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03-20-2023 Agenda Packet BOCPERSON COUNTY BOARD OF COUNTY COMMISSIONERS MEETING AGENDA 304 South Morgan Street, Room 215 Roxboro, NC 27573-5245 336-597-1720 Fax 336-599-1609 March 20, 2023 9:00am 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 ITEM #1 (pg. 3) RECOGNITION: The Week of the Young Child Proclamation ………………………. 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 #2 DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA A.Approval of Minutes of February 21, 2023 (pgs. 4-39),B.Approval of Minutes of March 6, 2023 (pgs. 40-75),C.Budget Amendment #16 (pg. 76), D.Fee Schedule for PATS EDTAP Users (pgs. 77-78),E.Update of the Person Area Transportation System Procurement Policy (pgs.79-99), and F.The Applicant and Property Owner, Adam Richard Osborne, is requesting approval of “Written Decision Approving Special Use Permit Application” (i.e. Written Order) following Special Use Permit SUP-02-23 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 1 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) (pgs. 100-103) NEW BUSINESS: ITEM #3 (pgs. 104-126) Vaya Health Update and Dashboard Presentation ……………………… Elliot Clark ITEM #4 (pgs. 127-128) Person County Veterans Memorial Park Improvements …………... Ronnie Jefferies ITEM #5 (pgs. 129-132) Fire Service Accountability Board Funding Request ………………….. Adam Morris ITEM #6 (pgs. 133-135) Resolution of Intent and Capital Project Ordinance for Improvements to Schools …………………………………………… Amy Wehrenberg ITEM #7 (pg. 136) Emergency Services Facility Feasibility Survey ……………… Thomas Schwalenberg ITEM #8 (pgs. 137-138) County Capacity Building Competitive Grant Application …. Thomas Schwalenberg ITEM #9 (pgs. 139-140) Human Services Complex – Next Steps ……………………………. Katherine Cathey CHAIRMAN’S REPORT MANAGER’S REPORT COMMISSIONER REPORTS/COMMENTS CLOSED SESSION #1 A motion to enter into Closed Session per General Statute 143-318.11(a)(3) for the purpose to consult with the county attorney in order to preserve the attorney-client privilege with the following individuals permitted to attend: County Attorney Ellis Hankins, County Manager Katherine Cathey, Clerk to the Board Brenda Reaves, Sheriff Jason Wilborn and Human Resources Director Sonya Carver. CLOSED SESSION #2 A motion to enter into Closed Session per General Statute 143-318.11(a)(4) for the purpose of discussion of matters relating to the location or expansion of industries or other businesses in the county (economic development) with the following individuals permitted to attend: County Attorney Ellis Hankins, County Manager Katherine Cathey, Clerk to the Board Brenda Reaves, and Economic Development Director Brandy Lynch. Note: All Items on the Agenda are for Discussion and Action as deemed appropriate by the Board. 2 PROCLAMATION BY Person County Board of Commissioners On THE WEEK OF THE YOUNG CHILD WHEREAS, the Person County Partnership for Children and other local organizations, in conjunction with the National Association for the Education of Young Children, are celebrating the WEEK OF THE YOUNG CHILD April 3-7, 2023; and WHEREAS, by calling attention to the need for high-quality early childhood services for all children and families within our community/state, these groups hope to improve the quality and availability of such services; and WHEREAS, the future of Person County depends on the quality of the early childhood experiences provided to young children today. NOW THEREFORE, the Person County Board of Commissioners does hereby proclaim the week of April 3-7, 2023 as THE WEEK OF THE YOUNG CHILD in Person County and urge all citizens to recognize and support the needs of young children in Person County. Adopted this, the 20th day of March 2023. ____________________________________ Gordon Powell, Chairman Person County Board of Commissioners Attest: ____________________________________ Brenda B. Reaves, NCMCC, MMC Clerk to the Board 3 February 21, 2023 1 PERSON COUNTY BOARD OF COMMISSIONERS FEBRUARY 21, 2023 MEMBERS PRESENT OTHERS PRESENT Gordon Powell Katherine 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 regular session on Tuesday, February 21, 2023 at 9:00am. This meeting was set as the Board’s annual retreat focusing primarily on the Fiscal Year 2023-2024 Budget and/or any other topics as deemed appropriate. The Retreat location was at the Kirby Cultural Arts Complex Upstairs Main Hall at 213 North Main Street, Roxboro, NC. Chairman Powell called the meeting to order. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Commissioner Puryear and carried 5-0 to approve the agenda. GETTING STARTED: County Manager Katherine Cathey previewed the retreat agenda with the Board to set the stage for the budget preparation for the upcoming fiscal year. She noted the Board would receive mid-year tax and fiscal updates and a preview to the new fiscal year budget requests, and the Board would discuss its priorities and strategic planning. PROPERTY TAX REVENUE PREVIEW AND NEXT REAPPRAISAL: Tax Administrator Russell Jones shared the following presentation for the County’s Property Tax Revenue Preview: 4 February 21, 2023 2 Mr. Jones said the FY23 budget was projected at $4.895B in total value with the actual at $4.981B, over by $86M or 1.7%. He noted real property increased from $3.525B to $3.600B, or an increase of $75M or 2%. Machinery and equipment remained flat due to depreciation (normal loss of 6%) but was offset by some new investments with new equipment at Polywood ($9M) and US Flue-Cured ($10M). Mr. Jones stated the State appraised properties came in at $966M for FY23, which was the highest ever, noting he had budgeted $926M for FY24, or a decrease of $40M or 4%. This equaled to 18.5% of the County’s valuation. He said the total for FY23 was $4.981B, but budgeted at $4.895B, and estimated for FY24 at $5.016B, an increase of $121M or 2.4%. Mr. Jones noted the average growth over the last eight years, not including reappraisal, was 1.26%. Mr. Jones estimated DMV values at $450M (up from $425M). 5 February 21, 2023 3 Mr. Jones said the fire tax valuations does not include the City. He noted the FY23 budget was $4.2B with the actual $4.285B, an increase of $85M or 2.0%. He noted real property increased from $2.98B to $3.04B, or an increase of $60M or 2.0%. Machinery and equipment went up from $357M to $368M due to depreciation but was offset by new investments, an increase of $7M or 3.0%. Mr. Jones said the State appraised property was $946M for FY23 (highest ever), noting he budgeted $907M for FY24, or a decrease of $39M or 4.2%. This would be 21.04% of the County’s valuation. Mr. Jones stated the total for FY23 was $4.285B, and he estimated for FY24 at $4.315B, an increase of $115M or 2.6%. Mr. Jones estimated DMV values at $380M (up from $350M). 6 February 21, 2023 4 Mr. Jones said the FY24 estimate is at $926,000,000, which represents 18.46% of total value for Person County ($5,016,000,000) as compared to last year at $966,424,834 which represented 19.39% of the County’s total value of $4,985B.       7 February 21, 2023 5 Mr. Jones stated for the upcoming fiscal year the value of one penny would be $534,038, noting last year one penny was valued at $519,741, which reflects an increase of $14,297. Person County’s tax rate is .72. Mr. Jones noted the collection rate of 97.5%, along with the DMV collection rate of 99.95%. Mr. Jones noted the value last year for one penny for fire was $444,483 and was projected to increase by $14,211 to $458,694. The County’s fire tax rate is .05 with a collection rate of 97.5%, along with the DMV collection rate of 99.95%. Mr. Jones further noted the fire tax rate yields $2,293,468.   8 February 21, 2023 6 Below is a report from NCDOR for all counties’ sales ratio from 2003-2022. Mr. Jones told the Board reappraisal in Person County happens every four years, based on market sales ratio. Revaluation is required every eight years or sooner if the sales ratio falls below 90%. 9 February 21, 2023 7 Mr. Jones stated the 2021 annual sales ratio ended up at 92.71% and January 2022 at 81%. County Manager Katherine Cathey added that the county sets aside funding annually in preparation for the associated costs of revaluation. Mr. Jones said it takes a year and a half to plan and complete a reappraisal. Mr. Jones stated the 2022 annual sales ratio ended up at 79.71% and January 2023 was 85%. Mr. Jones provided an example for the Board noting if this had been 2024 with the sales ratio at 79.71%, state appraised taxes of $6,958,259 would have to be prorated down to $5,556,428, a loss of $1,441,831. If a 2025 reappraisal was deemed appropriate, Mr. Jones said the contractor would begin work in July 2023. He said he would update the Board in May whether or not a reappraisal will be appropriate in 2025. 10 February 21, 2023 8 MID-YEAR FISCAL UPDATES: Finance Director Amy Wehrenberg shared the following presentation for her Mid- Year (December to December) Fiscal Update to illustrate the County’s financial position: 11 February 21, 2023 9 12 February 21, 2023 10 13 February 21, 2023 11 14 February 21, 2023 12 15 February 21, 2023 13 FINANCIAL PLAN FOR CAPITAL & DEBT FINANCING UPDATE: Mr. Doug Carter, President, and Mr. Andrew Carter, Vice President, of DEC Associates Inc. of Charlotte provided the following presentation to the Board related to their services for County Financial Planning for Capital and an update on Debt Financing: 16 February 21, 2023 14 17 February 21, 2023 15 18 February 21, 2023 16 19 February 21, 2023 17 Mr. Doug Carter explained to the group that time was of the essence for the Board to make a decision, to receive the bids from the Schools in a timely manner for a financing in 2023 prior to the audit timeframe set by the Local Government Commission. He said the debt model was impacted by timing more so than the interest rate. He also explained how the bids coming in higher than projected would affect the debt model. Mr. Andrew Carter outlined the process for the Board for the General Obligation (GO) Bonds noting this process would delay the financing by another year or two with the issuance in 2025 should the referendum pass favorably. Vice Chairman Sims asked if a location had been determined for the proposed new school; Commissioner Palmer stated he heard of a possible site in the northeastern sector of the County. Ms. Cathey noted that in October, the Superintendent noted if a new elementary school would be built, two schools would be closed. When asked about the County’s debt capacity, Mr. Andrew Carter stated the County has up to $38M debt capacity through 2027. Commissioner Thomas asked Ms. Cathey about the results of the pay study to which Ms. Cathey said staff was working on refining the details but estimated an expense of $2M to fund the pay study. It was the consensus of the Board to have a resolution of intent on the Board’s March 6, 2023 agenda for consideration. Chairman Powell announced a brief recess for a break at 10:21am. The meeting reconvened at 10:38am. 20 February 21, 2023 18 FISCAL YEAR 2024 BUDGET PREVIEW: County Manager Katherine Cathey shared the following presentation titled Fiscal Year 2024 Budget noting the data was general with early projections noting she would be meeting with department directors over the next few weeks: 21 February 21, 2023 19 22 February 21, 2023 20 Ms. Cathey confirmed that $300K anticipated lottery funds were included in the debt model for all options. 23 February 21, 2023 21 Staff confirmed a bond referendum could be bundled for schools, community college and county projects. 24 February 21, 2023 22 Ms. Cathey said the average percentage increase was not known for the Classification and Compensation Study; she said that staff would have a better understanding of the study prior to the Manager’s Recommended Budget. Also included with the study is a software feature to assist with maintaining market level. Ms. Cathey affirmed surrounding counties were included in the benchmarking labor market analysis. When discussing County facility needs, Tax Administrator Russell Jones said the Human Services facility has 72,000 sq. feet. Ms. Cathey asked the Board if they had interest in a facility space assessment using current fiscal year funding to which the Board had consensus. Ms. Cathey stated the current tenants of the Human Services facility include the Department of Social Services, the Health Department, Juvenile Justice and Freedom House. Commissioner Palmer said the old Leggett’s building was centralized uptown and could be a possible option for a site for human services. 25 February 21, 2023 23 FISCAL YEAR 2023 MID-YEAR BUDGET REQUESTS: County Manager Katherine Cathey stated the Board has several FY23 mid-year budget requests for consideration. 26 February 21, 2023 24 Ms. Cathey introduced to the Board the Person County Museum of History’s Executive Director Carrie V. Currie. Ms. Currie presented the following formal request to keep the County Museum viable into the future. 27 February 21, 2023 25 28 February 21, 2023 26 Ms. Currie said she was now serving in a full-time position and confirmed the Museum would continue pursuing fundraising and membership drives. 29 February 21, 2023 27 Ms. Cathey stated the Board has approximately $20K in its undesignated contingency and if so desired by the Board, a budget amendment and an agreement can be on the Board’s next meeting agenda to which the Board consented. Ms. Cathey presented another mid-year budget requests from the Foundation Forward organization donating the Charters of the Freedom displays. She said she and staff would work to seize the opportunity to lower the costs for this project utilizing the time and materials of interests of volunteers. Ms. Cathey suggested establishing a small budget. Commissioner Thomas stated interest in refining the options with individualized costs for possible donors for consideration at the Board’s next meeting. 30 February 21, 2023 28 31 February 21, 2023 29 32 February 21, 2023 30 33 February 21, 2023 31 34 February 21, 2023 32 35 February 21, 2023 33 36 February 21, 2023 34 Vice Chairman Sims and Commissioner Puryear acknowledged progress and efforts toward last year goals. Chairman Powell added that the goals were all evolving projects. It was the consensus of the Board to keep the goals the same for the new fiscal year. 37 February 21, 2023 35 Ms. Cathey suggested the Board consider a day of strategic planning following the adoption of the FY24 budget. Ms. Cathey asked the Board if they desired a Manager’s Recommended Budget keeping the goal of the tax rate flat. Commissioners agreed no one wants taxes to be raised but indicated possible consideration of a minimal tax increase in light of the schools’ request of funding for ADA and safety needs. The Board deferred further discussion on the schools’ request for funding to its next meeting, at which time they would continue deliberating and possibly consider a resolution of support to move forward. CLOSING REMARKS: Chairman Powell closed the retreat thanking Ms. Cathey and staff for the financial information, including the debt analysis, noting the debt consultants have proved to be advantageous related to the schools’ request for funding. He asked staff to increase its focus on grants and outside revenues for all departments. Vice Chairman Sims thanked all presenters for making the needs known noting his concern for an increase in the tax rate. Commissioner Puryear thanked all presenters for the information needed to help the Board to make decisions. Commissioner Palmer commended everyone participating in the retreat for their guidance and leadership to present facts and figures making it a productive day for the Board. Commissioner Thomas echoed the commissioner comments noting it was a lot of information to take in; he added he met with the Superintendent of the Schools last Friday to tour schools and he saw a lot that needed to be done. 38 February 21, 2023 36 ADJOURNMENT: A motion was made by Vice Chairman Sims and carried 5-0 to adjourn the meeting at 12:47pm. _____________________________ ______________________________ Brenda B. Reaves Gordon Powell Clerk to the Board Chairman (Draft Board minutes are subject to Board approval). 