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04-18-2022 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 April 18, 2022 9:00am This meeting will convene in the County Office Building Auditorium. CALL TO ORDER………………………………………………….. Chairman Powell INVOCATION PLEDGE OF ALLEGIANCE DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA 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 #1 DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA A.Approval of Minutes of April 4, 2022 (pgs. 3-18), B.Budget Amendment #17 (pg. 19),C.Review and Adoption of Person Area Transportation System (PATS) Drug and Alcohol Testing Policy and Title VI Program Plan (pgs. 20-87),D.Tax Adjustments for April 2022 (pgs. 88-98), anda.Tax Releases b.NC Vehicle Tax System pending refundsE.Request to Authorize County Manager to Enter into Contract with the Timmons Group for Geotechnical Services in the amount of $12,000 (pgs. 99-101) 1 OLD BUSINESS: ITEM #2 (pg. 102-104) Comprehensive Backup Solution and Security Appliance …………… Chris Puryear ITEM #3 (pgs. 105-129) Recommended Capital Improvement Plan for Fiscal Years 2023-2027 ……………………………... Heidi York & Amy Wehrenberg NEW BUSINESS: ITEM #4 (pgs. 130-173) Vaya Health Overview and Presentation ………………………………… Elliot Clark ITEM #5 (pg. 174) Interim County Manager Placement through the assistance of the NC Association of County Commissioners …………………….. Chairman Powell ITEM #6 (pgs. 175-177) Request to Adopt a Resolution for Grant Funding and to Authorize County Staff to Support the Western Sewer Project ……………… Brooks Lockhart ITEM #7 (pgs. 178-182) NC Beaver Management Assistance Program …………………… Nancy McCormick CHAIRMAN’S REPORT MANAGER’S REPORT COMMISSIONER REPORTS/COMMENTS Note: All Items on the Agenda are for Discussion and Action as deemed appropriate by the Board. 2 April 4, 2022 1 PERSON COUNTY BOARD OF COMMISSIONERS APRIL 4, 2022 MEMBERS PRESENT OTHERS PRESENT Gordon Powell Heidi York, County Manager C. Derrick Sims Brenda B. Reaves, Clerk to the Board Kyle W. Puryear S.Ellis Hankins, County Attorney Charlie Palmer Patricia Gentry The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, April 4, 2022 at 7:00pm in the Person County Office Building Auditorium. Chairman Powell called the meeting to order. Vice Chairman Sims offered an invocation and Commissioner Puryear led the group in the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: Chairman Powell announced a need to add a Closed Session #2 to the agenda for the purpose of economic development discussion of matter relating to the location or expansion of industries or other businesses in the county. A motion was made by Commissioner Gentry and carried 5-0 to add a Closed Session #2 to the agenda and to approve the agenda as adjusted. INFORMAL COMMENTS: There were no comments from the public. DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA: A motion was made by Vice Chairman Sims and carried 5-0 to approve the Consent Agenda with the following items: A.Approval of Minutes of March 21, 2022, B.Approval of Minutes of March 24, 2022, and C.Budget Amendment #16 Commissioner Gentry asked staff to put the Budget Amendment number on the title of the Budget Amendment document. 3 April 4, 2022 2 UNFINISHED BUSINESS: COVID PIVOT IMPACT LOAN PROGRAM: Economic Development Director, Sherry Wilborn stated the COVID PIVOT Impact Loan Program was set up as an emergency loan program at an unprecedented time in our history. New restrictions involving business closures, stay-at-home mandates, travel bans, and gathering capacities were being put in place and modified every few days, beginning in the third week of March. She said some businesses were not allowed to open at all, and all businesses were disrupted in some way. This situation was expected by everyone to be temporary in nature, and the restrictions even included end dates. Ms. Wilborn noted that even though no one anticipated that the restrictions would last for months into years, it does not take long for a small business to have their doors closed to impact their cash flow. Federal programs were coming out, but they were taking time to implement, and those systems were being overwhelmed by demand. Websites that hosted online application processes were crashing due to the volume of interest. Ms. Wilborn told the group that the Golden LEAF foundation set up a similar loan program and the funding was quickly depleted. She said that on March 31, 2020, then Commissioner Gordon Powell emailed her to ask what was the County doing to support small businesses. He was hearing from people that the situation was not sustainable. Economic Development Commission (EDC) Chairman, Phillip Allen, and other EDC members were asking the same questions. Ms. Wilborn said from her perspective, this was something that all of our leadership and community wanted to see happen, and it was her role, once determined that it was possible by then county attorney, Ron Aycock, to serve in an administrative capacity to assist with getting it in place and making it accessible to local small businesses. Ms. Wilborn said time was of the essence. Ms. Wilborn said the program was advertised broadly on the EDC website, in the local newspaper, on social media, on the local radio station, and a press release was issued. Partner organizations shared it, and the response to the program was overwhelmingly positive from everyone. There were more than 400 hits on the EDC website the day the program was announced, as opposed to 25-50 daily hits on average otherwise. Never, before now, has anyone questioned the need for the program or made any comments other than to say that it was a great thing. Ms. Wilborn addressed five questions that were asked at the Board’s last meeting, and specifically as follows: 4 April 4, 2022 3 1) Who originated the idea of the program? Ms. Wilborn said it was not an idea but a need that was manifested in the community and a solution that was presented by the UNC School of Government and programs that were being implemented by others. 2) Was it ever discussed by the board or any authority? Ms. Wilborn said it was discussed at least with the Chairmen of the Board of Commissioners and EDC. She added it was determined by the County Attorney to be able to be implemented by the Chairman of the Board of Commissioners as an emergency response, it had a very public rollout, and updates were provided to the Board of Commissioners and the EDC in public meetings. 3) Have some of the businesses dissolved without repaying the loans? Ms. Wilborn said she was not aware of any businesses that have dissolved. 4) What happens with the outstanding loan balances if not repaid? Ms. Wilborn deferred this question to the County Attorney, Ellis Hankins; Mr. Hankins noted he had sent two demand letters to the delinquent loan holders and would extend best efforts to collect the outstanding payments, including small claims court. He further noted that outstanding loans could end up uncollected. 5) Would any of the unused funds be returned to the Economic Catalyst Fund? Ms. Wilborn affirmed the Catalyst Fund was where the unused funds remain and where the repayments are credited. Ms. Wilborn stated the Executive Director, Kerr Tar Council of Governments, Diane Cox, was present in the audience should anyone have any questions for her related to the administration of the Loan Program on behalf of the County through a contract. Mr. Hankins stated he had spoken with the former county attorney and was of the opinion that the emergency management statutes authorized the Chairman of boards of commissioners in North Carolina to act in an emergency capacity for such efforts to assist businesses in the community. Commissioner Gentry stated her questions arose from a public records request where she could not find that the loan program was structured properly nor discussed at a Board meeting or included in an agenda packet. She said the county was lending out $276,000 to small businesses, designating $3,000 to marketing and $13,000 for the administrative fee payable to the Kerr Tar Council of Governments. Commissioner Gentry opined the procedures were reckless with a 20-30% loss ratio. Ms. Cox clarified that the total amount of the seven loans disbursed was $50,700 and their fee was a percentage of the loan proceeds (5%), so they did not receive the $13,000 that was set aside for that purpose had the fund been exhausted. 5 April 4, 2022 4 NEW BUSINESS: COMPREHENSIVE BACKUP SOLUTION AND SECURITY APPLIANCE: IT Director, Chris Puryear stated after a thorough review of multiple solutions, Person County IT has decided to move forward with Rubrik for a comprehensive backup solution and security appliance. This solution not only provides an all-in-one backup appliance but also an array of tools to help improve Person County’s cybersecurity posture at the same time. Mr. Puryear said a successful implementation will include: a centralized, user- friendly backup solution that allows for quick identification and restoration of data housed both on-premises and in the cloud; a secure solution not based on the Microsoft Windows operating system; cloud storage of archived backups to achieve additional immutability; data validation; additional NIST compliance; and identification and categorization of data contained in the backups. Mr. Puryear stated a solution is available under General Services Administration (GSA) Contract # GS-35F-303DA which is dated January 13, 2022 and is eligible for procurement by the “piggyback” provision of G.S. 143-129(g). The vendor has confirmed that the quoted solution costs are at or below those included in the GSA contract. Mr. Puryear introduced Ms. Jennifer Rendon, Rubrik Account Executive and Mr. Brian Williams, Rubrik Sales Engineer to provide the Board with additional information through the following slides: 6 April 4, 2022 5 7 April 4, 2022 6 8 April 4, 2022 7 9 April 4, 2022 8 10 April 4, 2022 9 Mr. Puryear noted the Person County IT intended to fund an archive tier over 36- months with a fund balance appropriation from the IT Systems Fund. If approved, an amount equal to 1/3 of the cost of the total solution would then be requested in the IT Systems Fund in each of the next following years to rebuild the fund balance and to be able to renew the 3-year commitment at that time using those funds. This helps to spread out the total cost of ownership of the solution over time to reduce the impact to Person County’s General Fund Budget. Mr. Puryear outlined the appropriation requested from IT Systems Fund Balance: $21,481 (hardware); $186,779 (software subscriptions), $8,297 (hardware support), and $2,600 (professional services) for a total amount of $219,157. He requested the Board consider the following two actions: 1) Approve the budget amendment to fund this project in the current fiscal year; and 2) Approve posting the required public notice of the intent to utilize the “piggyback” procurement method as stated in G.S. 143-129(g) for final contract approval at the regularly scheduled meeting on April 18, 2022. A motion was made by Commissioner Palmer and carried 5-0 to proceed with this project and to approve the appropriation requested from IT Systems Fund Balance for $219,157.00 in the current fiscal year. A motion was made by Commissioner Gentry and carried 5-0 to approve the posting of the required public notice of the intent to utilize the “piggyback” procurement method with contract approval at the Board’s April 18, 2022 meeting. RECOMMENDED CAPITAL IMPROVEMENT PLAN FOR FY2023-2027: County Manager, Heidi York presented the Recommended Capital Improvement Plan (CIP) for FY2023-27 for Board consideration and feedback. The CIP is a planning tool for implementing large, capital projects. The CIP includes projects costing $50,000 or greater from county departments, Piedmont Community College, and Person County Schools. Ms. York noted that staff also plan for capital needs for the Museum and the Senior Center as county-owned facilities. Ms. York further noted this document paves the way for the Recommended Budget as it will provide an estimate of funding needed for capital projects and anticipates the impacts on operating costs as well. These capital projects span the next five fiscal years with the upcoming fiscal year (FY2023) being the only year where a funding commitment is needed from the Board. The Capital Improvement Plan is being presented as information only at this meeting. Staff proposed adoption of the CIP at the Board’s April 18th meeting. The Recommended CIP Funding Schedule for FY2023-27 is outlined as follows: 11 April 4, 2022 10 12 April 4, 2022 11 13 April 4, 2022 12 14 April 4, 2022 13 15 April 4, 2022 14 CHAIRMAN’S REPORT: Chairman Powell reported he had spoken with the NC Association of County Commissioners Executive Director, Kevin Leonard related to finding a recommendation for a retired County Manager to serve as Person County’s interim manager. He noted Mr. Leonard or his designee would be at the Board’s next meeting to outline the next steps as the Board begins its search. Chairman Powell said the regional economic development summit held on March 31, 2022, partly sponsored by the Kerr Tar Council of Government, at the Kirby was well attended with positive feedback. MANAGER’S REPORT: County Manager, Heidi York reported the RFP for the executive search firm to recruit for the County Manager position was released on Friday, April 1, 2022 with responses due on April 18, 2022. She stated interviews are being planned for May 2, 2022 with the Board. COMMISSIONER REPORT/COMMENTS: Vice Chairman Sims commented of the positive success of the recent Step into the Art of Living weekend events in the Uptown Roxboro area on April 1-3, 2022 with an estimated 5,000 people attending. There were no reports or comments from Commissioners Gentry, Puryear and Palmer. 16 April 4, 2022 15 CLOSED SESSION #1 A motion was made by Vice Chairman Sims and carried 5-0 to enter into Closed Session at 8:00pm per General Statute 143-318.11(a)(5) to establish, or to instruct the public body's staff or negotiating agents concerning the position to be taken by or on behalf of the public body in negotiating the price and other material terms of a contract or proposed contract for the acquisition of real property by purchase, option, exchange, or lease with the following individuals permitted to attend: County Attorney, Ellis Hankins, County Manager, Heidi York, Clerk to the Board, Brenda Reaves, Assistant County Manager, Katherine Cathey, Planning Director, Lori Oakley, and John Hill, Director of Arts, Parks and Recreation. Chairman Powell called the Closed Session #1 to order at 8:03pm. A motion was made by Commissioner Gentry and carried 5-0 to return to open session at 8:27pm. A motion was made by Commissioner Gentry and carried 5-0 for the County to proceed on a real property transaction as discussed in Closed Session #1 including authorization to the Chairman to execute an offer to purchase contract. CLOSED SESSION #2 A motion was made by Vice Chairman Sims and carried 5-0 to enter into Closed Session at 8:30pm per General Statute 143-318.11(a)(4) for the purpose of economic development discussion of matters relating to the location or expansion of industries or other businesses in the county with the following individuals permitted to attend: County Attorney, Ellis Hankins, County Manager, Heidi York, Clerk to the Board, Brenda Reaves and Economic Development Director, Sherry Wilborn. Chairman Powell called the Closed Session #2 to order at 8:30pm. A motion was made by Vice Chairman Sims and carried 5-0 to return to open session at 8:34pm. A motion was made by Vice Chairman Sims and carried 5-0 to authorize the Chairman to execute a contract as discussed in Closed Session #2 to facilitate a potential economic development project, following review by the County Attorney. 17 April 4, 2022 16 ADJOURNMENT: A motion was made by Vice Chairman Sims and carried 5-0 to adjourn the meeting at 8:36pm. _____________________________ ______________________________ Brenda B. Reaves Gordon Powell Clerk to the Board Chairman (Draft Board minutes are subject to Board approval). 18 4/18/2022 Dept./Acct No.Department Name Amount Incr / (Decr) EXPENDITURES General Fund Public Safety 78,948 Human Services 27,850 REVENUES General Fund Other Revenues 1,800 Charges for Services 77,148 Intergovernmental Revenues 27,850 Explanation: BUDGET AMENDMENT #17 Recognizing available EMS Medicaid revenues ($77,148) for support of vehicle capital expenditures; received donation in Animal Services ($1,800); and applying revenues received from the Family Reunification Program ($27,850) to salaries and wages cost in DSS. BA-1719 AGENDA ABSTRACT Meeting Date: April 18, 2022 Agenda Title: Review and Adoption of Person Area Transportation System (PATS) Drug and Alcohol Testing Policy and Title VI Program Plan Summary of Information: Due to staffing changes, the listed Drug and Alcohol Program Manager (DAPM) and Title VI Coordinator need to be updated. Each plan also had some minor changes, as outlined below: Drug and Alcohol Testing Policy Changes Below are the changes from the policy that the Board adopted on Jan 22, 2019: Changed format of the policy to the new policy format for the department as recommended by NCDOT Clarified threshold levels for positive results to include wording to be “at or above” Clarification that marijuana usage is still prohibited, even if it is medical marijuana Changed the wording in section Q.3 for refusal to submit to a test to “any of the following” Attachment B was updated with the appropriate contacts and added contact for second Substance Abuse Professional (SAP) Title VI Program Plan Changes Below are the changes from the policy that the Board adopted on Jan 22, 2019: Changes to the Title VI Coordinator Appendix B Organization Chart restructured Addition of section 14 related to fixed route service Updated section 2.1 to reflect current operational times and personnel Updated census data Recommended Action: Review and adopt the updated policies. The Drug and Alcohol Testing Policy requires the Chairman’s signature while the Title VI Program Plan requires both the Chairman and County Manager’s signature. Submitted By: Mitch Fleig, Public Transportation Director 20 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 1 County of Person ‐ Person Area Transportation System   Department Policy and Procedures    Section: PATS‐400       Title: Drug & Alcohol Policy  Effective Date: 1/22/19      Rescinds: Drug & Alcohol Policy 3/23/20  Revised 04/18/22       Director:   Mitch Fleig   Review Date:                A. PURPOSE 1) The Person Area Transportation System provides public transit and paratransit services for the residents of Person County. Part of our mission is to ensure that this service is delivered safely, efficiently, and effectively by establishing a drug and alcohol-free work environment, and to ensure that the workplace remains free from the effects of drugs and alcohol in order to promote the health and safety of employees and the general public. In keeping with this mission, Person Area Transportation System declares that the unlawful manufacture, distribution, dispense, possession, or use of controlled substances or misuse of alcohol is prohibited for all employees. 2) Additionally, the purpose of this policy is to establish guidelines to maintain a drug and alcohol-free workplace in compliance with the Drug-Free Workplace Act of 1988, and the Omnibus Transportation Employee Testing Act of 1991. This policy is intended to comply with all applicable Federal regulations governing workplace anti-drug and alcohol programs in the transit industry. Specifically, the Federal Transit Administration (FTA) of the U.S. Department of Transportation has published 49 CFR Part 655, as amended, that mandates urine drug testing and breath alcohol testing for safety- sensitive positions, and prohibits performance of safety-sensitive functions when there is a positive test result, or a refusal to test. The U. S. Department of Transportation (USDOT) has also published 49 CFR Part 40, as amended, that sets standards for the collection and testing of urine and breath specimens. 3) Any provisions set forth in this policy that are included under the sole authority of Person Area Transportation System and are not provided under the authority of the above-named Federal regulations are underlined. Tests conducted under the sole authority of Person Area Transportation System will be performed on non-USDOT forms and will be separate from USDOT testing in all respects. B. APPLICABILITY This Drug and Alcohol Testing Policy applies to all safety-sensitive employees (full- or part- time) when performing safety sensitive duties. See Attachment A for a list of employees and the authority under which they are included. A safety-sensitive function is operation of public transit service including the operation of a revenue service vehicle (whether or not the vehicle is in revenue service), maintenance of a 21 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 2 revenue service vehicle or equipment used in revenue service, security personnel who carry firearms, dispatchers or persons controlling the movement of revenue service vehicles and any transit employee who operates a non-revenue service vehicle that requires a Commercial Driver’s License to operate. Maintenance functions include the repair, overhaul, and rebuild of engines, vehicles and/or equipment used in revenue service. A list of safety-sensitive positions who perform one or more of the above-mentioned duties is provided in Attachment A. Supervisors are only safety sensitive if they perform one of the above functions. Volunteers are considered safety sensitive and subject to testing if they are required to hold a CDL, or receive remuneration for service in excess of actual expense. C. DEFINITIONS Accident: An occurrence associated with the operation of a vehicle even when not in revenue service, if as a result: a. An individual dies; b. An individual suffers a bodily injury and immediately receives medical treatment away from the scene of the accident; or, c. One or more vehicles incur disabling damage as the result of the occurrence and is transported away from the scene by a tow truck or other vehicle. For purposes of this definition, disabling damage means damage which precludes departure of any vehicle from the scene of the occurrence in its usual manner in daylight after simple repairs. Disabling damage includes damage to vehicles that could have been operated but would have been further damaged if so operated, but does not include damage which can be remedied temporarily at the scene of the occurrence without special tools or parts, tire disablement without other damage even if no spare tire is available, or damage to headlights, taillights, turn signals, horn, or windshield wipers that makes them inoperative. Adulterated specimen: A specimen that has been altered, as evidence by test results showing either a substance that is not a normal constituent for that type of specimen or showing an abnormal concentration of an endogenous substance. Alcohol: The intoxicating agent in beverage alcohol, ethyl alcohol, or other low molecular weight alcohols contained in any beverage, mixture, mouthwash, candy, food, preparation or medication. Alcohol Concentration: Expressed in terms of grams of alcohol per 210 liters of breath as indicated by a breath test under 49 CFR Part 40. Aliquot: A fractional part of a specimen used for testing. It is taken as a sample representing the whole specimen. Canceled Test: A drug or alcohol test that has a problem identified that cannot be or has not been corrected, or which is cancelled. A canceled test is neither positive nor negative. Confirmatory Drug Test: A second analytical procedure performed on a different aliquot of the original specimen to identify and quantify the presence of a specific drug or metabolite. 22 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 3 Confirmatory Validity Test: A second test performed on a different aliquot of the original urine specimen to further support a validity test result. Covered Employee Under FTA Authority: An employee who performs a safety-sensitive function including an applicant or transferee who is being considered for hire into a safety- sensitive function (See Attachment A for a list of covered employees). Designated Employer Representative (DER): An employee authorized by the employer to take immediate action to remove employees from safety-sensitive duties and to make required decisions in testing. The DER also receives test results and other communications for the employer, consistent with the requirements of 49 CFR Parts 40 and 655. DOT, The Department, DOT Agency: These terms encompass all DOT agencies, including, but not limited to, the Federal Aviation Administration (FAA), the Federal Railroad Administration (FRA), the Federal Motor Carrier Safety Administration (FMCSA), the Federal Transit Administration (FTA), the National Highway Traffic Safety Administration (NHTSA), the Pipeline and Hazardous Materials Safety Administration (PHMSA), and the Office of the Secretary (OST). For purposes of 49 CFR Part 40, the United States Coast Guard (USCG), in the Department of Homeland Security, is considered to be a DOT agency for drug testing purposes. These terms include any designee of a DOT agency. Dilute specimen: A urine specimen with creatinine and specific gravity values that are lower than expected for human urine. Disabling damage: Damage which precludes departure of any vehicle from the scene of the occurrence in its usual manner in daylight after simple repairs. Disabling damage includes damage to vehicles that could have been operated but would have been further damaged if so operated, but does not include damage which can be remedied temporarily at the scene of the occurrence without special tools or parts, tire disablement without other damage even if no spare tire is available, or damage to headlights, taillights, turn signals, horn, or windshield wipers that makes them inoperative. Evidentiary Breath Testing Device (EBT): A device approved by the NHTSA for the evidential testing of breath at the 0.02 and the 0.04 alcohol concentrations, and appears on ODAPC’s Web page for “Approved Evidential Breath Measurement Devices” because it conforms with the model specifications available from NHTSA. Initial Drug Test: (Screening Drug Test) The test used to differentiate a negative specimen from one that requires further testing for drugs or drug metabolites. Initial Specimen Validity Test: The first test used to determine if a urine specimen is adulterated, diluted, substituted, or invalid Invalid Result: The result reported by an HHS-certified laboratory in accordance with the criteria established by the HHS Mandatory Guidelines when a positive, negative, adulterated, or substituted result cannot be established for a specific drug or specimen validity test. 23 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 4 Laboratory: Any U.S. laboratory certified by HHS under the National Laboratory Certification program as meeting standards of Subpart C of the HHS Mandatory Guidelines for Federal Workplace Drug Testing Programs; or, in the case of foreign laboratories, a laboratory approved for participation by DOT under this part. Limit of Detection (LOD): The lowest concentration at which a measurand can be identified, but (for quantitative assays) the concentration cannot be accurately calculated. Limit of Quantitation: For quantitative assays, the lowest concentration at which the identity and concentration of the measurand can be accurately established. Medical Review Officer (MRO): A licensed physician (medical doctor or doctor of osteopathy) responsible for receiving laboratory results generated by the drug testing program who has knowledge of substance abuse disorders, and has appropriate medical training to interpret and evaluate an individual's confirmed positive test result, together with his/her medical history, and any other relevant bio-medical information. Negative Dilute: A drug test result which is negative for the five drug/drug metabolites but has creatinine and specific gravity values that are lower than expected for human urine. Negative result: The result reported by an HHS-certified laboratory to an MRO when a specimen contains no drug or the concentration of the drug is less than the cutoff concentration for the drug or drug class and the specimen is a valid specimen. An alcohol concentration of less than 0.02 BAC is a negative test result. Non-negative test result: A urine specimen that is reported as adulterated, substituted, invalid, or positive for drug/drug metabolites. Oxidizing Adulterant: A substance that acts alone or in combination with other substances to oxidize drugs or drug metabolites to prevent the detection of the drug or metabolites, or affects the reagents in either the initial or confirmatory drug test. Performing (a safety-sensitive function): A covered employee is considered to be performing a safety-sensitive function and includes any period in which he or she is actually performing, ready to perform, or immediately available to perform such functions. Positive result: The result reported by an HHS- Certified laboratory when a specimen contains a drug or drug metabolite equal or greater to the cutoff concentrations. Prohibited drug: Identified as marijuana, cocaine, opioids, amphetamines, or phencyclidine as specified in 49 CFR Part 40, as amended. Reconfirmed: The result reported for a split specimen when the second laboratory is able to corroborate the original result reported for the primary specimen. 24 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 5 Rejected for Testing: The result reported by an HHS- Certified laboratory when no tests are performed for specimen because of a fatal flaw or a correctable flaw that has not been corrected. Revenue Service Vehicles: All transit vehicles that are used for passenger transportation service. Safety-sensitive functions: Employee duties identified as: (1) The operation of a transit revenue service vehicle even when the vehicle is not in revenue service. (2) The operation of a non-revenue service vehicle by an employee when the operation of such a vehicle requires the driver to hold a Commercial Drivers License (CDL). (3) Maintaining a revenue service vehicle or equipment used in revenue service. (4) Controlling the movement of a revenue service vehicle and (5) Carrying a firearm for security purposes. Split Specimen Collection: A collection in which the urine collected is divided into two separate bottles, the primary specimen (Bottle A) and the split specimen (Bottle B). Substance Abuse Professional (SAP): A licensed physician (medical doctor or doctor of osteopathy) or licensed or certified psychologist, social worker, employee assistance professional, state-licensed or certified marriage and family therapist, or drug and alcohol counselor (certified by an organization listed at https://www.transportation.gov/odapc/sap) with knowledge of and clinical experience in the diagnosis and treatment of drug and alcohol related disorders. Substituted specimen: A urine specimen with creatinine and specific gravity values that are so diminished or so divergent that they are not consistent with normal human urine. Test Refusal: The following are considered a refusal to test if the employee: (1) Fail to appear for any test (except a pre-employment test) within a reasonable time, as determined by the employer. (2) Fail to remain at the testing site until the testing process is complete. An employee who leaves the testing site before the testing process commences for a pre-employment test has not refused to test. (3) Fail to attempt to provide a breath or urine specimen. An employee who does not provide a urine or breath specimen because he or she has left the testing site before the testing process commenced for a pre-employment test has not refused to test. (4) In the case of a directly-observed or monitored urine drug collection, fail to permit monitoring or observation of your provision of a specimen. (5) Fail to provide a sufficient quantity of urine or breath without a valid medical explanation. (6) Fail or decline to take a second test as directed by the collector or the employer for drug testing. (7) Fail to undergo a medical evaluation as required by the MRO or the employer's Designated Employer Representative (DER). (8) Fail to cooperate with any part of the testing process. 