts of that abuse. Team recommendations are suggestions made with the best interest of the victim in mind. Individual agency policies must take precedence over recommendations if there are any conflicts. It is important that everyone involved with a child maltreatment case read and understand each agency’s role. All protocols have been approved through the appropriate agency channels. 152 2 Updated September 1, 2022 Children’s Advocacy Center Team Members Law Enforcement Person County Sheriff’s Office Roxboro Police Department Advocacy CrossRoads CAC 336-228-0813 Guardian ad Litem Program Person County School System Department of Social Services Person County Department of Social Services 336-599-8361 Medical Dana Hagele, Adrea Theodore: CrossRoads: Sexual Assault Response & Resource Center 336-228-0813 Mental Health Holly Gammon: CrossRoads: Sexual Assault Response & Resource Center 336-228-0813 Prosecution Person County District Attorney’s Office Department of Juvenile Justice 153 3 Updated September 1, 2022 Law Enforcement’s Protocol for Response to Child Maltreatment Introduction Law Enforcement agency’s initial role in a child maltreatment case is to:  Investigate the alleged criminal offense.  Protect and support the victim and their non-offending family members by linking them to the appropriate community resources.  Attempt to apprehend the suspected assailant.  Protect the crime scene and gather evidence in order to make prosecution successful.  Adhere to the ethics of professional confidentiality. Law Enforcement personnel must keep these roles in mind whenever they respond to a child maltreatment case as well as throughout the investigation process. An empathetic, informed, and supportive attitude demonstrated by the officer will instill trust in victims and help them to overcome shame and embarrassment. This will in turn help officers during the gathering of evidence and information which will produce stronger cases. Role of the Initial Responding Officer Initial Response 1) It is recommended, if it does not conflict with departmental policy, to respond without lights or sirens unless safety may be in question and/or the assailant may still be in the area. Upon Arrival 1) Identify oneself by name and agency 2) Render immediate aid to the victim, if necessary, contact emergency medical personnel. 3) Assess the safety of the victim. 4) Establish rapport with the victim by:  Providing assurance of safety to the victim.  Being sensitive to the needs, fears, and feelings of the victim.  Listening attentively and objectively, and without judgment. 5) Confirm that child maltreatment has occurred and obtain information about the assailant’s identification as well as other information relating to the abuse. Document the following:  Victim’s name, address, telephone number, and emergency contact information.  Location of the abuse. 154 4 Updated September 1, 2022  Approximate date and time of the abuse.  Name and/or description of the assailant.  Direction and means used by the assailant during flight.  Whether or not the assailant used force.  Whether weapons were used, displayed, threatened, or possessed.  A brief description of the victim’s appearance, behavior, comments. 6) A brief description of the maltreatment being sure to document and photographing any visible signs of injury. 7) Follow departmental procedures for notifying an investigator and/or supervisor to respond. 8) Explain the investigative process to the victim and/or non-offending family member. 9) If maltreatment has taken place within the last 72 hours, inform the victim not to change clothes, bathe, drink or eat, or use the bathroom. Explain the importance of these things for the collection of evidence. 10) Secure the crime scene. The responding officer should stay with the victim until others arrive in order to ensure that evidence is preserved. Provide limited access to the scene by allowing necessary personnel to enter only. 11) Upon arrival of an investigator, supervisor, or other officers, the responding officer should introduce the victim and their non-offending family members and keep them informed of what is happening. 12) Contact CrossRoads to obtain appropriate medical personnel and advise of the situation prior to transporting the victim. Role of the Investigator Initial Response 1) Immediately respond upon request of the responding officer. 2) Communicate with the responding officer to determine:  Victim’s name and current location if not on the scene.  Location of the incident.  Approximate date and time of the abuse.  Name and/or description of the assailant.  A brief description of the abuse.  Any other pertinent information gathered by the initial responder. 3) Upon arrival, the investigator should introduce himself or herself to the victim and briefly explain his/her role. 4) Contact CrossRoads so that an onsite investigative interview can be arranged as soon as possible. 5) A single investigator should interview and support the victim throughout the investigation and court process. 6) If the victim or non-offending family members express concern about his or her privacy and safety, explain departmental procedure regarding disclosure of reports. 7) Document and photographing any visible signs of injury if not done by initial responding officer. In-depth Interview The goals of the in-depth interview shall be to:  Determine if and how the crime occurred. 155 5 Updated September 1, 2022  Provide the essential crime elements and the direction of the investigation.  Maintain the victim and non-offending family member’s cooperation and emotional well-being. 1) The in-depth interview should take place at CrossRoads with all involved professional agencies present.  When investigative interviews need to be conducted during office hours, please call the office at (336) 228-0813 to schedule the interview.  When investigative interviews need to be scheduled at night, on weekends, or holidays, the contact our crisis line at (336) 228-0360. 2) Brief the victim and non-offending family members about the process prior to interview. 3) Brief all professionals about the case and determine the interviewer during pre-interview debriefing. 4) It is recommended that no more than one person is present in the room with the child during the investigative interview. 5) A CrossRoads representative must be present with the audio equipment at all times. 6) All professional representatives involved in the case should be present for pre and post debriefing as well as the interview. Arrest 1) In drawing warrants, consider the victim and non-offending family members need for protection. 2) Inform the victim and non-offending family that a suspect has been arrested as soon as possible, but within 72 hours. 3) Inform the victim and non-offending family members about the North Carolina SAVAN system. Court Proceedings 1) The investigator should work closely with the district attorney’s office, making sure that the prosecutor receives a complete report of the case as soon as possible. 2) After the district attorney’s office has received the necessary information, CrossRoads shall remain in contact with the victim and non-offending family, acting as a liaison and an additional support person between the victim, family, and the district attorney’s office. Community Collaboration 1) Law Enforcement agencies agree to appoint at least one member to participate on the Review Team. 2) Law Enforcement team members will provide the team with information regarding specific cases to include the interview. They will review recommendations and educate other staff about those recommendations and ways to improve policies to benefit the victims. 3) Provide members of the Review Team with up-to-date relevant information on pending legislation regarding criminal investigations, statute additions or changes, and prosecution. 4) Adhere to the ethics of professional confidentiality. 156 6 Updated September 1, 2022 Advocacy Protocol for Response to Child Maltreatment CrossRoads Sexual Assault Response and Resource Center Mission Statement: CrossRoads promotes hope, healing, and empowerment to survivors of sexual violence, exploitation and maltreatment through holistic care, community outreach and advocacy. Introduction CrossRoads is available to give unconditional support to the victims of child maltreatment and their non-offending family members, to those concerned with child maltreatment, and any of the responding professionals. In order for this to happen, it is crucial that CrossRoads become involved as soon as possible. CrossRoads provides many services to the victims including but not limited to: onsite forensic interviews, advocacy, crisis intervention, goal oriented therapy, medical examinations, assistance with victims compensation; protective orders; victim impact statements, court preparation, referrals, community education, professional trainings, and organizational support throughout the investigation and any legal proceedings to include prosecution. CrossRoads advocates will act in a professional manner and always advocate on the client’s behalf. CrossRoads maintains a 24-hour crisis line (336-228-0360) to be answered by either the CrossRoads staff or a volunteer who has completed the Crisis Intervention Training course. CrossRoads will also be responsible for providing and maintaining a safe and appropriate facility for child maltreatment victims. Initial Response 1) On call staff will respond and provide support to victims and their families immediately. 2) If CrossRoads is the first agency contacted, it will make appropriate referrals to other professional agencies. 3) Upon initial contact with the victim and family, the responder will introduce themselves and assess the victim and family’s needs. 4) Answer questions and advocate on behalf of the victim and family during medical exams, interviews, etc. 5) Provide assistance to any other professionals working with the victim. 6) Ensure that the victim and family have appropriate transportation to and from appointments. 7) Ensure that the victim and family have the appropriate phone numbers to other professional agencies dealing with his or her case. 8) Make a follow up plan with the victim and family for further contact and to reassess his or her needs. 157 7 Updated September 1, 2022 9) Provide the victim and family with the name and phone number of someone at CrossRoads so he or she may contact someone for support. Advocacy 1) A CrossRoads staff person will be present during any interviews to maintain the recording equipment, take notes for the tracking system, and provide support. 2) Advocates will act as a liaison between the victim and all other professional agencies in order to provide the child and supportive family with routine updates on the investigation and prosecution. 3) Advocates will provide periodic and ongoing follow-up services to include: crisis intervention, on-going support, explanations of the process, and answer any questions throughout the investigation and any legal proceedings to include prosecution. 4) Assist other professionals with contacting the victim or making needed appointments. 5) The advocate will work with the district attorney’s office to provide effective legal advocacy on behalf of the victim. The advocate will help to prepare the victim for court proceedings and be present for support during any proceedings. 6) Advocates will routinely provide information regarding the rights of a crime victim and local services to all clients. 7) Advocates will adhere to the ethics of professional confidentiality. Counseling Services 1) CrossRoads provides 24-hour access to crisis counseling via the crisis line. Advocates will use effective listening techniques, assess the needs of a caller, provide options and information, and make referrals. 2) CrossRoads advocates will provide short term crisis counseling and assessments for child victims. 3) CrossRoads also provides long term goal oriented, evidence-based counseling, consistent with current best practices, for children whose assessments identify this as a need. Advocates and team members will make appropriate referrals to the onsite therapist if long term counseling is needed or requested. 