39 March 6, 2023 1 PERSON COUNTY BOARD OF COMMISSIONERS MARCH 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 Attorney Charlie Palmer Jason Thomas The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, March 6, 2023 at 7:00pm in the Commissioners’ Boardroom 215 in the Person County Office Building located at 304 S. Morgan Street, Roxboro, NC. Chairman Powell called the meeting to order. Vice Chairman Sims offered an invocation and Commissioner Palmer led the group in the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: Chairman Powell stated the County Attorney would like to add a Closed Session to the Agenda for attorney-client privilege. A motion was made by Commissioner Puryear and carried 5-0 to add a Closed Session to the Agenda for attorney-client privilege and to approve the agenda as adjusted. PUBLIC HEARING: 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 PROPERTY LOCATED AT 16 DINK ASHLEY RD: A motion was made by Vice Chairman Sims and carried 5-0 to open the duly advertised public hearing for a 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 property located at 16 Dink Ashley Rd. Planning & Zoning Director Chris Bowley shared the following presentation for the Rezoning/Map Amendment Application RZ-01-22. 40 March 6, 2023 2 41 March 6, 2023 3 42 March 6, 2023 4 43 March 6, 2023 5 44 March 6, 2023 6 Speaking in favor of the 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 property located at 16 Dink Ashley Rd was the following individual: Mr. Tim Godwin of 229 Edgar Street, Roxboro, and the applicant of the Rezoning/Map Amendment Application RZ-01-22 stated he was available for questions. He noted his plans to build a home for his family on the parcel being discussed. There were no individuals appearing before the Board to speak in opposition to the 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 property located at 16 Dink Ashley Rd. A motion was made by Vice Chairman Sims and carried 5-0 to close the public hearing for a 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 property located at 16 Dink Ashley Rd. 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: A motion was made by Commissioner Puryear and carried 5-0 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. 45 March 6, 2023 7 PUBLIC HEARING: 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: A motion was made by Commissioner Puryear and carried 5-0 to open the duly advertised public hearing for 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 hearing set to hear a 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 required a quasi-judicial zoning decision whereby witnesses are to be sworn in and subject to cross examination, no ex parte communication and requires findings of fact. County Attorney Ellis Hankins said this was a different sort of procedure noting the first item was a legislative action and this one was not; he said this item was a special use permit hearing and it was a quasi-judicial process where the Board acts more like a court, more judicial than a legislative decision. He said this means the Board already has made a legislative decision that commercial storage units in this zoning district are appropriate if and only if the evidence in this public hearing shows that the four criteria that are listed in the Planning Ordinance are satisfied. Mr. Hankins said testimony will be under oath and the Board’s task is to consider the testimony and the other evidence and make those findings of facts and vote on the issuance of the permit. Chairman Powell administered the Oath of Sworn Testimony to the following individuals who would offer testimony during the public hearing: Chris Bowley and Adam Richard Osborne Planning & Zoning Director Chris Bowley shared the following presentation for 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. 46 March 6, 2023 8 47 March 6, 2023 9 Mr. Bowley said this was at the intersection of Pixley Pritchard Road and Oxford Road on the south side of Oxford Road. Housing is considered very low density or very rural in nature, but nonetheless these demands for more urban uses would be similarly situated or properly located inside of a B-2 zoning district. These proposed storage units would serve the residential uses out there. He said as far as he knew this use was a low traffic generating land use noting the applicant could testify. Mr. Bowley said he did not believe there would be an office but they may with a few parking spaces. As illustrated on Exhibit A - General Map Pixley Pritchard Road is to the north; he pointed out the utility easement, which is bisecting the property for a gas line easement, which has existed for quite some time with lots of structures being built over the years. He asked the Board to note, especially on Exhibit A that outside of this application, there needs to be a recombination plat for this property that would remove the lot lines into a unified tract. At that time the applicant may vacate that portion of the internal roadways, which they have every right to do; he said the internal roadways shown here are public as platted originally. Mr. Bowley illustrated Exhibit B, an aerial photo noting the property has since been cleared some time ago. 48 March 6, 2023 10 49 March 6, 2023 11 Mr. Bowley described Exhibit C to show the Future Land Use designation for the property as rural. Exhibit D shows the existing zoning map on both sides of the road, fairly symmetrical with good commercial depth. 50 March 6, 2023 12 Exhibit E illustrated the current preliminary site plan included in the application, but subject to change obviously with a recombination for the lot and whether they petition to vacate the public rights of way, and whether they choose to add storm water, add access points and move the building, etc. 51 March 6, 2023 13 52 March 6, 2023 14 Chairman Powell asked the Board if there were any questions of Mr. Bowley at this time to which there were none. Speaking in favor of 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 was the following: Mr. Adam Osborne of 2334 Peed Road, Rougemont said this was a fast developing area and stated this was a need for the future for the residents. Vice Chairman Sims asked Mr. Osborne how many storage units and sizes he was considering putting out there. Mr. Osborne stated initially there would be three buildings with 9,000 sq. ft. total with varying sizes, from 5 x 5.5 to 10 x 20. Vice Chairman Sims said there was some development not far from this parcel and that people would need somewhere to store extra stuff that will not go in their house or garage or whatever; Vice Chairman Sims stated it was a good idea and an opportunity for business. Vice Chairman Sims asked about fencing in the area to which Mr. Osborne said that was the plan. Chairman Powell asked if there was a requirement to fence the area to which Mr. Osborne said no. There were no individuals appearing before the Board to speak in opposition to 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. A motion was made by Vice Chairman Sims and carried 5-0 to close the public hearing for 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. 53 March 6, 2023 15 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: A motion was made by Commissioner Palmer and carried 5-0 that the Board make the four findings of fact as recommended in the agenda abstract and grant the Special Use Permit (SUP-02-23) for the Osborne Storage Unit Facility, with the three recommended 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.” INFORMAL COMMENTS: The following individual appeared before the Board to make informal comments: Mr. Roger Faulkner of 79 Flat River Circle, Timberlake said he had people shooting guns outside very close to his home. He asked the Board to consider adopting into law the same outdoor shooting rules as Wake County has in place. He said Wake County updated its ordinance to increase the minimum distance from a home, public building or livestock in which a person may discharge a firearm from 100 yards to 300 yards. Mr. Faulkner said that a stray bullet has not hit anyone however; he has neighbors that have had bullets hit their home. DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA: A motion was made by Commissioner Puryear and carried 5-0 to approve the Consent Agenda with the following items: A. Approval of Minutes of February 6, 2023, B. Approval of Minutes of February 15, 2023, C. Request to Authorize the Contract for the Clearing and Grading of the Person County owned North Park Site, D. Budget Amendment #15, and 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 54 March 6, 2023 16 NEW BUSINESS: CHILD ADVOCACY CENTER UPDATE: Meredith Peffley, Executive Director of CrossRoads: Sexual Assault Response & Resource Center in Burlington and CrossRoads Board Chair Kelle Sisk provided the following Child Advocacy Center Update as a follow up to the Board’s $100,000 appropriation to start a Child Advocacy Center in Person County. She noted Person County’s funding was the largest county support known in the state to start a Child Advocacy Center. 55 March 6, 2023 17 Ms. Peffley said they have scheduled an open house for April 4 to which the Board was invited. Ms. Peffley said they needed six standards for provisional accreditation, and in two years, when eligible, they will apply for national accreditation to which she was confident they would attain. 56 March 6, 2023 18 Ms. Peffley noted the house at 1011 N. Main Street in Roxboro has 1,300 sq. ft., and she estimated it was built in the 1950s, which was indicative of the needed improvements. 57 March 6, 2023 19 Ms. Peffley noted an additional $10,000 grant was received from the Human Trafficking Commission. 58 March 6, 2023 20 59 March 6, 2023 21 Ms. Peffley stated they have had their first forensic interview in Roxboro, which led to an SBI arrest in Monroe with additional individuals to be prosecuted for human trafficking. Chairman Powell and Vice Chairman Sims both commented on the great job, great cause and excellent report following a county appropriation. PERSON COUNTY SCHOOLS FUNDING REQUEST: County Manager Katherine Cathey recalled that 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. 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. Ms. Cathey stated approval by the Board of Commissioners was needed to move forward with issuing debt to fund one of the options outlined above. The 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. Ms. Cathey noted the chart below summarizes the requests and next steps. 60 March 6, 2023 22 Ms. Cathey request the Board of Commissioners to discuss the requests and funding options and to decide whether to move forward with debt financing and if so, which option to fund at this time. Following a formal decision with a debt financing, a resolution for the issuance of debt would be on the Board’s March 20, 2023 meeting agenda. Commissioner Puryear asked Ms. Cathey about the annual tax bill impact with a tax increase. Ms. Cathey described the impact on an annual tax bill based on the median home value of $146,900 with the following chart. Impact on Annual Tax Bill Median value: $146,900 Person County Property Fire Total Increase Options 1 & 2 (no increase) Tax Rate 0.7200 0.0500 0.7700 $ 0.00 Total Taxes $ 1,057.68 $ 73.45 $ 1,131.13 Option 3 (+0.25¢ Tax Rate 0.7225 0.0500 0.7725 $ 3.67 Total Taxes $ 1,061.35 $ 73.45 $ 1,134.80 Option 4 (+0.50¢) Tax Rate 0.7250 0.0500 0.7750 $ 7.35 Total Taxes $ 1,065.03 $ 73.45 $ 1,138.48 Option 5 (+7.25¢) Tax Rate 0.7925 0.0500 0.8425 $ 106.50 Total Taxes $ 1,164.18 $ 73.45 $ 1,237.63 61 March 6, 2023 23 Commissioner Puryear asked the Finance Director Amy Wehrenberg about the County’s past debt capacity. Ms. Wehrenberg stated in both 1999 and 2000, the County financed $10M each year to fund the new construction of Stories Creek Elementary School and Helena Elementary School respectively. More recently in 2016 and 2018, the County financed the public safety towers with school projects also bundled with the tower financing. Chairman Powell asked Ms. Wehrenberg if she was confident about the funding options provided to which she affirmed. Commissioner Puryear asked Dr. Rodney Peterson, Superintendent for Person County Schools about funding options 1, 2 or 3 and not the full funding request to which he stated the schools would need to prioritize the ADA and security needs. Vice Chairman Sims asked Dr. Peterson about ADA law in effect and compliance in school facilities to which he responded that a complaint could easily be filed noting they have patient and compassionate parents. Dr. Peterson said the facilities are old and when built, the ADA laws was not in effect; he added they have made some needed modifications to accommodate situations like installing ramps for accessibility. Commissioner Thomas asked Dr. Peterson how many students have special needs to which he answered that over 100 students were served (17% of the student population) with cluster classrooms at Person High School, Southern Middle School, Stories Creek Elementary School and South Elementary School. He noted state funding for this population is 12.75% with local funding used for the remaining needs. A motion was made by Commissioner Palmer to proceed with a debt financing for Option #4 with a 0.50-cent tax increase for $38,985,000 in total projects with $12,745,000 financed in 2023, $12,085,000 financed in 2025 and $14,155,000 financed in 2027. Vice Chairman Sims and Commissioner Puryear voiced concerns of raising taxes early in the budget process and the unknown of what would be needed to set the new budget. A substitute motion was made by Commissioner Puryear and carried 4-1 to proceed with a debt financing for Option #3 with a 0.25-cent tax increase for $38,255,000 in total projects with $12,745,000 financed in 2023, $11,715,000 financed in 2025 and $13,795,000 financed in 2027. Commissioner Palmer cast the lone dissenting vote. 62 March 6, 2023 24 PERSON COUNTY MUSEUM OF HISTORY FY23 FUNDING REQUEST: County Manager Katherine Cathey stated 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 Ms. Cathey presented an Agreement reviewed by both the County Attorney and the executive director of the Museum noting a revised Agreement was placed at their seats with feedback from both. The Agreement outlines the expectations for the use of one-time funding if approved by the Board. Ms. Cathey recommended the funding from FY23 undesignated contingency (remaining balance: $24,503) 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. Ms. Cathey asked the Board to consider the Museum’s request and the proposed agreement. Commissioner Puryear asked the Board to recuse him from the vote(s) due to his wife’s role as a board member for the museum to which the Board consented. A motion was made by Vice Chairman Sims and carried 4-0 to appropriate $20,000 from the County’s FY23 Undesignated Contingency to the Museum of History. A motion was made by Vice Chairman Sims and carried 4-0 to approve the revised Agreement as presented. 63 March 6, 2023 25 64 March 6, 2023 26 65 March 6, 2023 27 66 March 6, 2023 28 67 March 6, 2023 29 68 March 6, 2023 30 CHARTERS OF FREEDOM: County Manager Katherine Cathey noted 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. 