25 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 6 (9) Fail to follow an observer's instructions to raise and lower clothing and turn around during a directly-observed test. (10) Possess or wear a prosthetic or other device used to tamper with the collection process. (11) Admit to the adulteration or substitution of a specimen to the collector or MRO. (12) Refuse to sign the certification at Step 2 of the Alcohol Testing Form (ATF). (13) Fail to remain readily available following an accident. (14) As a covered employee, if the MRO reports that you have a verified adulterated or substituted test result, you have refused to take a drug test. Vehicle: A bus, electric bus, van, automobile, rail car, trolley car, trolley bus, or vessel. A public transit vehicle is a vehicle used for public transportation or for ancillary services. Verified negative test: A drug test result reviewed by a medical review officer and determined to have no evidence of prohibited drug use at or above the minimum cutoff levels established by the Department of Health and Human Services (HHS). Verified positive test: A drug test result reviewed by a medical review officer and determined to have evidence of prohibited drug use at or above the minimum cutoff levels specified in 49 CFR Part 40 as revised. Validity testing: The evaluation of the specimen to determine if it is consistent with normal human urine. Specimen validity testing will be conducted on all urine specimens provided for testing under DOT authority. The purpose of validity testing is to determine whether certain adulterants or foreign substances were added to the urine, if the urine was diluted, or if the specimen was substituted. D. EDUCATION AND TRAINING 1) Every covered employee will receive a copy of this policy and will have ready access to the corresponding federal regulations including 49 CFR Parts 655 and 40, as amended. In addition, all covered employees will undergo a minimum of 60 minutes of training on the signs and symptoms of drug use including the effects and consequences of drug use on personal health, safety, and the work environment. The training also includes manifestations and behavioral cues that may indicate prohibited drug use. 2) All supervisory personnel or company officials who are in a position to determine employee fitness for duty will receive 60 minutes of reasonable suspicion training on the physical, behavioral, and performance indicators of probable drug use and 60 minutes of additional reasonable suspicion training on the physical, behavioral, speech, and performance indicators of probable alcohol misuse. E. PROHIBITED SUBSTANCES 1) Prohibited substances addressed by this policy include the following. 26 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 7 a. Illegally Used Controlled Substance or Drugs Under the Drug-Free Workplace Act of 1988 any drug or any substance identified in Schedule I through V of Section 202 of the Controlled Substance Act (21 U.S.C. 812), and as further defined by 21 CFR 1308.11 through 1308.15 is prohibited at all times in the workplace unless a legal prescription has been written for the substance. This includes, but is not limited to: marijuana, amphetamines, opioids, phencyclidine (PCP), and cocaine, as well as any drug not approved for medical use by the U.S. Drug Enforcement Administration or the U.S. Food and Drug Administration. Illegal use includes use of any illegal drug, misuse of legally prescribed drugs, and use of illegally obtained prescription drugs. It is important to note that the use of marijuana in any circumstances remains completely prohibited for any safety-sensitive employee subject to drug testing under USDOT regulations. The use of marijuana in any circumstance (including under state recreational and/or medical marijuana laws) by a safety-sensitive employee is a violation of this policy and a violation of the USDOT regulation 49 CFR Part 40, as amended. Federal Transit Administration drug testing regulations (49 CFR Part 655) require that all employees covered under FTA authority be tested for marijuana, cocaine, amphetamines, opioids, and phencyclidine as described in this policy. Illegal use of these five drugs is prohibited at all times and thus, covered employees may be tested for these drugs anytime that they are on duty. b. Legal Drugs: The appropriate use of legally prescribed drugs and non-prescription medications is not prohibited. However, the use of any substance which carries a warning label that indicates that mental functioning, motor skills, or judgment may be adversely affected must be reported to a Person Area Transportation System supervisor and the employee is required to provide a written release from his/her doctor or pharmacist indicating that the employee can perform his/her safety- sensitive functions. c. Alcohol: The use of beverages containing alcohol (including mouthwash, medication, food, candy) or any other substances containing alcohol in a manner which violates the conduct listed in this policy is prohibited. F. PROHIBITED CONDUCT 1) Illegal use of the drugs listed in this policy and as defined in 49 CFR Part 40, as amended is prohibited at all times. All covered employees are prohibited from reporting for duty or remaining on duty if they have used a prohibited drug as defined in 49 CFR Part 40, as amended. 2) Each covered employee is prohibited from consuming alcohol while performing safety- sensitive job functions or while on-call to perform safety-sensitive job functions. If an on-call employee has consumed alcohol, they must acknowledge the use of alcohol at the time that they are called to report for duty. The covered employee will subsequently be relieved of his/her on-call responsibilities and subject to discipline for not fulfilling his/her on-call responsibilities. 27 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 8 3) The Transit Department shall not permit any covered employee to perform or continue to perform safety-sensitive functions if it has actual knowledge that the employee is using alcohol 4) Each covered employee is prohibited from reporting to work or remaining on duty requiring the performance of safety-sensitive functions while having an alcohol concentration of 0.04 or greater regardless of when the alcohol was consumed. a. An employee with a breath alcohol concentration which measures 0.02-0.039 is not considered to have violated the USDOT-FTA drug and alcohol regulations, provided the employee hasn’t consumed the alcohol within four (4) hours of performing a safety-sensitive duty. However, if a safety-sensitive employee has a breath alcohol concentration of 0.02-0.039, USDOT-FTA regulations require the employee to be removed from the performance of safety-sensitive duties until: i. The employee’s alcohol concentration measures less than 0.02; or ii. The start of the employee’s next regularly scheduled duty period, but not less than eight hours following administration of the test. 5) No covered employee shall consume alcohol for eight (8) hours following involvement in an accident or until he/she submits to the post-accident drug/alcohol test, whichever occurs first. 6) No covered employee shall consume alcohol within four (4) hours prior to the performance of safety-sensitive job functions. 7) Person Area Transportation System, under its own authority, also prohibits the consumption of alcohol at all times the employee is on duty, or anytime the employee is in uniform. 8) Consistent with the Drug-free Workplace Act of 1988, all Person Area Transportation System employees are prohibited from engaging in the unlawful manufacture, distribution, dispensing, possession, or use of prohibited substances in the work place including transit system premises and transit vehicles. G. DRUG STATUTE CONVICTION Consistent with the Drug Free Workplace Act of 1998, all employees are required to notify the Person Area Transportation System management of any criminal drug statute conviction for a violation occurring in the workplace within five days after such conviction. Failure to comply with this provision shall result in disciplinary action as defined in Section Q of this policy. H. TESTING REQUIREMENTS 1) Analytical urine drug testing and breath testing for alcohol will be conducted as required by 49 CFR Part 40 as amended. All employees covered under FTA authority shall be subject to testing prior to performing safety-sensitive duty, for reasonable suspicion, 28 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 9 following an accident, and random as defined in Section K, L, M, and N of this policy, and return to duty/follow-up. 2) A drug test can be performed any time a covered employee is on duty. A reasonable suspicion, random, or follow-up alcohol test can only be performed just before, during, or after the performance of a safety-sensitive job function. Under Person Area Transportation System authority, a non-DOT alcohol test can be performed any time a covered employee is on duty. 3) All covered employees will be subject to urine drug testing and breath alcohol testing as a condition of ongoing employment with Person Area Transportation System. Any safety-sensitive employee who refuses to comply with a request for testing shall be removed from duty and subject to discipline as defined in Section Q of this policy. I. DRUG TESTING PROCEDURES 1) Testing shall be conducted in a manner to assure a high degree of accuracy and reliability and using techniques, equipment, and laboratory facilities which have been approved by the U.S. Department of Health and Human Service (HHS). All testing will be conducted consistent with the procedures set forth in 49 CFR Part 40, as amended. The procedures will be performed in a private, confidential manner and every effort will be made to protect the employee, the integrity of the drug testing procedure, and the validity of the test result. 2) The drugs that will be tested for include marijuana, cocaine, opioids, amphetamines, and phencyclidine. After the identity of the donor is checked using picture identification, a urine specimen will be collected using the split specimen collection method described in 49 CFR Part 40, as amended. Each specimen will be accompanied by a DOT Custody and Control Form and identified using a unique identification number that attributes the specimen to the correct individual. The specimen analysis will be conducted at an HHS certified laboratory. An initial drug screen and validity test will be conducted on the primary urine specimen. For those specimens that are not negative, a confirmatory Gas Chromatography/Mass Spectrometry (GC/MS) or Liquid Chromatography/Mass Spectrometry (LC/MS) test will be performed. The test will be considered positive if the amounts of the drug(s) and/or its metabolites identified by the GC/MS or LC/MS test are above the minimum thresholds established in 49 CFR Part 40, as amended. 3) The test results from the HHS certified laboratory will be reported to a Medical Review Officer. A Medical Review Officer (MRO) is a licensed physician with detailed knowledge of substance abuse disorders and drug testing. The MRO will review the test results to ensure the scientific validity of the test and to determine whether there is a legitimate medical explanation for a confirmed positive, substitute, or adulterated test result. The MRO will attempt to contact the employee to notify the employee of the non- negative laboratory result, and provide the employee with an opportunity to explain the confirmed laboratory test result. The MRO will subsequently review the employee’s medical history/medical records as appropriate to determine whether there is a 29 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 10 legitimate medical explanation for a non-negative laboratory result. If no legitimate medical explanation is found, the test will be verified positive or refusal to test and reported to Person Area Transportation System. If a legitimate explanation is found, the MRO will report the test result as negative. 4) If the test is invalid without a medical explanation, a retest will be conducted under direct observation. Employees do not have access to a test of their split specimen following an invalid result. 5) Any covered employee who questions the results of a required drug test may request that the split sample be tested. The split sample test must be conducted at a second HHS-certified laboratory. The test must be conducted on the split sample that was provided by the employee at the same time as the primary sample. The method of collecting, storing, and testing the split sample will be consistent with the procedures set forth in 49 CFR Part 40, as amended. The employee's request for a split sample test must be made to the Medical Review Officer within 72 hours of notice of the original sample verified test result. Requests after 72 hours will only be accepted at the discretion of the MRO if the delay was due to documentable facts that were beyond the control of the employee. Person Area Transportation System will ensure that the cost for the split specimen analysis is covered in order for a timely analysis of the sample, however Person Area Transportation System will seek reimbursement for the split sample test from the employee. 6) If the analysis of the split specimen fails to confirm the presence of the drug(s) detected in the primary specimen, if the split specimen is not able to be analyzed, or if the results of the split specimen are not scientifically adequate, the MRO will declare the original test to be canceled. 7) The split specimen will be stored at the initial laboratory until the analysis of the primary specimen is completed. If the primary specimen is negative, the split will be discarded. If the primary specimen is positive, it will be retained in frozen storage for one year and the split specimen will also be retained for one year. If the primary is positive, the primary and the split will be retained for longer than one year for testing if so requested by the employee through the Medical Review Officer, or by the employer, by the MRO, or by the relevant DOT agency. 8) Observed collections a. Consistent with 49 CFR Part 40, as amended, collection under direct observation (by a person of the same gender) with no advance notice will occur if: i. The laboratory reports to the MRO that a specimen is invalid, and the MRO reports to Person Area Transportation System that there was not an adequate medical explanation for the result; 30 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 11 ii. The MRO reports to Person Area Transportation System that the original positive, adulterated, or substituted test result had to be cancelled because the test of the split specimen could not be performed; iii. The laboratory reported to the MRO that the specimen was negative-dilute with a creatinine concentration greater than or equal to 2 mg/dL but less than or equal to 5 mg/dL, and the MRO reported the specimen as negative-dilute and that a second collection must take place under direct observation (see §40.197(b)(1)). iv. The collector observes materials brought to the collection site or the employee's conduct clearly indicates an attempt to tamper with a specimen; v. The temperature on the original specimen was out of range; vi. Anytime the employee is directed to provide another specimen because the original specimen appeared to have been tampered with. vii. All follow-up-tests; or viii. All return-to-duty tests J. ALCOHOL TESTING PROCEDURES 1) Tests for breath alcohol concentration will be conducted utilizing a National Highway Traffic Safety Administration (NHTSA)-approved Evidential Breath Testing device (EBT) operated by a trained Breath Alcohol Technician (BAT). A list of approved EBTs can be found on ODAPC’s Web page for “Approved Evidential Breath Measurement Devices”. Alcohol screening tests may be performed using a non- evidential testing device (alcohol screening device (ASD)) which is also approved by NHTSA. A list of approved ASDs can be found on ODAPC’s Web page for “Approved Screening Devices to Measure Alcohol in Bodily Fluids”. If the initial test indicates an alcohol concentration of 0.02 or greater, a second test will be performed to confirm the results of the initial test. The confirmatory test must occur on an EBT. The confirmatory test will be conducted no sooner than fifteen minutes after the completion of the initial test. The confirmatory test will be performed using a NHTSA- approved EBT operated by a trained BAT. The EBT will identify each test by a unique sequential identification number. This number, time, and unit identifier will be provided on each EBT printout. The EBT printout, along with an approved alcohol testing form, will be used to document the test, the subsequent results, and to attribute the test to the correct employee. The test will be performed in a private, confidential manner as required by 31 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 12 49 CFR Part 40, as amended. The procedure will be followed as prescribed to protect the employee and to maintain the integrity of the alcohol testing procedures and validity of the test result. 2) A confirmed alcohol concentration of 0.04 or greater will be considered a positive alcohol test and in violation of this policy. The consequences of a positive alcohol test are described in Section Q. of this policy. Even though an employee who has a confirmed alcohol concentration of 0.02 to 0.039 is not considered positive, the employee shall still be removed from duty for at least eight hours or for the duration of the work day whichever is longer and will be subject to the consequences described in Section Q of this policy. An alcohol concentration of less than 0.02 will be considered a negative test. 3) Person Area Transportation System affirms the need to protect individual dignity, privacy, and confidentiality throughout the testing process. If at any time the integrity of the testing procedures or the validity of the test results is compromised, the test will be canceled. Minor inconsistencies or procedural flaws that do not impact the test result will not result in a cancelled test. 4) The alcohol testing form (ATF) required by 49 CFR Part 40 as amended, shall be used for all FTA required testing. Failure of an employee to sign step 2 of the ATF will be considered a refusal to submit to testing. K. PRE-EMPLOYMENT TESTING 1) All applicants for covered transit positions shall undergo urine drug testing prior to performance of a safety-sensitive function. a. All offers of employment for covered positions shall be extended conditional upon the applicant passing a drug test. An applicant will not be allowed to perform safety-sensitive functions unless the applicant takes a drug test with verified negative results. b. An employee shall not be placed, transferred or promoted into a position covered under FTA authority or company authority until the employee takes a drug test with verified negative results. c. If an applicant fails a pre-employment drug test, the conditional offer of employment shall be rescinded and the applicant will be provided with a list of at least two (2) USDOT qualified Substance Abuse Professionals. Failure of a pre-employment drug test will disqualify an applicant for employment for a period of at least one year. Before being considered for future employment the applicant 32 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 13 must provide the employer proof of having successfully completed a referral, evaluation and treatment plan as described in section 655.62 of subpart G. The cost for the assessment and any subsequent treatment will be the sole responsibility of the applicant. d. When an employee being placed, transferred, or promoted from a non-covered position to a position covered under FTA authority or company authority submits a drug test with a verified positive result, the employee shall be subject to disciplinary action in accordance with Section Q herein. e. If a pre-employment test is canceled, Person Area Transportation System will require the applicant to take and pass another pre- employment drug test. f. In instances where an FTA covered employee does not perform a safety-sensitive function for a period of 90 consecutive days or more regardless of reason, and during that period is not in the random testing pool the employee will be required to take a pre- employment drug test under 49 CFR Part 655 and have negative test results prior to the conduct of safety-sensitive job functions. g. Following a negative dilute the employee will be required to undergo another test. Should this second test result in a negative dilute result, the test will be considered a negative and no additional testing will be required unless directed to do so by the MRO. h. Applicants are required (even if ultimately not hired) to provide Person Area Transportation System with signed written releases requesting USDOT drug and alcohol records from all previous, USDOT-covered, employers that the applicant has worked for within the last two years. Failure to do so will result in the employment offer being rescinded. Person Area Transportation System is required to ask all applicants (even if ultimately not hired) if they have tested positive or refused to test on a pre-employment test for a USDOT covered employer within the last two years. If the applicant has tested positive or refused to test on a pre- employment test for a USDOT covered employer, the applicant must provide Person Area Transportation System proof of having successfully completed a referral, evaluation and treatment plan as described in section 655.62 of subpart G. L. REASONABLE SUSPICION TESTING 33 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 14 1) All Person Area Transportation System FTA covered employees will be subject to a reasonable suspicion drug and/or alcohol test when the employer has reasonable suspicion to believe that the covered employee has used a prohibited drug and/or engaged in alcohol misuse. Reasonable suspicion shall mean that there is objective evidence, based upon specific, contemporaneous, articulable observations of the employee's appearance, behavior, speech or body odor that are consistent with possible drug use and/or alcohol misuse. Reasonable suspicion referrals must be made by one or more supervisors who are trained to detect the signs and symptoms of drug and alcohol use, and who reasonably concludes that an employee may be adversely affected or impaired in his/her work performance due to possible prohibited substance abuse or alcohol misuse. A reasonable suspicion alcohol test can only be conducted just before, during, or just after the performance of a safety- sensitive job function. However, under Person Area Transportation System’ authority, a non-DOT reasonable suspicion alcohol test may be performed any time the covered employee is on duty. A reasonable suspicion drug test can be performed any time the covered employee is on duty. 2) Person Area Transportation System shall be responsible for transporting the employee to the testing site. Supervisors should avoid placing themselves and/or others into a situation which might endanger the physical safety of those present. The employee shall be placed on administrative leave pending disciplinary action described in Section Q of this policy. An employee who refuses an instruction to submit to a drug/alcohol test shall not be permitted to finish his or her shift and shall immediately be placed on administrative leave pending disciplinary action as specified in Section Q of this policy. 3) A written record of the observations which led to a drug/alcohol test based on reasonable suspicion shall be prepared and signed by the supervisor making the observation. This written record shall be submitted to the Person Area Transportation System 4) When there are no specific, contemporaneous, articulable objective facts that indicate current drug or alcohol use, but the employee (who is not already a participant in a treatment program) admits the abuse of alcohol or other substances to a supervisor in his/her chain of command, the employee shall be referred for assessment and treatment consistent with Section Q of this policy. Person Area Transportation System shall place the employee on administrative leave in accordance with the provisions set forth under Section Q of this policy. Testing in this circumstance would be performed under the direct authority of the Person Area Transportation System. Since the employee self-referred to management, testing 34 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 15 under this circumstance would not be considered a violation of this policy or a positive test result under Federal authority. However, self- referral does not exempt the covered employee from testing under Federal authority as specified in Sections L through N of this policy or the associated consequences as specified in Section Q. M. POST-ACCIDENT TESTING 1) FATAL ACCIDENTS – A covered employee will be required to undergo urine and breath testing if they are involved in an accident with a transit vehicle, whether or not the vehicle is in revenue service at the time of the accident, that results in a fatality. This includes all surviving covered employees that are operating the vehicle at the time of the accident and any other whose performance could have contributed to the accident, as determined by the employer using the best information available at the time of the decision. 2) NON-FATAL ACCIDENTS – A post-accident test of the employee operating the public transportation vehicle will be conducted if an accident occurs and at least one of the following conditions is met: a. The accident results in injuries requiring immediate medical treatment away from the scene, unless the covered employee can be completely discounted as a contributing factor to the accident. b. One or more vehicles incurs disabling damage as a result of the occurrence and must be transported away from the scene, unless the covered employee can be completely discounted as a contributing factor to the accident In addition, any other covered employee whose performance could have contributed to the accident, as determined by the employer using the best information available at the time of the decision, will be tested. As soon as practicable following an accident, as defined in this policy, the transit supervisor investigating the accident will notify the transit employee operating the transit vehicle and all other covered employees whose performance could have contributed to the accident of the need for the test. The supervisor will make the determination using the best information available at the time of the decision. The appropriate transit supervisor shall ensure that an employee, required to be tested under this section, is tested as soon as practicable, but no longer than eight (8) hours of the accident for alcohol, and no longer than 32 hours for drugs. If an alcohol test is not performed within two hours of the accident, the Supervisor will document the reason(s) for the delay. If the alcohol test is not 35 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 16 conducted within (8) eight hours, or the drug test within 32 hours, attempts to conduct the test must cease and the reasons for the failure to test documented. Any covered employee involved in an accident must refrain from alcohol use for eight (8) hours following the accident, or until he/she undergoes a post-accident alcohol test. An employee who is subject to post-accident testing who fails to remain readily available for such testing, including notifying a supervisor of his or her location if he or she leaves the scene of the accident prior to submission to such test, may be deemed to have refused to submit to testing. Nothing in this section shall be construed to require the delay of necessary medical attention for the injured following an accident, or to prohibit an employee from leaving the scene of an accident for the period necessary to obtain assistance in responding to the accident, or to obtain necessary emergency medical care. In the rare event that Person Area Transportation System is unable to perform an FTA drug and alcohol test (i.e., employee is unconscious, employee is detained by law enforcement agency), Person Area Transportation System may use drug and alcohol post-accident test results administered by local law enforcement officials in lieu of the FTA test. The local law enforcement officials must have independent authority for the test and the employer must obtain the results in conformance with local law. N. RANDOM TESTING 1) All covered employees will be subjected to random, unannounced testing. The selection of employees shall be made by a scientifically valid method of randomly generating an employee identifier from the appropriate pool of safety-sensitive employees. Employees who may be covered under company authority will be selected from a pool of non-DOT-covered employees. 2) The dates for administering unannounced testing of randomly selected employees shall be spread reasonably throughout the calendar year, day of the week and hours of the day. 3) The number of employees randomly selected for drug/alcohol testing during the calendar year shall be not less than the percentage rates set each year by the FTA administrator. The current year testing rates can be viewed online at https://www.transportation.gov/odapc/random-testing- rates. 36 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 17 4) Each covered employee shall be in a pool from which the random selection is made. Each covered employee in the pool shall have an equal chance of selection each time the selections are made. Employees will remain in the pool and subject to selection, whether or not the employee has been previously tested. There is no discretion on the part of management in the selection. 5) Covered transit employees that fall under the Federal Transit Administration regulations will be included in one random pool maintained separately from the testing pool of non-safety-sensitive employees that are included solely under Person Area Transportation System authority. 6) Random tests can be conducted at any time during an employee’s shift for drug testing. Alcohol random tests can only be performed just before, during, or just after the performance of a safety sensitive duty. However, under Person Area Transportation System’ authority, a non-DOT random alcohol test may be performed any time the covered employee is on duty. Testing can occur during the beginning, middle, or end of an employee’s shift. 7) Employees are required to proceed immediately to the collection site upon notification of their random selection. O. RETURN-TO-DUTY TESTING Person Area Transportation System will terminate the employment of any employee that tests positive or refuses a test as specified in section Q of this policy. However, in the rare event an employee is reinstated with court order or other action beyond the control of the transit system, the employee must complete the return-to-duty process prior to the performance of safety-sensitive functions. All covered employees who previously tested positive on a drug or alcohol test or refused a test, must test negative for drugs, alcohol (below 0.02 for alcohol), or both and be evaluated and released by the Substance Abuse Professional before returning to work. Following the initial assessment, the SAP will recommend a course of rehabilitation unique to the individual. The SAP will recommend the return-to-duty test only when the employee has successfully completed the treatment requirement and is known to be drug and alcohol-free and there are no undue concerns for public safety. The SAP will determine whether the employee returning to duty will require a return-to-duty drug test, alcohol test, or both. P. FOLLOW-UP TESTING Covered employees that have returned to duty following a positive or refused test will be required to undergo frequent, unannounced drug and/or alcohol testing 37 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 18 following their return-to-duty test. The follow-up testing will be performed for a period of one to five years with a minimum of six tests to be performed the first year. The frequency and duration of the follow-up tests (beyond the minimums) will be determined by the SAP reflecting the SAP’s assessment of the employee’s unique situation and recovery progress. Follow-up testing should be frequent enough to deter and/or detect a relapse. Follow-up testing is separate and in addition to the random, post-accident, reasonable suspicion and return-to- duty testing. In the instance of a self-referral or a management referral, the employee will be subject to non-USDOT follow-up tests and follow-up testing plans modeled using the process described in 49 CFR Part 40. However, all non-USDOT follow-up tests and all paperwork associated with an employee’s return-to-work agreement that was not precipitated by a positive test result (or refusal to test) does not constitute a violation of the Federal regulations will be conducted under company authority and will be performed using non-DOT testing forms. Q. RESULT OF DRUG/ALCOHOL TEST 1) Any covered employee that has a verified positive drug or alcohol test, or test refusal, will be removed from his/her safety-sensitive position, informed of educational and rehabilitation programs available, and will be provided with a list of at least two (2) USDOT qualified Substance Abuse Professionals (SAP) for assessment, and will be terminated. 