4) Any child with an identified need for an in-depth mental health evaluation will be evaluated by the CrossRoads Mental Health Team or referred to an appropriate outside provider. Documentation 1) CrossRoads is responsible for the implementation of the case tracking process. All advocates and the therapist will document and track routinely, in CAC Carenet, all interaction with a victim or other professionals in a clearly written and timely manner as long as the case is open with law enforcement, department of social services, the district attorney’s office, and/or CrossRoads CAC. 2) Advocates are responsible for entering case outcome information for law enforcement, the department of social services, and the district attorney’s office. 3) Documentation will only include information relevant to the incident. 4) All records will be kept confidential from anyone not involved with the MDT unless records are subpoenaed. 158 8 Updated September 1, 2022 Other Services Offered 1) CrossRoads advocates will assist the victim and family with filing claims to North Carolina Victims Compensation. 2) Advocates will assist the victim and family with Victim Impact Statements as well as any other forms they are asked to complete. 3) CrossRoads advocates will provide services to any family members concerned with child maltreatment by: educating them on how to support a victim, helping them understand the trauma experienced, discuss their reactions and needs, explore their support system, provide information about services and other support systems, educate them on myths and misconceptions about child maltreatment, and help them cope with their feelings. Community Collaboration 1) CrossRoads’ Director, Advocates, and Therapist will attend every MDT meeting, and participate in the membership by providing the team with up-to-date case information and making case recommendations. 2) CrossRoads, will be responsible for coordinating case review and its procedures as well as facilitating the MDT. This includes creating MDT agendas, informing team members prior to case review of the agenda, holding regular meetings, and distributing recommendations made by the team as well as scheduling cases for follow-up. Should the meeting be held at a location other than CrossRoads, MDT members will be notified. 3) CrossRoads will be responsible for identifying, distributing information, and coordinating trainings for the MDT as well as other professionals dealing with child maltreatment, child developmental stages, and cultural competency. 4) CrossRoads will keep the MDT up to date on pending legislation, and any new trends in the fields of investigation, prosecution, and treatment. 5) CrossRoads will maintain statistical records for Alamance, Caswell and Person Counties. 159 9 Updated September 1, 2022 Guardian ad Litem Introduction The Guardian ad Litem (GAL) program is responsible for appointing a trained volunteer who is will advocate for the best interests of an abused or neglected child. In court, the GAL serves as an important voice for the child. Response 1) Ensure that CrossRoads is aware of any cases involving child maltreatment victims. 2) Explain the purpose of your organization. 3) Assign a trained volunteer to work on behalf of the child. 4) Be available to CrossRoads, law enforcement, the District Attorney, and other agencies to give information and support. 5) Keep other involved organizations informed of the cases status, progress, and client’s emotional state. Community Collaboration 1) Designate one individual to be the representative to participate on the MDT. 2) Provide team members with knowledge and training on the Guardian ad Litem program. 3) Provide team members with up-to-date information on pending legislation regarding the Guardian ad Litem program. 4) Make and review recommendations made by MDT and educate the other GAL staff and volunteers about those recommendations and how to improve policies to better serve child victims. 5) Adhere to the ethics of professional confidentiality. 160 10 Updated September 1, 2022 Person County School System Introduction The mission of Person County Schools is to prepare students for success in a changing world. Response 1) If any staff has concerns or receives a disclosure from a child regarding maltreatment they will immediately make a report to the Department of Social Services and Law Enforcement. 2) School personnel will immediately contact CrossRoads for support services. 3) School personnel will not interview the child, they are there as a support mechanism for the child. 4) School personnel and central office staff will take into consideration any changes that need to be made to the child’s school life post disclosure. (e.g. Bus changes, class room changes, etc.) Community Collaboration 1) Designate one individual to be the representative to participate on the MDT. 2) Provide team members with knowledge and training on the School System. 6) Provide team members with up-to-date information on pending legislation regarding the School System. 7) Make and review recommendations made by MDT and educate the other school staff and volunteers about those recommendations and how to improve policies to better serve child victims. 8) Adhere to the ethics of professional confidentiality. 161 11 Updated September 1, 2022 Department of Social Services Protocol for Response to Child Maltreatment Introduction Role of the Hotline Operator: 1) Respond appropriately to the caller’s needs for support and security. 2) Obtain the following information:  Victim’s name.  Whether the victim is physically injured.  Location of the abuse.  Approximate date and time of the abuse.  Relationship between victim and perpetrator.  Whether the perpetrator is a caregiver.  Determine if the victim has any special needs, such as an interpreter, and dispatch the appropriate persons. 3) Contact the appropriate Law Enforcement organization in regard to the case, provide all relevant information. 4) Dispatch responding assessor to the location of the victim. Relay available information concerning the abuse. Initial Response 1) Respond based upon assigned timeframe of the agency. 2) Read report taken by hotline operator to determine:  Victim’s name and current location if not on the scene.  Location of the incident.  Approximate date and time of the abuse.  Name and/or description of the perpetrator.  A brief description of the abuse.  Any other pertinent information gathered by the hotline operator. 3) Make contact with the investigating law enforcement agency to collaborate on the investigative process. 4) Upon arrival, the assessor or social worker should introduce himself or herself to the victim and briefly explain his/her role. 5) Contact CrossRoads so that an onsite investigative interview can be arranged as soon as possible. 6) Where possible, a single investigator should interview and support the victim throughout the investigation and court process. 7) If the victim or non-offending family members express concern about his or her privacy and safety, explain departmental procedure regarding disclosure of reports. 162 12 Updated September 1, 2022 In-depth Interview The goals of the in-depth interview shall be to:  Determine if and how the abuse occurred.  Provide the essential elements and the direction of the investigation.  Maintain the victim and non-offending family member’s cooperation and emotional wellbeing.  Identify the perpetrator. 1) The in-depth interview should take place at CrossRoads with all involved professional agencies present.  When investigative interviews need to be conducted during office hours, at night, on weekends, or holidays, CAC Director will be available by cell phone (336-235-9452) to arrange for the interview. 2) Brief the victim and non-offending family members about the process prior to interview. 3) Brief all professionals about the case and determine the interviewer during pre-interview debriefing. 4) It is recommended that no more than one person is present in the room with the child during the investigative interview. 5) A CrossRoads representative must be present with the audio equipment at all times. 6) All professional representatives involved in the case should be present for pre and post debriefing as well as the interview. Determination of Substantiation or Un-substantiation 1) Keep all other involved professional agencies informed throughout the assessment process. 2) In determining substantiation or un-substantiation of cases, consider the victim and non-offending family members need for protection. 3) Inform the victim and non-offending family of the case decision as soon as possible. 4) Inform the other involved professional agencies of the case decision as soon as possible 5) Provide the victim and non-offending family members with any information in regard to the next steps of the process. Court Proceedings 1) The social worker should work closely with the attorney, making sure that they receive a complete report of the case as soon as possible. Community Collaboration 1) The Department of Social Services agrees to appoint at least one representative to participate on the MDT. 2) Provide the team with information regarding specific cases to include the interview. They will review recommendations and educate other staff about those recommendations and ways to improve policies to benefit the victims. 3) Provide members of the team with up to date relevant information on pending legislation regarding the Department of Social Services. 4) Adhere to the ethics of professional confidentiality. 163 13 Updated September 1, 2022 Medical Protocol for Response to Child Maltreatment Introduction CrossRoads Child Medical Evaluation Clinic (CMEC) offers comprehensive medical evaluations, performed by one of two Board-certified pediatricians. The purpose of the medical exam is to:  Assess the child's overall physical health  Assess the child’s mental health and developmental status  Perform a comprehensive physical examination  Collect diagnostic laboratory information and/or forensic evidence  Document (including photo-documentation) any significant physical findings  Treat medical conditions related to abuse or assault  Generate informed medical recommendations, and make appropriate, coordinated referrals when necessary  Reduce the need for future examinations  Reduce psychological trauma and/or physical pain  Provide reassurance to the child and family  Communicate findings of the evaluation more effectively to professionals directly involved in the case (written report and discussion at weekly MDT staff meetings) Currently, all acute maltreatment cases (<120 hours after sexual trauma) are referred immediately to the Pediatric Emergency Department at the University of North Carolina at Chapel Hill or Duke Hospital in Durham or Cone Hospital in Greensboro or the Emergency Department at Cone Health Medical Center in Burlington; non-acute cases are referred to CrossRoads CMEC or the outpatient child abuse clinic at the University of North Carolina at Chapel Hill. Program Overview 1. Children will be referred by CAC staff or the MDT and will receive a timely, comprehensive medical evaluation onsite or referred to its offsite partner agencies listed above if the case needed. Specifically, a comprehensive medical evaluation (including physical examination) will be offered to children from Person County, regardless of type of trauma; timing of trauma; nature of trauma; gender; age; race/ethnicity; cultural background; and/or ability to pay for services. 2. Comprehensive medical evaluations will be offered for non-acute cases (>120 hours after sexual trauma); all acute cases (and/or urgent cases after-hours) will be referred to above mentioned hospitals. Any medical follow-up (related to the sexual trauma) will be followed up at the CrossRoads CMEC, as clinically indicated. 3. CrossRoads CMEC will bill both private and public insurance companies for all medical services rendered. No payment/fee will be requested when a child lacks healthcare insurance. 