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 and 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. 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. Ms. Cathey presented the following options with various approaches to completing this project utilizing contractors, employee and volunteer resources, along with purchased and donated materials. 69 March 6, 2023 31 Option 1 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 70 March 6, 2023 32 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 Ms. Cathey further noted that funding for this project was 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: $4,503) 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 asked the Board to further 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 A motion was made by Commissioner Palmer and carried 5-0 to approve the Huck Sansbury Park as the designated location for the Charters of Freedom displays, to approve Option 3 as presented to be completed by staff, volunteers through donations, to appropriate the remaining FY23 Undesignated Contingency Funds of $4,503 to this project, to approve the letter of intent and to designate Recreation, Arts and Parks Director John Hill as the point of contact for the Charters of Freedom Project. 71 March 6, 2023 33 72 March 6, 2023 34 73 March 6, 2023 35 CHAIRMAN’S REPORT: Chairman Powell reported 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. Chairman Powell requested the Clerk to send along some proposed dates for the budget work sessions to get on their calendars. Chairman Powell noted this was severe weather awareness week and urged citizens to get ready for such emergencies. Chairman Powell recognized March being designated for Women’s History Month and wanted to acknowledge the importance of women in our country and in Person County. MANAGER’S REPORT: County Manager Katherine Cathey had no report. COMMISSIONER REPORT/COMMENTS: Vice Chairman Sims thanked all the presenters and said he was looking forward to seeing the improvements at the Museum of History. Commissioner Palmer stated appreciation to hear from the public of its concerns and interest in moving Person County forward. Commissioner Puryear had no report. Commissioner Thomas thanked Dr. Rodney Peterson, Superintendent for Person County Schools for his efforts noting Person County was lucky to have him. He said the Board made a good decision for the schools. 74 March 6, 2023 36 CLOSED SESSION #1 A motion was made by Commissioner Puryear and carried 5-0 to enter into Closed Session #1 at 8:29pm per General Statute 143-318.11(a)(3) for the purpose to consult with the county attorney in order to preserve the attorney-client privilege with the following individuals permitted to attend: County Attorney Ellis Hankins, County Manager Katherine Cathey, Clerk to the Board Brenda Reaves and Planning & Zoning Director Chris Bowley. Chairman Powell called the Closed Session #1 to order at 8:31pm. A motion was made by Commissioner Puryear and carried 5-0 to return to open session at 8:45pm. ADJOURNMENT: A motion was made by Vice Chairman Sims and carried 5-0 to adjourn the meeting at 8:45pm. _____________________________ ______________________________ Brenda B. Reaves Gordon Powell Clerk to the Board Chairman (Draft Board minutes are subject to Board approval). 75 3/20/2023 Dept./Acct No.Department Name Amount Incr / (Decr) EXPENDITURES General FundPublic Safety 162,981 Transportation 152,860 REVENUES General FundOther Revenues 162,981 Intergovernmental Revenue 152,860 EXPENDITURES PI & MRF FundCommunity Rehab Program Services 3,449 REVENUES PI & MRF Fund Other Revenues 3,449 Explanation: Account Number Account Description $Revenues incr. (decr.) (cr.) dr. $Expenditures incr. (decr.) dr. (cr.) 100-389890 Gen Fund: Misc Revs 4,211 1004310-435300 Sheriff's Office-Maint & Repair/Vehicles 4,211 100-389890 Gen Fund: Misc Revs 156,970 1004370-454000 EMS-Cap Out Vehicles 156,970 10025-336840 Animal Services-Donations 1,800 1004380-420000 Animal Services-Supplies 1,800 10035-338340 PATS-CARES Act Grant 152,860 1004520-429310 PATS-Spec Supp/Serv-CARES Transport 152,860 230-389890 PI-Misc Revs 3,449 2305280-435100 PI-Maint & Repair/Buildings 3,449 Totals 319,290 319,290 BUDGET AMENDMENT #16 Received insurance claims for vehicle damages in the Sheriff's Department ($4,211), a totaled ambulance in EMS from FY22 ($156,970) and damage to a Person Industries greenhouse ($3,449): recognizing donations to Animal Services to be use for supply expenses ($1,800) and recognizing Person Area Transportation CARES Grant ($152,860). BUDGET ADJUSTMENT DETAIL 76 AGENDA ABSTRACT Meeting Date: March 20, 2023 Agenda Title: Fee schedule for Person Area Transportation System (PATS) Summary of Information: To correct a typographical error in the EDTAP portion of the fee structure for PATS. On page 21 of the fee structure under Fare Price for EDTAP Users it states that the ride to Prospect Hill/Hillsborough/Upper Durham is $3.00 one-way or $5.00 round-trip. The round-trip rate should be double the one-way fee or $6.00.The Lower Durham/Chapel Hill fee reads $5.00 one-way or $20.00 round-trip. The round-trip fee should be double the one-way or $10.00. The published rates on the webpage and handout literature reflect the correct rates. The correct rates have been charged to the public since the last price change, dated July 1, 2020. Recommended Action: Change the fee structure document to reflect the correct fees for Fare Price for EDTAP Users Prospect Hill/Hillsborough/Upper Durham of $3.00 one-way or $6.00 round-trip and for Lower Durham/Chapel Hill of $5.00 one-way or $10.00 round-trip. Submitted By: Mitch Fleig 77 78 AGENDA ABSTRACT Meeting Date: March 20, 2023 Agenda Title: Update of the Person Area Transportation System Procurement Policy Summary of Information: To update the Procurement Policy (PATS 600-03) dated 3/18/2019 to reflect new requirements mandated by Federal Transit Administration (FTA) and North Carolina Department of Transportation (NCDOT). These changes are needed to be eligible for grants from the FTA and NCDOT. During the Compliance Review from NCDOT it was discovered that the old policy was not up to date. The new policy uses the template recommended by NCDOT to cover all new spending thresholds and requirements from the FTA. Recommended Action: Approve new procurement policy to replace the policy dated 3/18/2019 in order to be compliant with federal and state regulations for grant approval. Submitted By: Mitch Fleig, Transportation Director 79 County of Person ‐ Person Area Transportation System   Department Policy and Procedures    Section: PATS‐600‐03      Title: Procurement Policy   Effective Date:     /Revised:    Rescinds: Procurement Policy  3/18/19  Review Date:             Director: Mitch Fleig         Purpose: The purpose of this policy is to establish procurement guidelines to remain in  compliance with federal and state law.     I. Responsibility and Authority   a. The Director has the authority for the Person Area Transportation System to  enter into grant agreements with the North Carolina Department of  Transportation (NCDOT) and to purchase property and services and to enter into  third‐party contracts on behalf of PATS. Grant applications submitted to the  NCDOT must include an authorizing resolution adopted by the Person County  Board of Commissioners, which identifies the County Manager as the authorized  official for PATS. The County Manager has delegated authority to the Public  Transportation Director in regards to approval of grant reimbursement requests,  grant budget revision/amendment requests or grant project period of  performance extension requests. Per the county personnel policy, the  responsibility for preparation of internal policies and procedures consistent with  the provision of this manual remains the duty of the Public Transportation  Director.   b. Exceptions to Delegated Authorities   a. Delegated authority is subject to the condition that certain of these  transactions be submitted to the County Manager and if applicable the  Board of Commissioners for review and approval. Transactions that  require prior approval are as follows:  1. Any transaction which exceeds $3,000;  2. Any transaction which exceeds $3,000 and is awarded without the  taking of competitive bids (sole source). This condition does not  apply to the sole brand acquisitions which are acquired under  competitive procedures nor to contracts pursuant to a planned  purchasing program or master agreement previously reviewed  and approved by the Board of Commissioners.       II. Statutory and Regulatory Requirements  80  Grantees are responsible for using applicable Federal mandated clauses and  certifications for each procurement funded with Federal funds that is over the  amount of $10,000.     These requirements are contained in the FTA Master Agreement, issued annually in  October and can be found at  http://www.fta.dot.gov/documents/20‐Master.pdf   FTA 4220.1F    Sets forth requirements that all grantees and subgrantees of States (including  nonprofits and regional transit authorities) must adhere to in the solicitation,  award, and administration of third party contracts   Makes requirements more consistent with applicable laws and regulations,  particularly the Common Grant Rules     49 CFR Parts 18 and 19   The “Grant Common Rule” establishes uniform administrative requirements for  Federal grants and agreements   Sets forth procedures for procurement of supplies and other expendable property,  equipment, real property, and other services with Federal funds   Additional guidance can be found in FTA Best Practices Procurement.   North Carolina General Statutes 143 Article 8   The General Statutes contain the main competitive bidding requirements for the  purchase of apparatus, supplies, materials, or equipment and construction and  repair work   Statutes apply to the “expenditure of public money” for these types of purchases   Statutes apply to all local government entities   Statutes apply to nonprofit grantees for projects funded with State funds or State  matching funds   Changes in the threshold amounts were effective January 1, 2002 and the  construction formal bid threshold was increased effective July 1, 2007.     North Carolina General Statutes 64 Article 2   This Statute, E‐Verify required for Public Contracting   HB 786 imposed E‐Verify requirements on contractors that enter into certain  contracts with local governments.  All City and County contracts regardless of type  and value.  This includes all contracts not competitively bid, including service  contracts.  All formal purchases and construction/repair contracts.     E‐Verify requirement applies to subcontractors as well as contractors.      III. Procurement Policy   All NCDOT grantees must incorporate the required procurement standards set  forth in FTA Circular 4220.1F for all third party contracts   State‐funded procurements must also incorporate these standards, with the  exception of Federal mandated clauses and certifications  81  Each grant applicant, in the annual certification and assurances, must certify that  its procurements and procurement system will comply with all applicable  requirements imposed by Federal laws, executive orders, or regulations and the  requirements of FTA Circular 4220.1F as amended, and other implementing  requirements FTA may issue   Master Agreement issued annually by FTA lists many but not all FTA and other  Federal requirements applicable to FTA grantees (additional guidance can be  found in the FTA Best Practices Procurement Manual)   FTA defers to the States, to maximum extent possible, to establish standards –  rather than setting national standards    IV. Procurement Standards  Conformance with State and Local Law   Grantees and sub‐grantees may use their own procurement procedures that  reflect applicable State and Local laws and regulations, provided that the  procurements conform to applicable Federal law, including the requirements and  standards in FTA C 4220.1F   NCDOT IMD grantees will follow the Federal requirements, unless the State/Local  requirements are more restrictive    V. Economical Purchases   Unnecessary/Duplicative Purchases ‐ Grantees procedures must include  provisions for review of    proposed procurements to avoid purchase of unnecessary  or duplicative items   De‐aggregate Pricing ‐ Consideration should be given to consolidating or  breaking out     procurements to obtain a more economical purchase   Alternative Cost ‐ Where appropriate, an analysis will be made of lease vs.  purchase     alternatives or other analyses to determine the most  economical approach   Governmental Agreements ‐ Use available State purchasing agreements for  procurement of      common goods and services   Joint Purchases ‐ Enter into joint procurements with other grantees   Assign contractual rights to purchase goods and services to other grantees   Surplus Property ‐ Grantees are encouraged to use Federal/State excess and  surplus property in    lieu of purchasing new equipment and property, whenever such  use is feasible and reduces      project costs   Value engineering is a systematic and creative analysis of each contract item or  task to ensure     that its essential function is provided at the lowest overall cost.   Grantees are encouraged to     use value engineering clauses in contracts for  construction projects of sufficient size to offer      reasonable opportunities for  cost reductions.    VI. Contract Administration  82  Grantees must maintain a contract administration system that ensure that  contractors perform  in accordance with the terms, conditions, and specifications of their  contracts or purchase orders   To accomplish this, grantees should have established methods to ensure  conformance with the  terms, conditions, and specifications of the contract and to ensure  adequate and timely follow  up of all purchases.   Grantees must establish methods to ensure:  o Contractor conformance with the contract price  o Contractor conformance with the delivery and/or completion dates  o Compliance with the specifications of product or construction  requirements  o Payment of any required security or performance deposits by contractor  o Compliance with rules and regulations for contracts of the funding source  o Document whether contractors have meet the terms, conditions, and  specifications of the contract    VII. Standards of Conduct   Grantees must maintain a written code of standards of conduct governing the  performance of      their employees engaged in the award and administration  of contracts   No employee, officer, agent, immediate family member, or Board member of the  grantee shall      participate in the selection, award, or administration of a contract  supported by Federal/State      funds if a conflict of interest, real or apparent,  would be involved   PATS follows the County’s Uniform Guidance Conflict of interest and Gifts policy  for governing     the performance of their employees engaged in the award and  administration of contracts. All      employees, officers and board members  will review this policy annually and the agency will     document the review  thereof.  These standards will be relayed to all members in writing and      the  agency will obtain each member’s signature to acknowledge his/her review, understanding,    and acceptance of the policy.      VIII. Written Procurement Selection Procedures   Grantees must have written selection procedures to ensure that all solicitations:   Incorporate a clear and accurate description of the technical requirements for  the product or      service to be procured   Technical requirements will not contain features that unduly restrict competition   Detailed product specifications should be avoided if at all possible   A “brand name or equal” description may be used as a means to define the  performance.     