2) Following a negative dilute the employee will be required to undergo another test. Should this second test result in a negative dilute result, the test will be considered a negative and no additional testing will be required unless directed to do so by the MRO. 3) Refusal to submit to a drug/alcohol test shall be considered equivalent to a positive test result and a direct act of insubordination and shall result in termination and referral to a list of USDOT qualified SAPs. A test refusal is defined as any of the following circumstances: a. Fail to appear for any test (except a pre-employment test) within a reasonable time, as determined by the employer. b. Fail to remain at the testing site until the testing process is complete. An employee who leaves the testing site before the testing process commences for a pre-employment test has not refused to test. c. Fail to attempt to provide a breath or urine specimen. An employee who does not provide a urine or breath specimen because he or she has left the testing site before the testing process commenced for a pre-employment test has not refused to test. 38 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 19 d. In the case of a directly-observed or monitored urine drug collection, fail to permit monitoring or observation of your provision of a specimen. e. Fail to provide a sufficient quantity of urine or breath without a valid medical explanation. f. Fail or decline to take a second test as directed by the collector or the employer for drug testing. g. Fail to undergo a medical evaluation as required by the MRO or the employer's Designated Employer Representative (DER). h. Fail to cooperate with any part of the testing process. i. Fail to follow an observer's instructions to raise and lower clothing and turn around during a directly-observed test. j. Possess or wear a prosthetic or other device used to tamper with the collection process. k. Admit to the adulteration or substitution of a specimen to the collector or MRO. l. Refuse to sign the certification at Step 2 of the Alcohol Testing Form (ATF). m. Fail to remain readily available following an accident. n. As a covered employee, if the MRO reports that you have a verified adulterated or substituted test result, you have refused to take a drug test. 4) An alcohol test result of 0.02 to  0.039 BAC shall result in the removal of the employee from duty for eight hours or the remainder or the work day whichever is longer. The employee will not be allowed to return to safety- sensitive duty for his/her next shift until he/she submits to a NONDOT alcohol test with a result of less than 0.02 BAC. 5) In the instance of a self-referral or a management referral, disciplinary action against the employee shall include: a. Mandatory referral for an assessment by an employer approved counseling professional for assessment, formulation of a treatment plan, and execution of a return-to-work agreement; b. Failure to execute, or remain compliant with the return-to-work agreement shall result in termination from Person Area Transportation System _employment. i. Compliance with the return-to-work agreement means that the employee has submitted to a drug/alcohol test immediately prior to returning to work; the result of that test is negative; the employee is cooperating with his/her recommended treatment program; and, the employee has agreed to periodic unannounced follow-up testing as described in Section P of this policy; however, all follow-up 39 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 20 testing performed as part of a return-to-work agreement required under section Q of this policy is under the sole authority of Person Area Transportation System and will be performed using non-DOT testing forms. c. Refusal to submit to a periodic unannounced follow-up drug/alcohol test shall be considered a direct act of insubordination and shall result in termination. All tests conducted as part of the return- to-work agreement will be conducted under company authority and will be performed using non-DOT testing forms. d. A self-referral or management referral to the employer's counseling professional that was not precipitated by a positive test result does not constitute a violation of the Federal regulations and will not be considered as a positive test result in relation to the progressive discipline defined in Section Q of this policy. e. Periodic unannounced follow-up drug/alcohol testing conducted as a result of a self-referral or management referral which results in a verified positive shall be considered a positive test result in relation to the progressive discipline defined in Section Q of this policy. f. A Voluntary Referral does not shield an employee from disciplinary action or guarantee employment with Person Area Transportation System. g. A Voluntary Referral does not shield an employee from the requirement to comply with drug and alcohol testing. 6) Failure of an employee to report within five days a criminal drug statute conviction for a violation occurring in the workplace shall result in termination. R. GRIEVANCE AND APPEAL The consequences specified by 49 CFR Part 40.149 (c) for a positive test or test refusal is not subject to arbitration. S. PROPER APPLICATION OF THE POLICY Person Area Transportation System is dedicated to assuring fair and equitable application of this substance abuse policy. Therefore, supervisors/managers are required to use and apply all aspects of this policy in an unbiased and impartial manner. Any supervisor/manager who knowingly disregards the requirements of this policy, or who is found to deliberately misuse the policy in regard to subordinates, shall be subject to disciplinary action, up to and including termination. 40 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 21 T. INFORMATION DISCLOSURE 1) Drug/alcohol testing records shall be maintained by the Person Area Transportation System Drug and Alcohol Program Manager and, except as provided below or by law, the results of any drug/alcohol test shall not be disclosed without express written consent of the tested employee. 2) The employee, upon written request, is entitled to obtain copies of any records pertaining to their use of prohibited drugs or misuse of alcohol including any drug or alcohol testing records. Covered employees have the right to gain access to any pertinent records such as equipment calibration records, and records of laboratory certifications. Employees may not have access to SAP follow-up testing plans. 3) Records of a verified positive drug/alcohol test result shall be released to the Drug and Alcohol Program Manager, and other transit system management personnel on a need-to-know basis. 4) Records will be released to a subsequent employer only upon receipt of a written request from the employee. 5) Records of an employee's drug/alcohol tests shall be released to the adjudicator in a grievance, lawsuit, or other proceeding initiated by or on behalf of the tested individual arising from the results of the drug/alcohol test. The records will be released to the decision maker in the proceeding. 6) Records will be released to the National Transportation Safety Board during an accident investigation. 7) Information will be released in a criminal or civil action resulting from an employee’s performance of safety-sensitive duties, in which a court of competent jurisdiction determines that the drug or alcohol test information is relevant to the case and issues an order to the employer to release the information. The employer will release the information to the decision maker in the proceeding with a binding stipulation that it will only be released to parties of the proceeding. 8) Records will be released to the DOT or any DOT agency with regulatory authority over the employer or any of its employees. 9) Records will be released if requested by a Federal, state or local safety agency with regulatory authority over Person Area Transportation System or the employee. 41 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 22 10) If a party seeks a court order to release a specimen or part of a specimen contrary to any provision of Part 40 as amended, necessary legal steps to contest the issuance of the order will be taken 11) In cases of a contractor or sub-recipient of a state department of transportation, records will be released when requested by such agencies that must certify compliance with the regulation to the FTA. This Policy was adopted by the Person County Board of Commissioners on the 18th day of April, 2022 ____________________________ Gordon Powell, Chairman Person County Board of Commissioners Attest: _____________________________ Brenda B. Reaves, Clerk to the Board 42 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 23 Attachment A Job Title Job Duties Testing Authority Transit Specialist Operates Transit Vehicles FTA / PATS Clerk / Dispatcher Controls Movement of Vehicles FTA / PATS Sr. Admin Assistant Controls Movement of Vehicles FTA / PATS Director Operates Transit Vehicles FTA / PATS Maintenance / Vehicle Records Controls Movement of Vehicles 43 Drug and Alcohol Testing Policy (Zero Tolerance – v.0421) Page 24 Attachment B Contacts Any questions regarding this policy or any other aspect of the substance abuse policy should be directed to the following individual(s). Person Area Transportation System Drug and Alcohol Program Manager Name: Mitch Fleig Title: Public Transportation Director Address: 303 S. Morgan St. Roxboro, NC 27573 Telephone Number: (336) 597-7448 Medical Review Officer Name: Ronald J. Powell, MD Title: Medical Review Officer Address: Safe-T-Works, 1029 Sunset Ave., Asheboro, NC 27203 Telephone Number: (336) 736-8038 Substance Abuse Professional #1 Name: Gene P. Smith Title: CEO of Life Changes EAP Address: 1045 Main St, Ste.3, Danville, VA 24541 Telephone Number: (434) 822-6600 Substance Abuse Professional #2 Name: MyGroup Title: Address: 5925 Carnegie Blvd, Ste 350, Charlotte, NC 28209 Telephone Number: (800) 633-3353 HHS Certified Laboratory Primary Specimen Name: Abbott Laboratories / Alere Address: 100 Abbott Park Rd., Abbott Park, IL 60064 Telephone Number: (224) 667-6100 44 TITLE VI PLAN REVIEW AND ADOPTION On behalf of the Name of Decision-making Body, I hereby acknowledge receipt of the Title VI Nondiscrimination Plan. We, the Board, have reviewed and hereby adopt this Plan. We are committed to ensuring that all decisions are made in accordance with the nondiscrimination guidelines of this Plan, to the end the no person is excluded from participation in, denied the benefits of, or otherwise subjected to discrimination under any Organization Name (abbreviation) services and activities on the basis of race, color, national origin, sex, age, creed (religion), or disability, as protected by Title VI of the Civil Rights Act of 1964 and the nondiscrimination provisions of the Federal Transit Administration. ____________________________________________ ___________________________ Signature of Authorizing Official DATE Person Area Transportation System (PATS) Title VI Program Plan nondiscrimination LEP buses 1964 transit equality civil rights EJ race gender disability rights fair Title VI MPO national origin age public participation equal opportunity light rail color Date Adopted: April 18, 2022 45 NCDOT – 2022 Title VI Implementation Plan Page 2 TITLE VI PLAN REVIEW AND ADOPTION On behalf of the Person County Board of Commissioners, I hereby acknowledge receipt of the Title VI Nondiscrimination Plan. We, the Person County Board of Commissioners, have reviewed and hereby adopt this Plan. We are committed to ensuring that all decisions are made in accordance with the nondiscrimination guidelines of this Plan, to the end the no person is excluded from participation in, denied the benefits of, or otherwise subjected to discrimination under any Person Area Transportation System (PATS) services and activities on the basis of race, color, national origin, sex, age, creed (religion), or disability, as protected by Title VI of the Civil Rights Act of 1964 and the nondiscrimination provisions of the Federal Transit Administration. ____________________________________________ __________________________________ Signature of Authorizing Official DATE 46 NCDOT – 2022 Title VI Implementation Plan Page 3 Table of Contents Title VI Nondiscrimination Agreement ............................................................................................................ 5 1.0 Introduction .................................................................................................................................................. 6 2.0 Description of Programs and Services ....................................................................................................... 6 2.1 Program(s) and Services Administered ...................................................................................................... 6 2.2 Funding Sources/Tables ............................................................................................................................. 6 2.3 Decision-Making Process .......................................................................................................................... 7 2.4 Title VI Coordinator ................................................................................................................................... 7 2.5 Change of Title VI Coordinator and/or Head of Decision-making Body .................................................. 8 2.6 Organizational Chart .................................................................................................................................. 8 2.7 Subrecipients .............................................................................................................................................. 8 3.0 Title VI Nondiscrimination Policy Statement ........................................................................................... 9 4.0 Notice of Nondiscrimination ..................................................................................................................... 10 5.0 Procedures to Ensure Nondiscriminatory Administration of Programs and Services ........................ 11 6.0 Contract Administration ........................................................................................................................... 12 6.1 Contract Language ................................................................................................................................... 12 6.2 Nondiscrimination Notice to Prospective Bidders ................................................................................... 13 7.0 External Discrimination Complaint Procedures ..................................................................................... 15 Discrimination Complaint Form ..................................................................................................................... 18 Discrimination Complaints Log ...................................................................................................................... 22 Investigative Guidance .................................................................................................................................... 23 SAMPLE Investigative Report Template ....................................................................................................... 24 8.0 Service Area Population Characteristics ................................................................................................. 25 8.1 Race and Ethnicity ................................................................................................................................... 25 8.2 Age and Sex ............................................................................................................................................. 26 8.3 Disability .................................................................................................................................................. 27 8.4 Poverty ..................................................................................................................................................... 28 8.5 Household Income ................................................................................................................................... 28 8.6 Limited English Proficiency Populations ................................................................................................. 28 8.7 Population Locations ................................................................................................................................ 28 9.0 Title VI Equity Analyses (and Environmental Justice Assessments) .................................................... 29 10.0 Public Involvement .................................................................................................................................. 30 10.1 Introduction ............................................................................................................................................ 30 10.2 Public Notification ................................................................................................................................. 30 10.3 Dissemination of Information ................................................................................................................ 30 10.4 Meetings and Outreach .......................................................................................................................... 30 47 NCDOT – 2022 Title VI Implementation Plan Page 4 10.5 Limited English Proficiency .................................................................................................................. 32 10.6 Demographic Requests........................................................................................................................... 34 10.7 Key Community Contacts ...................................................................................................................... 36 10.8 Summary of Outreach Efforts Since the Last Title VI Program Submission ......................................... 36 11.0 Staff Training ........................................................................................................................................... 37 12.0 Nonelected Boards and Committees – By Race and Gender ............................................................... 37 13.0 Record keeping and Reports ................................................................................................................... 37 14.0 Transit Providers ..................................................................................................................................... 39 14.1 Service Standards ................................................................................................................................... 39 14.2 Service Policies ...................................................................................................................................... 39 Appendices ......................................................................................................................................................... 40 Appendix A – Applicable Nondiscrimination Authorities Appendix B – Organizational Chart Appendix C– NCDOT’s Transit Review Checklist 48 NCDOT – 2022 Title VI Implementation Plan Page 5 TITLE VI NONDISCRIMINATION AGREEMENT BETWEEN THE NORTH CAROLINA DEPARTMENT OF TRANSPORTATION AND PERSON AREA TRANSPORTATION SYSTEM (PATS) In accordance with DOT Order 1050.2A, Person Area Transportation System (PATS) assures the North Carolina Department of Transportation (NCDOT) that no person shall, on the ground of race, color, national origin, sex, creed, age, or disability, as provided by Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987 and related nondiscrimination authorities, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination or retaliation under any program or activity undertaken by PATS. Further, PATS hereby agrees to: 1. Designate a Title VI Coordinator that has a responsible position within the organization and easy access to the County Manager of the organization. 2. Issue a policy statement, signed by the CAO of the organization, which expresses a commitment to the nondiscrimination provisions of Title VI and related applicable statutes. The signed policy statement shall be posted and circulated throughout the organization and to the general public and published where appropriate in languages other than English. The policy statement will be re-signed when there is a change of CAO. 3. Insert the clauses of the contract language from Section 6.1 in every contract awarded by the organization. Ensure that every contract awarded by the organization’s contractors or consultants also includes the contract language. 4. Process all and, when required, investigate complaints of discrimination consistent with the procedures contained within this Plan. Log all complaints for the administrative record. 5. Collect statistical data (race, color, national origin, sex, age, disability) on participants in, and beneficiaries of, programs and activities carried out by the organization. 6. Participate in training offered on Title VI and other nondiscrimination requirements. Conduct or request training for employees or the organization’s subrecipients. 7. Take affirmative action, if reviewed or investigated by NCDOT, to correct any deficiencies found within a reasonable time period, not to exceed 90 calendar days, unless reasonable provisions are granted by NCDOT. 8. Document all Title VI nondiscrimination-related activities as evidence of compliance. Submit information and reports to NCDOT on a schedule outlined by NCDOT. THIS AGREEMENT is given in consideration of, and for the purpose of obtaining, any and all federal funds, grants, loans, contracts, properties, discounts or other federal financial assistance under all programs and activities and is binding. Authorized Signature Date Heidi York County Manager 49 NCDOT – 2022 Title VI Implementation Plan Page 6 1.0 INTRODUCTION Title VI of the 1964 Civil Rights Act, 42 U.S.C. 2000d provides that: “No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.” The broader application of nondiscrimination law is found in other statutes, executive orders, and regulations, which provide additional protections based on age, sex, creed (religion), and disability, including the 1987 Civil Rights Restoration Act, which extended nondiscrimination coverage to all programs and activities of federal- aid recipients, subrecipients, and contractors, including those that are not federally-funded (see Appendix A – Applicable Nondiscrimination Authorities). Person Area Transportation System (PATS) is a recipient of Federal Transit Administration (FTA) funds from the North Carolina Department of Transportation (NCDOT). PATS establishes this Title VI Nondiscrimination Plan for the purpose of complying with Title VI of the Civil Rights Act of 1964, as required by FTA Circular 4702.1B, and related requirements outlined within the FTA Certifications & Assurances, “Nondiscrimination Assurance.” This document details the nondiscrimination program, policies, and practices administered by PATS, and will be updated periodically to incorporate changes and additional responsibilities as they are made. This Plan will be submitted to NCDOT or FTA, upon request. 2.0 DESCRIPTION OF PROGRAMS AND SERVICES 2.1 PROGRAM(S) AND SERVICES ADMINISTERED PATS provides public transportation options to its customers within Person County, North Carolina. Services operate Monday through Friday from 6 a.m. to 6 p.m. Out-of-town transportation for medical appointments is provided to Prospect Hill, Hillsborough, Durham and Chapel Hill, Monday through Thursday. To schedule a ride, customers must call the office by 11 a.m. the business day before. Fares are calculated based on mileage. One-way trips range from $1.00 to $10.00. PATS also operates the fare-free Uptown Roxboro Shuttle. Office hours are 8:30 a.m. to 5 p.m. Administrative positions include (1) Public Transportation Director, (1) Transportation Coordinator, (1) Senior Administrative Support Specialist/Administrative Coordinator, and (1) Administrative Support Specialist. There are (7) full-time Transit Specialists and (12) part-time Transit Specialists. 2.2 FUNDING SOURCES / TABLES For federally assisted programs, "federal assistance" shall include: 1. Grants and loans of Federal funds; 2. The grant or donation of Federal property and interest in property; 3. The detail of Federal personnel; 4. The sale and lease of, and the permission to use (on other than a casual or transient basis), Federal property or any interest in such property without consideration or at a nominal consideration, or at a consideration which is reduced for the purpose of assisting the recipient, or in recognition of the public interest to be served by such sale or lease to the recipient; and 5. Any Federal agreement, arrangement, or other contract which has, as one of its purposes, the provision of assistance. Each FTA Formula Grant received by our system during the past year, and whether the funds were received through NCDOT or directly from FTA, is checked below. Grant Title NCDOT FTA Details (i.e., purpose, frequency, and duration of receipt) 5310 (Transportation for Elderly Persons and Persons with Disabilities) $66,691.00 (Elderly and Disabled Transportation Assistance Program (EDTAP)/ROAP, FY22 annual) 5311 (Formula Grants for Other than Urbanized Areas) $158,629.00 (administrative, FY22 annual) $117,900.00 (capital, FY22 annual) 50 NCDOT – 2022 Title VI Implementation Plan Page 7 5311 (b)(3) (Rural Transit Assistance) $77,512.00 (Rural General Public (RGP)/ROAP, FY22 annual) Other: Employment Transportation Program $12,134.00 (Employment Transportation Program/ROAP, FY22 annual) 2.3 DECISION-MAKING PROCESS The Person County Board of Commissioners (BOC) is the governing board for the Person Area Transportation System (PATS). The BOC makes the final decision on adopting documents, policies, and plans. The Public Transportation Director requests in advance to be on the agenda at one of the BOC’s semimonthly meetings (first and third Monday of each month). The BOC votes on approval and adoption of documents, policies or plans. Documents that do not need approval from the BOC are presented to the Transportation Advisory Board (TAB). The TAB meets on the first Wednesday of each quarter at 4 p.m. Board or Committee Name Appointed Elected # of Members Transportation Advisory Board (TAB) 14 Board of Commissioners 5 2.4 TITLE VI COORDINATOR The individual below has been designated as the Title VI Coordinator for PATS, and is empowered with enough authority and responsibility to implement the Title VI Nondiscrimination Program: Name: Mitch Fleig Official Title: Public Transportation Director Address: 303 S. Morgan St., Roxboro, NC 27573 (physical), 304 S. Morgan St., Roxboro, NC 27573 (mailing) Phone: 336-597-1771 Email: mfleig@personcountync.gov Key responsibilities of the Coordinator include:  Maintaining knowledge of Title VI and related requirement  Attending civil rights training when offered by NCDOT or any other regulatory agency  Administering the Title VI Nondiscrimination Program and coordinating implementation of this Plan  Training internal staff and officials on their Title VI nondiscrimination obligations  Disseminating Title VI information internally and to the general public, including in languages other than English  Presenting Title VI-related information to decision-making bodies for input and approval  Ensuring Title VI-related posters are prominently and publicly displayed  Developing a process to collect data related to race, national origin, sex, age, and disability to ensure minority, low-income and other underserved groups are included and not discriminated against  Ensuring that non-elected boards and committees reflect the service area and minorities are represented  Implementing procedures for prompt processing (receiving, logging, investigating and/or forwarding) of discrimination complaints  Coordinating with, and providing information to, NCDOT and other regulatory agencies during compliance reviews or complaint investigations  Promptly resolving areas of deficiency to ensure compliance with Title VI nondiscrimination requirements 51 NCDOT – 2022 Title VI Implementation Plan Page 8 2.5 CHANGE OF TITLE VI COORDINATOR OR COUNTY MANAGER If Title VI Coordinator or County Manager changes, this document and all other documents that name the Coordinator, will immediately be updated, and an updated policy statement will be signed by the new County Manager. 2.6 ORGANIZATIONAL CHART PATS currently employs NUMBER staff which consist of the following job categories:  Public Transportation Director  Transportation Coordinator (Vacant)  Senior Administrative Support Specialist/Administrative Coordinator  Administrative Support Specialist/Dispatcher  Transit Specialist (7)  Transit Specialist (part-time) (11) An organizational chart showing the Title VI Coordinator’s place within the organization is in Appendix B. 2.7 SUBRECIPIENTS Person Area Transportation System does not have pass through funds to any other organizations and, therefore, does not have any subrecipients. 52 NCDOT – 2022 Title VI Implementation Plan Page 9 3.0 TITLE VI NONDISCRIMINATION POLICY STATEMENT It is the policy of Person Area Transportation System (PATS), as a federal-aid recipient, to ensure that no person shall, on the ground of race, color, national origin, sex, creed (religion), age or disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any of our programs and activities, as provided by Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987, and all other related nondiscrimination laws and requirements. Heidi York, County Manager Date Title VI and Related Authorities Title VI of the Civil Rights Act of 1964 (42 U.S.C. Section 2000d) provides that, “No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.” The 1987 Civil Rights Restoration Act (P.L. 100-259) clarified and restored the original intent of Title VI by expanding the definition of “programs and activities” to include all programs and activities of federal-aid recipients, subrecipients, and contractors, whether such programs and activities are federally assisted or not. Related nondiscrimination authorities include, but are not limited to: U.S. DOT regulation, 49 CFR part 21, “Nondiscrimination in Federally-assisted Programs of the Department of Transportation–Effectuation of Title VI of the Civil Rights Act”; 49 U.S.C. 5332, “Nondiscrimination (Public Transportation)”; FTA Circular 4702.1B - Title VI Requirements and Guidelines for Federal Transit Administration Recipients; DOT Order 5610.2a, “Actions to Address Environmental Justice in Minority Populations and Low-Income Populations”; FTA C 4703.1 - Environmental Justice Policy Guidance For Federal Transit Administration Recipients; Policy Guidance Concerning (DOT) Recipient's Responsibilities to Limited English Proficient (LEP) Persons, 74 FR 74087; The Americans with Disabilities Act of 1990, as amended, P.L. 101-336; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. 790; Age Discrimination Act of 1975, as amended 42 U.S.C. 6101; Title IX of the Education Amendments of 1972, 20 U.S.C. 1681; Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, 42 U.S.C. 4601; Section 508 of the Rehabilitation Act of 1973, 29 U.S.C. 794d Implementation  This statement will be signed by the County Manager of Person County and re-signed whenever a new person assumes that position.  The signed statement will be posted on office bulletin boards, near the receptionist’s desk, in meeting rooms, inside vehicles, and disseminated within brochures and other written materials.  The core of the statement (signature excluded) will circulate internally within annual acknowledgement forms.  The statement will be posted or provided in languages other than English, when appropriate. 53 NCDOT – 2022 Title VI Implementation Plan Page 10 4.0 NOTICE OF NONDISCRIMINATION  The Person Area Transportation System operates its programs and services without regard to race, color, national origin, sex, creed (religion), age, and disability in accordance with Title VI of the Civil Rights Act and related statutes. Any person who believes she or he has been aggrieved by any unlawful discriminatory practice may file a complaint with the Person Area Transportation System.  For more information on the Person Area Transportation System’s civil rights program, and the procedures to file a complaint, contact 336-597-1771, (TTY 800-735-2962); email mfleig@personcountync.gov; or visit our administrative office at 303 S. Morgan St., Roxboro, NC 27573. For more information, visit www.personcountync.gov.  If information is needed in another language, contact 336-599-8361.  A complainant may file a complaint directly with the North Carolina Department of Transportation by filing with the Office of Civil Rights, External Civil Rights Section, 1511 Mail Service Center, Raleigh, NC 27699-1511, Attention: Title VI Nondiscrimination Program; phone: 919-508-1808 or 800-522-0453, or TDD/TTY: 800-735-2962.  A complainant may file a complaint directly with the Federal Transit Administration by filing a complaint with the Office of Civil Rights, Attention: Title VI Program Coordinator, East Building, 5th Floor-TCR, 1200 New Jersey Ave., SE, Washington, DC 20590. Implementation  The notice will be posted in its entirety on our website and in any documents and reports we distribute.  The notice will be posted in our offices and inside our vehicles.  