164 14 Updated September 1, 2022 Initial Response/Referral/Triage 1. When there is concern for child abuse, assault, and/or victimization, all vested parties will be notified, and a decision will be made regarding the site of the medical evaluation per onsite CAC staff. Triage decisions will be limited to the Co-Medical Directors and the Executive Director in order to avoid multiple interviews and/or examinations. The Person County CAC referral protocol is as follows:  Acute cases (<120 hours after trauma) will be referred immediately to the; forensic collection and documentation/photo-documentation will occur in the above mentioned emergency departments.  Non-acute cases (>120 hours after trauma) will be seen at the Person County CAC Child Medical Evaluation Clinic by a Board-certified pediatrician and child abuse expert, within 1 week of initial referral. As children will be evaluated by a physician with expertise in child abuse, assault, and victimization, there will not be a need for multiple physical examinations. 2. Prior to the comprehensive medical evaluation, medical staff will discuss the findings of the forensic interview with the interviewer; view the interview through a remote camera system; and/or review a written summary of the interview. Per CAC policy and standards, all elements of the forensic interview will be held in the strictest confidence to protect the child and family. Diagnostic information gathered through the forensic process may be incorporated into the final written medical report. This aspect of the protocol will avoid interview duplication. Examination Procedure for Severe Abuse, Assault, or Victimization Children referred to CrossRoads CMEC for non-acute trauma will be offered a comprehensive medical evaluation, to include the following elements: 1) Prior discussion with professionals who have had contact with child and/or family regarding trauma; prior review of child's medical record and/or prior trauma assessments, if applicable. 2) Child/caregiver orientation to the medical examination (and reassurance). 3) Complete medical history (including the history of the trauma) obtained by the clinic pediatrician -from the child's parent and/or legal guardian. 4) Child medical history, if clinically indicated. 5) Height, weight, and vital signs. 6) Complete physical examination, including ano-genital examination (digital photo-documentation, as necessary) 7) Colposcopy, if clinically indicated (colposcopic imaging per digital camera). 8) Laboratory collection, if clinically indicated (blood; urine; hair; and/or swab/culture). 9) Written and/or verbal explanation of recommendations to child and family (follow-up instructions; referrals; prescriptions; further lab testing; etc). 10) Documentation of comprehensive medical evaluation findings and recommendations (see below "Documentation"). If a child is first evaluated at another healthcare facility prior to a follow-up appointment at the CrossRoads CMEC, one of the Pediatricians will determine which, if any, aspects of the comprehensive medical examination must be performed and/or repeated. The overall goal is to minimize the number of examinations and/or interviews for children. Aspects of the physical examination and/or child interviews will be repeated only if necessary. 165 15 Updated September 1, 2022 Protocol for Other Forms of Abuse, Assault, or Significant Risk 1. When providing comprehensive evaluation for suspected abuse, assault, or victimization, medical staff may determine that a particular child:  Has experienced other forms of abuse or neglect (physical abuse; domestic violence exposure; neglect)  Is at significant risk of harm  Has a physical, dental, developmental, behavioral, emotional, cognitive, and/or social issue that requires further evaluation and/or treatment.  Meets the criteria for dependency. 2. In these types of situations, CrossRoads CMEC medical staff may pursue further evaluation; refer the child for further evaluation; and/or make recommendations based upon the findings. In cases of serious physical abuse and/or assault, the child may be referred directly to the Pediatric Emergency Department at the University of North Carolina at Chapel Hill. In all cases of suspected abuse, neglect, or dependency, the medical staff member will make an immediate report to the local department of social services, per state statute. Documentation 1. The complete medical evaluation will be documented and stored in a password-protected, electronic medical record as recommended by the North Carolina Child Medical Evaluation Program (The "Child Medical Evaluation Report" template can be found at www.med.unc.edu/cmep). Digital colposcopic photographs will be stored similarly. 2. All case-level information will be documented and tracked routinely through the CAC Carenet system. In addition to this demographic and MDT-related information, medical staff will store all case-level clinical information in a password-protected, standard electronic file (as above). 3. Documentation will only include information relevant to the incident. 4. All records will be kept confidential from anyone not involved with the MDT unless records are subpoenaed. Community Collaboration 1. One of the two Pediatricians will be present for MDT staff meetings. This medical staff member will be responsible for conveying the findings of the comprehensive medical evaluation, as well as all relevant recommendations. In addition, the medical staff member will be able to answer medical questions regarding former cases that are brought to the team for review/update. It should be noted that all MDT team members will adhere strictly to the highest professional standards, while maintaining complete patient/client confidentiality. 2. Medical staff will share the findings, clinical impressions, and recommendations with the social services, law enforcement, and/or other MDT professionals directly involved in the case. A copy of the written report will be made available to CAC partners directly involved in the case - for case management, investigation, and/or prosecution. A copy of the written report will not be made available to family members or their attorneys, without a court order signed by a judge. Colposcopic photographs will never be released (to family members and/or CAC partners) without a court order signed by a judge. 3. CrossRoads CAC pediatricians will, on occasion, directly contact other healthcare providers to request and/or provide information about a particular case. Contact will only be made if consent is signed by the parent and/or legal guardian (including social 166 16 Updated September 1, 2022 services, in some cases). It should be noted that a copy of the written CAC medical report will not be shared with any other healthcare provider, unless there is a court order signed by a judge. 4. Provide team members with basic training regarding:  Medical aspects of child abuse, assault, and/or victimization.  Overview of the comprehensive medical evaluation for child abuse, assault, and/or victimization.  Overview of adverse childhood outcomes following abuse, assault, and/or victimization.  Overview of treatment options following child abuse, assault, and/or victimization. 5. Provide team members with up-to-date information on pending legislation regarding the Guardian ad Litem program. 6. Adhere to the ethics of professional confidentiality. 167 17 Updated September 1, 2022 Mental Health Protocol for Response to Child Maltreatment Introduction All child maltreatment victims will be assessed by CrossRoads staff and based upon their need or request of therapeutic services the staff or MDT will first make a referral to our onsite therapist. Please refer to the counseling section under the Advocacy Response for this protocol. Any child with an identified need for an in-depth mental health evaluation will be evaluated by the CrossRoads Mental Health Team or referred to an appropriate outside provider. It is the intent of this protocol to provide the most effective mental health interventions and referrals to victims of child maltreatment while integrating these responses into a multi-disciplinary collaborative response. CrossRoads will act as a referral for the following related services:  Counseling, psychiatric and referral services for adult victims of domestic violence and sexual assault (who meet the state criteria for services) Referrals to Mental Health Providers Child maltreatment referrals are generally made to a mental health provider in one of the following manners:  Self-referral for counseling by the victim or non-offending family member for supportive services in direct regards to the abuse  Self-referral for counseling by the victim or non-offending family members in the context of therapy for other concerns: alcohol or other drug abuse, anger problems, depression, academic or conduct problems of children.  Referrals from agencies for mental health concerns Initial Response 1) Victim Referrals: Child maltreatment victims are screened by Cardinal Innovations and referred to a contracted private provider for care. The initial intake screens for maltreatment, as this may not be given as the “presenting problem.” Upon disclosure of maltreatment during the screening process referrals to appropriate service providers will be made. Those providers include, but are not limited to the following: A. Department of Social services  Child Care  Emergency Assistance  Custody issues  Child support B. CrossRoads 168 18 Updated September 1, 2022  Advocacy  Crisis Intervention  Support Groups  Therapy  Education 2) Agency Referrals: Agency referrals regarding victims or non-offending family members will be screened by CrossRoads and referred to a contracted private provider for care. 3) The contracted private provider(s) will keep other involved professional agencies up to date on information, as much as possible while adhering to state and federal laws, regarding the client. Community Collaboration 1) At least one mental health representative will participate on the MDT. 2) Share relevant information with MDT about cases. 3) They will review recommendations and educate other staff about those recommendations and ways to improve policies to benefit the victims. 4) Provide members of the team with up-to-date relevant information on pending legislation regarding the mental health system. 5) Adhere to the ethics of professional confidentiality. 169 19 Updated September 1, 2022 Prosecution Protocol for Response to Child Maltreatment The District Attorney’s Office North Carolina General Statutes for Child Abuse Cases. First Degree Statutory Rape N.C.G.S 14-27.2 Statutory Rape of Person Who Is 13, 14, 15 N.C.G.S 14-27.7A First-degree Statutory Sexual Offense N.C.G.S 14-27.4 First-degree Forcible Sexual Offense N.C.G.S 14-27.4 Statutory Sexual Offense against Person Who is 13, 14, 15 N.C.G.S 14-27.7A Sexual Activity by a Substitute Parent N.C.G.S 14-27.7 Sexual Activity by a Custodian N.C.G.S 14-27-7(a) Sexual Activity between School Personnel and Student N.C.G.S 14-27.7(b) Indecent Liberties with a Child N.C.G.S 14-202.1 Taking Indecent Liberties with a Student by School Personnel N.C.G.S 14-202.4 Crime against Nature N.C.G.S 14-177 Incest Between Near Relatives N.C.G.S 14-178 Incest between Uncle and Niece or Nephew and Aunt N.C.G.S 14-179 Solicitation of Child by Computer to Commit Unlawful Sex Act N.C.G.S 14-202.3 Sexual Battery N.C.G.S 14-27.5A This list may be supplemented with additional charges at the discretion of the Assistant District Attorney prosecuting child maltreatment cases. Initial Response 1) The District Attorney’s office shall receive all paperwork from the referring law enforcement agency. The District Attorney’s office does not generally initiate investigations in child maltreatment cases. 2) Upon receipt of all paperwork from the referring law enforcement agency, support staff will date the time of receipt, set up a file, log the identifying information into the tracking system, and assign the file to the appropriate Assistant District Attorney (ADA) according to internal operating procedures established by the District Attorney. 3) The Victim Witness Assistant is to contact CrossRoads and verify that CrossRoads has the victim’s information. 4) The Victim Witness Assistant then shall turn the file over to the ADA to review the case for indictment purposes. 5) The ADA will read the file and decide on the appropriate pre-indictment procedure. 