Specific features of the brand name which must be met by  offerors must be clearly stated.   Identify all requirements that offerors must fulfill and all factors to be used in  evaluating bids or    proposals    83  Important Note: Procurement of approved purchases of multiple same  products/services awarded as  part of a request on a single application cannot be  separated out.  This process will be viewed as a  circumvention of the process and a  violation of the procurement regulations and N.C. G. S. 143‐133.   This states that a contract  may not be divided for the purposes of evading the provisions of this article  (referencing  Article 8).   For example if an applicant is approved to purchase three mobile radios and a   base station, they must all be bid together.        Full and Open Competition   Grantees must ensure that their procurement procedures and practices do not restrict  competition.     Situations that restrict competition include:   Unreasonable requirements placed on firms in order for them to qualify   Unnecessary experience and excessive bonding requirements   Noncompetitive pricing practices between firms or between affiliated companies   Noncompetitive awards to any person or firm on retainer contracts   Organizational conflicts of interest   Specifying only a “brand name” product     Pre‐qualification Criteria   Grantees must ensure that all lists of pre‐qualified persons, firms, or products  that are used in      acquiring goods and services are current and include  enough qualified sources to ensure      maximum full and open competition   Grantees will not preclude potential bidders from qualifying during the  solicitation period     Prohibition Against Geographic Preferences   Grantees must conduct procurements in a manner that prohibits the use of  statutorily or      administratively imposed in‐State or local geographic preferences   Exception – geographic location may be a selection criteria in procurements for  architectural      and engineering (A&E) services – provided its application leaves  an appropriate number of      qualified firms     Responsible Procurement Awards   Grantees must make awards to responsible contractors possessing the ability to  perform successfully  under the terms and conditions of a proposed procurement.  Take into  consideration the following:   Contractor integrity   Compliance with public policy   Record of past performance   Financial and technical resources     Contract Cost and Price Analysis  84   Must be completed for every procurement action   Cost analysis ‐ Performed when the offeror submits estimated costs    Professional consulting    A&E service contracts    Sole source procurements    Fair and reasonable profit margin needs to be established   Price Analysis ‐ Used for all other instances to determine reasonableness of  contract price     Notification of Federal Participation   To the extent required by Federal law, the State of North Carolina agrees that, in  administering     any Federal assistance Program or Project supported by the  underlying Grant Agreement or      Cooperative Agreement, any request for  proposals, solicitation, grant application, form,     notification, press  release, or other publication involving the distribution of FTA assistance for      the Program or the Project that it will identify the FTA grant source by listing the  Catalog of      Federal Domestic Assistance Number of the program.  The  following FTA grant programs will be    eligible to participate in this bid, 20.505,  20.507, 20.500, 20.513, 20.509, 20.516, and 20.521.       Federal funding  assistance up to eighty (80%) percent may be provided.    IX. Written Protest Procedures   Grantees must have written protest procedures to handle and resolve disputes  relating to their      procurements   Grantees should notify NCDOT if a protest involves an FTA compliance issue,  since NCDOT must      inform FTA within 5 working days    X. Records Documentation and Retention   Grantees must maintain records detailing the history of each procurement for five (5)  years following  final payment by the department for the project.  Include the following at  a minimum:    The fully executed agreement shall be referenced for record retention  requirements if a formal      bid was solicited.   Copies of the bid quotes shall be referenced if the bid was informal.   Rational for the method of procurement   Selection of contract type   Reasons for contractor selection or rejection   Basis for the contract price     NOTE: The section on “Methods of Procurement” identifies what must be documented  at each  threshold level.    XI. Contract Term Limitation  85  Contracts for rolling stock or replacement parts may not exceed 5 years inclusive  of options   All other contracts (supply, service, leases of real property, revenue,  construction, etc.) may be      for longer periods. Grantees should consider  competition, pricing, fairness, and public     perception.   Once a contract has been awarded, an extension of contract term length that  amounts to an      out of scope change will require a sole source justification     Tag‐ons (Not Allowed)   Definition:  Tag‐ons” is a term describing the adding on to the contracted quantities  (base and option)  as originally advertised, competed, and awarded, whether for the use of  the buyer or for others and  then treating the add‐on portion as though it met the  requirement of competition     Piggybacking   Definition: An assignment of existing contract rights to purchase supplies and  equipment    Allowable with the following requirements:   Only Invitation for Bid (IFB) items are eligible   Must be within 12 months of contract award   The solicitation document and resultant contract contain an assignability clause   A minimum and maximum quantity is stated   All FTA contract requirements were included in the solicitation and contract     E‐Commerce (NCDOT/IMD interpretation)   E‐Commerce activity is best defined as the processing of business transactions  over the web   While most grantees may not use a typical “E‐Commerce” procurement system,  such as the      State uses, many order supplies over the Internet or use  electronic banking   Grantees who utilize any electronic methods for soliciting offers, ordering  products, or     transferring funds must have written procedures and must  ensure the requirements for full and    open competition are met     Contract Provisions   All contracts must contain contractual provisions or conditions that allow for:   Legal remedies in instances where contractors violate or breach contract terms  (contracts >      $90,000)   Termination for the cause and for convenience by the grantee including the  manner by which it      will be effected and the basis for settlement (contracts >  $10,000)    86  Liquidated Damages   Grantee may use liquidated damages if it may be reasonable to expect delays   Damages shall be a specific rate per day for each day of overrun   Liquidated damages recovered shall be credited to the project account     IMD Review Policy   Reminder:  IMD must review and approve all drawings, designs, and/or description of  work required  prior to solicitation of construction, renovation, or facility improvement projects.     Reminder:  IMD must review and approve new/adapted specifications prior to  solicitation of new‐type  rolling stock.  This requirement does not apply to the following:   Minivans‐Standard Type   Conversion and Lift Vans   Light Transit Vehicles (Cutaway‐type Bus)    REQUIRED pre‐award approval  by IMD of the following Purchases   New‐Type Rolling Stock (see exceptions listed above)  $30,000   Any construction project  $30,000   Any “brand name” product or sole source purchase  $3,000   Any award to other than apparent lowest bidder  $3,000   Any contract modification that would change the scope of a contract or increase  the contract amount up to or over the formal (sealed) bid threshold of $90,000    XII. Methods of Procurement   Level 1: Micro‐Purchases (less than $3,000)   May be made without obtaining price quotes   Local procurement guidelines must be followed   Equitable distribution among qualified suppliers   No splitting of procurements to avoid competition   Davis‐Bacon Act applies to construction  $2,000   Minimum documentation required:   How price was determined to be fair and reasonable (comparison of  catalog/online     prices, etc.) and which vendor was selected   Procurement History Form may be used to document   Vendor does not have to comply with Federal requirements   Document approval by authorized person before purchase     Level 2:  Price Quotes ($3,000 ‐ $29,999)   Solicit at least 3 bidders (telephone quotes are acceptable)   If Federal funds are used, applicable Federal requirements and certifications  must be included      in the solicitation   Minimum documentation required:   Document quotes received (at least 2 quotes should be received)  87  Document which vendor was selected – if vendor with lowest price is not  selected,     include basis/reason for selection (delivery date, better  warranty/service, etc.); prior     IMD approval is required.    Document approval by authorized person before purchase   Procurement History Form may be used to document   Complete Procurement Checklist and submit to IMD with reimbursement  request     Level 3:  Informal Bids ($30,000 ‐ $89,999)   Reminder:  IMD must review and approve new/adapted specifications prior to  solicitation of new‐type  rolling stock.  This requirement does not apply to the following:   Minivans (standard type)   Conversion and Lift Vans   Light Transit Vehicles (Cutaway‐type Bus)     Reminder: IMD must review and approve all drawings, designs, and/or description of  work required  prior to solicitation of construction, renovation, or facility improvement projects       Procedural Requirements   Solicit written quotes from at least 3 bidders   Applicable Federal requirements and certifications must be included with  solicitation (if funded     in part with Federal funds)   IMD requires pre‐award approval of the following.    New‐type Rolling Stock (This requirement does not apply to the following)   Minivans (standard type)   Conversion and Lift Vans   Light Transit Vehicles (Cutaway‐type Bus)  Any construction project  $30,000  Any “brand name” product or sole source purchase  $3,000   Pre‐award documentation    Submit Procurement Checklist   Procurement History Form   and all other documentation to IMD prior to purchase/award      Minimum Documentation Required   Minority Business Enterprise (MBE) good faith efforts must be documented   Document quotes solicited and quotes received (at least 2 quotes should  be  received)   Document which vendor was selected – if vendor with lowest price is not  selected, include  basis/reason for selection and justification (delivery date, better  warranty/service, etc.); prior  IMD approval is required.    Procurement History Form may be used  to document/track but must maintain  written     documentation to support that each requirement was met  88  Document approval by authorized person before purchase/award including any  pre‐award  approval by IMD   Submit Procurement Checklists to IMD with reimbursement request for all other  procurements   $30,000.     Level 4:  Formal Bids (IFB) (Sealed) (IMD pre‐award approval required on all  procurements)   State Funds ONLY   $90,000 – Equipment/Supplies/Services   $500,000 – Construction   Federal and State Funds   $90,000 – Equipment/Supplies/Services   $150,000 ‐ Construction   Reminder:  Please reference previously stated IMD Review Policy      Procedural Requirements   Publish advertisement (electronic ad may be used) for the bid, at least once, 7  days prior to      opening   All bids must be sealed and opened at stated time and place   At least 3 suppliers/contractors must be solicited (in addition to ad, at least 3  must be notified)   Applicable Federal requirements and certifications must be included with  solicitation (if funded     in part with Federal funds)       Additional Requirements for Construction Procurements   Minimum of 3 sealed bids must be received. If less than 3 bids are received,  agency must      advertise for bids again; and if as a result of such second  advertisement, less than 3 competitive    bids are received from reputable and  qualified contractors, the agency may open bid, and      award to the lowest  responsible bidder, even if only one bid is received.   Bid guarantee bond (5% of bid price)   Performance and payment bonds (100% of contract price for contracts  exceeding $300,000)   MBE/DBE verifiable goals for construction procurements > $10,000  o If the construction project is funded with only state funds, the State  Construction     Guidelines for MBE will be followed for vertical  construction and a 10% goal will be the     set MBE goal for each state  funded construction project.   o If the construction project is funded in part with federal funds, then a  project specific     DBE goal will be set for that particular construction  project.       Document bids received by completing Procurement History Form and  Procurement  Checklist for Formal Bids  89  Submit checklist, tabulation, and related documentation to IMD for prior  approval before  entering into a contract or commencing with construction related work   Award shall be made to the lowest, responsible bidder(s)     NOTE:  If recommendation is other than low bid, written justification must be submitted  along with  above checklist and related documentation     Reminder:  IMD must also pre‐approve any contract modification that would change the  scope of a  contract or increase the contract amount up to or over the formal (sealed) bid  threshold of $90,000   Any or all bids may be rejected if there is sound documented business reason   Contract award will be made in writing to the lowest responsive and responsible  bidder   When specified in bidding documents, factors such as discounts, transportation  costs, and life     cycle costs will be considered in determining which bid is lowest   Payment discounts will only be used to determine the low bid when prior  experience indicates      that such discounts are usually taken     Minimum Documentation Required   Written documentation to support that each requirement was met   Minority Business Enterprise (MBE) or Disadvantage Business Enterprise (DBE)  good faith      efforts must be recorded   Solicit minority participation in contracts for the erection, construction,  alteration or      repair of any building       A 10% goal is mandated by NCGS when State grant funds are used       A project specific goal will be set for federally funded construction  projects       Documented efforts must be reported to NCDOT   Documented approval from IMD   Document approval by authorized person before purchase/award    XIII. Competitive Procurement ‐ Request for Proposal (RFP)   Normally conducted with more than one source submitting an offer (proposal)   Either fixed price or cost reimbursement type contract   Generally used when conditions are not appropriate for use of sealed bids   Contracts for Information Technology may be entered into under a request for  proposal       procedure    PROCESS REQUIREMENTS   RFP will be publicized. All evaluation factors will be identified along with their  relative importance   Proposals will be solicited from an adequate number (3 is recommended) of  qualified sources  90  Grantees will have a method in place for conducting technical evaluations of the  proposals received and for selecting awardees   Awards will be made to the responsible firm whose proposal is most  advantageous to the grantee’s program with price and other factors considered  in determining which proposal is most advantageous, grantees may award to the  proposer whose proposal offers the greatest business value (best value) to the  agency     NOTE:  “Best value” is based on determination of which proposal offers the best trade‐ off between  price and performance, where quality is considered an integral  performance factor.     