Ads in newspapers and other publications shall include the following: “The Person Area Transportation System operates without regard to race, color, national origin, sex, creed (religion), age or disability. For more information on The Person Area Transportation System’s Title VI program or how to file a discrimination complaint, please contact 336-597-1771”  The statement will be posted or provided in languages other than English, when appropriate. 54 NCDOT – 2022 Title VI Implementation Plan Page 11 5.0 PROCEDURES TO ENSURE NONDISCRIMINATORY ADMINISTRATION OF PROGRAMS AND SERVICES We are committed to nondiscriminatory administration of our programs and services, organization wide. PATS will remind employees of Title VI nondiscrimination obligations through staff training and use of the Annual Education and Acknowledgment Form below. The Title VI Coordinator will periodically assess program operations to ensure this policy is being followed. Annual Education and Acknowledgement Form Title VI Nondiscrimination Policy (Title VI and related nondiscrimination authorities) No person shall, on the grounds of race, color, national origin, sex, age, creed, or disability, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity of a Federal-aid recipient. All employees and representatives of Person Area Transportation System are expected to consider, respect, and observe this policy in their daily work and duties. If any person approaches you with a civil rights-related question or complaint, please direct him or her to Mitch Fleig at 336-597-1771. In all dealings with the public, use courtesy titles (e.g., Mr., Mrs., Miss, Dr.) to address or refer to them without regard to their race, color, national origin, sex, age or disability. Acknowledgement of Receipt of Title VI Program I hereby acknowledge receipt of Person Area Transportation System’s Title VI Program and other nondiscrimination guidelines. I have read the Title VI Program and I am committed to ensuring that no person is excluded from participation in or denied the benefits of Person Area Transportation System’s programs, policies, services and activities on the basis of race, color, national origin, sex, age, creed (religion), or disability, as provided by Title VI of the Civil Rights Act of 1964 and related nondiscrimination statutes. __________________________________________ ____________________ __________________________________ _______________________________ Signature Date Implementation  Periodically, but not more than once a year, employees and representatives will receive, review and certify commitment to the Title VI Program.  New employees shall be informed of Title VI provisions and expectations to perform their duties, accordingly, asked to review the Title VI Program, and required to sign the acknowledgement form.  Periodic review of operational practices and guidelines by the Title VI Coordinator to verify compliance with the Title VI Program. Maintain documents of each review on file.  Signed acknowledgement forms and records of internal assessments will remain on file for at least three years. 55 NCDOT – 2022 Title VI Implementation Plan Page 12 6.0 CONTRACT ADMINISTRATION Person Area Transportation System ensures all contractors will fulfill their contracts in a nondiscriminatory manner. While contractors are not required to prepare a Title VI Program, they must comply with the nondiscrimination requirements of the organization to which they are contracted. PATS and its contractors will not discriminate in the selection and retention of contractors (at any level) or discriminate in employment practices in connection with any of our projects. 6.1 CONTRACT LANGUAGE I. During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the "contractor") agrees as follows: (1) Compliance with Regulations: The contractor (hereinafter includes consultants) will comply with the Acts and the Regulations relative to Nondiscrimination in Federally-assisted programs of the U.S. Department of Transportation, Federal Transit Administration (FTA), as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract. (2) Nondiscrimination: The contractor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color, national origin, sex, age, creed (religion), low-income, limited English proficiency, or disability in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The contractor will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR Part 21. (3) Solicitations for Subcontractors, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the contractor of the contractor's obligations under this contract and the Acts and the Regulations relative to Nondiscrimination on the grounds of race, color, or national origin. (4) Information and Reports: The contractor will provide all information and reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Recipient or the FTA to be pertinent to ascertain compliance with such Acts, Regulations, and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish the information, the contractor will so certify to the Recipient or the FTA, as appropriate, and will set forth what efforts it has made to obtain the information. (5) Sanctions for Noncompliance: In the event of a contractor's noncompliance with the Non- discrimination provisions of this contract, the Recipient will impose such contract sanctions as it or the FTA may determine to be appropriate, including, but not limited to: (a) withholding payments to the contractor under the contract until the contractor complies; and/or (b) cancelling, terminating, or suspending a contract, in whole or in part. (6) Incorporation of Provisions: The contractor will include the provisions of paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The contractor will take action with respect to any subcontract or procurement as the Recipient or the FTA may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the contractor becomes involved in, or is threatened with litigation by a subcontractor, or supplier because of such direction, the contractor may request the Recipient to enter into any litigation to protect the interests of the Recipient. In addition, the contractor may request the United States to enter into the litigation to protect the interests of the United States. 56 NCDOT – 2022 Title VI Implementation Plan Page 13 II. During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the "contractor") agrees to comply with the following nondiscrimination statutes and authorities; including but not limited to: Pertinent Nondiscrimination Authorities  Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21.  The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);  Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex);  Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27;  The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);  Airport and Airway Improvement Act of 1982, (49 USC § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex);  The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);  Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131- 12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38;  The Federal Aviation Administration's Nondiscrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);  Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures Nondiscrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;  Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of Limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);  Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq);  Federal transit laws, specifically 49 U.S.C. § 5332 (prohibiting discrimination based on race, color, religion, national origin, sex (including gender identity), disability, age, employment, or business opportunity). *The Contractor has read and is familiar with the terms above: Contractor’s Initials Date Implementation  The nondiscrimination language above (with initials line) will be appended to any existing contracts, purchase orders, and agreements that do not include it, and initialed by the responsible official of the other organization. 57 NCDOT – 2022 Title VI Implementation Plan Page 14  The nondiscrimination language above (without initials line) will be incorporated as standard language before the signature page of our standard contracts, purchase orders, and agreements.  The Title VI Coordinator will review existing contracts to ensure the language has been added. 6.2 NONDISCRIMINATION NOTICE TO PROSPECTIVE BIDDERS Person Area Transportation System, in accordance with Title VI of the Civil Rights Act of 1964 and related nondiscrimination authorities, and Title 49 Code of Federal Regulations, Parts 21 and 26, hereby notifies all bidders that it will affirmatively insure that in any contact entered into pursuant to this advertisement, minority and women business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, creed, limited English proficiency, low- income, or disability in consideration for an award. Implementation  The nondiscrimination language above will be included in all solicitations for bids for work or material and proposals for negotiated agreements to assure interested firms that we provide equal opportunity and do not discriminate.  Outreach efforts will be made to minority and women-owned firms that work in requested fields and documented.  Unless specifically required under Disadvantaged Business Enterprise (DBE) or Affirmative Action programs, all contractors will be selected without regard to their race, color, national origin, or sex. 58 NCDOT – 2022 Title VI Implementation Plan Page 15 7.0 EXTERNAL DISCRIMINATION COMPLAINT PROCEDURES These discrimination complaint procedures outline the process used by Person Area Transportation System (PATS) to process complaints of alleged discrimination filed under Title VI of the Civil Rights Act of 1964 and related nondiscrimination laws that are applicable to PATS programs, services, and activities. Complaints will be investigated by the appropriate authority. Upon completion of an investigation, the complainant will be informed of all avenues of appeal. Every effort will be made to obtain early resolution of complaints at the lowest level possible by informal means. FILING OF COMPLAINTS 1. Applicability – These procedures apply to the beneficiaries of our programs, activities, and services, such as the members of the public and any consultants/contractors we hire. 2. Eligibility – Any person or class of persons who believes that he/she has been subjected to discrimination or retaliation prohibited by any of the Civil Rights authorities based upon race, color, sex, age, national origin, creed (religion) or disability, may file a written complaint. The law prohibits intimidation or retaliation of any sort. The complaint may be filed by the affected individual or a representative and must be in writing. 3. Time Limits and Filing Options – A complaint must be filed no later than 180 calendar days after the following:  The date of the alleged act of discrimination; or  The date when the person(s) became aware of the alleged discrimination; or  Where there has been a continuing course of conduct, the date on which that conduct was discontinued or the latest instance of the conduct. Complaints may be submitted to the following entities:  Person Area Transportation System, Public Transportation System, 303 S. Morgan St., Roxboro, NC 27573; 336-597-1771  North Carolina Department of Transportation, Office of Civil Rights, External Civil Rights Section, 1511 Mail Service Center, Raleigh, NC 27699-1511; 919-508-1830 or toll free 800-522- 0453  US Department of Transportation, Departmental Office of Civil Rights, External Civil Rights Programs Division, 1200 New Jersey Avenue, SE, Washington, DC 20590; 202-366-4070 Federal Transit Administration, Office of Civil Rights, ATTN: Title VI Program Coordinator, East Bldg. 5th Floor – TCR, 1200 New Jersey Avenue, SE, Washington, DC 20590  US Department of Justice, Special Litigation Section, Civil Rights Division, 950 Pennsylvania Avenue, NW, Washington, DC 20530, 202-514-6255 or toll free 877-218-5228 4. Format for Complaints – Complaints shall be in writing and signed by the complainant(s) or a representative and include the complainant’s name, address, and telephone number. Complaints received by fax or e-mail will be acknowledged and processed. Allegations received by telephone or in person will be reduced to writing, may be recorded and will be provided to the complainant for confirmation or revision before processing. Complaints will be accepted in other languages, including Braille. 5. Discrimination Complaint Form – The Discrimination Complaint Form is consistent with the FTA Certifications & Assurances, “Nondiscrimination Assurance.” 6. Complaint Basis – Allegations must be based on issues involving race, color, national origin, sex, age, creed (religion) or disability. The term “basis” refers to the complainant’s membership in a protected group category. 59 NCDOT – 2022 Title VI Implementation Plan Page 16 Protected Categories Definition Examples Applicable Statutes and Regulations FTA Race An individual belonging to one of the accepted racial groups; or the perception, based usually on physical characteristics that a person is a member of a racial group Black/African American, Hispanic/Latino, Asian, American Indian/Alaska Native, Native Hawaiian/Pacific Islander, White Title VI of the Civil Rights Act of 1964; 49 CFR Part 21; 49 U.S.C. 5332(b); FTA Circular 4702.1B Color Color of skin, including shade of skin within a racial group Black, White, brown, yellow, etc. National Origin Place of birth. Citizenship is not a factor. Discrimination based on language or a person’s accent is also covered. Mexican, Cuban, Japanese, Vietnamese, Chinese Sex Gender Women and Men 49 U.S.C. 5332(b); Title IX of the Education Amendments of 1972 Age Persons of any age 21-year-old person Age Discrimination Act of 1975 Disability Physical or mental impairment, permanent or temporary, or perceived Blind, alcoholic, para- amputee, epileptic, diabetic, arthritic Section 504 of the Rehabilitation Act of 1973; Americans with Disabilities Act of 1990 Creed Religion Muslim, Christian, Hindu, Atheist 49 U.S.C. 5332(b) Complaint Processing 1. When a complaint is received, an Acknowledgment Letter and a Complainant Consent/Release Form will be mailed to the complainant within ten (10) business days by registered mail. 2. We will consult with the NCDOT Title VI Program to determine the acceptability and jurisdiction of all complaints received. (Note: If NCDOT will investigate, the Title VI Program will be responsible for the remainder of this process. We will record the transfer of responsibility in our complaints log). 3. Additional information will be requested if the complaint is incomplete. The complainant will be provided 15 business days to submit any requested information and the signed Consent Release form. Failure to do so may be considered good cause for a determination of no investigative merit. 4. Upon receipt of the requested information and determination of jurisdiction, we will notify the complainant and respondent of whether the complaint has enough merit to warrant investigation. 5. If the complaint is investigated, the notification shall state the grounds of our jurisdiction, while informing the parties that their full cooperation will be required in gathering additional information and assisting the investigator. 6. If the complaint does not warrant investigation, the notification to the complainant shall specifically state the reason for the decision. Complaint Log 1. When a complaint is received, the complaint will be entered into the Discrimination Complaints Log with other pertinent information and assigned a Case Number. (Note: All complaints must be logged). 2. The complaints log will be submitted to the NCDOT’s Civil Rights office during Title VI compliance reviews. (Note: NCDOT may also be request the complaints log during pre-grant approval processes). 3. The Log Year(s) since the last submittal will be entered (e.g., 2015-2018, 2017-2018, FFY 2018, or 2018) and the complaints log will be signed before submitting the log to NCDOT. 60 NCDOT – 2022 Title VI Implementation Plan Page 17 4. When reporting no complaints, check the No Complaints or Lawsuits box and sign the log. 61 NCDOT – 2022 Title VI Implementation Plan Page 18 Person Area Transportation System (PATS) DISCRIMINATION COMPLAINT FORM Any person who believes that he/she has been subjected to discrimination based upon race, color, creed, sex, age, national origin, or disability may file a written complaint with Person Area Transportation System, within 180 days after the discrimination occurred. Last Name: First Name: Male Female Mailing Address: City State ZIP Home Telephone: Work Telephone: E-mail Address Identify the Category of Discrimination: RACE COLOR NATIONAL ORIGIN SEX CREED (RELIGION) DISABILITY LIMITED ENGLISH PROFICIENCY AGE *NOTE: Title VI bases are race, color, national origin. All other bases are found in the “Nondiscrimination Assurance” of the FTA Certifications & Assurances. Identify the Race of the Complainant Black White Hispanic Asian American American Indian Alaskan Native Pacific Islander Other _________________ Date and place of alleged discriminatory action(s). Please include earliest date of discrimination and most recent date of discrimination. Names of individuals responsible for the discriminatory action(s): How were you discriminated against? Describe the nature of the action, decision, or conditions of the alleged discrimination. Explain as clearly as possible what happened and why you believe your protected status (basis) was a factor in the discrimination. Include how other persons were treated differently from you. (Attach additional page(s), if necessary). The law prohibits intimidation or retaliation against anyone because he/she has either taken action, or participated in action, to secure rights protected by these laws. If you feel that you have been retaliated against, separate from the discrimination alleged above, please explain the circumstances below. Explain what action you took which you believe was the cause for the alleged retaliation. 62 NCDOT – 2022 Title VI Implementation Plan Page 19 Names of persons (witnesses, fellow employees, supervisors, or others) whom we may contact for additional information to support or clarify your complaint: (Attached additional page(s), if necessary). Name Address Telephone 1. 2. 3. 4. 63 NCDOT – 2022 Title VI Implementation Plan Page 20 DISCRIMINATION COMPLAINT FORM Have you filed, or intend to file, a complaint regarding the matter raised with any of the following? If yes, please provide the filing dates. Check all that apply. NC Department of Transportation Federal Transit Administration US Department of Transportation US Department of Justice Federal or State Court Other Have you discussed the complaint with any PATS representative? If yes, provide the name, position, and date of discussion. Please provide any additional information that you believe would assist with an investigation. Briefly explain what remedy, or action, are you seeking for the alleged discrimination. **WE CANNOT ACCEPT AN UNSIGNED COMPLAINT. PLEASE SIGN AND DATE THE COMPLAINT FORM BELOW. ____________________________________________________________ _____ COMPLAINANT’S SIGNATURE _________________________________ _ DATE MAIL COMPLAINT FORM TO: Person Area Transportation System Attention: Mitch Fleig, Public Transportation Director 304 S. Morgan St. Roxboro, NC 27573 mfleig@personcountync.gov 336-597-1717 64 NCDOT – 2022 Title VI Implementation Plan Page 21 FOR OFFICE USE ONLY Date Complaint Received: Processed by: Case #: Referred to: NCDOT FTA Date Referred: 65 NCDOT – 2022 Title VI Implementation Plan Page 22 DISCRIMINATION COMPLAINTS LOG Log Year(s): 2019-2022 CASE NO. COMPLAINANT NAME RACE/ GENDER RESPONDENT NAME BASIS DATE FILED DATE RECEIVED ACTION TAKEN DATE INVESTIG. COMPLETED DISPOSITION No Complaints or Lawsuits I certify that to the best of my knowledge, the above described complaints or lawsuits alleging discrimination, or no complaints or lawsuits alleging discrimination, have been filed with or against Person Area Transportation System since the previous Title VI Program submission to NCDOT. _______________________________________________________________ ______________________________ Signature of Title VI Coordinator or Other Authorized Official Date _______________________________________________________________ _______________________________________________________________ Print Name and Title of Authorized Official66 NCDOT – 2022 Title VI Implementation Plan Page 23 INVESTIGATIVE GUIDANCE A. Scope of Investigation – An investigation should be confined to the issues and facts relevant to the allegations in the complaint, unless evidence shows the need to extend the issues. B. Developing an Investigative Plan – It is recommended that the investigator prepares an Investigative Plan (IP) to define the issues and lay out the blueprint to complete the investigation. The IP should follow the outline below: 1. Complainant(s) Name and Address (Attorney name and address if applicable) 2. Respondent(s) Name and Address (Attorney for the Respondent(s) name and address) 3. Applicable Law(s) 4. Basis/(es) 5. Allegation(s)/Issue(s) 6. Background 7. Name of Persons to be interviewed a. Questions for the complainant(s) b. Questions for the respondent(s) c. Questions for witness(es) 8. Evidence to be obtained during the investigation a. Issue – e.g., Complainant alleges his predominantly African American community was excluded from a meeting concerning a future project which could affect the community. i. Documents needed: e.g., mailing list which shows all physical addresses, P.O. Box numbers, property owner names, and dates when the meeting notification was mailed; other methods used by the RPO to advertise the meeting. C. Request for Information – The investigator should gather data and information pertinent to the issues raised in the complaint. D. Interviews – Interviews should be conducted with the complainant, respondent, and appropriate witnesses during the investigative process. Interviews are conducted to gain a better understanding of the situation outlined in the complaint of discrimination. The main objective during the interview is to obtain information that will either support or refute the allegations. E. Developing an Investigative Report – The investigator should prepare an investigative report setting forth all relevant facts obtained during the investigation. The report should include a finding for each issue. A sample investigative report is provided below. 67 NCDOT – 2022 Title VI Implementation Plan Page 24 SAMPLE Investigative Report I. COMPLAINANT(S) NAME (or attorney for the complainant(s) – name and address if applicable Name, Address, Phone: 999-999-9999 II. RESPONDENT(S) (or attorney for the respondent(s) – name and address if applicable) Name, Address, Phone: 999-999-9999 III. APPLICABLE LAW/REGULATION [For example, Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d); 49 CFR §21.11; 49 CFR §26.53)] IV. COMPLAINT BASIS/(ES) [For example, Race, Color, National Origin, Creed (Religion), Sex, Age, Disability)] V. ISSUES/ALLEGATIONS [Describe in logical sequence, each allegation including the prohibited basis for the alleged discriminatory conduct, (e.g., race, color, creed, sex, national origin, age, or disability) and the specific statutory or regulatory provision the allegation would violate, if proven to be true.] Issue #1 – Complainant alleges that transit system failed to inform minority communities of rate increases. Issue #2 – Complainant alleges that transit system has not sufficiently publicized or held public meetings to share information regarding fare increases and route changes that impacts low-income and minority citizens. VI. BACKGROUND [Provide detailed information regarding the complaint, including a historical overview of the case, including any activities or actions taken prior to accepting the complaint for investigation.] VII. INVESTIGATIVE PROCEDURE [Describe in detail, methods used to conduct the investigation, such as document requests, interviews and site visits. Include witnesses’ names and addresses, documents received and/or reviewed, emails sent and received.] VIII. ISSUES / FINDINGS OF FACT [Provide a detailed description of the investigator’s analysis of each allegation, based on clear and factual findings. Include specific evidence used to support your findings.] IX. CONCLUSION [State whether discrimination did or did not occur. Conclusions must be evidence-based and defensible. Test conclusions by considering all possible rebuttal arguments from the respondent and complainant. Both respondent and the complainant should be given an opportunity to confirm or rebut the assertions of the other party and your findings, but all the evidence you’ve presented should speak for itself.] X. RECOMMENDED ACTIONS [Outline what should be done to remedy the findings or, if necessary, provide justice for the complainant.] APPENDIX [Include in the Appendix any supplemental materials that support your findings and conclusion.] 68 NCDOT – 2022 Title VI Implementation Plan Page 25 8.0 SERVICE AREA POPULATION CHARACTERISTICS To ensure that Title VI reporting requirements are met, we will collect and maintain population data on potential and actual beneficiaries of our programs and services. This section contains relevant population data for our overall service area. This data provides context for the Title VI Nondiscrimination Program and will be used to ensure nondiscrimination in public outreach and delivery of our programs and services. 8.1 RACE AND ETHNICITY AGE AND SEX:  Race and Ethnicity Age and Sex Number Percent Total Population 39,464 100.0% White 26,968 68.3% Black or African American 10,646 27.0% American Indian or Alaska Native 266 0.7% Asian 116 0.3% Native Hawaiian and Other Pacific Islander 4 0.0% Some other Race 868 2.2% Two or More Races 596 1.5% HISPANIC OR LATINO (of any race) 1,593 4.0% Mexican unavailable unavailable Puerto Rican unavailable unavailable Cuban unavailable unavailable Other Hispanic or Latino unavailable unavailable 69 NCDOT – 2022 Title VI Implementation Plan Page 26 8.2 DISABILITY CHARACTERISTICS: Subject Total With a Disability Percent with a Disability Estimate Margin of Error +/- Estimate Margin of Error +/- Estimate Margin of Error +/- Total civilian noninstitutionalized population 38,957 ±87 7,655 ±697 19.6% ±1.8 Population under 5 years 2,201 ±79 0 ±26 0.0% ±1.6 Population 5 to 17 years 6,123 ±82 885 ±324 14.5% ±5.3 Population 18 to 64 years 23,436 unknown 4,084 unknown 17.4% unknown Population 65 years and over 7,197 unknown 2,686 unknown 37.3% unknown SEX Male 18,888 ±167 3,889 ±510 20.6% ±2.7 Female 20,069 ±166 3,766 ±430 18.8% ±2.1 RACE AND HISPANIC OR LATINO ORIGIN White 26,304 ±283 4,631 ±439 17.6% ±1.7 Black or African American 10,238 ±367 2,822 ±550 27.6% ±5.2 American Indian and Alaska Native 269 ±150 43 ±35 16.0% ±15.0 Asian 152 ±69 3 ±8 2.0% ±4.9 Native American and Other Pacific Islander 21 ±33 0 ±26 0.0% ±67.2 Some other Race 860 ±407 0 ±26 0.0% ±4.0 Two or more races 1,113 ±401 156 ±82 14.0% ±9.0 Hispanic or Latino 1,678 ±20 48 ±53 2.9% ±3.2 70 NCDOT – 2022 Title VI Implementation Plan Page 27 8.3 POVERTY: Subject Total Below poverty level Percent below poverty level Estimate Margin of Error +/- Estimate Margin of Error +/- Estimate Margin of Error +/- Population for whom poverty status is determined 38,792 ±134 6,237 ±850 16.1% ±2.2 AGE Under 18 8,151 ±120 2,804 ±520 34.4% ±6.3 18 to 64 23,444 ±99 2,797 ±405 11.9% ±1.7 65 years and over 7,197 ±80 636 ±149 8.8% ±2.1 SEX Male 18,789 ±179 2,629 ±450 14.0% ±2.3 Female 20,003 ±162 3,608 ±569 18.0% ±2.8 RACE AND HISPANIC OR LATINO ORIGIN White 26,242 ±296 2,990 ±665 11.4% ±2.5 Black or African American 10,198 ±362 2,394 ±496 23.5% ±4.7 American Indian and Alaska Native 269 ±150 118 ±142 43.9% ±31.4 Asian 152 ±69 0 ±26 0.0% ±20.4 Native American and Other Pacific Islander 1 ±2 0 ±26 0.0% ±100.0 Some other Race 860 ±407 673 ±435 78.3% ±21.8 Two or more races 1,070 ±390 62 ±76 5.8% ±7.0 Hispanic or Latino 1,662 ±43 952 ±285 57.3% ±16.7 RACE AND HISPANIC OR LATINO ORIGIN All individuals below: 50 percent of poverty level 2,128 ±641 (X) (X) (X) (X) 125 percent of poverty level 7,856 ±865 (X) (X) (X) (X) 150 percent of poverty level 9,964 ±874 (X) (X) (X) (X) 185 percent of poverty level 12,673 ±1,100 (X) (X) (X) (X) 200 percent of poverty level 13,407 ±1,150 (X) (X) (X) (X) 71 NCDOT – 2022 Title VI Implementation Plan Page 28 8.4 HOUSEHOLD INCOME: Subject Households Estimate Margin of Error +/- Total 15,896 ±381 Less than $10,000 5.80% ±1.5 $10,000 to $14,999 6.00% ±1.4 $15,000 to $24,999 12.10% ±1.9 $25,000 to $34,999 11.80% ±2.2 $35,000 to $49,999 13.30% ±1.8 $50,000 to $74,999 18.40% ±2.0 $75,000 to $99,999 14.00% ±2.1 $100,000 to $149,999 13.80% ±2.1 $150,000 to $199,999 3.50% ±1.1 $200,000 or more 1.30% ±0.6 Median income (dollars) 51,020 ±2,938 Mean income (dollars) 64,737 ±4,236 8.5 LIMITED ENGLISH PROFICIENCY POPULATION: Total Percent Label Estimate Margin of Error Estimate Margin of Error Population 5 years and over 37,144 ±79 (X) (X) Speak only English 35,349 ±409 95.2% ±1.1 Speak a language other than English 1,795 ±404 4.8% ±1.1 SPEAK A LANGUAGE OTHER THAN ENGLISH Spanish 1,276 ±289 3.4% ±0.8 Other Indo-European languages 263 ±124 0.7% ±0.3 Asian and Pacific Island languages 99 ±105 0.3% ±0.3 Other languages 157 ±185 0.4% ±0.5 8.6 POPULATION LOCATIONS Federal-aid recipients are required to identify the characteristics and locations of populations they serve, particularly by race/ethnicity, poverty, and limited English proficiency. We will document this narratively or through maps that overlay boundaries and demographic features on specific communities, and provide this information to NCDOT, upon request. 72 NCDOT – 2022 Title VI Implementation Plan Page 29 9.0 TITLE VI EQUITY ANALYSES (AND ENVIRONMENTAL JUSTICE ASSESSMENTS) Title VI Equity Analyses. In accordance with FTA Circular 4702.1B, a Title VI equity analysis will be conducted whenever we construct a facility, such as a vehicle storage facility, maintenance facility, or operation center. The equity analysis will be conducted during the planning stage, with regard to the location of the facility, to determine if the project could result in a disparate impact to minority communities based on race, color or national origin. Accordingly, we will look at various alternatives before selecting a site for the facility. Project-specific demographic data on potentially affected communities and their involvement in decision- making activities will be documented. Title VI Equity Analyses will remain on file indefinitely, and copies will be provided to NCDOT, upon request, during compliance reviews or complaint investigations. Environmental Justice Analyses. As required by FTA C 4703.1, environmental justice (EJ) analyses will be conducted to determine if our programs, policies, or activities will result in disproportionately high and adverse human health and environmental effects on minority populations and low-income populations. EJ applies to our projects, such as when we construct or modify a facility, and our policies, such as when there will be a change in service, amenities or fares. Thus, we will look at various alternatives and seek input from potentially affected communities before making a final decision. Demographic data will be collected to document their involvement in the decision-making process. EJ analyses will remain on file indefinitely, and copies will be provided to NCDOT, upon request, during compliance reviews or complaint investigations. 73 NCDOT – 2022 Title VI Implementation Plan Page 30 10.0 PUBLIC INVOLVEMENT 10.1 INTRODUCTION Effective public involvement is a key element in addressing Title VI in decision-making. This Public Participation Plan describes how Person Area Transportation System (PATS) will disseminate vital agency information and engage the public. We will seek out and consider the input and needs of interested parties and groups traditionally underserved by transportation systems who may face challenges accessing our services, such as minority and limited English proficient (LEP) persons. Underlying these efforts is our commitment to determining the most effective outreach methods for a given project or population. General public involvement practices will include:  Expanding traditional outreach methods. Think outside the box: Go to hair salons, barbershops, street fairs, etc.  Providing for early, frequent, and continuous engagement by the public.  Use of social media and other resources to gain public involvement.  Coordinating with community- and faith-based organizations, educational institutions, and other entities to implement public engagement strategies that reach out specifically to members of affected minority and/or LEP communities.  Providing opportunities for public participation through means other than written communication.  Considering radio, television, or newspaper ads on stations and in publications that serve LEP populations. 