170 20 Updated September 1, 2022 Screening and Charging 1) All cases submitted for charging decisions will be reviewed by the appropriate ADA. In determining whether to file charges, the reviewing ADA may consider the facts of the case in light of the following:  The extent or seriousness of the injuries or abuse  The defendant’s prior criminal history  The defendant’s use of weapons, threats, or intimidation  Whether or not there are multiple defendant’s  Past allegations, by the victim or family, or against the defendant, whether charged or not  Availability/Credibility of other witnesses  Availability of other evidence  The victim and families ability or willingness to cooperate  Independent corroboration, such as: observation of other witnesses, medical reports, mental health reports, academic or work records, the availability of eye witnesses, physical evidence, and statements by the defendant  Any other relevant factor relating to the facts, matters of the law, timeliness, and judicial economy  Consistent with State and National Prosecution Standards, legal rulings, and ethical obligations imposed by both the Courts and the North Carolina State Bar. Grand Jury After the appropriate ADA has reviewed the case, he or she will decide whether or not to seek an indictment. 1) Rejection of the Case for Prosecution – If the ADA, in his or her own discretion, determines that the State shall not seek a True Bill of Indictment, the ADA will attempt to notify the victim, the submitting law enforcement agency, and CrossRoads. 2) Seeking an Indictment – Once the decision to seek an indictment has been made, the file shall be forwarded to the Legal Assistant who facilitates the Grand Jury proceedings. The presentation to the Grand Jury shall be scheduled for the next available session. The investigating officer will be responsible for testifying before the Grand Jury. The victim shall not be called to testify before the Grand Jury. 3) Failure of the Grand Jury to Return a True Bill – If the Grand Jury does not return a True Bill, the victim will be notified by the District Attorney’s Office. The ADA will make a decision as to whether or not to resubmit the indictment and will notify the appropriate law enforcement agency and CrossRoads. 4) True Bill Returned – If the Grand Jury returns a True Bill, the victim or family will be notified of the indictment and will be sent another Victim Impact Statement. The victim and family will also be provided with written material regarding his or her rights under the Crime Victim’s Rights Act. The ADA will contact any other agencies working with the victim to notify them of the outcome of the hearing. Administrative Court All indicted cases will be set on the next available Superior Court Administrative Calendar (within 60 days of indictment) for the purposes of plea negotiations, pre-trial motions, motions to continue, arraignment, and the scheduling of a trial date. Cases may be placed on an Administrative Calendar as many as two times before it is scheduled for a Trial Calendar. The 171 21 Updated September 1, 2022 victim and family will be timely notified of the court dates even though victims do not have to be present for Administrative Court. The victim and family also will be given the opportunity to be in court when a guilty plea is taken and allowed to address the court, if the court permits. Trial When a case is set on a Trial Calendar for a jury trial in Superior Court, the victim/family, appropriate law enforcement agency, and CrossRoads shall be notified. Subpoenas will be issued for the trial. Victim/Family will be provided with a secure waiting room when their presence is not necessary in the courtroom. Disposition Within 30 days of a final court proceeding in Superior Court, the Victim Witness Coordinator will notify the victim/family, law enforcement, and CrossRoads of the disposition, the crimes of which the defendant was convicted, and any rights of the defendant to appeal. Community Collaboration 1) The District Attorney’s Office will contact CrossRoads and any other needed support agencies to be present during any meetings with the victim. 2) Have at least one representative assigned to participate in the MDT meetings. 3) The District Attorney’s Office will provide the team with up to date information regarding any open cases being reviewed. 4) Review recommendations and educate others on those recommendations to improve policies so as to better serve victims. 5) Adhere to the ethics of professional confidentiality. 172 22 Updated September 1, 2022 CrossRoads Children’s Advocacy Center’s Interview Protocol for Maltreatment Purpose: A forensic interview is structured questioning of a child that is designed to elicit accurate accounts of events. The goals of the interview are to collect information that will either corroborate or refute allegations or suspicions of maltreatment, and to determine the identities and actions of all persons involved in the maltreatment. An interview may be conducted with a child when there are concerns that he/she has been a victim of abuse or when a child has been a witness to a violent or abusive act perpetrated on another victim. Interview Procedure: How to Schedule: All interviews of the alleged victims should be scheduled through CrossRoads:  When investigative interviews need to be conducted during office hours, please call the office at (336) 228-0813 to schedule the interview.  When investigative interviews need to be scheduled at night, on weekends, or holidays, the contact our crisis line at (336) 228-0360. Interview of the alleged victim should be scheduled as soon as possible, but no more than 72 hours from the time the Incident Report is received by any MDT member. Interviews of non-offending caregivers and siblings should also occur within this time frame, unless documented circumstances prevent this from happening. Other children identified as potential victims should be scheduled within 72 hours of the MDT’s awareness of their existence. Interpreter: It may be necessary for an interpreter to be present in the interview room. If so, the following guidelines will apply:  The interpreter must acknowledge and confirm in writing that she/he will, as much as possible, translate everything verbatim; there will not be any paraphrasing or attempt to elicit additional information. If a word is used that is not in one’s language, it will be defined and/or described, or the interpreter will ask for another word to be provided.  The interpreter will position him/herself next to the interviewer, facing the child.  The interpreter must not be a family member of the child nor a close familial contact. The investigative team will, when possible, select the interpreter from an approved list.  The interviewer will speak directly to the child, not to the interpreter. Who Should Attend: 173 23 Updated September 1, 2022  CAC Director for recording & documentation purposes throughout the entire interview process. Assigned advocate or volunteer for the purpose of relaying to non-offending caregivers the child’s emotional state.  MDT Members: Any investigator, case worker, or other involved professional for the purpose of collecting information that will either corroborate or refute allegations or suspicions of maltreatment.  Non-Offending Caregivers: Non-offending caregivers should not be present in the interview room when the alleged victim is being interviewed. However, if the parent must be present, due to the child’s level of discomfort or anxiety, the following should be asked of the caregiver: 1. He/She should escort the child to the door of the interview room, and then see if the child will enter the room without the caregiver. 2. If the caregiver remains, he/she should sit behind/beside the child without physical, verbal, or non-verbal contact. 3. The interviewer must identify the caregiver on tape. 4. The caregiver cannot speak unless prompted by the interviewer. 5. Once the child is engaged with the interviewer, the caregiver should attempt to leave the interview room.  Non-offending caregivers under no circumstance should be allowed in the observation room during the interview process. Pre-Interview  Case Conference: Any investigator, case worker, or other involved professional will gather as much historical, background, and collateral information before arriving at the CAC. All involved parties will meet prior to the CAC interview in order to share information that includes: alleged victim & non-offending caregiver’s information, allegations, and potential offender information.  Purpose of Interview & Determination of Interviewer: All involved parties will decide the purpose of the interview, safety vs. prosecution, strategy of the interview, and which party is best suited to complete the forensic interview of the child.  Information Packet: Assigned advocate or volunteer will complete with the non-offending caregiver, a contact information sheet & release of information. In addition, they will explain the services of the CAC, their role, and provide the caregiver with an information packet that includes contact information for the center both during and after office hours.  Conference with Non-Offending Caregiver: All involved parties will meet with the non-offending caregiver to gather background information, details of the allegation, past/present concerns about the child, any extenuating circumstances. The non-offending caregiver will be informed that the details of the interview with the child cannot be discussed with them. The information from the interview can only be shared with the involved professional parties. In addition, caregivers will be informed that recordings of the interview will not be maintained by CrossRoads and immediately become the property of law enforcement and/or Department of Social Services following the interview. (During the non-offending caregiver conference the child will be provided supervision and play activities by the assigned advocate or volunteer, in the lobby.) Post Interview 174 24 Updated September 1, 2022  Case Conference: Following the interview, any investigator, case worker, or other involved professional will meet to discuss interview outcomes, further need for MDT services, and any immediate safety concerns and recommendations. Law enforcement, Department of Social Services (if applicable), and the District Attorney’s office will receive a copy of the recorded interview.  Next Steps: Schedule any needed follow up interviews or collateral interviews, assessments, & medical exams. Documented plan of action for law enforcement and the Department of Social Services (if applicable) will be stored in client database at CrossRoads.  Conference with Non-Offending Caregiver: All involved parties will meet with the non- offending caregiver in order to be informed of the teams concern or lack thereof, of abuse. Preliminary recommendations (especially protection and treatment issues) are shared with the non-offending caregiver in detail and all needed follow up appointments will be made. Non-offending caregivers are encouraged to contact CrossRoads staff if additional questions or concerns arise. Interview Guidelines: Opening of the Interview: At the beginning of the interview, the child should be informed, in an age appropriate manner, that the interview is being recorded. In the event that the child refuses to continue after notification, the interviewer and the child will take a break, the recording will continue throughout the break, while the MDT decides how to proceed on a case-by-case basis. Guidelines for the interview need to be established before moving to the body. Guidelines include:  Establish that it is ok to correct the interviewer if they make a mistake (i.e. Just because I am older than you doesn’t make me right, so if I make a mistake it’s ok to correct me)  Establish that if the child doesn’t know the answer to a question it is ok to answer with “I don’t know”. With older children, and where age appropriate, state that if they do know an answer and are just embarrassed to talk about it then they need to state that not simply that they don’t know.  Establish that the child can take a break or leave the room anytime they need to.  