Procurement of Architectural and Engineering Services (A&E) –   Request for Qualifications (RFQ)   Must use qualifications‐based competitive proposal (Brooks Act) procedures for all A&E  services,    unless the project fee is less than $50,000, then procurement procedures  may be exempted with local  board approval (N.C.G.S. 143.64.32).     Qualifications based on competitive proposal procedures require that:   An offeror’s qualifications be evaluated   Price must be excluded as an evaluation factor   Negotiations be conducted with only the most qualified offeror   Failing agreement on price, negotiations with the next most qualified offeror be  conducted until    a contract award can be made to the most qualified offeror whose  price is fair and reasonable      to the grantee    Qualifications based Competitive Proposals must be used  for these Services   Program management   Construction management   Feasibility studies (Note‐facility needs assessments must include site selection  and NEPA document)   Preliminary engineering, design, architectural, engineering, surveying,  mapping, and related services     NOTE:  If any Federal funds are used, all applicable Federal requirements and  certifications must be  included in the solicitation.  Written documentation must be  maintained to support each step of the  procurement process      XIV. Noncompetitive Procurement ‐ (Sole Source)   Definition:  Solicitation of a proposal from only one source   After solicitation of a number of sources, competition is determined inadequate  91  A contract change outside the scope of original contract is also considered a sole  source        procurement    Noncompetitive or Sole Source  (Qualifying Conditions)   If the award of a contract is infeasible under competitive procedures   Item is only available from a single source   Emergency situation will not permit a delay in the purchase of item   Solicitation provides only one bid, and competition is determined to be  inadequate   Item is an associated capital maintenance item and is purchased directly from  original manufacturer.    The manufacturer or supplier is the only source for item   The price is no higher than usual price paid      Noncompetitive or Sole Source   (Reimbursement Criteria)   A cost analysis is required   Establish a fair and reasonable profit margin   If Federal funds are used, applicable Federal requirements and certifications must  be submitted to the vendor   Sole source requires local governing board approval   IMD’s Assistant Director for Administrative Services must pre‐approve all sole  source procurements  $3,000   Written documentation must be maintained to support each step in the  procurement process    XV. Contract Options   Grantees may include options in contracts.  An option is an unilateral right in a  contract by      which, for a specified time, a grantee may elect to purchase  additional equipment, supplies, or      services called for by the contract, or may  elect to extend the term of the contract   If a grantee chooses to use options, the requirements below apply:  Evaluation of Options – option quantities or periods contained in the  contractor’s bid or offer must be evaluated in order to determine contract  award. When options have been evaluated as part of the award, the exercise of  such options will be considered a sole source procurement.     Exercise of Options   A grantee must ensure that the exercise of an option is in accordance with the  terms and      conditions of the option stated in the initial contract awarded  92  An option may not be exercised unless the grantee has determined that the  option price is     better than prices available in the market or that the option is the  more advantageous offer at      the time the option is exercised     Reminder:  Public transit‐related requirements may be incorporated into local  procedures or transit  system may draft separate procedures    XVI. Section 5311, 5310, 5316 and 5317 Procurement Checklist     Each procurement conducted by Section 5311, 5310, 5316 and 5317 subrecipients must  be in  compliance with applicable Federal and State laws, rules, regulations and local  procurement  procedures.  The procurement checklists are intended to assist the subrecipient  in conducting a proper  procurement, provide documentation that all applicable  requirements were followed and expedite the  procurement approval process, if required,  and subrecipient reimbursement.  The checklists  incorporate the State’s local government  procurement requirements as stated in NC General Statute  143‐129, the Federal Transit  Administration’s requirements as stated in Circular 4220.1F, the FTA  Master Agreement  and guidance in the Federal Transit Administration’s Best Practices Manual.       Quick Reference Summary Table    Level Procurement  Method Amounts Type Bid Procedure  1 Local Guidelines Up to $2,999 All Use local  procedures  2  Price Quotes  $3,000‐$30,000 All  Solicit at least three  quotes ( phone  quotes are  acceptable)  3 Informal Bid  $30,000‐$89,999  $30,000‐$99,999  Non‐Construction      Construction Federal   Solicit written  quotes from at  least three bidders $30,000‐$499,999 Construction State  4 Formal Bid  (sealed)  $90,000 and over Non‐Construction Advertised  solicitation $500,000 and over Construction State  $150,000 and over Construction (federal)     Compliance with Federal and State procurement requirements in addition to the Bus  (Pre‐Award and  Post‐Delivery Reviews), Buy America, Suspension and Debarment,  Lobbying and Americans with  Disabilities Act requirements are monitored through the  use of the procurement checklists.      Subrecipients must submit the appropriate completed procurement checklist for prior  approval or with  the request for reimbursement that is submitted to the Integrated  93 Mobility Division.  Attach a copy of  the executed certifications for applicable Federal  requirements for informal quotes and formal bids to  the checklist.  Requests for  reimbursement that are received without the required attachments will be  returned to  the grantee unpaid.     The grantee’s authorized official or the individual delegated authority to submit  requests for  reimbursement signs the certification statement at the bottom of the  procurement checklist form for  each procurement.  Integrated Mobility Division staff  review the completed form and appropriate  attachments to ensure that all  requirements were met.  IMD approval is only provided for formal bids  and for informal  quotes when purchasing some types of rolling stock or completing   construction/renovation projects.  Subrecipients must receive written approval from the  division prior  to awarding the contract.       The request for reimbursement form and procurement checklist will be returned to the  subrecipient if  the required information is not provided or is incomplete.  Instructions  will be provided to advise the  subrecipient of corrective action that must be taken for  the division to reimburse the subrecipient for  eligible project costs.      The checklist and all supporting documentation are to be retained by the subrecipient  for at least five  (5) years following closeout of the project by the department.     XVII. Lobbying       Lobbying is defined as influencing or attempting to influence an officer or employee of  any Federal  department or agency, a member of Congress, an officer or employee of  Congress, or an employee of a  member of Congress in connection with obtaining a  federal grant, cooperative agreement, or any other  federal award.     State agencies and subrecipients must impose lobbying restrictions on their third‐party  contractors and  must obtain certifications.  Specific contracts, grants or cooperative  agreements are actions covered by  the restrictions on lobbying.       Where third party contractors are involved, subrecipients must obtain a signed  certification of  compliance from the contractor. If contractors received more than  $100,000 in federal funds and used  non‐federal funds to support lobbying, subrecipients must  obtain the completed Standard Form‐LLL  from the contractor and submit it to DMT    XVIII. Debarment and Suspension    To prevent fraud, waste and abuse in federal transactions, persons or entities that, by  defined events  or behavior, potentially threaten the integrity of federally administered  programs are excluded from  participation in FTA‐assisted programs.     94  NCDOT will not enter into any third‐party contract or grant agreement with any party  included in the  “US General Services Administration's List of Parties Excluded from  Federal Procurement or Non‐ procurement Programs.” This pertains to all FTA sponsored  program funds.  Listing of excluded parties  can be located at:  https://www.sam.gov/. The  state listing of those parties disbarred or suspended can  be located at:  http://www.doa.state.nc.us/PandC/actions.asp     IMD subrecipients receiving more than $25,000 through a project from NCDOT must  certify they are  not debarred or suspended from any Federal agency. This is  accomplished through the application  process and the annual certifications and  assurances.  All subrecipients also must ensure that their  third party contactors receiving  more than $25,000 are not debarred or suspended from doing  business with the federal  government.   Thus, subrecipients must search both the  debarment/suspension federal  website. (.      Subrecipient responsibilities:     Sign a certification of compliance pertaining to debarment and suspension.   Verify that a third‐party contractor is not disqualified by a Federal agency.    Obtain a signed certification and add a clause or condition to the contract or  subcontract  regarding debarment and suspension.     Buy America Provisions/Pre‐Award and Post‐Delivery Audits/New Model Bus Testing     Buy America Provisions   These provisions are federal “domestic content” regulations. Buy America affects  vehicle and  equipment purchases and construction contracts valued at $100,000 or more. It  provides, with  exceptions, that federal funds may not be obligated for transportation  projects unless the steel and  manufactured products used in them are produced in the United  States.       Pre‐Award and Post‐Delivery Audits   Procurements for vehicles must be in accordance with “Pre‐Award and Post‐Delivery  Audits of Rolling  Stock Purchases” (49 CFR Part 633; Federal Register March 31, 1992). The  rule requires that any  subrecipient who purchases rolling stock certify to the NCDOT  that it has conducted a pre‐award and  post‐delivery audit to ensure compliance with its  bid specifications, Buy America requirements and  Federal Motor Vehicle Safety Standards.      Visual inspection and road testing are required when purchasing unmodified vans, cars,  or 20 or fewer  buses.  Resident inspection is required when purchasing more than 20  buses or modified vans from a  single manufacturer.     New Model Bus Testing  95  New bus models must be tested at the FTA sponsored test facility in Altoona, PA before  federal funds  can be expended to purchase them. The FTA rule exempts certain vehicles from  testing (usually sedans  and non‐modified vans). The primary purpose of the testing  program is to determine the strengths and  weaknesses inherent in the particular model for  typical operating conditions. Ideally, subrecipients use  the bus‐testing report as one of the  criteria used to select the vehicle for purchase.     Subrecipients purchasing equipment with federal funds are required to receive the  Altoona/STURAA  bus test report for each vehicle purchased and include it in procurement  files if the test is required. The  vendor, prior to subrecipients signing off, should provide  the report on post‐delivery certification forms  and acceptance of the vehicle(s) from the  vendor.  A third party contractor must provide a signed bust  testing certification with  vehicle bid proposal along with the Altoona bus test report.    XIX. The Purchasing System   a. The purchasing process is designed to provide a proper system of internal control  over purchasing, to ensure that the proper authorizations are obtained before  items are purchased, and to ensure that statutory requirements for purchasing  are followed. A number of forms are generated as part of the purchasing process  to document the validity of the purchases.  This process and the documents used  by this Agency are described in this section.  b. Purchase Order System  a. All purchase orders are generated within the MUNIS system.  b. The Director is responsible for preparation of the requisition for a purchase  order.   c. On receipt of the approval of the purchase order, the Director will then  process the payment utilizing the purchase order number generated.   c. Open‐Ended Purchase Orders   a. Open‐ended purchase orders may be used for many repetitive purchase  from one vendor for various amounts.   b. The Director is responsible for preparation of the requisition for a purchase  order.  c. The Director is also responsible for maintaining the open‐ended purchase  order.   d. Procurement Cards and Agency/Credit/Debit Cards  a. Procurement cards (also known as purchasing cards) enable a unit to make  small purchases more quickly and efficiently by minimizing paperwork and  processing time. Similar to VISA and MasterCard formats, procurement  cards can be processed by vendors just like personal charge cards. Rather  than making multiple small payments to many vendors, the organization  writes one check to the card provider. Vendors receive payment within a  few days of the transaction without extra paperwork. Posting information  and transaction detail can be entered by the cardholder when monthly  96 statements are reviewed prior to payment, thereby significantly reducing  data entry tasks in accounts payable. Inventories can be reduced or  eliminated, since items are now purchased when needed. As with any type  of purchasing procedure, adequate controls must be established to ensure  that public funds are expended properly. These include built‐in  transactional limits for any one card, cardholder education, pre‐audit  certification, and supervisory review procedures.  Purchases can be limited  by amount per transaction, total per time period, number of purchases per  time period, Merchant Category Codes, etc. Each card can be encoded with  specific controls unique to the cardholder’s job responsibilities.  These  controls also can be enacted on individual, divisional, or departmental  lines.  Cardholder education includes informing card users of all  procedures, regulations, etc. and the consequences of improper use. It is  strongly recommended that cardholders sign acknowledgements that they  have read and understand these rules prior to receipt of a card.  Cardholders should also be trained to verify and code monthly statements  to facilitate uploading of information into the accounting system. Sales tax  for refund purposes can also be coded at this point. The purchases made  via procurement cards are subject to the pre‐audit certification  requirements. Open purchase orders can be prepared to cover estimated  procurement card expenditures over a specific period of time. Typically, a  set amount will be encumbered to cover purchases through procurement  cards during the period. After cardholders have verified and coded their  monthly statements, supervisors should review the transactions and  costed receipts. After departmental approval, procurement card details  can be uploaded into the accounting system and the payment can be  processed. Transaction data can be analyzed to determine trends and  exceptions, and used for expenditure and budgeting projections.  