10.2 PUBLIC NOTIFICATION Passengers and other interested persons will be informed of their rights under Title VI and related authorities regarding our program. The primary means of achieving this will be posting and disseminating the policy statement and notice as stipulated in Sections 3.0 and 4.0, respectively. Additional measures may include verbally announcing our obligations and the public’s rights at meetings, placing flyers at places frequented by targeted populations, and an equal opportunity tag-on at the end of radio announcements. The method of notification will be determined through an initial screening of the area. 10.3 DISSEMINATION OF INFORMATION Information on Title VI and other programs will be crafted and disseminated to employees, contractors and subrecipients, stakeholders, and the general public. Public dissemination efforts may vary depending on factors present, but will generally include: posting public statements setting forth our nondiscrimination policy in eye- catching designs and locations; placing brochures in public places, such as government offices, transit facilities, and libraries; having nondiscrimination language within contracts; including nondiscrimination notices in meeting announcements and handouts; and displaying our Notice of Nondiscrimination at all our public meetings. At a minimum, nondiscrimination information will be disseminated on our website and on posters in conspicuous areas at our office(s). Project-related information and our most current Title VI-related information will be maintained online. 10.4 MEETINGS AND OUTREACH There is no one-size-fits-all approach to public involvement. A variety of comprehensive and targeted public participation methods will be used to facilitate meaningful public involvement. Methods for engaging stakeholders and target audiences, including traditionally underserved and excluded populations (i.e., minorities, youth, low-income, the disabled, etc.) will include the following: 74 NCDOT – 2022 Title VI Implementation Plan Page 31 Public Relations and Outreach Public relations and outreach (PRO) strategies aim to conduct well-planned, inclusive, and meaningful public participation events that foster good relations and mutual trust through shared decision-making with the communities we serve.  We will seek out and facilitate the involvement of those potentially affected.  Public events will aim to be collaborative, fun, and educational for all, rather than confrontational and prescriptive.  Media plans will typically involve multiple channels of communication like mailings, radio, TV, and newspaper ads.  Abstract objectives will be avoided in meeting announcements. Specific “attention-grabbing” reasons to attend will be used, such as “Help us figure out how to relieve congestion on [corridor name]” or “How much should it cost to ride the bus? Let us know on [date].”  Efforts will be made to show how the input of participants can, or did, influence final decisions.  We will do our best to form decision-making committees that look like and relate to the populations we serve.  We will seek out and identify community contacts and partner with local community- and faith-based organizations that can represent, and help us disseminate information to, target constituencies.  Demographic data will be requested during public meetings, surveys, and from community contacts and committee members. Public Meetings “Public meeting” refers to any meeting open to the public, such as hearings, charrettes, open house and board meetings.  Public meetings will be conducted at times, locations, and facilities that are convenient and accessible.  Meeting materials will be available in a variety of predetermined formats to serve diverse audiences.  An assortment of advertising means may be employed to inform the community of public meetings.  Assistance to persons with disabilities or limited English proficiency will be provided, as required. Small Group Meetings A small group meeting is a targeted measure where a meeting is held with a specific group, usually at their request or consent. These are often closed meetings, as they will typically occur on private property at the owner’s request.  If it is determined that a targeted group has not been afforded adequate opportunities to participate, the group will be contacted to inquire about possible participation methods, including a group meeting with them individually.  Unless unusual circumstances or safety concerns exist, hold the meeting at a location of the target group’s choosing.  Share facilitation duties or relinquish them to members of the target group.  Small group discussion formats may be integrated into larger group public meetings and workshops. When this occurs, the smaller groups will be as diverse as the participants in the room. Community Surveying  Opinion surveys will occasionally be used to obtain input from targeted groups or the general public on their transportation needs, the quality or costs of our services, and feedback on our public outreach efforts.  Surveys may be conducted via telephone, door-to-door canvassing, at community fairs, by placing drop boxes in ideal locations, or with assistance from other local agencies like social services.  Surveys will be translated into languages other than English, when appropriate. 75 NCDOT – 2022 Title VI Implementation Plan Page 32 10.5 LIMITED ENGLISH PROFICIENCY Limited English Proficient (LEP) persons are individuals for whom English is not their primary language and who have a limited ability to read, write, speak, or understand English. These individuals reported to the U.S. Census Bureau that they speak English less than very well. To comply with USDOT’s LEP Policy Guidance and Executive Order 13166, this section of our Title VI Plan outlines the steps we will take to ensure meaningful access by LEP persons to all benefits, services and information provided under our programs and activities. A four-factor analysis was conducted to determine the LEP language groups present in our planning area and the specific language services that are needed. Four Factor Analysis This Four Factor Analysis is an individualized assessment that balances the following four factors: (1) The number or proportion of LEP persons eligible to be served or likely to be encountered by a program, activity, or service of the recipient or grantee; (2) The frequency with which LEP individuals come in contact with the program; (3) The nature and importance of the program, activity, or service provided by the recipient to people’s lives; and (4) The resources available to the recipient and costs. Factor #1: The number or proportion of LEP persons eligible to be served or likely to be encountered by the program, activity, or service of the recipient. LANGUAGE SPOKEN AT HOME Estimate Margin of Error Percent of Population Margin of Error Total (population 5 years and over): 37,144 ±79 (X) (X) Speak only English 35,349 ±409 95.2% ±1.1 Spanish 1,276 ±289 3.4% ±0.8 Speak English "very well" 748 ±188 58.6% ±11.7 Speak English less than "very well" 528 ±216 41.4% ±11.7 Other Indo-European languages 263 ±124 0.7% ±0.3 Speak English "very well" 261 ±124 99.2% ±1.8 Speak English less than "very well" 2 ±4 0.8% ±1.8 Asian and Pacific Island languages 99 ±105 0.3% ±0.3 Speak English "very well" 21 ±28 21.2% ±35.2 Speak English less than "very well" 78 ±101 78.8% ±35.2 PATS contracts with human services organizations to help provide transportation for Person County residents. 76 NCDOT – 2022 Title VI Implementation Plan Page 33 The Safe Harbor Threshold is calculated by dividing the population estimate for a language group that “speaks English less then very well” by the total population of the county. The LEP Safe Harbor Threshold provision stipulates that for each LEP group that meets the LEP language threshold (5% or 1,000 individuals, whichever is less), PATS must provide translation of vital documents in written format for non-English speaking persons. In Person County, with a population estimate of 37,144 (2019: ACS 5-Year Estimates), 528 persons have identified themselves as Spanish speaking and “speaks English less than well”. This language group is 1.4% of the overall population and below the 5% or 1,000-person threshold. This means that PATS is not required to provide written translation of vital documents. All of the other language groups listed above are also below the safe harbor threshold. This means, at this time, PATS is also not required to provide written translation of vital documents in these languages. In the future, if PATS meets the Safe Harbor Threshold for any language group, it will provide written translation of vital documents in such languages and also consider measures needed for oral interpretation. Factor #2: The frequency with which LEP individuals come in contact with the program. Person Area Transportation System will be trained on what to do when they encounter a person who speaks English less than well. PATS will track the number of encounters and consider making adjustments as needed to its outreach efforts to ensure meaningful access to all persons and specifically to LEP and minority populations of PATS’s programs and services. PATS annually distributes a simple survey card with two questions in English and in Spanish: 1. For what purpose do you use our services? (examples: medical, employment, shopping, recreation, and college) 2. How many times per week do you use our services? PATS will provide rides to any person who requests a ride. If an individual has speech limitations, the dispatcher or driver will work with the Public Transportation Director, if needed to ensure the individual receives access to the transportation service. Factor #3: The nature and importance of the program, activity, or service provided by the recipient to people’s lives. Person Area Transportation System understands that an LEP person with language barrier challenges also faces difficulties obtaining health care, education and/or access to employment. A transportation system is a key link to connecting LEP persons to these essential services. PATS has identified activities and services which would have serious consequences to individuals if language barriers prevented access to information or the benefits of those programs. The activities and services include providing emergency evacuation instructions in our facilities, stations and vehicles and providing information to the public on security awareness or emergency preparedness. Twice a year we sent out Complementary Service Surveys. 1. Would you recommend Person Area Transportation System services to your family and friends? 2. Would you recommend the Roxboro Uptown Shuttle to your family and friends? 77 NCDOT – 2022 Title VI Implementation Plan Page 34 3. Have you been satisfied with either/both services on a scale from 1 to 5, with 1 being the lowest (not satisfied) and 5 being the highest (very satisfied). PATS’s assessment of what programs, activities and services that are most critical included contact with community organization(s) that serve LEP persons, as well as contact with LEP persons themselves to obtain information on the importance of the modes or the types of services that are provided to the LEP populations. Factor #4: The resources available to the recipient and costs. Even though Person Area Transportation System does not have a separate budget for LEP outreach, the county has worked with us to implement low cost methods of reaching LEP persons. PATS works with the Person County Department of Social Services and the Person County Health Department to ensure mechanisms are in place to reach LEP persons in the service area. For example, PATS has a special brochure printed and available to assist LEP populations in understanding the transportation service. In addition, PATS works with local advocacy groups to reach LEP populations. LANGUAGE ASSISTANCE PLAN As a result of the above four factor analysis, a Language Assistance Plan (LAP) was not required. However, reasonable attempts will be made to accommodate any persons encountered who require written translation or oral interpretation services. Language Assistance Measures The following general language assistance measures are reasonable and achievable for our organization at this time:  Making a concerted effort to inform LEP persons of available language assistance via staff, broadcast media, relationship-building with organizations, and our website.  Providing translation and interpretive services when appropriate (upon request or predetermined) at meetings.  Determining how best to take public involvement to LEP groups directly, including through small group meetings.  Language line translation services at a call center.  Where possible, utilizing or hiring staff who speak a language other than English and can provide competent language assistance. o Note: We will not ask community-based organizations (CBO) to provide, or serve as, interpreters at our meetings. Relying upon CBOs in that capacity could raise ethical concerns. If a CBO decides (on its own) to translate any materials for its constituents, or bring interpreters it trusts to our meetings, we will not object. That is their right.  Using language identification flashcards to determine appropriate services.  Establishing a process to obtain feedback on our language assistance measures. 10.6 DEMOGRAPHIC REQUEST The following form was used to collect required data on Key Community Contacts and nonelected committee members. Person Area Transportation System is required by Title VI of the Civil Rights Act of 1964 and related authorities to record demographic information on members of its boards and committees. Please provide the following information: 78 NCDOT – 2022 Title VI Implementation Plan Page 35 Race/Ethnicity: White Black/African American Asian American Indian/Alaskan Native Native Hawaiian/Pacific Islander Hispanic/Latino Other (please specify): __________________ National Origin: (if born outside the U.S.) Mexican Central American: _____________________ South American: ____________________ Puerto Rican Chinese Vietnamese Korean Other (please specify): __________________ Gender: Male Female Age: Less than 18 45-64 18-29 65 and older 30-44 Disability: Yes No I choose not to provide any of the information requested above: Completed forms will remain on file as part of the public record. For more information regarding Title VI or this request, please contact the Person Area Transportation System at 336-597-1771 or by email at mfleig@personcountync.gov. Please sign below acknowledging that you have completed this form. Thank you for your participation! Name (print): _________________________________________________________ Signature: _________________________________________________________ Implementation  Forms will be completed prior to NCDOT Title VI reviews and remain on file for three years.  All new and existing members of appointed decision-making boards or committees will be required to complete this form for reporting purposes.  If a member, for whatever reason, selects “I choose not to provide any of the information requested above,” this will be accepted as a completed form.  If a member chooses not to provide any of the information on the form, the Title VI Coordinator will be permitted to indicate that member’s race and gender, based on the Coordinator’s best guess.  Data from these forms will be used to complete the Demographic Request Table.  Once a new member submits this form, the Demographic Request Table for the associated committee will be updated. 79 NCDOT – 2022 Title VI Implementation Plan Page 36 10.7 KEY COMMUNITY CONTACTS Contact Name Community Name Interest or Affiliation Also a Committee Member? (Y/N) Kimberly Nichols Person County Health Department Yes Walter Montgomery Piedmont Community College School System Yes Maynell Harper Aging population Senior Center Yes Rosalba Cruz Person County Social Services Yes Vacant Person County Citizen Yes Vacant Health Care Medical-related service Yes Vernell Penick-Davis Business Economic Development / Chamber of Commerce Yes PJ Gentry Person County Commissioner Yes Cindy Chandler Health Care Private Industry Yes Froncello Bumpass Affordable Housing Citizen Yes Kim Morgan Adults with intellectual developmental disabilities (I/DD) and their families Person Industries Yes Thomas Schwalenberg Person County Emergency Services Yes Diane Cox Kerr-Tar Region Rural Planning Organization Yes Tim Chandler City of Roxboro City of Roxboro Yes John Hill Person County Recreation, Arts, and Parks Department No Ronnie Dunevant Roots and Wings Youth No Contact information for key community contacts is not public information and is maintained outside of this document. Any staff member who wishes to contact any individual listed above must request that information from the Title VI Coordinator. 10.8 SUMMARY OF OUTREACH EFFORTS MADE SINCE THE LAST TITLE VI PROGRAM SUBMISSION The following format is used to document PATS outreach efforts in reports to NCDOT. All meetings and disseminations of information capture information for the table below: Meeting Date Meeting Time Meeting Purpose Target Audience Information Disseminated The department does not have a record of outreach meetings over the past three years. Outreach efforts were likely made, but meetings and recordkeeping were negatively impacted by staff turnover (three directors, two 80 NCDOT – 2022 Title VI Implementation Plan Page 37 interim directors, and two transportation coordinators over this time period), a cyber incident that compromised the county IT system, and the COVID-19 pandemic. The department will increase its outreach and log all efforts going forward. 11.0 STAFF TRAINING All employees will receive basic Title VI training at least once every three years. New hires will receive this training within 15 days of their start date. Basic training will cover all sections of this Plan and our overall Title VI obligations. Staff may receive specialized training on how Title VI applies to their specific work areas. Those who routinely encounter the public, such as office personnel, call center staff, and vehicle drivers, will receive annual refresher training. Trainings will be provided or organized by the Title VI Coordinator and will often coincide with updates to our nondiscrimination policies and procedures. Records of staff trainings, such as agendas, sign-in sheets, copies of calendars, and certificates, will remain on file for at least three years (and in personnel files). 12.0 NON-ELECTED BOARDS AND COMMITTEES – BY RACE AND GENDER The table below depicts race and gender compositions for each of our nonelected (appointed) decision-making bodies. Member names and full demographics for each committee are available, upon request. Body Male % Fema le % Caucasi an % African America n % Asian America n % Native America n % Other % Hispani c % Service Area Population 48.14 51.86 64.28% 25.27% 0.32% 0.61% 3.89% 5.61% Transit Advisory Board 41.67 58.33 75.00 8.33 0 8.33 0 8.33 Strategies for Representative Committees Diversification goals will be provided to our nonelected boards and committees to help ensure that their membership mirrors our service area demographics, as adequately as possible. We will provide periodic updates on our outreach efforts at meetings. When there is an opening on a board or committee, we will ensure the following:  Current members will be made aware of diversity goals and polled for nominees.  Officials from local minority groups will be made aware of the diversity goals and polled for nominees.  Key Contacts from LEP groups will be contacted and polled for nominees.  A recruitment notice for a Board Member opening will be posted on our website.  An advertisement of recruitment notice for a Board Member will be placed with the local newspaper and other publications popular with minorities and other protected groups. 13.0 RECORD-KEEPING AND REPORTS As a subrecipient of FTA funds through NCDOT, we are required to submit a Title VI Program update to NCDOT every three years, on a schedule determined by NCDOT. Records will be kept to document compliance with the requirements of the Title VI Program. Unless otherwise specified, Title VI-related records shall be retained indefinitely. These records will made available for inspection by authorized officials of the NCDOT and/or FTA. Reports on Title VI-related activities and progress to address findings identified during Title VI compliance reviews may also be provided, upon request. It will occasionally be necessary to update this Title VI Plan or any of its components (e.g., complaints, Public Involvement, and LEP). Updates will be submitted to NCDOT for review and approval and adopted by our Board when required. 81 NCDOT – 2022 Title VI Implementation Plan Page 38 In addition to items documented throughout this Plan, records and reports due at the time of compliance reviews or investigations may include: Compliance Reviews  Title VI Program Plan  List of civil rights trainings provided or received  Summaries from any internal reviews conducted  Ads and notices for specific meetings  Findings from reviews by any other external agencies  Title VI equity analyses and EJ assessments  Discrimination Complaints Log Complaint Investigations  Investigative Reports  Discrimination complaint, as filed  List of interviewees (names and affiliations)  Supporting Documentation (e.g., requested items, photos taken, dates and methods of contact, etc.) 82 NCDOT – 2022 Title VI Implementation Plan Page 39 14.0 TRANSIT PROVIDERS 14.1 SERVICE STANDARDS Vehicle load The average load during the peak operating period should not exceed the vehicles’ achievable seated capacity which is 14 passengers or 12 passengers and 2 wheelchairs. This capacity level currently exceeds the need for the route. Vehicle headway Service operates along 21 fixed points, and is allowed to deviate from the route up to a half mile twice each hour as long bus is running on time. Service time from a point on the schedule back to the same point is approximately 1.25 hours. On time performance Person Area Transportation System has published route times. A bus is considered on time if it is no more than two minutes early or ten minutes late to any given point on the route. The service operates Monday through Friday, 7:45 am till 5:00 pm. On time performance objective is 90% or greater. This objective is consistently met. Service availability The points covered along the route were designed so that access to services such as medical, senior center, public library, recreation; as well as retail establishments would be accessible to most public housing within the Roxboro city limits. 14.2 SERVICE POLICIES Transit Amenities for each mode Person Area Transportation System utilizes public and privately-owned locations for stops. Therefore, PATS does not provide any amenities for any stops on the route. Vehicle Assignment for each mode Vehicles are assigned based on the largest capacity bus available first. At this time those busses are the newest in the fleet. All busses are equipped with heat and air condition. 83 NCDOT – 2022 Title VI Implementation Plan Page 40 Appendix A Applicable Nondiscrimination Authorities During the implementation of this Title VI Program, the organization, for itself, its assignees and successors in interest, is reminded that it has agreed to comply with the following non-discrimination statutes and authorities, including but not limited to:  Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21.  The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);  Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27;  The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);  The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);  Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49 C.P.R. parts 37 and 38;  Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).  Title VII of the Civil Rights Act of 1964 (42 U.S.C. § 2000e et seq., Pub. L. 88-352), (prohibits employment discrimination on the basis of race, color, creed (religion), sex, or national origin);  49 CFR Part 26, regulation to ensure nondiscrimination in the award and administration of DOT-assisted contracts in the Department's highway, transit, and airport financial assistance programs;  Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;  Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);  Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex);  Airport and Airway Improvement Act of 1982, (49 USC § 4 71, Section 4 7123), as amended, (prohibits discrimination based on race, creed (religion), color, national origin, or sex);  The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);  Federal transit laws, specifically 49 U.S.C. § 5332 (prohibiting discrimination based on race, color, religion, national origin, sex (including gender identity), disability, age, employment, or business opportunity). 84 NCDOT – 2022 Title VI Implementation Plan Page 41 Appendix B Organizational Chart 85 NCDOT – 2022 Title VI Implementation Plan Page 42 Appendix C NCDOT’s Compliance Review Checklist for Transit I. Program Administration (General Requirements) Requirement: FTA C 4702.1B – Title VI Requirements and Guidelines for FTA Recipients, Chapter III – General Requirements and Guidelines. Note: Every NCDOT subrecipient receiving any of the FTA Formula Grants listed above must complete this section. Requested Items (Please attach electronic documents (.pdf, .doc, etc.) or provide links to online versions) Complete d 1. A copy of the recipient’s signed NCDOT’s Title VI Nondiscrimination Agreement 2. Title VI Policy Statement (signed) 3. Title VI Notice to the Public, including a list of locations where the notice is posted 4. Type the name and title of your Title VI Coordinator and attach a list of their Title VI duties Name/Title: Mitch Fleig, Public Transportation Director 5. Title VI Complaint Procedures (i.e., instructions to the public regarding how to file a Title VI discrimination complaint) 6. Title VI Complaint Form 7. List of transit-related Title VI investigations, complaints, and lawsuits (i.e., discrimination complaints log) 8. Public Participation Plan, including information about outreach methods to engage traditionally underserved constituencies (e.g., minorities, limited English proficient populations (LEP), low- income, disabled), as well as a summary of outreach efforts made since the last Title VI Program submission 9. Language Assistance Plan for providing language assistance to persons with limited English proficiency (LEP), based on the DOT LEP Guidance, which requires conducting four-factor analyses 10. A table depicting the membership of non-elected committees and councils, the membership of which is selected by the recipient, broken down by race, and a description of the process the agency uses to encourage the participation of minorities on such committees 11. A copy of board meeting minutes, resolution, or other appropriate documentation showing the board of directors or appropriate governing entity or official(s) responsible for policy decisions reviewed and approved the Title VI Program 12. A description of the procedures the agency uses to ensure nondiscriminatory administration of programs and services 13. If you pass through FTA funds to other organizations, include a description of how you monitor your subrecipients for compliance with Title VI, and a schedule for your subrecipients’ Title VI Program submissions.  No Subrecipients 14. A Title VI equity analysis if you have constructed or conducted planning for a facility, such as a vehicle storage facility, maintenance facility, operation center, etc.  No Facilities Planned or Constructed 15. Copies of environmental justice assessments conducted for any construction projects during the past three years and, if needed based on the results, a description of the program or other measures used or planned to mitigate any identified adverse impact on the minority or low-income communities  No Construction Projects 86 NCDOT – 2022 Title VI Implementation Plan Page 43 16. If the recipient has undergone a Title VI Compliance Review in the last 3 years, please indicate the year of the last review and who conducted it. Year/Agency: II. Transit Providers Requirement: FTA C 4702.1B, Chapter IV – Requirements and Guidelines for Fixed Route Transit Providers. Note: All NCDOT subrecipients that provide fixed route public transportation services (e.g., local, express or commuter bus; bus rapid transit; commuter rail; passenger ferry) must complete this section.  Not Applicable (Check this box if you do not provide fixed route services, and skip questions 17 and 18. This section does not apply to you if you only provide demand response services.) Requested Items (Please attach electronic documents (.pdf, .doc, etc.) or provide links to online versions) Complete d 17. Service standards (quantitative measures) developed for each specific fixed route mode that the recipient provides (standards may vary by mode) must be submitted for each of the following indicators:  Vehicle load for each mode (Can be expressed as the ratio of passengers to the total number of seats on a vehicle. For example, on a 40-seat bus, a vehicle load of 1.3 means all seats are filled and there are approximately 12 standees.)  Vehicle headway for each mode (Measured in minutes (e.g., every 15 minutes), headway refers to the amount of time between two vehicles traveling in the same direction on a given line or combination of lines. A shorter headway corresponds to more frequent service. Service frequency is measured in vehicles per hour (e.g., 4 buses per hour).)  On time performance for each mode (Expressed as a percentage, this is a measure of runs completed as scheduled. The recipient must define what is considered to be “on time.” Performance can be measured against route origins and destinations only, or against origins and destinations as well as specified time points along a route.)  Service availability for each mode (Refers to a general measure of the distribution of routes within a transit provider’s service area, such as setting the maximum distance between bus stops or train stations, or requiring that a percentage of all residents in the service area be within a one-quarter mile walk of bus service. ) 18. Service policies (system-wide policies) adopted to ensure that service design and operations practices do not result in discrimination on the basis of race, color or national origin, must be submitted for each of the following:  Transit amenities for each mode (e.g., benches, shelters/canopies, printed materials, escalators/elevators, and waste receptacles. NOTE: Attach this information only if you have decision-making authority over siting transit amenities or you set policies to determine the siting of amenities.)  Vehicle assignment for each mode (Refers to the process by which transit vehicles are placed into service throughout a system. Policies for vehicle assignment may be based on the type or age of the vehicle, where age would be a proxy for condition, or on the type of service offered.) 87 AGENDA ABSTRACT Meeting Date: April 18, 2022 Agenda Title: Tax Adjustments for April 2022 Summary of Information: Attached please find the tax releases and motor vehicle pending refunds: 1. April 2022 tax releases. 