Establish that children understand that at times the interviewer may ask a question more than once or they need to ask for more detail. The child is free to ask why you are asking a question if it makes them uncomfortable. Body of the Interview: Interviews should meet the individual child’s needs. In addition, the body of the interview should consist of two equal parts: (1) rapport building, and; (2) information gathering. All parts are of equal importance to the child and the investigative process. 1. Rapport Building  The child should become engaged by being asked neutral & general questions (i.e. Where do you go to school?; Do you like it?; What’s your favorite part/subject in school?; What do you like to do (hobbies, play sports)?) 175 25 Updated September 1, 2022  The interviewer should use rapport building stage to test the child’s developmental level, language skills, suggestibility, and competency (Assess child’s knowledge of colors, inside/outside/beside of/ on top of, can child tell time, do they know the months, child’s ability to sequence events (i.e. Does Thanksgiving come before or after Christmas)  The interviewer can test the child’s understanding of the above state guidelines during rapport building. (i.e. Interviewer makes an intentional mistake and waits to see if the child will correct them; Interviewer asks a question the child couldn’t possible know the answer to; etc)  Reminder: The rapport building stage is used to begin gathering basic historical information. (i.e. Who does the child live with?; Address; Do they go to school?; Grade level?; Teachers Name?; Birthday) 2. Information Gathering During the information gathering phase, the interviewer should make use of a broad questioning approach. For the purpose of gathering more detailed information the interviewer may use focused or refined questions, followed by a return to broad questioning. The MDT should create a planned strategy for the information gathering stage during the pre-interview conference. In addition, the MDT can make changes or additions to the strategy during the information gathering stage via a talk back system. All questions posed to a child should be of a non-leading nature. When necessary, interview aids, such as anatomical dolls or drawings, may be used.  Make use of a lead in question to move the interview from rapport building stage to the information gathering stage. (i.e. Who brought you here today?; Do you know why?) *If a child at anytime during the interview (opening, rapport, or information gathering) begins to make a disclosure the interviewer needs to move ahead into the disclosure stage of information gathering; if needed the interviewer can return to any other section at the close of the interview. Closing of the Interview:  If age appropriate close the interview by establishing that the child knows the difference between the truth and a lie. Verify that what was disclosed is the truth.  End by ensuring that the child does not want to talk about anything else nor has any questions. Recording Procedure & Storage:  All interviews are burned onto 1 or more DVD’s. Following the interview the recordings become the property of law enforcement or Department of Social Services. The assigned investigators will sign a log to prove receipt of the recordings. CrossRoads does not maintain a copy of any interview. 176 26 Updated September 1, 2022 Medical Procedure: How to Schedule: All medical exams of the alleged victims should be scheduled through the Advocate that is assigned the case. Interpreter: It may be necessary for an interpreter to be present for the medical exam. If so, the following guidelines will apply:  The interpreter must acknowledge and confirm in writing that she/he will, as much as possible, translate everything verbatim; there will not be any paraphrasing or attempt to elicit additional information. If a word is used that is not in one’s language, it will be defined and/or described, or the interpreter will ask for another word to be provided.  The interpreter will position him/herself where the pediatrician requests.  The interpreter must not be a family member of the child nor a close familial contact. The investigative team will, when possible, select the interpreter from an approved list.  The pediatrician will speak directly to the child, not to the interpreter. Who Should Attend:  CAC Staff: CAC Director for receipt of needed paperwork and completion of initial medical file. Pediatricians for completion of entire medical process. Assigned Advocate for the purpose of relaying to non-offending caregivers the child’s emotional state.  MDT Members: Any investigator, case worker, or other involved professional for the purpose of relaying case information to the pediatricians and collecting information that will either corroborate or refute allegations or suspicions of maltreatment.  Non-Offending Caregivers: Non-offending caregivers should be present for medical and trauma history interview with the Pediatrician. Children will be briefly interviewed out of the presence of caregivers for clarification in regard to the trauma. If the parent must be present, due to the child’s level of discomfort or anxiety, the following should be asked of the caregiver: 1. He or She should escort the child to the door of the medical exam room, and then see if the child will enter the room without the caregiver. 2. If the caregiver remains, he/she should sit behind/beside the child without physical, verbal, or non-verbal contact. 3. The caregiver cannot speak unless prompted by the Pediatrician. 4. Once the child is engaged with the Pediatrician, the caregiver should attempt to leave the interview room.  Non-offending caregivers will then be asked to join the child in the examination room for the physical exam. Needed Documentation:  Prior to a medical exam CrossRoads must be provided with insurance cards, and all appropriate signed paperwork, to include a medical consent form. 177 27 Updated September 1, 2022 Final Medical Report Procedure:  The assigned Pediatrician’s will complete a thorough medical report that will be signed off on by the Executive Director.  Once the medical report is complete the CAC Director will inform investigators that reports are ready to be picked up.  Investigators will sign for all medical reports. Additional Interview & Medical Information: How to Schedule:  Interviews should be scheduled by working with the assigned advocate.  Medical Exams should be scheduled same as above. *Medical Exams will not be scheduled or completed without a forensic interview, unless an extenuating circumstance exist that will be given to the Executive Director for approval and documentation. Who Should Attend:  Appropriate CAC staff, investigators, and non-offending caregivers should be present for both the forensic interview and the medical exam. Recommendation & Follow-Up Procedure:  Agencies involved in cases of child maltreatment will have at least one representative who sits on the MDT.  MDT members will provide information in regard to the case, and assist in making recommendations in the child and families best interest.  MDT members will keep CrossRoads and other members informed when recommendations have been completed.  MDT members will follow up with other involved parties to inform them of the case status and any needs of the victim or family. After Hours Interviews:  The CAC will open at the request of law enforcement or the Department of Social Services at any time for the purpose of a forensic interview.  When investigative interviews need to be scheduled at night, on weekends, or holidays, the contact our crisis line at (336) 228-0360. Field Interviews:  Field interviews should be used for the purpose of obtaining basic information and should only be performed in a safe environment for the child.  A forensic interview should be set up as soon as possible at the Children’s Advocacy Center.  If there are extenuating circumstances that cause a child to need to be interviewed at a location other than the CAC, CrossRoads Executive Director, Meredith Peffley, will be notified as soon as possible. (Work: 336-228-0813 x109, Cell: 336-269-3724) 178 28 Updated September 1, 2022 Alleged Offender Interviews: All interviews of alleged offenders should occur offsite from the CAC. Some circumstances could deter from the above statement (if a child is an alleged victim who is reacting on other children), in those instances the CAC staff will make all necessary steps to ensure that no other child clients are in the building at the time of the interview or exam. In addition, the reason for deterring from protocol will be approved by the Executive Director and documented in CAC Carenet. Training of MDT Interviewers: All interviewers must have completed an NCA approved forensic interview training. In addition, interviewers must complete continuing education in forensic interviewing annually. To the extent possible, the Children’s Advocacy Center, will pay for training of MDT interviewers. *Circumstances may require that the MDT deviate from the above written protocol. If there is any deviation, it will be documented in the client database stored at CrossRoads. 179 30 Updated September 1, 2022 This protocol shall become effective upon the signing by the parties listed below: Please sign above the agency that you represent. CrossRoads Guardian Ad Litem Person County Sheriff’s Department Person County DA’s Office Person County DSS Person County School System Roxboro Police Department Safe Haven of Person County DocuSign Envelope ID: F2C3EDC3-EF2D-4FB6-B145-0674857556BA 9/2/2022 9/2/2022 9/2/2022 9/2/2022 9/2/2022 9/2/2022 9/2/2022 9/2/2022 180 Standards for Accredited Member Programs The following program components are necessary for accredited membership in National Children’s Alliance: 1 Multidisciplinary Team (MDT) A multidisciplinary team for response to child abuse allegations includes representation from law enforcement, child protective services, prosecution, medical, mental health, victim IL^WKIKaIVL+PQTLZMV۳[)L^WKIKa+MV\MZ࠯MTL[ 2 Cultural Competency and Diversity The Children’s Advocacy Center provides culturally competent services for all CAC clients throughout the life of case. 3 Forensic Interviews Forensic interviews are conducted in a manner \PI\Q[TMOITTa[W]VLWNIVM]\ZITNIK\࠯VLQVO nature, and are coordinated to avoid duplicative interviewing. 4 Victim Support/Advocacy Victim support and advocacy services are provided to all CAC clients and their caregivers as part of the multidisciplinary team response. 5 Medical Evaluation Specialized medical evaluation and treatment services are available to all CAC clients and coordinated as part of the multidisciplinary team response. Begin the Accreditation process now Email accreditation@nca-online.org for more information 6 Mental Health Evidence-based, trauma-focused mental health services, designed to meet the unique needs of the children and caregivers, are consistently available as part of the multidisciplinary team response. 7 Case Review A formal process in which multidisciplinary discussion and information sharing regarding the investigation, case status and services needed by the child and family is to occur on a routine basis. 8 Case Tracking Children’s Advocacy Centers must develop and implement a system for monitoring case progress and tracking case outcomes for all MDT components. 9 Organizational Capacity A designated legal entity responsible for program IVL࠯[KITWXMZI\QWV[PI[JMMVM[\IJTQ[PMLIVL implements basic sound administrative policies and procedures. 10 Child-Focused Setting The child-focused setting is comfortable, private, and both physically and psychologically safe for diverse populations of children and their family members. 181 CACs prevent abuse and keep children safe. Last year, CACs provided child sexual abuse prevention education to more than 500,000 individuals, many in school settings.2 CACs save money. Their service delivery model saves court, child protection, and investigative dollars averaging $1,000 per child abuse case compared to non-CAC communities.3 CACs are ecient. Providing significantly higher rates of coordinated investigations; 81 % of investigations in CACs were coordinated between law enforcement and child protective services, compared with 52% in comparison communities.4 CACs hold oenders accountable. Increased usage of CACs and multidisciplinary teams has resulted in increased successful prosecutions of child abuse perpetrators.5 One study shows an average 94% conviction rate for CAC cases carried forward.6 CACs help child victims heal. Child victims of sexual abuse who receive services at CACs are four times more likely to receive forensic medical exams7 and increased referrals for mental health treatment8 than children served by non-CAC communities. CACs are eective. Research demonstrates caregivers in CAC cases are more satisfied with the investigation than those from non-CAC comparison sites. 