e. Fuel Cards   a. It is the policy of Person Area Transportation System to allow the use of  fuel cards by the employees for fuel expenses as outlined below  b. Authorization   1. The Public Transportation Director or designated Card Manager is  responsible for the monitoring and management of the use of fuel  cards.    2. The Public Transportation Director determines which employees  to authorize for use of the fuel cards.  Each employee authorized  to fuel a County vehicle is issued a (4) digit Personal Identification  Number (PIN) to be used with an assigned vehicle County Fleet  Card.    97 3. Once a PIN is issued to the employee by the Finance Office and  used for the first time, it will be active until the designated  Department Card Manager terminates the user’s authority with  the fleet card company.      4. These cards authorize employees to fuel County vehicles only at  specific fuel sites with fuel only and are not to be used for  personal vehicles or non‐business purposes.  Using the Fleet Cards  for any purpose other than official business use is against County  policy and will be considered theft of County property.  c. Process  1. Each time employees use the card, they are required to  completely fill the vehicle’s fuel tank and enter an accurate  odometer reading, along with their PIN number.  This will allow  the County to monitor fuel usage and track required maintenance  intervals.    2. The cards are to be kept with the vehicle due to the fact that in  many cases, there are multiple users on the same card.    3. With the issue of these cards, a reimbursement to an employee is  not allowed for filling a County vehicle with cash or personal card,  unless authorized by the Director for emergencies or other  related issues.   4. If a card is lost or stolen, the designated Card Manager is  responsible for blocking use of that card and ordering a  replacement.  d. Control   1. The Public Transportation Director is responsible to make sure  that any charges are authorized expenditures and that adequate  monies are available within the agency’s approved budget.  2. A reconciliation of the billing is also the responsibility of the Public  Transportation Director to determine any discrepancies and  whether all user policies have been abided by.    3. The Finance Director is responsible to make sure that any charges  by the department’s use of the fuel card are authorized  expenditures and that adequate monies are available within the  agency’s approved budget.      4. Personal use is prohibited and employees will be required to sign a  user agreement before the card is issued.  If it is determined that  the employee is in violation of the user agreement, appropriate  disciplinary actions will be taken.    f. Records   a. The purchasing records should show materials/services that have been  ordered but not delivered or paid for (open purchase orders). They also  should furnish supporting information for the payment of claims.  98 Purchasing records are invaluable in making future purchases because  they show prices, quantities, and vendor performance on previous orders.  Also, they aid in budgeting because they contain a record of quantities of  each kind of purchase required during the preceding year. The accounting  records, in turn, should show amounts encumbered and amounts  expended, by accounting period, for purchased items. All units are  encouraged to use encumbrances and purchase orders as part of their  internal control system. Sometimes a common database is used for both  the purchasing and accounting records, particularly in automated systems.  In automated systems, the purchasing records are integrated with the  general ledger accounting system.  g. Receiving   a. The receipt of all goods and services by the Agency should be reported to  the Director for processing.  The receiving report, receiving copy of the  purchase order, the delivery ticket, or some other written verification,  should be sent to the Finance Department. For construction projects, the  Architect, Professional Engineer, or Construction Management Consultant  overseeing the project will issue a report certifying that construction has  been completed and approved. The Finance Department should ensure  that sufficient data are provided to ascertain the date, quantity,  description, and condition of items received. The Agency should not  approve interim billings without monitoring the progress of construction  projects. Also, with regards to services, the Agency should verify that the  services are being performed before approving interim invoices.  h. Payment of Vendor’s Invoices   a. The Director will process all payment of vendor’s invoices either using a  check request form or through MUNIS. A copy of the invoice will be  included with the check request or uploaded into MUNIS.     99 AGENDA ABSTRACT Meeting Date: March 20, 2023 Agenda Title: SUP-02-23 – The Applicant and Property Owner, Adam Richard Osborne, is requesting approval of “Written Decision Approving Special Use Permit Application” (i.e. Written Order) following 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: On March 6, 2023, the Person County Board of Commissioners (Board of Commissioners) voted unanimously (5-0) to approve Special Use Permit (SUP-02-23) for the Osborne Storage Unit Facility site. In making their decision, the Board of Commissioners considered and addressed the Findings of Fact listed in Section 155-3(b) of the Person County Planning Ordinance (Planning Ordinance) in determining that the Special Use Permit application and Osborne Storage Unit Facility project are in keeping with the Person County & City of Roxboro Joint Comprehensive Land Use Plan (Comprehensive Plan), 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; 2. That the use meets all required conditions and specifications; 3. That the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity; and 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 Osborne Storage Unit Facility was determined to be compatible with the Rural future land use designation for the Subject Property, as is permitted in a B-2 zoning district with Special Use Permit (SUP-02-23) approval. The Special Use Permit (SUP-02-23) was approved by the Board of Commissioners 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. As a Special Use Permit, the permit required a quasi-judicial public hearing, witnesses were sworn in and subject to cross-examination, there was no ex-parte communication listed without full disclosure at the hearing, and the application was reviewed with the four Findings of Fact criteria listed in Section 155 of the Person County Planning Ordinance. Recommended Action: Therefore, the Planning & Zoning Department staff recommends that the Board of Commissioners vote to approve the Written Decision Approving Special Use Permit Application and to grant the Special Use Permit (SUP-02-23) for the Osborne Storage Unit Facility project. Submitted By: Chris Bowley, AICP, Planning & Zoning Director 100 1 PERSON COUNTY, NORTH CAROLINA WRITTEN DECISION APPROVING SPECIAL USE PERMIT APPLICATION This matter came before the Person County Board of Commissioners for a quasi-judicial public hearing (public hearing) on March 6, 2023, regarding the Special Use Permit Application (SUP- 02-23) by Adam Richard Osborne (“Applicant” and “Property Owner”), for the “Osborne Storage Unit Facility” (“Project”). Special Use Permit (SUP-02-23) approval will allow for a commercial storage facility to be developed on the Subject Property. The Board of Commissioners, based upon the sworn testimony and evidence presented and received at the public hearing, made the following findings and conclusions. FINDINGS OF FACT 1. The Applicant submitted a complete Special Use Permit application that was accompanied by a site plan that was prepared by a North Carolina registered land surveyor and engineer. Based on a review of the documents presented and testimony from the Person County Planning staff, we found the application to be complete. 2. The site plan included the proper data and information listed within Section 155, Special Use Permits, specifically Section 155-2, Submission of Petitions, of the Person County Planning Ordinance (Planning Ordinance). 3. The ±3.33-acre Subject Property is generally located south of the intersection of Oxford Rd. (U.S. Highway 158) and Pixley Pritchard Rd.; along the west side of York Rd. and Maxlow Lane (paper rights-of-way). The Subject Property 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). 4. The existing land use for the Subject Property is vacant, undeveloped land. 5. The proposed land use for the Subject Property is for a commercial storage facility (Osborne Storage Unit Facility). 6. The zoning designation for the Subject Property is B-2 (Neighborhood Shopping). Appendix C, Table of Permitted Uses of the Planning Ordinance, allows for Household and Commercial Storage use to be located within the B-2 zoning district, with Special Use Permit approval from the Person County Board of Commissioners. 7. The Subject Property’s zoning designation of B-2 is consistent and compatible with the Rural future land use designation for the site and the Person County & City of Roxboro Joint Comprehensive Land Use Plan (Comprehensive Plan). 8. The proposed land use as a commercial storage facility does not diminish public health, safety and general welfare, is appropriately located within a commercially-oriented zoning district that is similarly situated to accommodate this use, and is a supportive commercial use to nearby residential land uses. 9. A public hearing was properly noticed in accordance with all applicable laws and regulations governing the noticing requirements for public hearings. At the beginning of the hearing and prior to presentation of any evidence on the Special Use Permit Application, the Board of Commissioners and everyone at the hearing was informed that the hearing would be a quasi-judicial proceeding with sworn testimony from which the Board of Commissioners would make a decision similar to a court of law. Every person 101 2 that presented evidence at the public hearing was properly sworn-in. The requirements for conducting a quasi-judicial hearing were met and complied with. 10. Section 155-3 of the Planning Ordinance establishes the following Findings of Fact that the Board of Commissioners must make in granting Special Use Permit approval: a. That the use will not materially endanger the public health or safety if located where proposed and developed according to the plan submitted and approved; b. That the use meets all required conditions and specifications; c. That the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity; and d. That the locations 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. 11. The staff report and all additional documents were submitted into evidence at the public hearing properly and satisfactorily addressing the above listed Findings of Fact. 12. The Applicant presented sworn testimony in support of granting the Special Use Permit. The Applicant spoke in support of granting the Special Use Permit. No additional persons spoke in opposition to granting the Special Use Permit. CONCLUSIONS Having heard and reviewed the evidence presented at the hearing, and having made the above referenced Findings of Fact, the Board of Commissioners concludes the following: 1. By a 5-0 vote, the use will not materially endanger the public health or safety if located where proposed and developed according to the plan submitted and approved. The Board of Commissioners made this finding per Section 155-3(b)(1) in the affirmative; 2. By a 5-0 vote, the use meets all required conditions and specifications. The Board of Commissioners made this finding per Section 155-3(b)(2) in the affirmative; 3. By a 5-0 vote, the use will not substantially injure the value of adjoining or abutting property, or that the use is a public necessity. The Board of Commissioners made this finding per Section 155-3(b)(3) in the affirmative; and 4. By a 5-0 vote, 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 Board of Commissioners made this finding per Section 155-3(b)(4) in the affirmative. Based on the above, Planning & Zoning Department staff recommends that the Board of Commissioners vote to approve the Written Decision Approving Special Use Permit Application and to grant Special Use Permit (SUP-02-23) for the Osborne Storage Unit Facility project. 102 3 Therefore, based on the foregoing, it is ordered that the Special Use Permit (SUP-02-23) is hereby granted. Date: Adam Richard Osborne Applicant Date: ___________________ ____________________________________ Gordon Powell, Chairman Person County Board of Commissioners ATTEST: ___________________________________ Brenda B. Reaves, Clerk to the Board 103 AGENDA ABSTRACT Meeting Date: March 20, 2023 Agenda Title: Vaya Health Update and Dashboard Presentation  Summary of Information:   Vaya Health report on current services, challenges, and initiatives.   Recommended Action: Receive Information Submitted By: Elliot Clark, Regional Director of Community Relations 104 Person County Board of Commissioners Community Relations Regional Director 3/20/2023 Elliot Clark 105 CURRENT CHALLENGES 106 INCREASED DEMAND AND LIMITED RESOURCES •Since the end of the pandemic there has been a rising increase in o The need for child and adult mental health and substance use services across NC o The loss of mental health, substance use, and I/DD professionals leaving the profession •Additionally, the expansion of new health plans in NC and the ability for staff to accept remote positions nationally has created significant competition on local limited NC staffing resources •These factors have contributed to waitlists for services across the healthcare system and higher volume in ED and inpatient care. •Vaya has been working with providers to meet these unique challenges while trying to expand and develop new service opportunities across the Vaya region. 3107 STABILIZE WALK-IN CENTERS Vaya increased outpatient rates at Crisis Walk-in Centers to: 1.Stabilize physician and clinical staff (retention of existing staff) 2.Recruit additional staff (increased reimbursement) 3.Improve access to same day care in rural communities 4.Incentivize face to face service in rural communities 5.Expand access to Substance Use services 6.Implementation of Co-responder model of service with Law Enforcement 4108 Strategies to Address Workforce Challenges •Increased rates across all service area to promote competitive recruitment and retention. •Targeted rate increases for Direct Support Professionals for more competitive pay for key community-based behavioral health and intellectual/developmental services. •Targeted work and funding with providers to develop strategies for recruitment and retention. •Utilizing funding to allow providers to incentivize staffing in more rural counties. •Focused work with Vaya Provider Advisory Council to develop recruitment and retention strategies across service and disability. 