2.April 2022 North Carolina Vehicle Tax System (NCVTS) pending refunds. Recommended Action: Motion to accept reports and authorize refunds. Submitted By: Russell Jones, Tax Administrator 88 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT 21740201 2021-38665 DY: PERSONAL PROPERTY MP 2/1/2022 3:19:58 PM BAIRD WILLARD M JR LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 5,641.00 40.62 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 5,641.00 4.06 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 5,641.00 1.55 LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 5,641.00 0.16 BOAT REGISTRATION EXPIRED 8/31/2018 TOTAL RELEASES:46.39 59276111 2011-44326 MOTOR VEHICLE: N SITUS: /2011 MP 2/1/2022 4:40:01 PM MARTINEZ GIRALDO BERNABE DE JE LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 4,690.00 32.83 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 4,690.00 28.80 LISTING ADJUSTED PERSONAL PROPERTY CI50TAG FEE 4,690.00 10.00 IDENTITY THEFT TOTAL RELEASES:71.63 59276111 2011-44407 MOTOR VEHICLE: N SITUS: /2011 MP 2/1/2022 4:40:28 PM MARTINEZ GIRALDO BERNABE DE JE LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 9,500.00 66.50 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 9,500.00 58.33 LISTING ADJUSTED PERSONAL PROPERTY CI50TAG FEE 9,500.00 10.00 IDENTITY THEFT TOTAL RELEASES:134.83 59276111 2011-44420 MOTOR VEHICLE: N SITUS: /2011 MP 2/1/2022 4:40:59 PM MARTINEZ GIRALDO BERNABE DE JE LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 4,970.00 34.79 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 4,970.00 30.52 LISTING ADJUSTED PERSONAL PROPERTY CI50TAG FEE 4,970.00 10.00 IDENTITY THEFT TOTAL RELEASES:75.31 59276111 2011-44428 MOTOR VEHICLE: N SITUS: /2011 MP 2/1/2022 4:41:26 PM MARTINEZ GIRALDO BERNABE DE JE LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 15,500.00 108.50 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 15,500.00 95.17 LISTING ADJUSTED PERSONAL PROPERTY CI50TAG FEE 15,500.00 10.00 IDENTITY THEFT TOTAL RELEASES:213.67 59276111 2012-44795 MOTOR VEHICLE: N SITUS: /2012 MP 2/1/2022 4:41:57 PM MARTINEZ GIRALDO BERNABE DE JE LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 6,080.00 42.56 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 6,080.00 37.33 LISTING ADJUSTED PERSONAL PROPERTY CI50TAG FEE 6,080.00 10.00 IDENTITY THEFT TOTAL RELEASES:89.89 32499303 2021-16805 DY:0RP:A94 23 RH 2/8/2022 9:49:35 AM MEACHUM KENNETH RAY APPRAISER ADJUSTED BUILDING C ADVLTAX 90,793.00 653.71 APPRAISER ADJUSTED BUILDING FIREADVLTAX 90,793.00 24.97 RMV CNDF ON DECK TOTAL RELEASES:678.68 18685301 2021-28929 DY: PERSONAL PROPERTY MP 2/9/2022 10:19:38 AM CLAYTON ELIZABETH LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 32,386.00 233.18 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 32,386.00 23.32 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 32,386.00 8.91 RUN DATE: 4/11/2022 9:06 AM RELEASES REPORT Person County 89 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 32,386.00 0.89 DWMH REMOVED F/2021 TOTAL RELEASES:266.30 69483201 2021-38718 DY: PERSONAL PROPERTY MP 2/10/2022 11:22:11 AM GERRELL GUY OWEN DOUBLE CHARGED C ADVLTAX 2,068.00 14.89 DOUBLE CHARGED C PEN FEE 2,068.00 1.49 DOUBLE CHARGED FIREADVLTAX 2,068.00 0.57 DOUBLE CHARGED FIREPEN FEE 2,068.00 0.06 DOUBLE BILLED TOTAL RELEASES:17.01 67842201 2021-38296 DY: PERSONAL PROPERTY MP 2/11/2022 9:23:55 AM TERRY LANETTA PATRICE LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 998.00 7.19 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 998.00 0.72 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 998.00 0.27 LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 998.00 0.03 DOUBLE BILLED TOTAL RELEASES:8.21 26419201 2021-39861 DY: PERSONAL PROPERTY MP 2/14/2022 10:30:30 AM WELLS TIMOTHY RANDALL LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 13,453.00 96.86 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 13,453.00 9.69 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 13,453.00 3.70 LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 13,453.00 0.37 BOATS SOLD PER NC-ALVIN TOTAL RELEASES:110.62 24364117 2021-41623 DY: PERSONAL PROPERTY RH 2/22/2022 9:45:59 AM TAMARAS HAIR STUDIO LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 800.00 5.76 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 800.00 0.58 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 800.00 0.22 LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 800.00 0.02 BUSINESS CLOSED IN 2020 TOTAL RELEASES:6.58 21210202 2021-33814 DY: PERSONAL PROPERTY MP 2/28/2022 10:42:01 AM CAMARGO MARTIN CERVANTEZ LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 500.00 3.60 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 500.00 0.36 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 500.00 3.25 LISTING ADJUSTED PERSONAL PROPERTY CI50PEN FEE 500.00 0.33 trailer sold TOTAL RELEASES:7.54 7508303 2021-5287 DY:0RP:A74 28 SRJ 2/28/2022 11:24:25 AM CAMERON WANZA ESTATE LIEN FEE ADJUSTMENT C ADVTFEE 0.00 4.00 PAID BEFORE NEWS AD TOTAL RELEASES:4.00 69312301 2021-3867 DY:0RP:A76 60 SRJ 2/28/2022 1:31:20 PM SIMON SPENCER E LIEN FEE ADJUSTMENT C ADVTFEE 0.00 4.00 PAID BEFORE NEWS AD TOTAL RELEASES:4.00 RUN DATE: 4/11/2022 9:06 AM RELEASES REPORT Person County 90 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT 71608301 2021-5759 DY:0RP:A64 20 SRJ 3/2/2022 10:15:35 AM BROWN THOMAS W LIEN FEE ADJUSTMENT C ADVTFEE 0.00 4.00 LIEN FEE ADJUSTMENT C GARNFEE 0.00 30.00 POSTMARKED MORTGAGE PAYMENT 2/26/2022 TOTAL RELEASES:34.00 6602801 2021-70019 DY: PERSONAL PROPERTY SRJ 3/4/2022 9:30:25 AM CLARKSVILLE STATION RESTAURANT NO LONGER SELLING ABC C BEONFEE 0.00 25.00 NO LONGER SELLING ABC C WIONFEE 0.00 25.00 DOUBLE BILLED UNDER 2021-70139 TOTAL RELEASES:50.00 71608301 2021-5758 DY:0RP:A64 21 SRJ 3/4/2022 9:54:10 AM BROWN THOMAS W LIEN FEE ADJUSTMENT C ADVTFEE 0.00 4.00 POSTMARKED 2/28/2022 TOTAL RELEASES:4.00 66731201 2021-34922 DY: PERSONAL PROPERTY MP 3/7/2022 10:13:51 AM MARTIN TRACY LYNN LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 4,828.00 34.76 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 4,828.00 3.48 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 4,828.00 31.38 LISTING ADJUSTED PERSONAL PROPERTY CI50PEN FEE 4,828.00 3.14 LISTING ADJUSTED PERSONAL PROPERTY C GARNFEE 4,828.00 30.00 SWMH SOLD 11/20/2020 TOTAL RELEASES:102.76 18279301 2021-17024 DY: RP:89 29 SRJ 3/7/2022 1:23:19 PM DIXON CHRISTOPHER LIEN FEE ADJUSTMENT C ADVTFEE 0.00 4.00 LIEN FEE ADJUSTMENT C GARNFEE 0.00 30.00 POSTED TO INCORRECT ACCOUNT TOTAL RELEASES:34.00 49528301 2021-17127 DY:0RP:A74 51 SRJ 3/7/2022 2:34:26 PM TROGDON MICHAEL LIEN FEE ADJUSTMENT C ADVTFEE 0.00 4.00 TOTAL RELEASES:4.00 49528301 2021-17128 DY:0RP:A74 52 SRJ 3/7/2022 2:34:59 PM TROGDON MICHAEL LIEN FEE ADJUSTMENT C ADVTFEE 0.00 4.00 TOTAL RELEASES:4.00 49528301 2021-17943 DY:0RP:A74 59 SRJ 3/7/2022 2:35:53 PM TROGDON MICHAEL LIEN FEE ADJUSTMENT C ADVTFEE 0.00 4.00 LIEN FEE ADJUSTMENT C GARNFEE 0.00 30.00 TOTAL RELEASES:34.00 5106301 2021-28948 DY: PERSONAL PROPERTY RH 3/9/2022 10:14:16 AM RUSSELL BARRY LISTING ADJUSTED PERSONAL PROPERTY C GARNFEE 1,131.00 30.00 LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 1,131.00 8.14 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 1,131.00 0.81 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 1,131.00 0.31 RUN DATE: 4/11/2022 9:06 AM RELEASES REPORT Person County 91 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 1,131.00 0.03 BELONGS TO RUSSELL WAYNE BARRY NOT RUSSELL WYATT BARRY TOTAL RELEASES:39.29 4500101 2021-41590 DY: PERSONAL PROPERTY RH 3/16/2022 4:00:05 PM ROLLIN OAKS PROPERTIES LLC LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 30,034.00 216.24 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 30,034.00 21.62 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 30,034.00 195.22 LISTING ADJUSTED PERSONAL PROPERTY CI50PEN FEE 30,034.00 19.52 BUSINESS CLOSED IN 2020 TOTAL RELEASES:452.60 67433101 2021-38193 DY: PERSONAL PROPERTY SRJ 3/28/2022 1:54:48 PM CHG MHP ROXBORO LLC LIEN FEE ADJUSTMENT C GARNFEE 0.00 30.00 TOTAL RELEASES:30.00 63970101 2021-34816 DY: PERSONAL PROPERTY SRJ 3/28/2022 1:57:32 PM B & B BARBER SHOP LIEN FEE ADJUSTMENT C GARNFEE 0.00 30.00 WRONG OWNER TOTAL RELEASES:30.00 48027112 2012-45091 MOTOR VEHICLE: N SITUS: /2012 SRJ 4/1/2022 3:32:35 PM SMITH JESSIE CONWAY BANKRUPTCY DISCHARGE PER COURT C ADVLTAX 4,870.00 29.21 RELEASED AS PART OF BANKRUPTCY TOTAL RELEASES:29.21 202050450800 2020-504508 DY:19 PERSONAL PROPERTY SRJ 4/5/2022 3:24:30 PM TALLEY KAREN DENISE BANKRUPTCY DISCHARGE PER COURT C ADVLTAX 3,060.00 5.58 BANKRUPTCY DISCHARGE PER COURT CI50ADVLTAX 3,060.00 5.13 TOTAL RELEASES:10.71 59923201 2015-50701 DY: RP:112 89 PPU SRJ 4/5/2022 3:25:44 PM WILKERSON DANIEL BANKRUPTCY DISCHARGE PER COURT C ADVLTAX 13,942.00 45.45 BANKRUPTCY DISCHARGE PER COURT CI50ADVLTAX 13,942.00 42.85 BANKRUPTCY DISCHARGE PER COURT C PEN FEE 13,942.00 4.54 BANKRUPTCY DISCHARGE PER COURT CI50PEN FEE 13,942.00 4.32 TOTAL RELEASES:97.16 55310112 2012-45084 MOTOR VEHICLE: N SITUS: /2012 SRJ 4/5/2022 3:26:37 PM FARMER ROBIN MICHELLE BANKRUPTCY DISCHARGE PER COURT C ADVLTAX 13,100.00 91.70 BANKRUPTCY DISCHARGE PER COURT CI50ADVLTAX 13,100.00 80.43 BANKRUPTCY DISCHARGE PER COURT CI50TAG FEE 13,100.00 10.00 BANKRUPTCY DISCHARGE PER COURT C OTHRFEE 13,100.00 30.00 TOTAL RELEASES:212.13 60080113 2013-45774 MOTOR VEHICLE: N SITUS: /2013 SRJ 4/5/2022 3:28:03 PM PORTILLO TIARA CHICAS BANKRUPTCY DISCHARGE PER COURT C ADVLTAX 7,540.00 22.23 TOTAL RELEASES:22.23 RUN DATE: 4/11/2022 9:06 AM RELEASES REPORT Person County 92 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT 42958113 2013-45864 DY: PERSONAL PROPERTY SRJ 4/5/2022 3:28:37 PM CPI IMAGES LLC BANKRUPTCY DISCHARGE PER COURT C ADVLTAX 3,907.00 27.35 BANKRUPTCY DISCHARGE PER COURT CI50ADVLTAX 3,907.00 24.61 TOTAL RELEASES:51.96 63339113 2013-45690 MOTOR VEHICLE: N SITUS: /2013 SRJ 4/5/2022 3:29:03 PM WHITE MICHAEL PHILIP BANKRUPTCY DISCHARGE PER COURT C ADVLTAX 18,600.00 65.76 BANKRUPTCY DISCHARGE PER COURT CI50ADVLTAX 18,600.00 59.18 BANKRUPTCY DISCHARGE PER COURT CI50TAG FEE 18,600.00 5.09 TOTAL RELEASES:130.03 30261111 2011-44162 MOTOR VEHICLE: N SITUS: /2011 SRJ 4/5/2022 3:29:34 PM PARKER EUNICE OAKLEY BANKRUPTCY DISCHARGE PER COURT C ADVLTAX 1,250.00 8.75 TOTAL RELEASES:8.75 NET RELEASES PRINTED:3,115.49 TOTAL TAXES RELEASED 3,115.49 RUN DATE: 4/11/2022 9:06 AM RELEASES REPORT Person County 93 C ADVLTAX - County Tax TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2011 2011 0 0 0 0.00 0.00 35,910 251.37 35,910 251.37 2012 2012 0 0 0 0.00 0.00 24,050 163.47 24,050 163.47 2013 2013 0 3,907 3,907 0.00 27.35 26,140 87.99 30,047 115.34 2015 2015 13,942 0 13,942 45.45 0.00 0 0.00 13,942 45.45 2020 2019 0 3,060 3,060 0.00 5.58 0 0.00 3,060 5.58 2021 2021 90,793 91,839 182,632 653.71 661.24 0 0.00 182,632 1,314.95 DIST TOTAL 104,735 98,806 203,541 699.16 694.17 86,100 502.83 289,641 1,896.16 C ADVTFEE - ADVERTISING FEE TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2021 2021 0 0 0 32.00 0.00 0 0.00 0 32.00 DIST TOTAL 0 0 0 32.00 0.00 0 0.00 0 32.00 C BEONFEE - BEER ON PREMISES TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2021 2021 0 0 0 0.00 25.00 0 0.00 0 25.00 DIST TOTAL 0 0 0 0.00 25.00 0 0.00 0 25.00 C GARNFEE - GARNISHMENT FEE TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2021 2021 0 5,959 5,959 90.00 120.00 0 0.00 5,959 210.00 DIST TOTAL 0 5,959 5,959 90.00 120.00 0 0.00 5,959 210.00 C OTHRFEE - C OTHRFEE TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2012 2012 0 0 0 0.00 0.00 13,100 30.00 13,100 30.00 DIST TOTAL 0 0 0 0.00 0.00 13,100 30.00 13,100 30.00 C PEN FEE - County Late List TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2015 2015 13,942 0 13,942 4.54 0.00 0 0.00 13,942 4.54 2021 2021 0 91,839 91,839 0.00 66.13 0 0.00 91,839 66.13 DIST TOTAL 13,942 91,839 105,781 4.54 66.13 0 0.00 105,781 70.67 C WIONFEE - WINE ON PREMISES TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2021 2021 0 0 0 0.00 25.00 0 0.00 0 25.00 DIST TOTAL 0 0 0 0.00 25.00 0 0.00 0 25.00 CI50ADVLTAX - City of Roxboro TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2011 2011 0 0 0 0.00 0.00 34,660 212.82 34,660 212.82 2012 2012 0 0 0 0.00 0.00 19,180 117.76 19,180 117.76 2013 2013 0 3,907 3,907 0.00 24.61 18,600 59.18 22,507 83.79 2015 2015 13,942 0 13,942 42.85 0.00 0 0.00 13,942 42.85 2020 2019 0 3,060 3,060 0.00 5.13 0 0.00 3,060 5.13 RUN DATE: 4/11/2022 9:06 AM RELEASES REPORT Person County 94 2021 2021 0 35,362 35,362 0.00 229.85 0 0.00 35,362 229.85 DIST TOTAL 13,942 42,329 56,271 42.85 259.59 72,440 389.76 128,711 692.20 CI50PEN FEE - CI50PEN FEE TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2015 2015 13,942 0 13,942 4.32 0.00 0 0.00 13,942 4.32 2021 2021 0 35,362 35,362 0.00 22.99 0 0.00 35,362 22.99 DIST TOTAL 13,942 35,362 49,304 4.32 22.99 0 0.00 49,304 27.31 CI50TAG FEE - CI50TAG FEE TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2011 2011 0 0 0 0.00 0.00 34,660 40.00 34,660 40.00 2012 2012 0 0 0 0.00 0.00 19,180 20.00 19,180 20.00 2013 2013 0 0 0 0.00 0.00 18,600 5.09 18,600 5.09 DIST TOTAL 0 0 0 0.00 0.00 72,440 65.09 72,440 65.09 FIREADVLTAX - Fire District Tax TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2021 2021 90,793 56,477 147,270 24.97 15.53 0 0.00 147,270 40.50 DIST TOTAL 90,793 56,477 147,270 24.97 15.53 0 0.00 147,270 40.50 FIREPEN FEE - Fire LateList TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2021 2021 0 56,477 56,477 0.00 1.56 0 0.00 56,477 1.56 DIST TOTAL 0 56,477 56,477 0.00 1.56 0 0.00 56,477 1.56 GRAND TOTALS:237,354 387,249 624,603 897.84 1,229.97 244,080 987.68 868,683 3,115.49 RUN DATE: 4/11/2022 9:06 AM RELEASES REPORT Person County 95 Payee Name Address 3 Refund Type Refund Reason Create Date Tax Jurisdiction Levy Type Total Change 01 Tax ($80.87) 50 Tax ($73.01) 50 Vehicle Fee $0.00 $153.88 01 Tax ($143.82) 60 Tax ($5.49) $149.31 01 Tax ($14.19) 60 Tax ($0.54) $14.73 01 Tax ($421.14) 60 Tax ($16.08) $437.22 01 Tax ($25.11) 60 Tax ($0.96) $26.07 01 Tax ($126.57) 60 Tax ($4.83) $131.40 01 Tax ($63.49) 60 Tax ($2.43) $65.92 01 Tax ($142.63) 60 Tax ($5.45) $148.08 01 Tax ($209.50) 60 Tax ($8.00) $217.50 01 Tax ($251.40) 60 Tax ($9.61) $261.01 01 Tax ($46.37) 60 Tax ($1.77) $48.14 CLAUDEN, FRED LEWIS ROUGEMONT, NC 27572 Proration Vehicle Sold 03/24/2022 CHANDLER'S TIRE AUTO & TOWING LLC DURHAM, NC 27704 Proration Vehicle Sold 03/09/2022 CATECHI, MARY SEMORA, NC 27343 Proration Vehicle Sold 03/25/2022 CARROLL, ROBERT ANTHONY SEMORA, NC 27343 Proration Vehicle Sold 03/09/2022 CAPEL, MYRON JESSE ROXBORO, NC 27573 Proration Vehicle Totalled 03/08/2022 CAMPBELL, TOMMY JOE LEASBURG, NC 27291 Proration Vehicle Sold 03/01/2022 BROWN, VIRGINIA RODELLA OXFORD, NC 27565 Proration Vehicle Sold 03/07/2022 BRANN, CHRISTOPHER MARTIN HURDLE MILLS, NC 27541 Proration Vehicle Sold 03/03/2022 BRADSHER, JARET THOMAS ROXBORO, NC 27574 Proration Vehicle Sold 02/23/2022 BOWEN, RODNEY HOWARD TIMBERLAKE, NC 27583 Proration Vehicle Totalled 03/30/2022 BAKER, PETER LEMUEL ROXBORO, NC 27573 Proration Vehicle Sold 02/28/2022 96 Payee Name Address 3 Refund Type Refund Reason Create Date Tax Jurisdiction Levy Type Total Change 01 Tax ($47.32) 60 Tax ($1.81) $49.13 01 Tax ($41.90) 60 Tax ($1.60) $43.50 01 Tax ($5.85) 60 Tax ($0.23) $6.08 01 Tax ($43.13) 60 Tax ($1.64) $44.77 01 Tax ($81.35) 60 Tax ($3.11) $84.46 01 Tax ($28.37) 50 Tax ($25.61) 50 Vehicle Fee ($20.00) $73.98 01 Tax ($207.09) 60 Tax ($7.91) $215.00 01 Tax ($51.28) 60 Tax ($1.96) $53.24 01 Tax ($44.11) 60 Tax ($1.69) $45.80 01 Tax ($52.25) 60 Tax ($1.99) $54.24 01 Tax ($28.18) 60 Tax ($1.07) $29.25 MONTAGUE, BONNIE GILLIS ROXBORO, NC 27574 Proration Vehicle Sold 02/11/2022 LONG, JODY LYNN ROXBORO, NC 27573 Proration Vehicle Sold 03/25/2022 HORNER, BRIAN CURTIS YOUNG ROXBORO, NC 27574 Proration Vehicle Sold 04/01/2022 HORNER, BRIAN CURTIS YOUNG ROXBORO, NC 27574 Proration Vehicle Sold 04/01/2022 HALL, BUDDY LEE HURDLE MILLS, NC 27541 Proration Vehicle Sold 02/24/2022 GENTRY, KALON SCOTT ROXBORO, NC 27574 Proration Vehicle Sold 03/31/2022 FIRST CHOICE LEASING DURHAM, NC 27717 Proration Vehicle Sold 02/14/2022 ELJ HAULING LLC TIMBERLAKE, NC 27583 Proration Vehicle Sold 03/23/2022 DAVIS, SAMMY DWIGHT ROXBORO, NC 27574 Proration Vehicle Sold 03/10/2022 CRUTE, ANDY RAY HURDLE MILLS, NC 27541 Proration Vehicle Sold 03/01/2022 CLAYTON, ELMER GENTRY ROXBORO, NC 27574 Proration Vehicle Sold 02/14/2022 97 Payee Name Address 3 Refund Type Refund Reason Create Date Tax Jurisdiction Levy Type Total Change 01 Tax ($7.39) 60 Tax ($0.28) $7.67 01 Tax ($1.20) 60 Tax ($0.05) $1.25 01 Tax ($3.41) 60 Tax ($0.13) $3.54 01 Tax ($71.71) 60 Tax ($2.74) $74.45 01 Tax ($6.74) 60 Tax ($0.26) $7.00 01 Tax ($14.25) 60 Tax ($0.55) $14.80 01 Tax ($2.10) 60 Tax ($0.08) $2.18 01 Tax ($6.72) 60 Tax ($0.26) $6.98 01 Tax ($8.45) 60 Tax ($0.32) $8.77 01 Tax ($2.72) 60 Tax ($0.10) $2.82 01 Tax ($102.06) 60 Tax ($3.90) $105.96 YOUNG, DAVID AUSTIN ROUGEMONT, NC 27572 Proration Vehicle Sold 02/24/2022 WILSON, JIMMY GENTRY HURDLE MILLS, NC 27541 Proration Vehicle Sold 02/11/2022 WILLIAMS, MICHAEL LEE TIMBERLAKE, NC 27583 Proration Vehicle Sold 03/07/2022 WATSON, CRAIG RILEY TIMBERLAKE, NC 27583 Proration Vehicle Sold 02/11/2022 WADE, ROBERT EDWARD ROXBORO, NC 27573 Proration Vehicle Sold 02/03/2022 TURNER, FRANKIE LAWSON ROXBORO, NC 27574 Proration Vehicle Sold 03/18/2022 TAYLOR, GEORGE COLLIS III TIMBERLAKE, NC 27583 Adjustment < $100 Mileage 02/11/2022 SWANN, PATRICIA BURTON TIMBERLAKE, NC 27583 Proration Vehicle Sold 02/11/2022 RATTICAN, KATHLEEN FEE TIMBERLAKE, NC 27583 Proration Vehicle Totalled 03/18/2022 POOLE, EARLIE EMERY ROUGEMONT, NC 27572 Proration Vehicle Totalled 03/25/2022 PHILLIPS, CLARENCE DALE ROXBORO, NC 27574 Proration Vehicle Sold 01/27/2022 98 AGENDA ABSTRACT Meeting Date: April 18, 2022 Agenda Title: Request to Authorize County Manager to Enter into Contract with the Timmons Group for Geotechnical Services Summary of Information: Staff recommends additional Geotechnical Services be done on the permitted area of the Person County Mega Park. A proposal has been received for $12,000 to have this work performed in a timely manner. This exceeds the amount that the County Manager is authorized to execute without approval from the Board of Commissioners. There are existing funds in the Economic Development budget to cover these costs; however, funding from a grant from Duke Energy’s Carolinas Investment Fund is anticipated for reimbursement. Recommended Action: Authorize County Manager to enter into a contract with the Timmons Group for Geotechnical Services Submitted By: Sherry Wilborn, Economic Development Director 99 TEST PITS - GEOTECHNICAL SCOPE Location: Person County Mega Park TG Contact: Blake Hall Preparer: J. Israel Date: 4/11/22 Fee: $7,000 minimum + $5,000 per additional day THE TIMMONS GROUP GEOTECHNICAL SERVICES Geotechnical services will include performance of soil test pit excavations and preparation of a geotechnical exploration report. The intent of our exploration will be to explore subsurface conditions with test pits to determine the extent of auger refusal materials on site and to determine if those materials are of rippable quality. Our assumptions and proposed tasks are discussed below. Assumptions 1.We assume the client will coordinate site access through any locked gates and location of private underground utilities on site. 2.We assume the excavator on site for test pits will be able to clear to proposed test pit locations. The number or test pits completed per day will be dependent on how much clearing is needed and how far apart the proposed test pit locations are. 3.Work can be performed during standard work hours (8am to 5pm) Monday through Friday; two day limit to complete. Field Exploration The field exploration will consist of the following: 1.Stake the test pit locations in the field using GPS equipment. 2.Contact NC 811 to locate public underground utilities near test pit locations. 3.Perform test pits with an excavator. Test pits will be performed to a depth of approximately 10 feet below the existing ground surface, or refusal, whichever occurs first. Within test pits, samples will be classified in the field. As mentioned above the number of test pits that can be completed per day is variable depending on the amount of tracking time and clearing time needed. 4.Following digging operations, water levels will be measured in test pits. Test pits will then be backfilled to the ground surface and tamped with the excavator bucket. 100 Geotechnical Exploration Report A geotechnical exploration report will be prepared based on results of test pits and our engineering analyses. The report will include the following: 1. Site plan showing test pit locations of the exploration. 2. Description of the exploration sampling methods as well as soil test pit logs. 3. Water levels encountered in the test pits. 4. Depths to refusal, if encountered in the test pits. 5. Description of materials encountered in the test pits. 101 AGENDA ABSTRACT Meeting Date: April 18, 2022 Agenda Title: Comprehensive Backup Solution and Security Appliance Summary of Information: Person County has completed the public notice requirements of G.S. 143-129(g) to utilize the piggyback procurement method to purchase a comprehensive backup solution and security appliance, Rubrik, from Tego Data under General Services Administration (GSA) Contract # GS- 35F-303DA. Information regarding this purchase was presented at the Board’s April 4, 2022 meeting. Recommended Action: Authorize the County Manager to sign and execute any documents required for the purchase of the comprehensive backup solution and security appliance. Submitted By: Chris Puryear, IT Director 102 Prepared for: Date:March 25, 2022 Valid to:April 24, 2022 Payment Term:NET30 from order FOB Point:Origin Ship Via:Ground Part Number Description GSA Contract #Qty Ext. List Price Ext. Net Price Hardware RBK-R6408S-HW-01 Rubrik r6408s Appliance, 4-node, 96TB raw HDD, 1.6TB SSD, SFP+ NIC GS-35F-303DA 1 23,409.00$ 21,280.91$ TD-DAC-SFP-05 10G SFP+ DAC Twinax, Rubrik/Cisco Compatible, 5M 8 479.92$ 200.00$ Subtotal 21,480.91$ Software Subscriptions RBK-GO-EE-R6408 36 Months, Rubrik Go Enterprise Edition for r6408, includes RCDM, Polaris GPS, CloudOn, Ransomware Investigation (Polaris Radar) including Incident Containment, Orchestrated Application Recovery (AppFlows), Sensitive Data Discovery (Sonar), 60 Front End TB of Universal Cloud License, and Premium Support GS-35F-303DA 1 358,344.00$ 154,585.58$ RBK-M365H-5G 36 Months, Rubrik Hosted Polaris for Microsoft 365, 10 users, 5GB per user, includes Premium Support GS-35F-303DA 63 34,020.00$ 21,262.50$ RBK-CVB-PE-PP 36 Months, Rubrik Cloud Vault Backup Tier, per Back End TB, includes Premium Support; promotional pricing GS-35F-303DA 10 5,040.00$ -$ RBK-CVA-PE-PP 36 Months, Rubrik Cloud Vault Archive Tier, per Back End TB, includes Premium Support GS-35F-303DA 102 11,750.40$ 10,930.60$ Subtotal 186,778.68$ Support RBK-SVC-PREM-HW 36 Months, Premium Support for r6408s Hardware GS-35F-303DA 1 9,126.70$ 8,297.00$ Subtotal 8,297.00$ Professional Services TD-PS-RBK Tego Turnkey Implementation Services includes: • Full turnkey install with attention to fit and finish • Remote support services for Enterprise Edition, configuration assistance for one Brik • Deep knowledge transfer of industry standard data protection best practices • Work to gain a detailed understanding of the customer's environment - applications, networking, and data protection needs to inform creation of an ideal design • Implement tailored data protection SLA's made for the customer's specific requirements, no setting overlooked or left at default status without review 1 2,600.00$ 2,600.00$ Subtotal 2,600.00$ Tego Data Systems, LLC is an authorized participating dealer/agent under Promark on the GSA GS-35F-303DA contract Total 219,156.59$ Grand Total 219,156.59$ Krista Cathey PO Box 6488 Raleigh, NC 27628-6488 O (919) 792-8017 M (919) 414-5343 kcathey@tegodata.com Plus applicable sales tax Rubrik r6408s Go Enterprise Edition Solution Quote # 11230336 Chris Puryear Person County204 Barden St. Roxboro, NC 27573 336-597-7810cpuryear@personcountync.gov ORDER CONFIRMATION ACCEPTANCE Company: Person County Tego Data Systems Accepted by:_____________________________Accepted by:___________________________ Name:__________________________________Name:________________________________ Title:___________________________________Title:__________________________________ Date:___________________________________Date:__________________________________ Invoice will include all applicable local taxes and shipping costs not included in the amount quoted. Applicable sales tax (tax rate is based on ship-to location) will be charged to shipments in the United States if exemption certification is not received. Submit a completed certificate of tax exemption for each state where purchases are tax-exempt. Execution of this Order Confirmation by Company "Customer" followed by acceptance of this Order Confirmation by Tego Data Systems, LLC. shallconstitute a binding contract between Tego Data Systems, LLC.and Customer. Execution of this Order Confirmation by Customer is also an acknowlegement and acceptance of Tego Data Systems terms and conditions of sale at www.tegodata.com/terms-and-conditions/ Applicable Terms and Conditions of Sale at www.tegodata.com/terms-and-conditions © 2022 Tego Data Systems 1 of 1 Confidential103 Piggyback Publication Notice The Person County Board of Commissioners will consider a waiver of competitive bidding under G.S. 143-129(g) at its regular meeting on April 18, 2022 at 9:00am for the purchase of a comprehensive backup and security solution from Tego Data Systems, LLC; the seller having agreed to extend to Person County the same or more favorable prices and terms set forth in its General Services Administration Contract GS-35F-303DA dated January 13, 2022. For additional information, contact Chris Puryear, IT Director at 336-597-7810 or in person at 204 W. Barden Street, Roxboro, North Carolina, 27573 or via email at cpuryear@personcountync.gov. Brenda B. Reaves, MMC, NCMCC Clerk to the Board 104 AGENDA ABSTRACT Meeting date: April 18, 2022 Agenda Title: Recommended Capital Improvement Plan for Fiscal Years 2023-2027 Summary of Information: The Recommended 5-year Capital Improvement Plan that was presented to the Person County Board of Commissioners on April 4th is before the Board for discussion, adjustments, and adoption. The adoption of this CIP will allocate funding for the priority projects for the County, Person County Schools, and Piedmont Community College for FY 2022-2023. The document also sets the priorities of projects for future fiscal years, although funding is only appropriated on an annual basis and the plan is reviewed annually. The total amount proposed for funding in FY23 is $6,078,133, of this amount $3.3M is recommended from the County’s General Fund. Recommended Action: Direct staff on any changes to the document and then adopt the Capital Improvement Plan. Submitted By: Heidi York, County Manager and Amy Wehrenberg, Finance Director 105 Person County, North Carolina Person County Capital Improvement Plan FY 2023-2027 Recommended Heidi York, County Manager Katherine Cathey, Assistant County Manager Amy Wehrenberg, Finance Director April 4, 2022 106 Person County, North Carolina Capital Improvement Plan Table of Contents Manager’s Letter to the Board of Commissioners ............................................ 1-2 Objectives and Procedures for the CIP ................................................................. 3 Criteria for Project Priority ..................................................................................... 4 Completed and Ongoing Projects ..................................................................... 5-6 Recommended Projects .................................................................................. 7-10 Funding Schedule ......................................................................................... 11-14 Graph-Revenue Sources ..................................................................................... 15 Graph-Projects by Function ................................................................................. 16 Graph-Projects by Type ...................................................................................... 17 Person County’s Debt Service ...................................................................... 18-20 Future Debt Service Payments ........................................................................... 21 107 PERSON COUNTY OFFICE OF THE COUNTY MANAGER 304 South Morgan Street, Room 212 Roxboro, NC 27573-5245 336-597-1720 Fax 336-599-1609 April 4, 2022 Dear Person County Board of Commissioners: I am pleased to present Person County’s Fiscal Years 2023- 2027 Capital Improvement Plan (CIP). The CIP is an important planning tool for our County, reflecting the Board of County Commissioners’ priorities for large capital projects costing more than $50,000. In addition to Person County Government, this plan also incorporates the needs of our partner agencies- including Person County Schools and Piedmont Community College (PCC) - given that counties are statutorily responsible for the provision of educational facilities. We also include capital needs for two other organizations for which the County owns the buildings: the Person County Museum of History and the Person County Senior Center. The development of this plan takes into account many factors including the current economic and fiscal climate, logistical and financial constraints, as well as competing demands and priorities for county funds. The most critical capital needs are those that address life-safety issues. Once those needs are identified, we work towards a balance of needs and priorities within our logistical and financial constraints. This plan identifies the anticipated funding sources needed to meet these priorities. Although the projects in this plan span the next five years, the fiscal impacts extend far beyond. Projects that are financed incur debt service payments typically over a fifteen to twenty year period. Therefore, the full array of funding sources needed to support the projects as well as potential impacts to future operating budgets are also presented. The Board of Commissioners reviews the five year CIP every year, but only funds the projects on an annual fiscal year basis. For the previous Fiscal Year (2021-2022), the Board of Commissioners appropriated $2,511,718 from the General Fund. The large majority of this expenditure was for Person County Schools’ maintenance needs. The Fiscal Year 2022-2023 CIP proposes a significant increase in spending for all three entities: County Projects: $3,047,716 Piedmont Community College: $1,912,968 Person County Schools: $1,117,449 The proposed funding amount for the upcoming Fiscal Year is $6,078,133. Unlike current year spending, next year’s funding sources are diversified. The General Fund contribution is proposed at $3,300,000; the recently created Capital Investment Fund Balance contributes $1,503,241; from the Water and Sewer Reserve Fund will be a $1M appropriation for the City’s Western Sewer Expansion project; $114,394 will come from Stormwater Fund Fees; two Parks and Recreation Trust Fund Grants will be applied to projects in the amounts of $63,300 and $24,198; and the other funding source will be the Community Development Projects Fund from the County’s contract with Republic Services in the amount of $73,000 for the proposed conversion of an old landfill to a county park. An important element of this CIP is the debt analysis summary and the table and graph showing the future debt service levels for Person County Government. The County’s total outstanding debt at June 30, 2022 will be $8.7M, which is a 17% reduction from the prior year. The County, working in partnership with Page 1 108 Person County Schools, is planning to issue new debt in FY23. The first financing of $10M is planned as part of larger financing plan over the next four years, totaling $38M. Please keep in mind that this Capital Improvement Plan is just that- a plan- and while a great deal of effort and analysis have gone into this, it offers a starting point for annual comparisons, fiscal changes, unforeseen needs, and a place where public discussion can begin. The CIP will continue to be reviewed throughout the year, presenting any recommended changes to the Board for consideration. This review is critical as new information about our capital needs, our fiscal health, financing tools, and existing project scheduling arises. Person County Government takes great care and pride in being fiscally responsible. This CIP demonstrates our commitment to provide not only sustainable infrastructure, but improvements and enhancements to our community and quality of life. County staff looks forward to working with the Board of County Commissioners and our community partners as we implement the Fiscal Year 2023-2027 Capital Improvement Plan. Sincerely, Heidi N. York County Manager Page 2 109 Person County, North Carolina Capital Improvement Plan Objectives of a CIP:  Create a plan to organize long term capital needs in a manner to promote discussion regarding priority, feasibility, timing, potential costs, financing options and future budgetary effect.  Limit projects to those costing $50,000 and over in the plan.  Present an overview of requests submitted by Person County departments, Piedmont Community College and Public Schools.  Facilitate the exchange of information and coordination between the County, the community college and the schools on capital planning. Steps in developing a CIP:  Determine capital needs for all departments and certain County-funded agencies.  Review priorities and assess proposed capital projects in relationship to these priorities.  Make recommendations to the Board of County Commissioners on a project’s timing, priority and possible financing options. Categories of projects: Person County Government Piedmont Community College Public Schools  Each project includes a description, a timeline for construction and operating costs, and the current status.  Also included are graphs that summarize revenue sources, projects by function, projects by type, and outstanding debt. Page 3 110 Person County, North Carolina Capital Improvement Plan Criteria in determining project status: Safety  Is public health or safety a critical factor with regard to this project?  What are the consequences if not approved? Mandate  Is the project required by legal mandates?  Is the project needed to bring the County into compliance with any laws or regulations? Timing and Linkages  What is the relationship to other projects, either ongoing or requested?  Does the project relate to a County-adopted plan or policy? Economic Impact  Will this project promote economic development or otherwise raise the standard of living for our citizens? Efficiencies  Will this project increase productivity or service quality, or respond to a demand for service?  Are there any project alternatives? Service Impact  Will this project provide a critical service or improve the quality of life for our citizens?  How will this project improve services to citizens and other service clients?  How would delays in starting the project affect County services? Operating Budget Impact  What is the possibility of cost escalation over time?  Will this project reduce annual operating costs in some manner?  What would be the impact upon the annual operating budget and future operating budgets? Debt Management  What types of funding sources are available?  