97% of parents would tell others to seek help at the CAC.10 CACs are committed to research-supported practice. Last year, National Children’s Alliance and its CAC members provided training to 46,608 child abuse professionals, ensuring sound investigations and compassionate treatment of victims nationwide.11 CACs are accountable. Accreditation of CACs through National Children’s Alliance assures the highest standard of care is provided to victims. Through our more than 750 Children’s Advocacy Centers (CACs), National Children’s Alliance empowers local communities to eectively respond to victims of child abuse. 279,000 children Last year, CACs provided victim services to more than 182 References 1. National Children’s Alliance 2011 national statistics collected from Children’s Advocacy Center members. 2. National Children’s Alliance 2011 national statistics collected from Children’s Advocacy Center members. 3. Formby, J., Shadoin, A.L., Shao, L, Magnuson, S.N., & Overman, L.B. (2006). Cost-benefit analysis of community responses to child maltreatment: A comparison of communities with and without child advocacy centers. (Research Report No. 06-3). Huntsville, AL: National Children’s Advocacy Center. 4. Walsh, W.A., Lippert, T., Cross, T.E., Maurice, D.M., & Davison, K.S. (2008). How long to prosecute child sexual abuse for a community using a children’s advocacy center and two comparison communities? Child Maltreatment, 13 (1), 3-13. 5. Cross, T.P.; Jones, L.M., Walsh, W.A., Simone, M., & Kolko, D.J. (2007). Child forensic interviewing on children’s advocacy centers: Empirical data on a practice model. Child Abuse and Neglect, 31, 1031-1052. 6. Walsh, W.A., Lippert, T., Cross, T.E., Maurice, D.M., & Davison, K.S. (2008). How long to prosecute child sexual abuse for a community using a children’s advocacy center and two comparison communities? Child Maltreatment, 13 (1), 3-13. 7. Walsh, W.A., Lippert, T., Cross, T.E., Maurice, D.M., & Davison, K.S. (2008) Which sexual abuse victims receive a forensic medical examination? The impact of Children’s Advocacy Centers. Child Abuse and Neglect, 31, 1053-1068. 8. Smith, D.W. , Witte, T.H., & Fricker-Elhai, A.E. (2006). Service outcomes in physical and sexual abuse cases: A comparison of child advovacy center-based and standard services. Child Maltreatment, 11 (4), 354-60. 9. Jones, L.M., Cross, T.E., Walsh, W.A., Simone, M. (2007). Do children advocacy centers improve families’ experiences of child sexual abuse investigations? Child Abuse and Neglect, 31, 1069-1085. 10. National Children’s Alliance 2012 outcome measurements surveys from Children’s Advocacy Center members. 11. National Children’s Alliance 2011 national statistics collected from Children’s Advocacy Center members. “If we don't stand up for children, then we don't stand for much.” - Marian Wright Edelman 183 AGENDA ABSTRACT Meeting Date: March 6, 2023 Agenda Title: Person County Schools (PCS) Funding Request Summary of Information: In Oct. 2022, the Board of Commissioners and Board of Education met to discuss PCS’s long-range facility needs related to deferred maintenance, safety, and accessibility and projected growth associated with new development. To address the most pressing needs and construct additional classrooms, PCS’s request for debt funding totals $87 million through 2027. The Person County Schools Long Range Facility Needs Assessment is available on the PCS website. In Feb. 2023, the two boards had a joint meeting to continue the discussion, and at the annual budget retreat, the Board of Commissioners reviewed the school system’s requests and options for funding. The following options for funding school facility improvements were developed by staff and DEC Associates, the County’s financial consulting firm. Approval by the Board of Commissioners is needed to move forward with issuing debt to fund one of the options outlined above. The attached financing schedule indicates construction bids must be advertised in May in order to issue debt in Oct. 2023. PCS has worked with a design and engineering firm to prepare for the bond issuance for the PHS Project to address various ADA and safety concerns at Person High School. They will need to resume this work in the next few weeks to meet the May deadline for advertising construction bids. 184 The chart below summarizes the requests and next steps. Details for the original request ($39 million) are attached. Recommended Action: Discuss the requests and funding options. Decide whether to move forward with debt financing and if so, which option to fund at this time. Submitted By: Katherine M. Cathey, County Manager 185 Person CountyDebt Model Projections for Schools (2/15/2023 Joint BOE/BOC Meeting)Option #¢ Needed2023 PHS Project2024New School and Other Sch Improvements 2025 Other Sch Improvements2027 Other Sch ImprovementsTotal Projects Comments1 0.00 12,745,000$ 12,745,000$ BOC to commit for PHS only2 0.00 12,745,000$ 11,350,000$ 12,060,000$ 36,155,000$ Partial request based on Oct 2021 estimates3 0.25 12,745,000$ 11,715,000$ 13,795,000$ 38,255,000$ Partial request based on Oct 2021 estimates4 0.50 12,745,000$ 12,085,000$ 14,155,000$ 38,985,000$ Based on Schools' Request Oct 20215 7.25 12,745,000$ 45,265,000$ 15,135,000$ 15,480,000$ 88,625,000$ Based on Schools' Request Oct 2022Notes:Impact on Annual Tax BillAssumptions for all options include a $300K cost per issuance, 5% interest rate, 20-year term, and the issuance to occur after June of each of the calendar years reported in the column headers.Options #1-#4 include financing 5% contingency, with other 10% supported by County local dollars as necessary.Option #5 is based on School’s request in October 2022 to include construction of a new school and Stories Creek build-out and is distributed between 4 issuances (calculated based on cashflow schedule that the Schools provided). Due to the significant issuance level, this option includes financing 15% contingency. 2022-2023 County Tax Rates0.7200 0.7222 0.7250 0.7350 0.7925 0.8312 0.8400 PersonDurhamPerson (+0.50¢)CaswellPerson (+7.25¢)OrangeGranvilleMedian value: $146,900 Person County Property Fire Total IncreaseTax Rate 0.7200 0.0500 0.7700 Total Taxes 1,057.68$ 73.45$ 1,131.13$ Tax Rate 0.7225 0.0500 0.7725 Total Taxes 1,061.35$ 73.45$ 1,134.80$ Tax Rate 0.7250 0.0500 0.7750 Total Taxes 1,065.03$ 73.45$ 1,138.48$ Tax Rate 0.7925 0.0500 0.8425 Total Taxes 1,164.18$ 73.45$ 1,237.63$ 3.67$ -$ 7.35$ 106.50$ Option 5 (+7.25¢)Options 1 & 2 (no increase)Option 3 (+0.25¢)Option 4 (+0.50¢)186 Participants: County County of Person, NC UW Underwriter – PNC FA Financial Advisor - DEC Associates Inc. UC Underwriter Counsel – ?? BC Bond Counsel – Parker Poe LGC Local Government Commission v3 COUNTY OF PERSON, NORTH CAROLINA SERIES 2023 LIMITED OBLIGATION BONDS MARCH 2023 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 APRIL 2023 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 MAY 2023 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 JUNE 2023 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 FINANCING SCHEDULE DATE EVENT PARTICIPANT May X Advertise Construction bids (need bid schedule from schools) County July 3 Send Joint Legislative Letter County; BC Wk of July 3 LGC Kick off County; FA; LGC July X Documents distributed BC; UC NLT July 30 Construction bids received County August 7 County adopts Preliminary Resolution; Calls public hearing County; BC NLT August 10 Publish notice of public hearing in newspaper County; BC August X Document review All X:XXam Dial-in: 866.390.5250 Passcode: 7355668 NLT August 11 Submit LGC application County NLT August 15 All major State permits obtained County August 21 County holds public hearing; County accepts construction contracts County; BC Wk of August 21 Rating Agency calls County; FA September 4 County adopts Approving Resolution County; BC September 8 Receive Ratings County; FA September 12 LGC Approval LGC September 12 Finalize documents BC; UC September X Post POS UW; BC; UC September X Pricing (TBD) All September X Sign BPA County October 4 Closing All 187 Updated October 2021    1    Person County Schools  Debt Consultant Tranches of Debt Options  October 2021  Define the priorities for Person County Schools?  • Student Wellbeing  • Quality Education and Programs  • Safety and Security  • System, Regional, and National Equity  • Protect Existing Investments  • Age of Facilities  • ADA Compliance  • Energy Efficiency  • Large / Small Schools Efficiency                                188 Updated October 2021    2    In both March and April of 2021, the Person county debt consultants, presented an update to the County  Commission outlining the ability to issue four tranches of debt, totaling an estimated $38 million, over six years with  issuances in 2022, 24, 26 and 28. Based on a possible issuance of $38 million, Person County Schools has prioritized  projects in 3 phases with an emphasis on security and accessibility.  We are reserving a 4th phase of priorities of  projects for the 4th issuance due to the uncertainty of construction costs.  As we complete the first phase, we will be  able to prioritize projects for the 4th issuance.       It is important to note these phases only include ADA / Safety / Security needs as identified in the 2018 Facility  Audit.  The $38 million will not address any Facility Audit identified additions and demolition needed to meet the  needs of the ageing infrastructure.  The current prices have been updated for inflation since the PCS Long Range  document was shared in March 2021.     Person County Schools  Security, Accessibility, and Mechanical / Electrical Improvements  10/18/2021 Updated for inflation  1/27/2020 Previous Update      Facility # Item  Cost  Earl Bradsher  $2,908,934  3.1 Parent Drop and Bus Drop / Parking  $215,618  3.4 Asphalt Topcoat  $54,146  3.5 Seal Coat and Stripe  $67,928  11.2 Storefront 300  $492,448  18 CR door w/ security lock  $82,352  18.2 Non secure / other door  $95,288  18.3 Security Doors on Panic  $60,060  18.6 Ext. Main Door w/ security  $123,970  19 Mechanical Systems  $1,100,000  21 Light Removal  $45,667  21.3 LED  $84,554  25.2 Security Vestibule  $30,624  26.1 Ramps  $130,680  26.3 Misc. Revisions to existing ramps  $13,200  26.4 Rework front steps for ramp  $26,400  28 Fire Alarm System / Upgrade  $286,000    ADA / Safety & Security Total  $1,461,351                          189 Updated October 2021    3        Helena  $3,741,879  1.5 Widen Access Road  $767,382  1.6 Create Emergency Entrance  $16,880  18.1 Teacher lockset  $65,050  19 Mechanical Systems  $1,137,600  19.3 Unit Replacement  $422,400  21 Light Removal  $120,011  21.3 LED  $228,075  25.1 Security Cameras  $52,800  25.2 Security Vestibule  $107,800  25.4 Lockdown Doors on button  $35,200  25.5 Wire Glass Replacement in doors  $97,680  25.6 Wire glass at media and admin  $31,746  25.7 Signage  $20,000  25.8 Security Alarm System  $17,600  25.9 Display cabinets  $20,000  28 Fire Alarm System / Upgrade  $601,656  ADA / Safety & Security Total  $1,796,913      Facility # Item  Cost  North  $4,393,365  8.2 Perimeter Fencing  $100,980  11.2 Storefront 300  $336,336  11.3 Curtain Wall  $95,040  11.6 HM Tempered  $67,452  11.7 Laminated Safety  $43,120  18 CR door w/ security lock  $53,130  18.1 Teacher lockset  $14,784  18.2 Non secure / other door  $147,263  18.3 Security Doors on Panic  $40,040  18.4 Secondary door w/ laminate  $70,840  18.5 Exterior CR door w/ glass  $76,230  18.6 Ext. Main Door w/ security  $106,260  19 Mechanical Systems  $1,175,971  19.3 Unit Replacement  $484,000  21 Light Removal  $86,402  21.3 LED  $159,951  25.2 Security Vestibule  $59,422  26 Accessible Lift( 3')  $39,600  26.2 Elevator (1 Story)  $308,000  26.3 Steps at stage  $26,928  27 WC Replacement  $901,617    ADA / Safety & Security Total  $2,192,709      190 Updated October 2021    4    North End  $3,265,500  1   Right Deceleration  $140,800  1.4 Flashing Lights  $35,200  3.1 Parent Drop and Bus Drop / Parking  $629,270  3.4 Asphalt Topcoat  $159,624  3.6 Bollards at strategic locations  $10,560  3.9 Queue Build  $431,165  18 CR door w/ security lock  $71,726  18.2 Non secure / other door  $71,033  18.5 Exterior CR door w/ glass  $41,580  18.6 Ext. Main Door w/ security  $35,420  18.7 Ext. FRP ‐ Mechanical  $13,200  18.9 Replace Float w/ tempered misc. areas  $22,000  19 Mechanical Systems  $890,072  19.4 Replace Chillers  $330,000  21 Light Removal  $61,413  21.3 LED  $113,614  25.1 Security Cameras  $26,400  25.2 Security Vestibule  $112,464  25.6 Area of Rescue Assistance  $30,360  26 Accessible Lift( 3')  $39,600    ADA / Safety & Security Total  $1,118,380      Facility # Item  Cost  Oak Lane  $2,665,744  18 CR door w/ security lock  $58,443  18.1 Teacher lockset  $11,827  18.2 Non secure / other door  $53,708  18.3 Security Doors on Panic  $20,020  18.4 Secondary door w/ laminate  $35,420  18.5 Exterior CR door w/ glass  $41,580  18.6 Ext. Main Door w/ security  $35,420  18.7 Ext. FRP ‐ Mechanical  $33,000  18.8 Replace Window sills  $29,260  18.9 Replace Float w/ tempered misc. areas  $11,000  19 Mechanical Systems  $770,000  19.3 Unit Replacement  $330,000  21 Light Removal  $59,420  21.3 LED  $109,927  25.1 Security Cameras  $26,400  25.2 Security Vestibule  $152,240  26 Accessible Lift( 3')  $33,000  26.1 Ramps  $110,820  27.3 Renovate all Existing  $744,260    ADA / Safety & Security Total  $1,157,010    191 Updated October 2021    5    Facility # Item  Cost  South Elementary  $7,352,296  1Right Deceleration  $217,800  1.1 Center Left Turn  $217,800  1.2 Signal  $550,000  1.4 Flashing Lights  $35,200  1.5 School Sign  $66,000  3.1 Parent Drop and Bus Drop / Parking  $110,880  3.4 1 1/2" Asphalt Topcoat  $68,102  3.5 Seal Coat and Stripe  $136,372  3.9 Queue  $275,326  11.1 Standard Al Window  $745,052  11.9 Windows / Other  $85,149  18 CR door w/ security lock  $119,592  18.1 Teacher lockset  $14,784  18.2 Non secure / other door  $114,418  18.3 Security Doors on Panic  $40,040  18.7 Remove Planter  $18,640  18.8 Exterior Paint and replace locks  $26,400  18.9 Replace Float w/ tempered misc. areas  $22,000  19 Mechanical Systems  $1,407,818  19.3 Unit Replacement  $550,000  19.9 Valves on Fan coils  $407,000  21 Light Removal  $98,548  21.3 LED  $183,150  25.1 Security Cameras  $52,800  25.2 Security Vestibule  $237,160  26.1 Ramps  $570,625  27.3 Replace all finishes / expansion  916,300  27.4 Create Changing Room  65,340    ADA / Safety & Security Total  $4,368,247  192 Updated October 2021    6    Facility # Item  Cost  Stories Creek  $3,174,467  3.1 Parent Drop and Bus Drop / Parking  $168,397  3.5 Seal Coat and Stripe  $293,501  8.2 Perimeter Fencing  $47,520  8.4 Tree Removal  $51,554  18.1 Teacher lockset  $56,179  19 Mechanical Systems  $1,069,929  19.3 Unit Replacement  $290,400  19.9 Cooling Tower ‐ Project Completed  21 Light Removal  $108,015  21.3 LED  $216,047  25.1 Security Cameras  $52,800  25.2 Security Vestibule  $107,800  25.4 Lockdown Doors on button  $35,200  25.5 Wire Glass Replacement in doors  $90,640  25.6 Wire glass at media and admin  $29,458  25.7 Signage  $22,000  25.8 Security Alarm System  $17,600  25.9 Display cabinets  $22,000  28 Fire Alarm System / Upgrade  $495,427    ADA / Safety & Security Total  $1,416,522      193 Updated October 2021    7    Facility # Item  Cost  Woodland  $5,664,935  1Right Deceleration / Acceleration  $314,600  6.2 Catch Basins  $21,120  6.3 Line  $19,800  6.4 Storm Sewer Tie In of Roof Drains  $15,180  7.1 Walkway Canopy  $446,538  7.3 Canopy Removal  $78,390  8 Additional Sidewalks  $103,165  8.3 Sidewalk Demolition  $34,249  8.9 Exterior Building Lights  $52,800  11.2 Storefront 300  $1,120,416  11.4 Blinds  $140,052  11.5 Gym Blinds  $44,000  11.9 Windows Demolition  $84,031  18 CR door w/ security lock  $82,352  18.1 Teacher lockset  $17,741  18.5 Exterior CR door w/ glass  $274,560  18.7 Acoustic Panels  $52,800  18.9 Operable Partition  $114,136  19 Mechanical Systems  $858,081  19.3 Unit Replacement  $352,000  21 Light Removal  $54,804  21.3 LED  $101,343  21.4 Sensors  $127,877  21.6 Lighting in new building to LED  $22,894  25.1 Security Cameras  $26,400  26.1 Ramps  $79,200  27.3 All to ADA toilets  $1,026,406    ADA / Safety & Security Total  $3,980,999                                194 Updated October 2021    8    Northern Middle  $1,202,232  11.1 Standard Al Window  $197,472  11.8 Glazing Replacement  $94,820  11.9 Display Cabinets  $23,408  18.1 Teacher Lockset  $57,658  18.3 Security Doors on Panic  $70,070  21 Light Removal  $149,251  21.3 LED  $275,946  25.2 Security Vestibule  $197,472  25.4 Lockdown Doors on Button  $26,400  25.8 Security Alarm System  $17,600  26.3 New Ramp in Lobby / Stair alignment  $92,136    ADA / Safety & Security Total  $753,628      Facility # Item  Cost  Southern Middle  $6,246,894  3.1 Parent Drop and Bus Drop / Parking  $130,082  3.5 Seal Coat and Stripe  $192,678  3.6 ADA Crosswalk  $2,640  3.7 Queue around building  $289,978  3.8 Clean up south Lot Access  $20,972  8 Additional Sidewalks  $106,480  18 CR Door w/ Security Lock  $74,382  18.1 Teacher Lockset  $68,006  18.2 Non Secure / other Door  $114,345  18.3 Security Doors on Panic  $80,080  18.5 Exterior CR Door w/ Glass  $13,860  18.6 Ext. Main Door w/ Security  $115,115  18.7 Ext. FRP ‐ Mechanical  $44,000  18.8 Auditorium Seats  $33,000  18.9 Vinyl Tread / Risers  $61,600  19 Mechanical Systems on hallways  $131,076  19.3 Unit Replacement  $638,000  19.9 Boiler Replacement  $176,000  21 Light Removal  $180,039  21.3 LED  $333,028  21.4 Sensors  $420,091  25.1 Security Cameras  $52,800  25.2 Security Vestibule  $132,022  26 Accessible Lift( 3')  $79,200  26.1 Ramps  $279,840  27 WC Replacement  $1,478,781  28 Fire Alarm System / Upgrade  $998,800    ADA / Safety & Security Total  $3,949,805  195 Updated October 2021    9    Facility # Item  Cost  Person High  $17,244,583  8.9 Stadium Replace Home with similar  $1,963,104  11 Egress  $170,940  11.1 Interior Glazing  $147,840  11.2 Storefront 300  $1,393,568  11.3 Curtain Wall  $2,270,466  11.9 Trophy Case Glass Replacement  $68,904  18 CR Door w/ Security Lock  $281,589  18.1 Teacher Lockset  $48,787  18.2 Non Secure / other Door  $3,465  18.4 Secondary Door w/ Laminate  $247,940  18.6 Ext. Main Door w/ Security  $185,955  18.7 Ext. FRP ‐ Mechanical  $99,000  18.8 Gym Bleachers  $114,660  18.9 Rated Egress Door  $198,000  19 Mechanical Systems  $3,102,000  19.3 Unit Replacement  $1,848,000  19.8 Add ventilation to Locker Rooms  $8,800  19.9 Repair Automotive Exhaust System  $88,000  21 Light Removal  $364,079  21.3 LED  $673,546  25.1 Security Cameras  $52,800  25.2 Security Vestibule  $99,000  26.2 Elevator (1 Story)  $352,000  26.6 Automotive Hallway Lift  $44,000  26.7 Automotive Classroom Hallway Lift  $44,000  27.1 Teacher Toilets  $513,040  27.2 Student Toilets to ADA / Repair  $1,741,740  27.6 New B/G toilet  $559,680  27.7 New B/G toilet  $559,680    ADA / Safety & Security Total $10,818,553                      196 Updated October 2021    10                Facility # Item  Cost    All Projects  $33,014,118  0.1 Fees  $3,301,412  Total  $36,315,530    Phase I Issuance Tranche   1   Person High  $10,818,553  0.1 Fees  $1,081,855  Total  $11,900,409    Phase 2 Tranche    2  Stories Creek, South Elementary, Oak  Lane, Helena El,  Earl Bradsher    $10,200,044  0.1 Fees  $1,020,004  Total  $11,220,049    Phase 3 Tranche    3  Southern Middle, Northern  Middle, Woodland, North End, North    $11,995,521  0.1 Fees  $1,199,552  Total  $13,195,073    197 AGENDA ABSTRACT Meeting Date: March 6, 2023 Agenda Title: Person County Museum of History FY23 Funding Request Summary of Information: On Feb. 21, 2023, Carrie Currie, the executive director of the Person County Museum of History, made a presentation to the Board of Commissioners and requested a one-time appropriation of $20,000 in FY23 to address several emergent and timely issues that impact the longevity of the organization. County funding would be used to support campus infrastructure updates and some operational expenses to enable proper staffing and additional fundraising to move toward the goal of self-sustainability. Description Amount Long/Woody House Development Phase 1 $7,000 Safety Measures & Campus Needs Phase 1 $3,000 Campus Sign Updates Phase 1 $1,250 Recurring Operational Expenses – Insurance, Security Monitoring, Phone & Internet, Support & Operations $8,750 TOTAL FY23 $20,000 The attached agreement outlines the expectations for the use of funding if approved by the board. The board may appropriate funding from FY23 undesignated contingency (remaining balance: $24,503) or fund balance for this purpose. In addition, the Museum made a request for financial support in the amount of $40,000 in FY24 to be used to continue capital improvements and support some operational expenses. The request for FY24 funding will be considered during the annual budget process. Recommended Action: Consider the Museum’s request and the proposed agreement. Submitted By: Katherine M. Cathey, County Manager 198 NORTH CAROLINA PERSON COUNTY MUSEUM OF HISTORY AGREEMENT This Agreement is made and entered into this _____ day of March, 2023, by and between Person County, North Carolina, a political subdivision of the State of North Carolina, hereinafter called “County,” and Person County Museum of History, a North Carolina nonprofit corporation, hereinafter called “Museum.” WHEREAS, the Museum executive director made a presentation to the Person County Board of Commissioners at its annual budget retreat on Feb. 21, 2023 and requested a one-time appropriation to address several emergent and timely issues that impact the longevity of the organization; and WHEREAS, the mission of the Museum is to collect, preserve, and present the artifacts and history of Person County under the supervision of the Board of Directors and to use these collections for exhibitions, educational programs and related activities for the benefit of Person County citizens and visitors; and WHEREAS, the Museum occupies multiple county-owned buildings on N. Main St. in Roxboro, the County maintains the exterior of all Museum buildings, and the Museum maintains the interiors of all buildings; and WHEREAS, the Museum needs to evaluate how it operates and create a sustainable structure, and without these changes, the organization could fold within 2-3 years; and WHEREAS, numerous special projects can move the organization forward and toward the goal of self-sustainability but require seed funding to initiate; and WHEREAS, in order to offer a safe and welcoming campus to Person County residents and visitors, updates are required to safety infrastructure; and WHEREAS, a Museum budget was presented requesting additional county financial support, falling under the county budget umbrella of cultural services, to be used in the interim for campus infrastructure updates and some operational expenses, including Long/Woody House Development Phase 1, Safety Measures & Campus Needs Phase 1, Campus Sign Updates Phase 1, and Recurring Operational Expenses – Insurance, Security Monitoring, Phone & Internet, Support & Operations; and WHEREAS, the Board of Commissioners approved a one-time appropriation of $____________ at its meeting on March ______, 2023 and will approve an amendment to the FY23 Budget for this purpose at its regular meeting on March ______, 2023; 199 2 NOW, THEREFORE, the County agrees to provide a one-time appropriation of $___________ to the Museum from FY23 budgeted funds, subject to the following provisions: 1. PURPOSE. The funds may be used only to support campus infrastructure updates and some operational expenses to enable proper staffing and additional fundraising to move toward the goal of self-sustainability. 2. REPORTING. The Museum shall send a concise written report to the Person County Manager not later than July 15, 2023 including but not limited to the expenditure of county funds, number of patrons served, number of members, fundraising totals, and progress towards meeting the deliverables of this agreement. 