5109 STATE-WIDE CHILD AND YOUTH IMPROVEMENT INITIATIVE 110 IMPROVEMENT AREAS •Vaya is working with all LME/MCO’s to establish a standardized seamless transition of care for children placed outside of the Vaya Health Plan region •Vaya is implementing a standardized pass-through authorization process for children entering residential treatment services to eliminate any barriers for children needing to quickly enter residential treatment •Vaya is working with other LME/MCO’s and Benchmarks to develop a standardized referral process for all residential provider •Vaya continues to expand a statewide open network to improve access to care for child services •Reduce or eliminate the need for Out of Network Agreements prior to entry to care 7111 IMPROVEMENT AREAS CONT’D •Vaya has an escalation protocol for DSS’ to notify Vaya leadership of acute high risk cases including 24/7 access though the Vaya Call Center outside business hours •Vaya is raising rates to expand access to crisis/emergency beds to reduce/eliminate the needs for DSS to temporarily house children with an emergency need o Vaya currently has 61 crisis beds that are available for Vaya Members o Vaya is actively working to add 54 additional crisis beds across the catchment to include Region 4. •Embedded Care Management in each County DSS 8112 EXPANDING ACCESS TO THERAPEUTIC FOSTER CARE -PROFESSIONAL PARENTING •Vaya increased TFC rate from $97.22 to $175.00 per day (Emergency Respite $360.00 per day)•Our goal is to create an extensive TFC network that allows our children to remain in their home communities with TFC parents dedicated to children's success and transitioning home•In the coming weeks Vaya will be reaching out to contracted TFC providers to discuss these goals and to monitor the success of these new rates meeting the following objectives: o Improving the retention rate of current TFC families o Expanding the number of therapeutic homes across the Vaya region o Supporting children being served in their local communities with their local support systems o Improving the coordination of services for children in care by assuring children are connected with medical, dental, and behavioral health services o Providing additional support and training to TFC families 9113 Copyright © 2023 Vaya Health. All rights reserved.10 Tailored Plans are the Best Approach for Those Served by the Child Welfare System Moving foster care population to Tailored Plans means immediate access to whole- person care, in a cost-effective and efficient way Vaya and other LME/MCOs have made substantial, continual investments to improve services for the foster care population in collaboration with DSS Best of both worlds: Deep local involvement along with a statewide network’s scale and reach Creating a new foster care waiver requires a lengthy procurement process that will result in additional administrative burden and cost Counties will not experience the same excellent level of customer service with a commercial plan Foster care waiver will not solve funding, staffing, and bed availability challenges RIGHT APPROACH WRONG TURN 114 HOUSING INITIATIVES 115 Housing Initiatives through Vaya •Transitions to Community Living Program •Permanent Supportive Housing •Non-Medicaid Residential Services •Housing Supports Grant •Integrated Supportive Housing Program •Link to Resources: Housing Initiatives | Vaya Health 12116 LOCAL COLLABORATION 117 Community Collaboration with Vaya -Crisis Response Collaborative -Cadence -3rd Tuesdays at 11AM -Local Participation -Mission -Person Community Collaborative -Cadence -2nd Thursday at 11AM -Local Participation -Mission 14118 Community Collaboration with Vaya (cont.) -Person County Case Management -Weekly on Wednesdays at 3pm -Includes Vaya, Local Providers, Person Memorial, DSS, EMS, DA’s office, and Law Enforcement. -Mission 15119 Person County Dashboard January 2023 120 Members Served by Age & Disability Type 17Jul –Sep 2022 98 311 67 18 87 IDD MH SUD Medicaid Adult 18+Child < 18 29 141 57 2 IDD MH SUD Non-Medicaid Adult 18+Child < 18 121 Medicaid Service Usage 18Jul –Sep 2022 Note: Because one member may have utilized more than one service type, the sum of services shown on the pie chart will likely equal more than the total of distinct utilizers shown on the bottom of the slide. Outpatient, 334 Peer Support, 96 Innovations , 54 1915(b)(3), 28 Intensive Care Facility for Intellectual and Developmental Delay, 22 Crisis Services, 17 Psychosocial Rehabilitation Clubhouse, 16 Intensive In Home Services, 15 Community Support, 11 Assertive Community Treatment Team , 10 Behavioral Health Long Term Residential , 7Inpatient, 7 Psychiatric Residential Treatment Facility , 4 B3, 2 Partial Hospitalization/Day Treatment, 2 Multi-Systemic Therapy, 1 122 Non-Medicaid Service Usage 19Jul –Sep 2022 Note: Because one member may have utilized more than one service type, the sum of services shown on the pie chart will likely equal more than the total of distinct utilizers shown on the bottom of the slide. Outpatient, 160 Other Developmental Delay Services, 22 Crisis Services, 22 Community Support, 14 Behavioral Health Long Term Residential, 13 Peer Support, 4 123 Providers by Members Served 20Jul –Sep 2022 134 68 33 32 28 24 23 15 15 15 Freedom House Recovery Center Carolina Behavioral Care Urban Clinical Care, P.C. PERSON INDUSTRIES Person County Group Homes, Inc. Ariel Community Care, LLC Matchbox Health Services Corporation J-1 Consultants, LLC Person County Schools dba Early Intervention and Family Services Standards-Based Solutions Behavioral Health Consulting &… Medicaid 153 23 9 4 4 4 3 3 3 3 Freedom House Recovery Center PERSON INDUSTRIES Person County Group Homes, Inc. Recovery Innovations, Inc. RHA Behavioral Health NC Vance Recovery Daymark Recovery Services BAART Community Healthcare, Inc. B and D Integrated Health Services Hillsborough Recovery Solutions, PC Non-Medicaid 124 Members Eligible for Innovations Services 21October 2022 •The NC Innovations Waiver serves people who would live in an intermediate care facility for intellectual disabilities, giving them the opportunity to live in a community setting instead of an institution or group home. •To obtain an Innovations Waiver slot, an individual completes the Supports Intensity Scale (SIS) Assessment and is deemed eligible based on level of care needed to complete activities of daily living and make progress towards personal goals. •Individuals awaiting a Waiver Slot are placed on the Registry of Unmet Needs (RUN) and receive services to help provide support while awaiting an Innovations Waiver slot. Active Innovations Waiver Slots (58) 44% Members on the Innovations Registry of Unmet Needs without a Service (35)27% Members on the Innovations Registry of Unmet Needs with a Service (38)29% 125 126 AGENDA ABSTRACT Meeting Date: March 20, 2023 Agenda Title: Person County Veterans Memorial Park Improvements Summary of Information: Person Veterans Council would like to update the Board of Commissioners on the installation of a Person County Native American Veterans Memorial Stone and a Person County KIA Memorial Reflecting Pool in the rear of the Person County Veterans Memorial Park. Additionally, the Person Veterans Council requests to conduct a Military Style Pyrotechnic Groundbreaking at this year’s Memorial Day Ceremony in accordance with the Person Veterans Council letter dated January 20, 2023 addressed to the Person County Board of Commissioners and signed by the President of the Veterans Council, the Person County Fire Marshal and the Roxboro Fire Chief. Recommended Action: Approval of the use of Pyrotechnics to conduct a military style ground breaking at the Memorial Day Ceremony. Submitted By: Ronnie Jefferies, President Person Veterans Council 127 128 AGENDA ABSTRACT Meeting Date: March 20, 2023 Agenda Title: Person County Fire Service Accountability Board Funding Request Summary of Information: The Person County Chiefs Association would like to propose a countywide accountability board that would be used at structure fires and large-scale incidents. This board and system would be utilized by the seven volunteer fire departments, and one rescue squad that serve Person County as well as the City of Roxboro Fire Department. The purpose of this board, is to track the personnel on scene, the location of the personnel working, and the assignment that they are completing. Currently, there is no standard accountability system across Person County and the departments have been fortunate that no emergency or Mayday situation has ever occurred. This would be for a one-time cost to implement this system and if any additional cost is needed then it would be the departments responsibility. A standard operating guideline on how to use the system has been presented for review to all of the affected departments and would require the Chief to sign off on. Louisiana Pacific Corporation, which has a manufacturing facility on Boston Road, reached out in regards to helping the emergency services in Person County that respond to their facility during an emergency. This system has been shared with their safety representative and administrative staff. They have forwarded the request to their corporate leaders to help fund this project. At this time, we are unsure of the total amount that could be possibly contributed. Recommended Action: Approve the recommended project by using the requested amount of $4,500.00 to purchase the material to construct the accountability boards to be used throughout Person County from the line item labeled, unallocated funds from the fire district tax. Submitted By: Adam Morris, Person County Fire Marshal 129 Person County Accountability Board Proposal  Scope  The Person County Chiefs Association would like to propose a countywide accountability board to be  used at structure fires and large‐scale incidents. This would be used by the seven volunteer fire  departments, one rescue squad, and City of Roxboro Fire Department that serve Person County. The  purpose of the board is to track the location of where personnel are working and the assignment that  they are completing. Currently, there is no standard across the county and the departments have been  fortunate that no emergency has ever occurred.  Intent  To effectively track members when they are operating at a structure fire or large‐scale incident of their  location. This will assist the incident commander on knowing who is on scene, who is doing what  assignment, who is available to complete a task, and to ensure everyone has checked out prior to  departure from the scene and that they are accounted for. The would be the standard design to be used  by all departments across Person County.  Operation  The Accountability Board is made up of assignment tags with Velcro strips underneath it. Each firefighter  or department member would be issued three individual nametags with the first initial and last name.  One of these would be place in the fire department in case one gets damaged or lost and the other two  would be affixed underneath the brim of the fire helmet. As a member arrives on scene they would then  take one individual name tag off and place it under the assignment that they are completing. As more  members arrive, they would go to a staging area and wait for an assignment. Once the incident is over  the individual would then back to the board and remove their tag. They would check out of the scene to  ensure everyone has been accounted for. There would also be an apparatus tag that would be on each  engine so that if personnel are working or already at the station then they can have their tag prefixed  and once they arrive on scene place on the board for the assignment they are completing.   Responsible Party  The Chief of each department would ensure that their members are trained on this and understand how  the system is to operate. An SOG has been publish to serve as the basic direction with this program so  that each Chief can train and share with their members. The Person County Chiefs Association agreed to  this and all will sign the signature page of the SOG to be held accounted for following the intended  guidelines.  Cost  The proposed board as you see cost $103.00 including all of the tags and Velcro. The individual tags  would be at a cost of $6.00 per member. A total cost to outfit the entire county as proposed would be  approximately $4,500.00. This would be a one‐time cost and the department would be responsible for  any replacement tags and or boards. This is outlined in the SOG that the Chief would sign.   130   Funding Request  The Person County Chiefs Association was presented this accountability board, the intent of its use, and  the sample SOG related to it. This was shown at the February 2, 2023 meeting and a motion was made  and passed to accept the board and to move to the next step at securing funds to implement. A motion  was made and approved to move forward with a request thru the Fire Marshal’s Office, to the Person  County Board of Commissioners for the use of funds out of the fire district tax, unallocated line item, in  the amount of $4500.00. A local vendor would be used to make the tags that you see on the board and  would have the template to make additional ones for the departments at their request.  Implementation  If this request for funds is approved, then the Chiefs Association would be notified and each Chief would  begin to submit a list of members to the Fire Marshal. The Fire Marshal would submit the list to the local  vendor for the production of the tags and to receive the invoice for the services. After the items are  produced the committee that proposed the accountability board, would construct all of the boards to  ensure the same design and then issue them out to the departments for use.  Summary  The fire departments and rescue squad that serve Person County have been very fortunate that no  emergency or Mayday situation has occurred. This board if used, trained on, and managed the correct  way, is a tool to keep account of all members and what they are doing. Some current measures of using  a helmet number or a notepad with an ink pen have been getting us by. This board would be a  replacement and better suited for the departments moving forward at a lesser price than other systems  currently on the market.        