How reliable is the funding source recommended for the project?  How would any proposed debt impact the County’s debt capacity?  Does the timing of the proposed construction correspond to the availability of funding? Page 4 111 Person County, North Carolina Capital Improvement Plan Completed Projects Person County Government:  Wireless Broadband Project ($250,000)  Fiber Project ($3,172,446)  Bushy Fork-roof replacement ($47,639) Piedmont Community College:  Telephone System replacement ($184,618) Public Schools  PHS ADA Improvements ($364,913) Ongoing Projects Person County Government: Permitting Software ($292,356) – Implementation completed; working through some reporting issues…waiting to closeout project until fully resolved. Enhanced Camera System-LEC ($93,251) – Fiber was installed to exterior cameras at the Law Enforcement Center. Few items left to be completed. Expected completion by end of June 2022. Executive Hangar Construction ($5,201,336) – Design and bid process has been completed. The construction contract has been executed, and project is expected to be complete by end of May 2022. IT Building Room Addition ($109,800) – Project anticipated to be complete by end of June 2022. LEC Water valves/actuators ($60,000) – Project anticipated to be complete by end of May 2022. New Roof-Old Helena Gym ($253,287) – Bid expected to be awarded in April 2022. P&R-ADA Accessibility Safety Surfacing ($142,721) – Completion expected by end of June 2022. P&R-ADA Parking Areas ($60,000) – Completion expected by September 2022. P&R-Athletic Field Light/Pole Upgrades ($50,000) – Completion expected by end of June 2022. Human Resources Software - NeoGov ($182,767) – Project was approved in FY 2022 to be expensed over a 4-year period. FY 2023 is the second year of the implementation phase. Page 5 112 Piedmont Community College: Early College- POD Building ($556,740) – Construction of a new building for the PECIL program has been completed. The County is contributing to PCC in 5 annual installments for a total cost of $556,740. FY2022 represents the 3rd payment with the last payment to occur in FY2024. Environmental Controls for Buildings ($325,000) – No expenditures reported to date, project still in progress. Public Schools: Southern Middle School-Fire Alarm upgrade ($200,000) – Project is primarily completed with a few items remaining. Oak Lane Chiller ($150,000) – No expenditures reported to date, project still in progress. North Elementary Chiller ($150,000) – Received bids, award still pending. North End Elementary Chiller ($125,000) – Chiller expected to be delivered in May 2022 and fully installed by July 2022. Stories Creek Elementary – Heat Pumps ($140,000) – Received bids, award still pending. Earl Bradsher Elementary – HVAC Units ($115,000) – No expenditures reported to date, project still in progress. Oak Lane Elementary - roof replacement ($778,868) – Bid out in March 2022, awaiting responses. South Elementary - roof replacement ($51,430) – Schools decided against proceeding with this project. Page 6 113 Person County Capital Improvement Plan FY 2023-2027 Recommended Projects YEAR DEPT PROJECT TITLE TOTAL COST PROJECT DESCRIPTION AND JUSTIFICATION 2023 Human Resources Software Acquisition 21,514 Purchase the following modules offered by NeoGov to improve efficiency in HR operations: 1) Perform, 2) eForms, 3) Learn, 4) Onboard, 5) Single Sign-On, and 6) NHI (integration with our current HRIS and accounting system – Munis). General Services Re-pave PCOB Parking Lots 81,100 Put a French drain along the edge of the Veteran's Park to prevent water from getting under the asphalt and re-pave both parking lots. Neither lot has been repaved since the building was built in 1965. General Services Refurbish Water Tank - Airport 64,000 Sandblast and recoat the interior of the water tank at Raleigh Regional Airport at Person County. General Services Upfit PCOB Auditorium to BOC Boardroom 120,000 Retrofit the current PCOB auditorium in order to produce an adequate County Commissioner Boardroom including renovations to the HVAC, sound acoustics, improved seating, IT improvements, and appropriate bench/seating for Commissioners. General Services HVAC Upgrades - Senior Center 57,075 Replace six of the HVAC units at the Senior Center. General Services New Roof - EMS (Barden St.)243,921 As recommended in the Roofing Study. General Services New Roof - Helena EMS/Sheriff Satellite Station 164,205 As recommended in the Roofing Study. General Services New Roof - Inspections/Planning Building 315,361 As recommended in the Roofing Study. Emergency Services EMS Station North 10,000 An Emergency Medical Services Station on the northern end of the county to reduce response times to medical emergencies and to reduce morbidity and mortality. Emergency Services Emergency Services Radio Upgrade 180,000 Install time-division multiple access (TDMA) software on all Emergency Services (Sheriff's Office, EMS, Telecommunications, Police) so radios can continue to function on the State 800 mHz radio system. Economic Development Western Sewer Expansion 1,000,000 To support the City of Roxboro's infrastructure project to expand the wastewater treatment system over the next three years. Recreation, Arts & Parks Athletic Field Light/Pole Upgrades 50,000 Upgrade 25+ year-old ballfield lights for safety and preventative maintenance. Recreation, Arts & Parks Mayo Lake Park Road Widening 57,750 With the increase in the number and size of the RVs using Mayo Park, the road into the main camping and RV section needs to be widened to at least 20' to improve safety on this narrow section. Recreation, Arts & Parks Helena - Park Areas Paving & ADA Parking 130,700 Part of the Helena gym and ballfield parking lot is gravel and the rest is grass. There are no marked parking spaces for participants. This limits parking availability at the facility. In poor weather, the amount of parking is cut in half due to not being able to park on the grass. Paving the lot allows for more ADA spots and allows for participants to easily park and walk to sporting events safely. Recreation, Arts & Parks Conversion of Picnic Shelters to Cabins 63,300 Convert three existing picnic shelters into vacation cabins for increased revenue. Recreation, Arts & Parks Rock Complex Playground Equipment 55,000 Install an ADA-accessible playground on the property near the five ballfields. This is currently the only park that does not have a playground. Recreation, Arts & Parks Outdoor Multi-Purpose Courts 63,000 Outdoor multi-use courts at five different park locations. Sizes and locations will be determined by population demand and location requirements. Suggested park locations: Olive Hill, Allensville, Hurdle Mills, Bushy Fork, and Bethel Hill. Recreation, Arts & Parks Converting Old Landfill to Park 73,000 Renovate the old landfill into park and green space to include: multipurpose trails (hiking, biking, running, walking), open field space (for programming), disk golf course, BMX biking course, mountain bike course, and skate track/area. There is also a possibility for shooting events, an archery range, and Motorcross MX track. Recreation, Arts & Parks Kirby Rebirth Project - Roof Top Studio/Event Space 48,396 Renovate 500-550 square feet of open air space for meetings, receptions, outside programs, etc. Page 7 114 Person County Capital Improvement Plan FY 2023-2027 Recommended Projects YEAR DEPT PROJECT TITLE TOTAL COST PROJECT DESCRIPTION AND JUSTIFICATION Recreation, Arts & Parks Score Board Replacements and Repairs 65,000 Repair or replace outdated scoreboards at county parks. Recreation, Arts & Parks Playground and Park Improvements 70,000 Replace and/or update equipment to ensure public safety and ADA accessibility at all park playgrounds. Stormwater Management IAIA Stormwater Programs 114,394 Fund projects in the amount of $114,394 per year for the next five years, totaling $571,970, to satisfy the county's obligation to the North Carolina State Division of Water Quality’s Stormwater regulation requirements under the IAIA program. PCC Early College - POD Building 79,000 Modular classroom building with 10 classrooms approved in 2019 CIP. 4th year of a 5-year lease to purchase. PCC General Education Building 300,000 Design and engineering for a new General Education building on the Person County campus. Design deliverables will include building configuration and schematics, equipment specifications, site infrastructure and grading requirements and a cost estimate for the project. PCC Chiller Room Upgrades 500,000 Replace one cooling tower and two chillers, electrical and control upgrades, pump repair/replacement, engineering fees and drawings. PCC Science Lab Renovations 400,000 Renovate two Biology/Anatomy and one Chemistry Labs. Damaged existing fixtures and cabinets will be removed so that labs can be reconfigured and renovated with new casework, countertops, fixtures and flooring ensuring the safe delivery of critical science instruction. PCC Campus Master Plan 80,000 Report that will provide guidance about the future of campus facilities over the next five years to support PCC's student support services, continuing education and curriculum offerings. Process will engage business, industry and civic groups to understand current and future needs of the community. Master Plan will outline recommendations and a facility campus plan for the next five years. PCC Signage Package 80,000 Replace and update existing campus signage to include "monument" signs, building, directional, parking lot, pole banners, and window decals. PCC Room Upfits B, C and G Buildings 57,500 Update instructional spaces to ADA standards, for increased safety, along with functionality upgrades. Replace current damaged flooring with a low maintenance vinyl tile. Reconfigure staff area by removal of existing interior walls. Replace degraded bathroom partitions, install ADA fixtures, and epoxy flooring. Replace original ceiling tiles, energy efficient lighting, along with minor electrical, plumbing and HVAC updates depending on area. PCC Repair of HVAC Roof Water Lines 90,000 Repair/Replace insulation and sheathing that protects our rooftop HVAC water lines from freezing. These have been damaged during past roof replacements and by exposure to the elements. PCC New Roof- Building L & covered walkways 326,468 As recommended in the Roofing Study. Public Schools Communication radios - all schools 150,000 Replace obsolete radios to improve communications and address safety concerns. Public Schools Earl Bradsher Preschool - Fire alarm system 180,000 Replace and upgrade old fire alarm system. Public Schools South Elem - Replace floor tile 87,000 Replace floor tiles in front entrance of school that are separating from the floor, causing the entrance to look bad and possible safety concerns. Public Schools SMS - Replace bleachers 145,000 Replace bleachers that are old, cause safety concerns, and are not ADA compliant. Public Schools Woodland Elem - Repaint canopies 55,000 Re-paint canopies on breezeways. Paint is peeling. Public Schools PHS - Repave parking lot 300,000 Resurface the student parking lot at Person High. There will be 1.5" top coat of asphalt installed. The parking lot surface has started to crack and is in bad shape. Public Schools New Roof - North End Elementary (sectors C,D,E)200,449 As recommended in the Roofing Study. Page 8 115 Person County Capital Improvement Plan FY 2023-2027 Recommended Projects YEAR DEPT PROJECT TITLE TOTAL COST PROJECT DESCRIPTION AND JUSTIFICATION 2024 Human Resources Software Acquisition 50,199 Purchase the following modules offered by NeoGov to improve efficiency in HR operations: 1) Perform, 2) eForms, 3) Learn, 4) Onboard, 5) Single Sign-On, and 6) NHI (integration with our current HRIS and accounting system – Munis). General Services New Roof - Emergency Communications (911)127,823 As recommended in the Roofing Study. Emergency Services EMS Station North 75,000 An Emergency Medical Services Station on the northern end of the county to reduce response times to medical emergencies and to reduce morbidity and mortality. Emergency Services New Facility - Emergency Services Building/EOC 300,000 Acquire land, design and construct a new Emergency Services building to locate Emergency Management, Emergency Operations Center, EMS Administration (and main base), Fire Marshal's Office, and 911 Telecommunications in one location to meet current and future needs. This building will hold administrative offices, a dedicated EOC space, training space, equipment storage, and adequate vehicle bay space for ES vehicles. Recreation, Arts & Parks Athletic Field Light/Pole Upgrades 55,000 Upgrade 25+ year-old ballfield lights for safety and preventative maintenance. Recreation, Arts & Parks Playground and Park Improvements 60,000 Replace and/or update equipment to ensure public safety and ADA accessibility at all park playgrounds. Recreation, Arts & Parks Timberlake Building Renovation 106,000 Renovate the Timberlake Building to make it available for rental space, classroom space, and ADA accessible. Pave the parking area to make it ADA compliant. Currently, this building is unused. Person Industries/PCRC PI/MRF Merger and renovation 2,200,000 The rental agreement for the current Person Industries location expires in 2025. The MRF is working with machinery that is out of date and insufficient. This project would merge both locations over to 741 Martin St, providing updated recycling equipment and more efficient business operations. Stormwater Management IAIA Stormwater Programs 114,394 Fund projects in the amount of $114,394 per year for the next five years, totaling $571,970, to satisfy the county's obligation to the North Carolina State Division of Water Quality’s Stormwater regulation requirements under the IAIA program. PCC Early College - POD Building 79,000 Modular classroom building with 10 classrooms approved in 2019 CIP. 5th year of a 5-year lease to purchase. PCC Chiller Room Upgrades 400,000 Replace one cooling tower and two chillers, electrical and control upgrades, pump repair/replacement, engineering fees and drawings. PCC Science Lab Renovations 200,000 Renovate two Biology/Anatomy and one Chemistry Labs. Damaged existing fixtures and cabinets will be removed so that labs can be reconfigured and renovated with new casework, countertops, fixtures and flooring ensuring the safe delivery of critical science instruction. PCC Room Upfits B, C and G Buildings 57,500 Update instructional spaces to ADA standards, for increased safety, along with functionality upgrades. Replace current damaged flooring with a low maintenance vinyl tile. Reconfigure staff area by removal of existing interior walls. Replace degraded bathroom partitions, install ADA fixtures, and epoxy flooring. Replace original ceiling tiles, energy efficient lighting, along with minor electrical, plumbing and HVAC updates depending on area. PCC BDEC Entry 60,000 Add new storefront windows and doors, remove and replace subfloor/floor, upgrade electrical and lighting in the display areas. Public Schools New Roof - South Elementary 1,648,838 As recommended in the Roofing Study. 2025 Information Technology Virtual Infrastructure Upgrades 210,000 Replace aging servers responsible for hosting all county applications and upgrade storage infrastructure to meet data storage demands. Page 9 116 Person County Capital Improvement Plan FY 2023-2027 Recommended Projects YEAR DEPT PROJECT TITLE TOTAL COST PROJECT DESCRIPTION AND JUSTIFICATION Human Resources Software Acquisition 64,542 Purchase the following modules offered by NeoGov to improve efficiency in HR operations: 1) Perform, 2) eForms, 3) Learn, 4) Onboard, 5) Single Sign-On, and 6) NHI (integration with our current HRIS and accounting system – Munis). General Services New Roof - Law Enforcement Center 963,316 As recommended in the Roofing Study. General Services New Roof - Library 85,515 As recommended in the Roofing Study. Emergency Services New Facility - Emergency Services Building/EOC 850,000 Acquire land, design and construct a new Emergency Services building to locate Emergency Management, Emergency Operations Center, EMS Administration (and main base), Fire Marshal's Office, and 911 Telecommunications in one location to meet current and future needs. This building will hold administrative offices, a dedicated EOC space, training space, equipment storage, and adequate vehicle bay space for ES vehicles. Recreation, Arts & Parks Athletic Field Light/Pole Upgrades 52,000 Upgrade 25+ year-old ballfield lights for safety and preventative maintenance. Recreation, Arts & Parks Playground and Park Improvements 60,000 Replace and/or update equipment to ensure public safety and ADA accessibility at all park playgrounds. Recreation, Arts & Parks Huck Sansbury - Playground ADA Safety Surfacing 205,330 Replace the old wood chip safety surfacing to a permanent ADA accessible safety surfacing. The Huck Sansbury playground is our highest used playground in the county and serves the greatest number of citizens with accessibility needs. Recreation, Arts & Parks Picnic Shelter for the Rock Athletic Complex 51,000 Install a picnic shelter at the complex where there is currently no existing building. Stormwater Management IAIA Stormwater Programs 114,394 Fund projects in the amount of $114,394 per year for the next five years, totaling $571,970, to satisfy the county's obligation to the North Carolina State Division of Water Quality’s Stormwater regulation requirements under the IAIA program. Public Schools New Roof (canopies) - Southern Middle School 121,544 As recommended in the Roofing Study. 2026 General Services New Roof - Mayo Park Buildings 212,954 As recommended in the Roofing Study. Emergency Services New Facility - Emergency Services Building/EOC 2,500,000 Acquire land, design and construct a new Emergency Services building to locate Emergency Management, Emergency Operations Center, EMS Administration (and main base), Fire Marshal's Office, and 911 Telecommunications in one location to meet current and future needs. This building will hold administrative offices, a dedicated EOC space, training space, equipment storage, and adequate vehicle bay space for ES vehicles. Recreation, Arts & Parks Athletic Field Light/Pole Upgrades 55,000 Upgrade 25+ year-old ballfield lights for safety and preventative maintenance. Stormwater Management IAIA Stormwater Programs 114,394 Fund projects in the amount of $114,394 per year for the next five years, totaling $571,970, to satisfy the county's obligation to the North Carolina State Division of Water Quality’s Stormwater regulation requirements under the IAIA program. Page 10 117 Person County Capital Improvement Plan (CIP) 2023-27 Recommended - Funding Schedule Revenues: General Fund Contribution 2,511,718 3,300,000 5,344,360 2,663,247 3,261,335 3,620,425 20,701,085 Homeland Security Grant Funding (Emergency Services Projects)- - 75,000 - 500,000 - 575,000 PARTF Grant (Conversion of picnic shelters to cabins)- 63,300 - - - - 63,300 PARTF Grant (Kirby Rebirth Project)- 24,198 - - - - 24,198 Community Development Projects Fund Balance (Convert Old Landfill to Park)- 73,000 - - - - 73,000 Capital Investment Fund Balance - 1,503,241 - - - - 1,503,241 Water and Sewer Reserve Fund (Western Sewer Expansion)- 1,000,000 - - - - 1,000,000 Stormwater Fund Fees - 114,394 114,394 114,394 114,394 114,394 571,970 Total Sources of Revenue:2,511,718 6,078,133 5,533,754 2,777,641 3,875,729 3,734,819 24,511,794 Project Costs for County: Current Year 2021-22 Planning Year 2022-23 Planning Year 2023-24 Planning Year 2024-25 Planning Year 2025-26 Planning Year 2026-27 TOTAL PROJECT COSTS Information Technology: Construct room addition to existing IT building 93,800 - - - - - 93,800 Engineering & Planning 6,000 - - - - - 6,000 Contingency 10,000 - - - - - 10,000 UPS for new server room 20,000 - - - - - 20,000 Virtual Infrastructure Upgrades - - - 210,000 - - 210,000 Human Resources: Software Acquisition 46,512 21,514 50,199 64,542 - - 182,767 General Services: LEC Replace water valves/upgrade actuators 55,500 - - - - - 55,500 New Roof - Helena (old) Gym 253,287 - - - - - 253,287 Re-pave PCOB Parking Lots - 81,100 - - - - 81,100 Refurbish Water Tank - Airport - 64,000 - - - - 64,000 Upfit PCOB Auditorium to BOC Boardroom - 120,000 - - - - 120,000 HVAC Upgrades - Senior Center - 57,075 - - - - 57,075 New Roof - EMS (Barden St.)- 243,921 - - - - 243,921 New Roof - Helena EMS/Sheriff Satellite Station - 164,205 - - - - 164,205 New Roof - Insp/Planning Building - 315,361 - - - - 315,361 New Roof - Emg Comm (911)- - 127,823 - - - 127,823 New Roof - Law Enforcement Center - - - 963,316 - - 963,316 New Roof - Library - - - 85,515 - - 85,515 New Roof - Mayo Park Buildings - - - - 212,954 110,461 323,415 New Roof - IT Building - - - - - 150,245 150,245 New Roof - Courthouse - - - - - 145,256 145,256 New Roof - Museum Complex - - - - - 423,331 423,331 Emergency Services: EMS Station North - 10,000 75,000 - - - 85,000 Emergency Services Radio Upgrade - 180,000 - - - - 180,000 New Facility - Emergency Services Building/EOC - - 300,000 850,000 2,500,000 2,500,000 6,150,000 Economic Development Western Sewer Expansion - 1,000,000 - - - - 1,000,000 Planning Year 2026-27 TOTAL REVENUE SOURCESSources of Revenue: Current Year 2021-22 Planning Year 2022-23 Planning Year 2023-24 Planning Year 2024-25 Planning Year 2025-26 Page 11 118 Person County Capital Improvement Plan (CIP) 2023-27 Recommended - Funding Schedule Recreation, Arts & Parks: ADA Accessibility Safety Surfacing 142,721 - - - - - 142,721 ADA Parking Areas 60,000 - - - - - 60,000 Athletic Field Light/Pole Upgrades 50,000 50,000 55,000 52,000 55,000 55,000 317,000 Mayo Lake Park Road Widening - 57,750 - - - - 57,750 Helena - Park Areas Paving & ADA Parking - 130,700 - - - - 130,700 Conversion of Picnic Shelters to Cabins - 63,300 - - - - 63,300 Rock Complex Playground Equipment - 55,000 - - - - 55,000 Outdoor Multi-Purpose Courts - 63,000 - - - - 63,000 Converting Old Landfill to Park - 73,000 - - - - 73,000 Kirby Rebirth Project - Roof Top Studio/Event Space - 48,396 - - - - 48,396 Score Board Replacements and Repairs - 65,000 - - - - 65,000 Playground and Park Improvements - 70,000 60,000 60,000 - - 190,000 Timberlake Building Renovation - - 106,000 - - - 106,000 Huck Sansbury - Playground ADA Safety Surfacing - - - 205,330 - - 205,330 Picnic Shelter for the Rock Athletic Complex - - - 51,000 - - 51,000 Person Industries/PCRC PI/MRF Merger and renovation - - 2,200,000 - - - 2,200,000 Stormwater Management: IAIA Stormwater Programs - 114,394 114,394 114,394 114,394 114,394 571,970 Total County Projects:737,820 3,047,716 3,088,416 2,656,097 2,882,348 3,498,687 15,911,084 Page 12 119 Person County Capital Improvement Plan (CIP) 2023-27 Recommended - Funding Schedule Project Costs for PCC: Current Year 2021-22 Planning Year 2022-23 Planning Year 2023-24 Planning Year 2024-25 Planning Year 2025-26 Planning Year 2026-27 TOTAL PROJECT COSTS Piedmont Community College (PCC): Telephone System Replacement 9,600 - - - - - 9,600 Early College - POD Building 79,000 79,000 79,000 - - - 237,000 Enviro controls for buildings 325,000 - - - - - 325,000 General Education Building - 300,000 - - - - 300,000 Chiller Room Upgrades - 500,000 400,000 - - - 900,000 Science Lab Renovations - 400,000 200,000 - - - 600,000 Campus Master Plan - 80,000 - - - - 80,000 Signage Package - 80,000 - - - - 80,000 Room Upfits B, C and G Bldgs - 57,500 57,500 - - - 115,000 Repair of HVAC Roof Water Lines - 90,000 - - - - 90,000 BDEC Entry - - 60,000 - - - 60,000 New Roof- Building L & covered walkways - 326,468 - - - - 326,468 Total PCC Projects:413,600 1,912,968 796,500 - - - 3,123,068 Project Costs for Public Schools: Current Year 2021-22 Planning Year 2022-23 Planning Year 2023-24 Planning Year 2024-25 Planning Year 2025-26 Planning Year 2026-27 TOTAL PROJECT COSTS Public Schools: North Elementary - Chiller Replacement 150,000 - - - - - 150,000 North End Elementary - Chiller Replacement 125,000 - - - - - 125,000 Stories Creek Elementary - Heat Pumps Replacement 140,000 - - - - - 140,000 Earl Bradsher Preschool - HVAC Units Replacement 115,000 - - - - - 115,000 New Roof - Oak Lane Elementary 778,868 - - - - - 778,868 New Roof (metal) - South Elementary 51,430 - - - - - 51,430 Communication radios - all schools - 150,000 - - - - 150,000 Earl Bradsher Preschool - Fire alarm system - 180,000 - - - - 180,000 South Elem - Replace floor tile - 87,000 - - - - 87,000 SMS - Replace bleachers - 145,000 - - - - 145,000 Woodland Elem - Repaint canopies - 55,000 - - - - 55,000 PHS - Repave parking lot - 300,000 - - - - 300,000 New Roof - North End Elementary (sectors C,D,E)- 200,449 - - - - 200,449 New Roof - South Elementary - - 1,648,838 - - - 1,648,838 New Roof (canopies) - Southern Middle School - - - 121,544 - - 121,544 New Roof - Woodland Elementary - - - - 993,381 - 993,381 New Roof - Person High School - - - - - 236,132 236,132 Total Public Schools Projects:1,360,298 1,117,449 1,648,838 121,544 993,381 236,132 5,477,642 Total Project Costs:2,511,718 6,078,133 5,533,754 2,777,641 3,875,729 3,734,819 24,511,794 Page 13 120 Person County Capital Improvement Plan (CIP) 2023-27 Recommended - Funding Schedule Sources of Revenue for Operating Impact Costs: Current Year 2021-22 Planning Year 2022-23 Planning Year 2023-24 Planning Year 2024-25 Planning Year 2025-26 Planning Year 2026-27 TOTAL REVENUE SOURCES General Fund Revenues - (41,300) (40,497) (105,697) 193,803 453,803 460,112 Total Sources of Revenue for Operating Impact Costs:- (41,300) (40,497) (105,697) 193,803 453,803 460,112 Operating Impact Costs: Current Year 2021-22 Planning Year 2022-23 Planning Year 2023-24 Planning Year 2024-25 Planning Year 2025-26 Planning Year 2026-27 TOTAL PROJECT COSTS Virtual Infrastructure Upgrades License Renewals - - - - 2,000 2,000 4,000 HR Software Acquisition Maintenance contract - - - - 12,500 12,500 25,000 HVAC Upgrades - Senior Center Utilities expense - (5,000) (5,000) (5,000) (5,000) (5,000) (25,000) EMS Station North Quick Response Vehicle - - 60,000 - - - 60,000 Ambulance Purchase w/ equipment - - - - 285,000 - 285,000 8 FTE (4 EMT/ 4 PM)- - - - - 520,000 520,000 New Facility - Emergency Services Building/EOC Maintenance Contract - - - - - 25,000 25,000 Conversion of Picnic Shelters to Cabins Rental Revenue - (22,500) (22,500) (22,500) (22,500) (22,500) (112,500) Maintenance expense - 5,000 5,000 5,000 5,000 5,000 25,000 Converting Old Landfill to Park Landfill Monitoring costs - 2,000 2,000 2,000 2,000 2,000 10,000 Maintenance expense - - 5,803 5,803 5,803 5,803 23,212 Track & park rentals - - (65,000) (65,000) (65,000) (65,000) (260,000) Picnic Shelter for the Rock Athletic Complex Shelter rentals - - - (5,200) (5,200) (5,200) (15,600) Timberlake Building Renovation Building rentals - (20,800) (20,800) (20,800) (20,800) (20,800) (104,000) Total Operating Impact Costs:- (41,300) (40,497) (105,697) 193,803 453,803 460,112 Page 14 121 Person County Capital Improvement Plan Recommended - Revenue Sources FY 2023 - 2027 Total % Revenue Sources Description Current Year 2023 2024 2025 2026 2027 Totals % of Total General Fund Contribution 2,511,718 3,300,000 5,344,360 2,663,247 3,261,335 3,620,425 20,701,085 84.5% Homeland Security Grant Funding - - 75,000 - 500,000 - 575,000 2.3% PARTF Grants - 87,498 - - - - 87,498 0.4% Community Development Projects Fund Balance - 73,000 - - - - 73,000 0.3% Capital Investment Fund Balance - 1,503,241 - - - - 1,503,241 6.1% Water and Sewer Reserve Fund - 1,000,000 - - - - 1,000,000 4.1% Stormwater Fund Fees - 114,394 114,394 114,394 114,394 114,394 571,970 2.3% Totals 2,511,718 6,078,133 5,533,754 2,777,641 3,875,729 3,734,819 24,511,794 100.0% General Fund Contribution 84.5% Homeland Security Grant Funding 2.3% PARTF Grants 0.4% Community Development Projects Fund Balance 0.3% Capital Investment Fund Balance 6.1% Water and Sewer Reserve Fund 4.1% Stormwater Fund Fees 2.3% Page 15 122 Person County Capital Improvement Plan Recommended - by Function FY 2023 - 2027 Total % CIP Projects by Function Description Current Year 2023 2024 2025 2026 2027 Totals % of Total General Government 485,099 1,067,176 178,022 1,323,373 212,954 829,293 4,095,917 16.7% Public Safety - 190,000 375,000 850,000 2,500,000 2,500,000 6,415,000 26.2% Economic Development - 1,000,000 - - - - 1,000,000 4.1% Culture & Recreation 252,721 676,146 221,000 368,330 55,000 55,000 1,628,197 6.7% Person Industries/PCRC - - 2,200,000 - - - 2,200,000 9.0% Environmental Protection - 114,394 114,394 114,394 114,394 114,394 571,970 2.3% Education - PCC 413,600 1,912,968 796,500 - - - 3,123,068 12.7% Education - Schools 1,360,298 1,117,449 1,648,838 121,544 993,381 236,132 5,477,642 22.3% Totals 2,511,718 6,078,133 5,533,754 2,777,641 3,875,729 3,734,819 24,511,794 100.0% General Government 16.7% Public Safety 26.2% Economic Development 4.1%Culture & Recreation 6.7% Person Industries/PCRC 9.0% Environmental Protection 2.3% Education - PCC 12.7% Education - Schools 22.3% Page 16 123 Person County Capital Improvement Plan Recommended - by Type FY 2023 - 2027 Total % CIP Projects by Type Description Current Year 2023 2024 2025 2026 2027 Totals % of Total Planning & Consulting 6,000 - - - - - 6,000 0.0% Equipment Upgrades 76,112 351,514 50,199 274,542 - - 752,367 3.1% Paving Projects 202,721 632,550 60,000 205,330 - - 1,100,601 4.5% Construction/Renovation - 1,257,500 2,963,500 51,000 - - 4,272,000 17.4% Roofing Replacements 1,083,585 1,250,404 1,776,661 1,170,375 1,206,335 1,065,425 7,552,785 30.8% Other B&G Improvements 1,143,300 2,586,165 683,394 1,076,394 2,669,394 2,669,394 10,828,041 44.2% Totals 2,511,718 6,078,133 5,533,754 2,777,641 3,875,729 3,734,819 24,511,794 100.0% #REF! 0.0% 3.1% 4.5% 17.4% 30.8% 44.2% 0.0% 5.0% 10.0% 15.0% 20.0% 25.0% 30.0% 35.0% 40.0% 45.0% 50.0% Planning & Consulting Equipment Upgrades Paving Projects Construction/Renovation Roofing Replacements Other B&G Improvements Page 17 124 Person County's Debt Service Current Debt Service Project Description Term Interest Rate % Outstanding Balance Last Pyt Fiscal Year 2012 SMS & portion of PHS Re‐roofing (QSCB) Re-roofing construction for Southern Middle School and a portion of Person High School; financed through a Qualified School Construction Bond (QSCB) yielding a 100% refund of the interest payments. 15 years 3.93% 1,284,017 2028 2015 PCRC & Various Roofing Projects Purchase, renovation and re-roofing of the existing Person County Recycling Facility, and re-roofing construction for the Kirby Civic Auditorium and Earl Bradsher Preschool. 15 years 2.80% 875,600 2029 2016 Roxplex & Various Roofing Projects Acquisition and improvements of Roxplex property; re-roofing construction to Huck Sansbury, South Elementary, Woodland Elementary, and Oak Lane Elementary; window replacements for North End Elementary, and a chiller replacement for Southern Middle School. 10 years 2.22% 800,025 2026 2017 Person County Senior Center Project Acquisition and improvements of existing facility (formerly “Total Fitness Center”) to be location of Person County Senior Center. 15 years 5.555% 1,740,335 2032 2018 Towers & Other Building Improvements Construction of public safety communication towers; Huck Sansbury HVAC and improvements to various school buildings. 