3. TERM AND TERMINATION OF AGREEMENT, POTENTIAL RETURN OF FUNDS. This Agreement is effective immediately upon execution, and will terminate on June 30, 2023, unless terminated sooner by mutual agreement in writing. 4. INSURANCE AND INDEMNITY. The Museum will maintain adequate liability, workers compensation and property insurance, and will provide certificates of insurance to the County if requested. The Museum agrees that it is acting as an independent contractor under this Agreement, and that its employees and contractors are not County employees. The Museum agrees that the County has no ownership interest in or operational responsibility for the Museum. The Museum will indemnify and hold harmless the County from any and all liabilities and costs arising out of the acts or omissions or negligence of the Museum. 5. INSPECTION OF FINANCIAL RECORDS. The Museum will provide a detailed report about expenditure of the funds or allow access to its financial records if requested by the County. 6. COMPLIANCE WITH LAWS. The Museum agrees to comply with all applicable state and federal laws in its operations and to cooperate in a professional and productive manner with the partner agencies listed above. 7. NO ASSIGNMENT. The Museum agrees that this Agreement is not transferable or assignable, and that the appropriated funds may not be transferred to other entities, except in payment for expected expenses, without written consent of the County. 8. APPLICABLE LAW AND FORUM. This Agreement shall be construed under North Carolina law, and any action to enforce its provisions shall be filed in Person County in the General Court of Justice of North Carolina. 9. ENTIRE AGREEMENT. The Agreement constitutes the entire understanding of the parties. Any modification, amendment or rescission of this Agreement must be in writing signed by both parties. 200 3 PERSON COUNTY: _____________________________________ Gordon Powell, Chairman Board of Commissioners Date: _____________________ (SEAL) Attest: __________________________________ Brenda Reaves, Clerk to the Board This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. ______________________________________ Amy Wehrenberg, Finance Officer Date Approved as to form: _________________________________________ S. Ellis Hankins, County Attorney Date Person Count Museum of History _______________________________________ Carrie Currie, Executive Director Date Attestation and Seal if applicable: ____________________________________ 201 AGENDA ABSTRACT Meeting Date: March 6, 2023 Agenda Title: Charters of Freedom Summary of Information: On July 18, 2022, David W. Streater, PhD, Education Director with Foundation Forward presented a proposal to the Board of Commissioners to build a replica of the Charters of Freedom in Person County. Foundation Forward’s mission is to build replicas of the Charters of Freedom across the United States, synonymous with the originals, in the National Archives in Washington, DC. The founding documents include the Declaration of Independence, the United States Constitution, and the Bill of Rights. The scope of the project is to design and build replicas that are central and open to the community 24/7, with high visibility, voluminous foot traffic, and easy access for schoolchildren, veterans and all others. The displays are engineered and built to last 300-500 years with all documents made to original size etched in bronze, each weighing 60 pounds and covered by engineered industrial viewing glass. The middle display measures 4’x16’ and each side display measures 4’x4’. Also included with the displays is a vault with a time capsule sealed inside to be opened on Constitution Day, Sept. 17, 2087. The board voted to move forward with selecting a location and entering into a letter of agreement to begin the process. Representatives of the county and Foundation Forward toured an evaluated the following sites in Person County: 1) the Person County Courthouse, 2) Huck Sansbury Recreation Complex, 3) the Person County Veterans Memorial Park, and 4) the Person County Museum of History. Huck Sansbury was identified as the ideal location due to its location, accessibility, and visibility (rendering attached). Foundation Forward considers the Charters of Freedom settings to be a gift to the county from Foundation Forward. There will be expenses incurred by the county. At a minimum, the county will be responsible for site preparation to include removal of existing sign, monument, shrubs, and sidewalk and ensuring the site is level and free of standing water. The county will then be responsible for ensuring the site is accessible by restoring the sidewalks. Adding electricity, landscaping, benches, etc. to enhance the area will be at the county’s expense. The following options present various approaches to completing this project utilizing contractor, employee and volunteer resources, along with purchased and donated materials. Option 1 202 Project Components Completed by Estimated County Expenses Site preparation (clearing, grading and relocation of existing features) Contractor $5,000 Reconstruction of accessible approach and construction of apron around settings  Concrete 35’X35’: $5,000  Labor for concrete: $4,000  Grading: $2,000  Gravel: $1,000 Contractor $12,000 Landscaping (optional, pavers, shrubs, benches, etc.) – $10/sq. ft. Contractor $12,000 Electricity (optional, to light display cases and/or flagpole) Contractor $5,000 Flagpole and flag (optional) – New flagpole Contractor $7,500 Total $41,500 Option 2 Project Components Completed by Estimated County Expenses Site preparation (clearing, grading and relocation of existing features) Staff and volunteers Value of staff time: $1,400 (4 employees, 16 hours each) $0 Reconstruction of accessible approach and construction of apron around settings (labor, grading, construction, and materials)  Concrete 35’X35’: $5,000  Labor for concrete: $4,000  Grading: $2,000  Gravel: $1,000 Contractor, staff and volunteers Donation Contractor Contractor Donation $6,000 Landscaping (optional, pavers, shrubs, benches, etc.) = $5/sq. ft. Contractor $6,000 Electricity (optional, to light display cases and/or flagpole) Donation $0 Flagpole and flag (optional) – Flagpole built from reused light pole Contractor $2,500 Total $14,500 Option 3 Project Components Completed by Estimated County Expenses Site preparation (clearing, grading and relocation of existing features) Staff and volunteers Value of staff time: $1,400 (4 employees, 16 hours each) $0 Reconstruction of accessible approach and construction of apron around settings (labor, grading, construction, and materials)  Concrete 35’X35’: $5,000  Labor for concrete: $4,000  Grading: $2,000  Gravel: $1,000 Contractor, staff and volunteers Donation Donation Donation Donation $0 Landscaping (optional, pavers, shrubs, benches, etc.) None $0 Electricity (optional, to light display cases and/or flagpole) None $0 Flagpole and flag None $0 Total $0 203 Funding for this project is not included in the FY23 budget. To proceed with the project prior to July 1, the board will need to appropriate funding from undesignated contingency (remaining balance: $24,503) or fund balance. The process of receiving a Charters of Freedom setting begins with signing the letter of intent (attached) and establishing a point of contact (POC) whom Foundation Forward will coordinate with throughout the process. Per the agreement, the POC must form a committee for promoting community involvement and planning the Dedication Ceremony, Time Capsule Ceremony, and any other related events. Foundation Forward's Resources and Communications team will work with the POC and committee. Recommended Action: Discuss interest in moving forward and timeline. Consider the following actions: 1. Approve location for Person County Charters of Freedom 2. Determine desired components (landscaping, electricity, flagpole, etc.) 3. Identify funding source for county expenses 4. Approve letter of intent 5. Designate a point of contact for the Charters of Freedom Project Submitted By: Katherine M. Cathey, County Manager 204 205 FOUNDATION FORWARD LETTER OF INTENT· ADDENDUM (Revised October l, 2022) POINT OF CONTACT -The process of receiving a Charters of Freedom setting_ begins with The County establishing a Point of Contact (POC) who Foundation Forward will coordinate with throughout the process. The POC mu�t form a Committee for promoting community involvement and planning the Dedication Ceremony, Time Capsule Ceremony, and any other related events. Foundation Forward's Resources and Communications team will '(\fork with your POC and Committee to get this message out so your community can get the most out of this project, taking ownership as the process takes place. FUNDING -If you have received a letter of intent from Foundation Forward then plans are in place to design, build, and dedicate your Charters of Freedom setting. We know that people like to participate in these projects by donating money, materials, labor, or other forms of support. Often, local governments or groups decide that they would like to add to the overall layout of the setting by including curb cuts, sidewalks, aprons, flagpoles, benches, landscaping, etc. These items are considered optional and are not covered by the overall scope of work that Foundation Forward provides. SITE PREPARATION -Any utilities, trees, bushes, boulders, or concrete MUST be moved so Foundation Forward can proceed with the excavation of the site. The ground must be fairly level and free of standing water. Once the site is prepared Foundation Forward will begin excavation and construction of the setting. if a county backhoe is available and can assist, this is not required but would be greatly appreciated. CONSTRUCTION -Unless otherwise agreed upon, Foundation Forward, Inc. will be responsible for all of the construction of the setting. Any assistance from the community via donated masonry, electrical, trade classes, etc. is appreciated, but not required. ELECTRICAL-While it is not necessary to have power to the setting, having 110-volt outlets for speakers and teachers works very well for presentations, ceremonies, and celebrations at the site. If low voltage power is provided to the back of the setting, Foundation Forward will include an LED package to light the chambers so the setting will glow at night and the documents can be viewed. ADA ACCESSIBLE -The setting itself is ADA Compliant, with the proper height and angle for viewing. Approach sidewalks and an apron in front of the setting may be ADA requisite and would be the responsibility of The County. Foundation Forward will incorporate the Field of Honor area of engravable pavers, measuring 6' x 12', in front of the US Constitution. This area does not require concrete, but these specifications must be met if The County includes an apron. Foundation Forward installs the pavers and will assist with the layout and design of the apron. TIMELINE -Typically the timeline from the signing of the Letter of intent to the Dedication Ceremony is around six months. Delays in weather and other unforeseen circumstances can lengthen this process, while other factors including donated labor and materials can shorten the process. A sample timeline can be provided. DEDICATION -Foundation Forward has dedicated over 40 settings across the country, so our experience is thorough. We will provide you with a sample Dedication Program that can be modified, within the existing four-page layout, to showcase your community and culture. Typical dedications last 45 minutes complete with bands, choirs, color guards, speeches, and a presentation by Foundation Forward which includes a traditional cannon salute to The Articles ofThe United States Constitution. it is a life experience for all to attend. ADDITIONAL SETTINGS-We have found there are sometimes requests for additional Charters of Freedom settings in a county. This requires special consideration and approval making sure they do not conflict with one another in attention or Community Support. Foundation Fonvard, Inc. is a JOJ(c)(J) nonprofitm:ganization ww1v,chartcrsoffrccdom.com info@chartersoffrccdom.com • Phone: 828-522-1400 206 Huck Sansbury Recreation Complex – Preferred Site Charters of Freedom – Rendering 207