131 132 AGENDA ABSTRACT Meeting date: March 20, 2023 Agenda Title: Resolution of Intent and Capital Project Ordinance for Improvements to Schools Summary of Information: Finance Director requests action on: “RESOLUTION OF THE COUNTY OF PERSON, NORTH CAROLINA DECLARING THE INTENT OF THE COUNTY OF PERSON, NORTH CAROLINA TO ISSUE $38,255,000 LIMITED OBLIGATION BONDS TO FINANCE VARIOUS SCHOOL IMPROVEMENTS, AS REQUESTED BY THE BOARD OF EDUCATION OF PERSON COUNTY, AND TO REIMBURSE ITSELF FOR CAPITAL EXPENDITURES INCURRED IN CONNECTION WITH SUCH PROJECTS FROM THE PROCEEDS OF LIMITED OBLIGATION BONDS EXPECTED TO BE EXECUTED AND DELIVERED IN CALENDAR YEARS 2023, 2025 AND 2027.” The attached Resolution represents the Board’s formal intent to issue Limited Obligation Bonds for $38,255,000 to finance improvements to Person High School and various other School buildings, and to increase property taxes by a ¼ cent in order to make principal and interest payments on the Bonds. The Resolution also states the County’s expectation to be reimbursed from the Bonds for expenditures remitted on behalf of the Schools (ie. engineering and planning costs) in advance of receiving proceeds on the closing date. The proposed issuance will occur in three-year increments beginning with $12.745M in October 2023 for Person High School. The two issuances for the remaining schools would occur in 2025 for $11.715M and in 2027 for $13.795M. The average annual debt payment once all three tranches have been issued is $2.33M. It is anticipated that firm estimates and final loan documents will be available for the Board’s consideration in August 2023. Finance Director also requests approval of a Capital Project Ordinance for these various school improvements which allows for the creation of this “Project” in the County's financial system. Expenditure categories include estimated amounts for Construction, Engineering, Issuance Costs and Contingency Funds (5% of Construction). The County plans to set aside 10% Contingency Funds in the Capital Improvement Fund to supplement the “Project”, as necessary. The estimated for this Project is $38,255,000, all of which is proposed to be sourced from Limited Obligation Bonds in 2023, 2025, and 2027. The Capital Project Ordinance also includes direction to the Finance Director and Budget Officer for the advancement of funds prior to receiving bond proceeds, and direction for reporting the status of project expenditures to the Board of Commissioners. Recommended Action: To approve the Resolution of Intent and Capital Project Ordinance as presented. Submitted By: Amy Wehrenberg, Finance Director 133 Resolution of Intent RESOLUTION OF THE COUNTY OF PERSON, NORTH CAROLINA DECLARING THE INTENT OF THE COUNTY OF PERSON, NORTH CAROLINA TO ISSUE $38,255,000 LIMITED OBLIGATION BONDS TO FINANCE VARIOUS SCHOOL IMPROVEMENTS, AS REQUESTED BY THE BOARD OF EDUCATION OF PERSON COUNTY, AND TO REIMBURSE ITSELF FOR CAPITAL EXPENDITURES INCURRED IN CONNECTION WITH SUCH PROJECTS FROM THE PROCEEDS OF LIMITED OBLIGATION BONDS EXPECTED TO BE EXECUTED AND DELIVERED IN CALENDAR YEARS 2023, 2025 AND 2027. WHEREAS, the Board of Education of the County of Person (the “Board of Education”) has requested that the Board of Commissioners (the “Board”) of the County of Person, North Carolina (the “County”) execute and deliver $38,255,000 of tax-exempt limited obligation bonds (the “Bonds”) in order to finance improvements to Person High School and various other public schools (collectively, the “Projects”); and WHEREAS, the County intends (a) to proceed with the Projects, in three separate financings currently scheduled for calendar years 2023, 2025 and 2027, and (b) to increase property taxes by a ¼ cent in order to make payments as to principal and interest on the Bonds; and WHEREAS, the County expects to incur and pay certain expenditures in connection with the Projects prior to the date of execution and delivery of the Bonds (the “Original Expenditures”), such Original Expenditures to be paid for originally from a source other than the proceeds of the Bonds, and the County intends, and reasonably expects, to be reimbursed for such Original Expenditures from a portion of the proceeds of the Bonds to be executed and delivered at dates occurring after the dates of such Original Expenditures; NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the County of Person, North Carolina as follows: Section 1. Official Declaration of Intent. The County presently intends, and reasonably expects, to reimburse itself for the Original Expenditures incurred and paid by the County on or after the date occurring 60 days prior to the date of adoption of this Resolution from a portion of the proceeds of the Bonds. The County reasonably expects to execute and deliver the Bonds in calendar years 2023, 2025 and 2027, and the maximum principal amount of Bonds reasonably expected to be executed and delivered by the County to pay for all or a portion of the costs of the Projects is expected to be $38,255,000. Section 2. Compliance with Regulations. The County adopts this Resolution as a declaration of official intent under Section 1.150-2 of the Treasury Regulations promulgated under Section 103 of the Internal Revenue Code of 1986, as amended, to evidence the County's intent to reimburse itself for the Original Expenditures from proceeds of the Bonds. Section 3. Itemization of Capital Expenditures. The Finance Officer of the County, with advice from bond counsel, is hereby authorized, directed and designated to act on behalf of the County in determining and itemizing all of the Original Expenditures incurred and paid by the County in connection with the Projects during the period commencing on the date occurring 60 days prior to the date of adoption of this Resolution and ending on the date of execution and delivery of the Bonds. Section 4. Effective Date. This Resolution is effective immediately on the date of its adoption. 134 PERSON COUNTY PERSON COUNTY PUBLIC SCHOOL IMPROVEMENTS FUNDED BY LIMITED OBLIGATION BONDS (2023, 2025, 2027) CAPITAL PROJECT ORDINANCE BE IT ORDAINED by the Board of Commissioners of Person County, North Carolina, that, pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project ordinance is hereby adopted: Section 1 The project authorized is the renovation and improvements to Person High School and other various public schools (the "Project"). The Project is proposed to be financed by an installment financing under G.S. 160A-20. Section 2 The officers of this unit are hereby directed to proceed with the capital project within the terms of the financing resolution and the budget contained herein. Section 3 The following amounts are appropriated for the project: Person County Schools: Construction and Renovation ..................................................... $32,428,553  Planning and Engineering ........................................................... 3,301,405  Issuance Costs ............................................................................. 900,000  Contingency Funds ...................................................................... 1,625,042    Total Expenditures ......................................................................... $38,255,000  Section 4 The following revenues are anticipated to be available to complete this project:   Limited Obligation Bonds of 2023 ................................................. $12,745,000    Limited Obligation Bonds of 2025 ................................................. 11,715,000    Limited Obligation Bonds of 2027 ................................................. 13,795,000    Total Revenues .............................................................................. $38,255,000  Section 5 The Finance Director is hereby directed to maintain within the Capital Project Fund sufficient specific detailed accounting records to satisfy the requirements of any and all applicable requirements of North Carolina General Statutes. The terms of the financing resolution also shall be met. Section 6 Funds may be advanced from the General Fund, Capital Investment Fund, or Capital Improvement Project Fund for the purpose of making payments as due. Any such advances made prior to the securing of adequate financing is intended to be reimbursed from the Limited Obligation Bonds of 2023, 2025 and 2027. Reimbursement requests should be made to the financing institution in an orderly and timely manner. Section 7 The Finance Director is directed to report periodically on the financial status of each project element in Section 3 and on the total revenues received or claimed. Section 8 The Budget Officer is directed to include a detailed analysis of past and future costs and revenues on this capital project periodically to the Board. Section 9 Copies of this capital project ordinance shall be furnished to the Clerk to the Governing Board, and to the Budget Officer and the Finance Director for direction in carrying out this project. Adopted this 20th day of March 2023. ____________________________________________________________________ Gordon Powell, Chairman Brenda B. Reaves Person County Board of Commissioners Clerk to the Board 135 AGENDA ABSTRACT Meeting Date: March 20, 2023 Agenda Title: Facility Assessment Survey – Emergency Services Summary of Information: Person County Department of Emergency Services hired Mission Critical Partners, LLC, a consulting firm of former public safety officials who have supported similar initiatives, to do a facility assessment for Emergency Services. The goals of the facility assessment were to analyze where Emergency Services stands today in terms of facility assets, to analyze current and projected facility needs based on operational and administrative functions and to help define the future state of Emergency Services facility needs for Person County. A collaborative assessment process occurred, with Mission Critical Partners, LLC facilitating the study, involving County Administration, Emergency Services (Emergency Management, EMS and E-911 Telecommunications), General Services, Information Technology and the Fire Marshal’s Office. Meetings were held with individual stakeholders as well as site visits to assess and understand current and future needs. The result of this twelve-month effort is a baseline report of current facilities and technology and recommendations for future actions. Recommended Action: Provide staff with input on future steps to undertake based on the Facility Assessment presentation. Submitted By: Thomas E. Schwalenberg, Director / Department of Emergency Services 136 AGENDA ABSTRACT Meeting Date: March 20, 2023 Agenda Title: County Capacity Building Competitive Grant (CBCG) – Emergency Management - Application Summary of Information: Person County Department of Emergency Services – Office of Emergency management is seeking permission to apply for the SFY2023 County Capacity Building Competitive Grant through the NC Department of Emergency Management (NCEM). This is a reimbursable grant program with a one-year period of performance. The grant has a limit of $500,000 dollars per jurisdiction and may not be used for more than two-identified projects, each requiring a separate application. Applications are due to NCEM by March 31, 2023. Person County Office of Emergency Management intends to apply for two projects under the CBCG funding opportunity. Both projects fall under one of the five SFY 2023 funding priorities for NCEM: Increasing local mass care and human services capacity Preparedness initiatives Improving incident management/coordination capacity Improving EOC capabilities, to include technology initiatives for continuity of operations purposes Resiliency initiatives Other items supported by a documented local or regional risk assessment/THIRA Project #1: Mass Shelter Transfer Switch Install Using CBCG funding, install an electrical transfer switch for a generator, and associated electrical upgrades, to Warren’s Grove United Methodist Church for the purpose of being used as a Mass Care Shelter during emergencies in accordance with the Person County Emergency Shelter Plan (under revision). This upgrade will give us a secondary shelter location that is centrally located in the county to shelter county residents in case of a natural or manmade incident in which mass sheltering is needed. It will also provide additional capability, if needed, to open a special functional/ medical needs shelter if needed along with a general population shelter. 137 Project #2: Mobile EOC/Command Post Upgrade Using CBCG funding, upgrade the existing Emergency Services mobile command post trailer to be used for on-scene incident management support. This is a shared asset used by all County public safety agencies to support large scale or protracted incident scenes to coordinate and collaborate with incident resources. The mobile command post would be enhanced to include additional communication capabilities, mapping capabilities, incident command and control capabilities and incident briefing capabilities. Recommended Action: Approve for Emergency Management to submit the SFY 2023 County Capacity Building Competitive Grant (CBCG) up to the maximum grant award amount for the two projects listed in the submitted abstract. Submitted By: Thomas E. Schwalenberg, Director / Department of Emergency Services 138 AGENDA ABSTRACT Meeting Date: March 20, 2023 Agenda Title: Human Services Complex – Next Steps Summary of Information: In 2022, Person County (“County”) engaged Newmark to provide real estate advisory services related to the existing lease at 355 South Madison Boulevard, Roxboro (“Building”). The original lease was signed in 2005 with a term of 20 years and expires in July 2025 (“Lease”). The initial goal was to renegotiate the Lease to support the operational needs of Person County’s Health Department and Department of Social Services (“County Departments”). Based on the age and functional obsolescence of the Building, lack of cooperation from the incumbent landlord and their lease terms offered, the County team and Newmark have determined that pursuing a new lease in a modern, efficient, and well-built building would be a better use of County’s funds. The new facility will provide a custom designed and built platform to support the County Departments’ needs and their respective long-term strategic plans. Currently the County team, with the assistance of Newmark and Redline Architecture are developing an in-depth analysis of the current and future needs of the County Departments along with Freedom House and the Office of Juvenile Justice (currently co-located at the Building). This program will be provided to the County when it is complete. In general, we believe that the existing +/- 67,000 SF leased can be consolidated to a smaller footprint, while still providing the needed services required by the County now and in the future. Therefore, the County team would like to present this opportunity to the County Commissioners and the general public and formally request approval to move forward with a Request for Qualifications (“RFQ”) process to explore the acquisition of a new leased facility through a Public Private Partnership (“PPP”). 139 As part of this effort, Newmark will continue to perform Real Estate Advisory, Consulting, and Program and Project Management services for the County throughout implementation of the new PPP / design-build project. A complete analysis will be conducted for the County to ensure fiscal sustainability of the new facility via the PPP model. A competitive selection process will be performed to engage the private developer / general contractor firms for design-build proposals to include; design, engineering, procurement of materials, construction, and financing services of the PPP project. SELECTION PROCESS RFQ/RFP Project Milestones: It is Person County’s intent to short-list three to five private Development and General Contractor firms based on responses to the future RFQ. Shortlisted firms will be invited to submit formal proposals. Primary goals of the selection process include selecting the most qualified and competent private Developers and General Contractor teams, who will work with the County, in a collaborative and interactive process, bringing a strong desire to provide the highest level of quality, timeliness and service, all with competitive fees and cost structures. Included within the future RFQ will be a list of anticipated milestones for the selection process. The provided milestones below were developed for Person County for informational purposes only to communicate the various aspects of the anticipated selection process. Please note, this is a summarized list and a more in-depth list will be developed at an appropriate date. 1. Issue Request for Qualifications: April 30, 2023 2. Questions from CM/GC due: May 5, 2023 – 12:00 PM 3. Response to Questions Provided to CM/GC Firms: May X, 2023 – COB 4. Response to Qualifications Request due: May 14, 2023 – 12:00 PM 5. Issue RFP to Shortlisted CM/GC Firms: May 20, 2023 6. Pre-Proposal Meeting: June 9, 2023 7. Contract Award by Board of County Commissioners: July 17, 2023 To begin the PPP (or P3) contracting process, the unit of government must make findings in writing that it has a critical need for the project. Recommended Action: Determine that a critical need for the project exists and authorize staff to proceed, with the assistance of Newmark, with the next step in the PPP process (issuing an RFQ) as outlined above. Submitted By: Katherine M. Cathey, County Manager 140