15 years 3.51% 3,844,928 2033 2019 Capital Lease (EMS Ambulances and Turnout Gear) Purchase of three ambulances and associated turnout gear. 5 years N/A 155,217 2023 TOTAL DEBT SERVICE OUTSTANDING $8,700,122 Page 18 125 Current Debt Analysis There are two standard ratios that measure debt service levels and the capacity for taking on additional debt. These ratios and their meaning for Person County are described as follows:  Debt to Assets Ratio: Measures leverage, the extent to which total assets are financed with long- term debt. The debt-to-assets ratio is calculated as long-term debt divided by total assets. A high debt to assets ratio may indicate an over-reliance on debt for financing assets, and a low ratio may indicate a weak management of reserves. At FY 2020, the debt to assets ratio for Person County was 11% (drops to 9% in FY 2021), while the other 20 counties with similar populations reported an average of 32%. Person County was the 4th highest county for the amount of total assets reported in comparison to these other counties, but rated the 6th lowest Debt to Assets Ratio, as well as the 6th lowest long-term debt amount. Results appear to indicate that Person County is minimally leveraged in debt compared to the population group average. As displayed in the chart below, Person County's debt to assets ratio has declined from 13% in FY 2019 to 11% in FY 2020. This reduction is due to the yearly paydown of debt. A slight uptick in FY2018 is the result of issuing new debt for the Senior Center renovation and construction of Public Safety Communication Towers. Strictly from a current reporting perspective on the County’s debt to assets ratio, the data supports that the County is more than sufficiently leveraged to take on additional long-term debt. A gradual change or level trend indicates to credit agencies a more strategic approach to the management of the County’s assets. Borrowing rates have been significantly low due to the Federal Government’s attempt to provide some economic relief in response to the Coronavirus pandemic, which has provided a favorable environment for debt borrowing. However, market expectations for a more aggressive, quicker rate hike cycle have risen in an attempt to battle inflation. At this time, Person County is planning to issue $10M in debt in the first part of 2023 for deferred school maintenance projects. It is not anticipated that the interest rate increases will be severe enough to alter the County’s plan to move forward with the debt issuance. The debt schedule will be provided once rates and timing of debt payments are determined. Person County's FY Debt to Assets Ratio 2016 14% 2017 14% 2018 15% 2019 13% 2020 11% Page 19 126  Debt Service Ratio: Measures financing obligations, provides feedback on service flexibility with the amount of expenditures committed to annual debt service. The debt service ratio is calculated as annual debt service divided by total expenses. General accounting guidance discourages this ratio from being higher than 15% for a maximum benchmark. Any percentage higher than this can severely hamper the County's service flexibility. At FY 2020, Person County's debt service ratio held at 4.1% (dropped to 3.5% in FY 2021), which is just over half of the population group’s average ratio of 7% for FY 2020. This level trend indicates a tight management of its debt service costs in relation to total expenditures. As it stands now, Person County is in a favorable position to take on more debt when comparing the debt service ratio levels to its peer counties. A consistent debt ratio level indicates a stronger management of financing resources in relation to the amount that is available for other services. Debt Service FY 2020 Ratio Person County 4% Population Group 7% Maximum Benchmark 15% Page 20 127 Future Debt Service Payments Fiscal Year Ending June 30 2012 School Roofing Projects for SMS & PHS (QSCB) 2015 PCRC & Various Roofing Projects 2016 Roxplex & Various Roofing Projects 2017 Senior Center & Various Roofing Projects 2018 Towers & Other Building Improvements Project 2019 EMS Ambulances Capital Lease Total Current Debt Service Year to Year Change in Current Debt Service 2023 251,924 221,000 310,457 191,787 512,320 155,217 1,642,705 (200,859) 2024 243,717 116,100 259,158 187,842 498,280 - 1,305,096 (337,609) 2025 235,509 113,300 154,163 183,897 484,240 - 1,171,108 (133,988) 2026 227,302 110,500 76,249 179,951 470,200 - 1,064,202 (106,906) 2027 219,095 107,700 - 176,006 381,818 - 884,619 (179,583) 2028 106,470 104,900 - 172,060 370,411 - 753,841 (130,778) 2029 - 102,100 - 168,115 359,003 - 629,218 (124,623) 2030 - - - 164,169 347,596 - 511,765 (117,453) 2031 - - - 160,224 212,285 - 372,509 (139,256) 2032 - - - 156,284 106,143 - 262,426 (110,083) 2033 - - - - 102,633 - 102,633 (159,794) 2034 - - - - - - - (102,633) 2035 - - - - - - - - Totals 1,284,017$ 875,600$ 800,026$ 1,740,335$ 3,844,928$ 155,217$ 8,700,121$ (1,843,564)$ Fiscal Year Ending June 30 Total Current Debt Service FY23 School Debt Financing (to be determined) Total Proposed Debt Service Adjusted Year to Year Change with Proposed Debt Service 2023 1,642,705 - 1,642,705 (200,859) 2024 1,305,096 - 1,305,096 (337,609) 2025 1,171,108 - 1,171,108 (133,988) 2026 1,064,202 - 1,064,202 (106,906) 2027 884,619 - 884,619 (179,583) 2028 753,841 - 753,841 (130,778) 2029 629,218 - 629,218 (124,623) 2030 511,765 - 511,765 (117,453) 2031 372,509 - 372,509 (139,256) 2032 262,426 - 262,426 (110,083) 2033 102,633 - 102,633 (159,794) 2034 - - - (102,633) 2035 - - - - Totals 8,700,121$ -$ 8,700,121$ (1,843,564)$ Above chart displays Person County's current  debt service schedule.  It is estimated that  the County's total outstanding debt at June  30, 2022 will be $8.7M.   $10M in new debt is proposed to be issued in  FY23 as part of a $38M planned financing  over the next 4 years to address school  maintenance projects.  The debt schedule will  be provided once rates and timing of debt  payments are determined.  Graph below represents the County's  outstanding debt service over 10 year period.   Projection of $8.7M at end of FY22 is a 17%  reduction from the prior year. $16.7 $15.5 $13.7 $12.6 $13.2 $16.5 $14.9 $12.6 $10.5 $8.7 0.0 2.0 4.0 6.0 8.0 10.0 12.0 14.0 16.0 18.0 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022* (Millions) Fiscal Year End    *(Estimate) Outstanding Debt Service Page 21 128   129 AGENDA ABSTRACT Meeting Date: April 18, 2022 Agenda Title: Vaya Health Overview and Presentation Summary of Information: Review governing structure of Vaya Health, county specific data and progress, and outline current concerns around NC DHHS Children and Families Specialty Plan. Recommended Action: Receive information and entertain endorsement of Letter of Support to DHHS. Submitted By: Elliot Clark, Regional Director of Community Relations with Vaya Health 130 VAYA HEALTH Person County Board of CommissionersApril 18, 2022Elliot Clark, Regional Community Relations Directorelliot.clark@vayahealth.com919-608-7894131 2Vaya’s Regional Assignments132 3Regional Boards207,833493,367494,513517,8000100,000200,000300,000400,000500,000600,000Region 1Region 2Region 3Region 4General PopulationRegion 1Region 21. Cherokee2. Clay3. Graham4. Haywood5. Jackson6. Macon7. Swain1. Buncombe2. Henderson3. Madison4. Mitchell5. Polk6. Transylvania7. YanceyRegion 3Region 41. Alexander2. Alleghany3. Ashe4. Avery5. Caldwell6. McDowell7. Watauga8. Wilkes9. Rowan1. Stokes2. Alamance3. Caswell4. Chatham5. Person6. Franklin7. Granville8. Vance133 Alternative Board StructureBoard of DirectorsRegion 1RB* Appoints 2 BOD MembersRegion 2RB* Appoints 2 BOD MembersRegion 3RB* Appoints 2 BOD MembersRegion 4RB* Appoints 2 BOD MembersCFAC*Regional Boards (RB)Each Region 2 BOCC Appoints 2 RB MembersEach Region 1 BOCC Appoints 2 RB MembersCFAC appoints 4 BOD MembersEach Region 3 BOCC Appoints 2 RB MembersEach Region 4 BOCC Appoints 2 RB Members4134 Composition for Consolidated Board of Directors•2 representatives appointed by each Regional Board •4 representatives appointed by Consumer & Family Advisory Committee‐One per region•1 representative appointed by the DHHS Secretary•Up to 8 At‐Large members appointed by current Vaya Board in consultation with Cardinal Board, CCABs, counties •The Provider Advisory Council President serves as non‐voting member•Up to 3 non‐voting advisory members5135 Regional Board: Region 4 MembershipCounty PositionName1AlamanceCommissionerJohn Paisley2AlamanceCommissionerPamela Thompson3CaswellFamily Services DirectorAisha Gwynn4CaswellCommissionerJeremiah Jefferies5ChathamCommissionerKaren Howard6ChathamDSS DirectorJennie Kristiansen7FranklinCounty ManagerKim Denton8FranklinCommissionerCedric Jones, Vice Chair9GranvillePH DirectorLisa Harrison10GranvilleCommissionerRuss May11PersonHD DirectorJanet Clayton12PersonCommissionerGordon Powell13StokesCommissionerSonya Cox14StokesDSS DirectorStacey Elmes15VanceCommissionerDan Brummitt, Chair16VanceDSS DirectorDenita Devega136 Vaya Board of Directors MembershipSeatRegion County PositionName1RB1 –Chair1Macon CommissionerRonnie Beale2RB1 –Vice Chair1Haywood HHSA DirectorIra Dove3RB2 –Chair2Henderson CommissionerBill Lapsley4RB2 –Vice Chair2Mitchell CommissionerBrandon Pittman5RB3 –Chair3Watauga CommissionerBilly Kennedy6RB3 –Vice Chair3Rowan CommissionerJudy Klusman7RB4 –Chair4Vance CommissionerDan Brummitt8RB4 –Vice Chair4Franklin CommissionerCedric Jones9CFAC Region 11N/A N/AMary Ann Widenhouse10 CFAC Region 22N/A N/ANancy Baker11 CFAC Region 33N/A N/APat McGinnis12 CFAC Region 44N/A N/ABenita Purcell13 At‐Large 13Alexander County Manager Rick French14 At‐Large 2N/AInsurance Expertise Mike Norris15 At‐Large 3N/AHealth Care Expertise Tim Fitzsimons16 At‐Large 44Alamance CommissionerJohn Paisley17 At‐Large 52Buncombe Assistant County Manager Dakisha “DK” Wesley18 At‐Large 63McDowell County Manager Ashley Wooten19 PAC PresidentN/A PAC PresidentCarson Ojamaa20 DHHS Secretary Appointment2Transylvania N/APage Lemel *DHHS Approval Pending*21 Specialized ExpertiseN/A DSS DirectorPatrick Betancourt137 Vaya Health in Person County•Care Management Data and Overview•One Pager Reference•Promises Made, Promises kept update•Commitments to Person County and current progress.  •PMPK Document Reference8138 Child & Family Specialty PlanNCDHHS Plan to Create Specialty Medicaid Waiver for Children in Foster Care and Children & Youth involved with DSS139 10140 11141 12142 State-Wide LME/MCO Concerns with CFSP•Formerly called the Foster Care Waiver•Policy Paper released February 18, 2022•Proposed to be a single statewide plan, not regional plans•Would potentially expand the proposed population served by this plan to include both kids in DSS custody, as well as those in pre‐custody, and their families•Vaya collaborated with other five LME/MCOs to submit two responses to the Policy Paper. General concerns include:•Plan is being rushed out without sufficient analysis of impact on system as a whole, including impact on provider network stability•Based on premise that a statewide plan is the only way to create a statewide network and standardization•Could potentially undo the work that Vaya and other LME/MCOs have done to create innovative, local solutions to meet DSS needs and divert youth away from institutionalization•Rural and smaller counties won’t receive the same level of support in a statewide plan13143 How Can You Help?The CFSP Waiver would require the NC General Assembly to pass enabling legislation, as it cannot be implemented with existing statutes:•Write a letter, as commissioner, to the Vaya Health Legislative Delegation expressing your concerns.•Write a letter as a Board of Commission to the Vaya Health Legislative Delegation expressing your concerns.•Share “Talking Points” and concerns with your sister counties.•Discuss concerns with your Council of Government Board.•Reach out to your Regional Community Relations Director with questions or input. 14144 145 0 14 56 Get to know Vaya Health, an organization helping people in PersonCounty connect to services and supports on the journey toward health and wellness. 0 70 189 146 At Vaya Health, we are committed to meeting local needs through regular, on-the-ground collaboration with county partners, with real-time decision-making and consistent follow-through. Since our January 1, 2022 merger, we have focused our efforts on local county commitments and next steps, summarized in this publication. If you have questions or need further information, please contact your Community Relations representative or the Vice President of Community Relations. Community Relations Regional Director: Elliot Clark Elliot.clark@vayahealth.com 919-608-7894 Vice President of Community Relations: Brian Shuping brian.shuping@vayahealth.com 828-443-0797 Person County 147 Last updated: Assign a regional director (member of Vaya leadership) to county Expand access at comprehensive care (walk-in) center in county Embed care manager at Person County DSS Single Point Assessment kick-off & embedded assessor Establish full continuum of services for youth involved with DSS Begin Vaya’s engagement with local community collaboratives Improve access to Mobile Crisis Management Provide monthly/quarterly county-specific data Participate in quarterly DSS meetings Present quarterly updates to Board of Commissioners 148 CHILDREN AND FAMILIES SPECIALTY PLAN TALKING POINTS Rev. 03.2.22 Using Talking Points: This document is intended for use by internal staff and for distribution with external stakeholders (e.g., members, providers, community partners) to provide context for the LME/MCO position regarding the Children and Families Specialty Plan (CFSP) proposed by the NC Department of Health and Human Services (NCDHHS). Background: On Feb. 18, NCDHHS released the CFSP Policy Paper, which outlined the Department’s vision for a Medicaid Managed Care health plan for children, youth, and families served by the child welfare system. The CFSP would be a single, statewide plan managed by one entity. Only commercial health plans operating Standard Plans in NC Medicaid Managed Care or LME/MCOs awarded Behavioral Health and I/DD Tailored Plan contracts may bid to operate the CFSP. Proposed Timeline: Talking Points: •The CFSP proposal does not leverage the existing strengths of the LME/MCO system, the resources already invested by the State of North Carolina into the Behavioral Health I/DD Tailored Plan model, or the solution the LME/MCOs offered the Department to guarantee seamless statewide access to care within a regionalized model. •LME/MCOs have been managing care in North Carolina since 2011 and understand that savings and quality care are driven by effective care management at the local level. If the CFSP moves forward as proposed, the management of services for children and youth in DSS custody/pre-custody and their families will be the sole responsibility of the contracted plan (for example, BCBSNC or another LME/MCO). What does this mean?  Vaya would no longer provide care management to CFSP members.  Vaya would no longer coordinate placement for children and youth in DSS custody.  Vaya would no longer serve as a liaison with hospitals when a child in DSS custody is taken to the ED. •Establishing an additional, separate statewide plan for a population currently receiving many of the same services through existing NC Medicaid plans creates an increased risk for service, system fragmentation, and staffing shortages—especially in the rural areas that make up most of the counties Vaya serves. •The plan will negatively impact existing LME/MCO collaborations with counties. Vaya has decades of successful experience working with stakeholders to create and implement clinically driven solutions in the communities we serve. A single statewide CFSP would derail this progress and would negate the targeted infrastructure we continue to build in preparation for Tailored Plan launch. If Vaya is no longer responsible for the service continuum for children and youth served by the child welfare system, the innovative solutions we developed and launched across our region would be jeopardized. •There is no standard, “one-size-fits-all” approach to care for children, youth, and families served by the child welfare system. Well-being depends on stable, personalized, community-based care, with dedicated local providers who are deeply rooted in the communities they serve. This is exactly the kind of care Vaya has managed for years, and the kind of care that will continue through regional BH I/DD Tailored Plans. •The proposed CFSP timeline occurs at the same time as Tailored Plan launch (thus giving an advantage to commercial bidders) and while DSS agencies are focusing efforts to establish regional supervision of child welfare services per the 2017 Rylan’s Law. The potential disruption resulting from massive initiatives occurring in parallel within an already strained system poses a significant risk to the children and families served by DSS. March -April 2022 NCDHHS finalizes CFSP RFP June -November 2022 NCDHHS issues and awards CFSP RFP December 2023 CFSP Launch 149 Page 1 of 3 March 4, 2022 VIA ELECTRONIC MAIL ONLY (dave.richard@dhhs.nc.gov) Dave Richard, Deputy Secretary NC Medicaid, Division of Health Benefits NC Department of Health and Human Services 1985 Umstead Drive, Kirby Building 2501 Mail Service Center Raleigh, NC 27699-2501 RE: Child and Families Specialty Plan Policy Paper Dear Mr. Richard: On behalf of the six North Carolina LME/MCOs (Alliance Health, Eastpointe, Partners Health Management, Sandhills Center, Trillium Health Resources, and Vaya Health), please accept this preliminary feedback on the February 18, 2022 Policy Paper for the proposed Child and Families Specialty Plan (CFSP) issued by the NC Department of Health and Human Services. The changing parameters of the CFSP population, combined with the statewide (rather than regional) approach, have raised serious concerns for the sustainability of Behavioral Health and I/DD Tailored Plans, the timing of the proposed RFP, disruption of efforts currently underway by LME/MCOs to improve the system for this population, and the effectiveness of a statewide plan. The concerns are significant enough that we believe a joint response is necessary and are therefore requesting additional time to fully evaluate the ramifications of the latest proposal and provide a more thoughtful, detailed response to the Department. While the concepts of the CFSP plan have been discussed in various forums, we have received questions and concerns from our local counties and DSS partners and would like the opportunity to ensure that our Boards of Directors, County Commissioner Advisory Boards, Consumer and Family Advisory Committees, and boards of county commissioners for our constituent counties fully understand the long-term impact on their communities and can provide additional feedback directly to the Department. Our initial concerns are as follows: 1)LME/MCOs are engaged in a variety of ongoing, resource-intensive network development efforts to continually improve the service system and be responsive to concerns from our partnering local departments of social services. Moving this expanded population outside the scope of our responsibility raises the immediate question as to whether we should continue to engage in these efforts or direct our limited resources toward the populations that will remain within our scope through the Tailored Plans. 2)There is no one-size-fits-all statewide approach that will solve the differing needs of our communities. A regional approach that aligns with the existing LME/MCO catchment areas would respect county choice and support the herculean efforts that have been made over the last six months to stabilize county alignment. We believe that the services and experience that are critical to this population are at the core of the Tailored Plans and minimally the membership should reside with the Tailored Plans during the initial CFSP contract term. 3)Based on the current description of the proposed population and recent expansion of eligibility, our initial estimates indicate this could have a significant and substantial impact on the overall Tailored Plan membership. We would need more detail from the Department to better understand the potential impact and evaluate DocuSign Envelope ID: 6E8C5C03-5A2A-4B6A-8AD3-15779F4777B5 150 Page 2 of 3 whether Tailored Plans can remain actuarially sound and financially viable if our membership decreases at these rates. 4) Adding a new statewide plan will create administrative burden for providers and extra overhead costs for the State of North Carolina. The LME/MCOs are fully committed to reducing provider burden by ensuring standardization and consistency across all three health plan products (Tailored Plan, Medicaid Direct, and CFSP). In fact, we are already engaged in this standardization effort today as we begin to lift Medicaid Direct in response to the Department’s latest expectation. We are also committed to ensuring that each regional CFSP would have a statewide network. Standard Plan benefit packages do not currently include all the services covered by the CFSP and they would be required to build this network in a relatively short time. In contrast, providers are already contracted with us for the array of services to be covered under the CFSP and we can leverage these existing relationships to meet requirements with minimal burden to providers. Most of the LME/MCOs already have a robust statewide network for child and adolescent services because we have foster care members residing in all 100 North Carolina counties. We are also in the final stages of recruiting and contracting statewide provider networks to meet the needs of the Tailored Plan population. Finally, we can continue to develop and build on the existing efforts underway to expand access to care and improve the child and youth treatment continuum in our newly realigned regions (as referenced in paragraph #1) in partnership with our county stakeholders 5) The current pathway and timeframes for the proposed RFP process are unrealistic and create an unlevel playing field as contemplated. The LME/MCOs will be in the most important stages of readiness for both the Tailored Plans and Medicaid Direct during the summer and fall of 2022. Should the Department continue as planned with Standard Plans eligible to apply, the process becomes biased against the LME/MCOs in being able to devote the requisite time and resources to a competitive response. Such a procurement process would greatly favor the commercial plans. Leveraging existing administrative infrastructure and care management staffing through a regional approach will be more efficient and cost-effective. The timeline for implementation also jeopardizes successful implementation of the CFSP, and risks destabilizing the transitioning Tailored Plans before they even get off the ground. More importantly, it could negatively impact access to and continuity of care for a highly complex population, one which deserves a well thought out, comprehensive, and stable approach that takes into account the differing needs of our local communities. Again, this is only intended to be an initial response, which will be supported by a more in-depth analysis that we will provide to the Department. We appreciate all the work and effort that has gone into developing a specialized health plan to meet the needs of children and families involved with DSS and agree with the overall goals of the plan. Please know that we are all committed to meeting the needs of this population individually and in collaboration with county Departments of Social Services and other important stakeholders. Thank you in advance for your anticipated flexibility related to our request. DocuSign Envelope ID: 6E8C5C03-5A2A-4B6A-8AD3-15779F4777B5 151 Page 3 of 3 Sincerely, Rob Robinson, CEO, Alliance Health Sarah Stroud, CEO, Eastpointe Rhett Melton, CEO, Partners Behavioral Health Management Victoria Whitt, CEO, Sandhills Center Joy Futrell, CEO, Trillium Health Resources Brian Ingraham, CEO, Vaya Health CC: Medicaid.NCEngagement@dhhs.nc.gov DocuSign Envelope ID: 6E8C5C03-5A2A-4B6A-8AD3-15779F4777B5 152 Children and Families Specialty Plan Policy Paper Page 1 of 19 NC Medicaid Managed Care Policy Paper Update on North Carolina’s Children and Families Specialty Plan North Carolina Department of Health and Human Services February 18, 2022 153 Children and Families Specialty Plan Policy Paper Page 2 of 19 Contents I. Background ............................................................................................................................. 3 II. Stakeholder Engagement ......................................................................................................... 4 III. Children and Families Specialty Plan Objectives ....................................................................... 5 IV. Statewide Design ..................................................................................................................... 5 V. Eligibility and Enrollment ......................................................................................................... 5 VI. Benefits ................................................................................................................................... 8 VII. CFSP Care Management ........................................................................................................... 9 Care Management Approach ........................................................................................................... 9 Delivery of Whole-Person, Integrated Care ................................................................................... 10 Coordination and Co-Location with County DSS ............................................................................ 11 Continuity of Care and Coordination During Transitions ............................................................... 12 Support for Members Transitioning Out of the Child Welfare System or Out of the CFSP ............ 13 Comprehensive Medication Management Services ...................................................................... 14 Primary Care Providers and CFSP Care Management .................................................................... 14 VIII. Provider Network & Payment ................................................................................................ 15 IX. Accountability for Quality ...................................................................................................... 16 X. Timing & Next Steps .............................................................................................................. 17 154 Children and Families Specialty Plan Policy Paper Page 3 of 19 I. Background As part of its Medicaid managed care transformation efforts, the North Carolina Department of Health and Human Services (NCDHHS) intends to launch the Children and Families Specialty Plan (CFSP)1 (formerly referred to as the “Specialized Foster Care Plan” or “FC Plan”)—a single, statewide NC Medicaid Managed Care plan—that will support Medicaid and North Carolina Health Choice (NC Health Choice)-enrolled children, youth, and families served by the child welfare system in receiving seamless, integrated and coordinated health. As a statewide entity, the CFSP—regardless of a member’s geographic location—will provide members with access to a broad range of physical health, behavioral health, pharmacy, long-term services and supports (LTSS), Intellectual/Developmental Disability (I/DD) services, and resources to address unmet health-related needs; the statewide design will also enable the CFSP to maintain members’ treatment plans. The CFSP will offer robust care management to every member, working in close coordination with the state Division of Social Services (DSS), County Department of Social Services (County DSS) offices and Eastern Band of Cherokee Indian (EBCI) Family Safety Program. Supporting children, youth and families served by the child welfare system requires a high level of multisector coordination aimed at preserving families and supporting reunification and permanency. These children and families generally experience greater unmet health needs than those not served by the child welfare system. For example, nationally, children and youth in foster care use both inpatient and outpatient mental health services at a rate 15 to 20 times greater than that of the general pediatric population, and approximately 60% have a chronic medical condition.2 Without adequate supports, these conditions can persist and impact short- and long-term health outcomes into adulthood. Former foster youth experience high rates of mental health challenges, including post-traumatic stress disorder, and chronic physical health conditions, such as asthma. They are also likely to experience barriers to maintaining access to healthcare coverage, further exacerbating their physical and behavioral health needs.3 Children and adolescents at risk of removal from their homes may also have significant chronic health conditions and other developmental, cognitive, emotional/behavioral and substance use disorder (SUD) treatment needs.4 Parents of these children similarly are at increased risk for significant physical and behavioral health needs, such as major depression.5 Family preservation requires access to supports that promote positive outcomes and family well-being, including behavioral health services, SUD treatment, parent skill-building programs and connections to health-related resources such as food and housing.6 1 The Children and Families Specialty Plan (CFSP) is a placeholder name. In 2022, NCDHHS intends to identify a new name for the CFSP to better represent the objective of the managed care plan and its target populations. 2 Allen, K, Pires, S, Mahadevan, R. “Improving Outcomes for Children in Child Welfare: A Medicaid Managed Care Toolkit,” Center for Health Care Strategies, 2012; DosReis S., JM Zito, DJ Safer, and KL Soeken. “Mental Health Services for Youths in Foster Care and Disabled Youths,” American Journal of Public Health 91(7):1094-1099, 2001; Szilagyi M, “The Pediatrician and the Child in Foster Care,” Pediatric Review 19:39-50, 1998; Halfon N, A Mendonca, and G Berkowitz, “Health Status of Children in Foster Care: The Experience of the Center for the Vulnerable Child,” Archives of Pediatrics & Adolescent Medicine 149:386-392, 2005. 3 Ahrens, K, Garrison, M, Courtney, M. “Health Outcomes in Young Adults From Foster Care and Economically Diverse Backgrounds,” Pediatrics 134(6): 1067-1074, 2014, available here; National Foster Youth Institute, available here; Halberg, S. “Foster care youth need critical health care after they age out,” The Nation’s Health, 2017; available here. 4 Congressional Research Service. “Child Welfare: Health Care Needs of Children in Foster Care and Related Federal Issues.” November 19, 2014. Available here. 5 Id. 6 Child Welfare Information Gateway. “In-Home Services to Strengthen Children and Families” April 2021. Available here. 155 Children and Families Specialty Plan Policy Paper Page 4 of 19 Improving access to health care services for children and families served by the child welfare system is also critical to advancing health equity. Representation of children and families served by the child welfare system is disproportionately high for people of color.7 For example, in State Fiscal Year 2021, approximately 25% of North Carolina’s child population was Black but accounted for 29% of children in foster care, whereas White children made up 64% of North Carolina’s child population but accounted for 57% of children in foster care.8 Beyond the disproportionate representation, children of color are more likely to experience negative outcomes in the child welfare system.9 This policy paper, an update to the CFSP policy paper released in February 2021, summarizes the current CFSP design, with a focus on key changes made as a result of stakeholder feedback related to eligibility and enrollment, care management, provider network and quality. It also provides information on the anticipated CFSP procurement timeline based on the design changes. NCDHHS recognizes the complexity of implementing the CFSP and will continue to provide updates on the CFSP’s design and implementation timelines as operational planning continues. Notably, the CFSP is just one of a number of reform initiatives NCDHHS and its partners are advancing to meet the needs of families served by the State’s child welfare system. A multi-sector workgroup is working to unify these efforts across the State’s child- and family-serving systems to achieve positive outcomes for children and families. The workgroup expects to release a policy brief that identifies how the State intends to begin addressing current system challenges for children and youth with high acuity behavioral health needs in February 2022. II. Stakeholder Engagement In February 2021, NCDHHS outlined the State’s initial vision and design for a specialty NC Medicaid Managed Care plan for children and youth currently and formerly served by the child welfare system. NCDHHS received extensive stakeholder feedback on the policy paper and in response, decided to delay the launch of the Plan to allow for additional time to engage with stakeholders and refine the Plan design based on their input. Beginning in April 2021, NCDHHS convened a CFSP Workgroup, a diverse set of stakeholders including families and youth with lived experience, providers, representatives from advocacy organizations, Standard Plans, LME/MCOs, the Eastern Band of Cherokee Indians (EBCI), state and County DSS offices, the NC Association of County Directors of Social Services (NCACDSS), state agencies and community- based organizations to establish a forum for bi-directional feedback on Plan design. In a series of working sessions between April 2021 and January 2022, Workgroup members provided feedback to NCDHHS on key aspects of the CFSP to ensure that it meets the unique needs of children, youth and families served by the child welfare system. Beyond the Workgroup, NCDHHS also held listening sessions and discussions with stakeholders that support this population, including additional state and County DSS representatives, EBCI Public Health and Human Services (PHHS) Department and the Cherokee Indian Hospital Authority (CIHA) representatives, families and youth with lived experience, family-led organizations, consumer and family advocates, members of the Guardian ad Litem program and the Division of Juvenile Justice. 7 Disproportionality and Race Equity in Child Welfare. National Conference of State Legislatures, 2021. Available here. 8 Data provided by the North Carolina Division of Social Services via email on January 27, 2022. 9 Annie E. Casey Foundation Kids County Data Center. “Child population by race in the United States.” Available here; U.S. Department of Health and Human Services, Administration for Children and Families Children’s Bureau. “The AFCARS Report: Preliminary FY 2020 Estimates as of October 4, 2021 - No. 28.” Available here. 156 Children and Families Specialty Plan Policy Paper Page 5 of 19 Leveraging the recommendations received throughout this stakeholder engagement process, NCDHHS refined the CFSP design to better serve the children, youth and families who will be served by the Plan. NCDHHS anticipates engaging in continued stakeholder activities, including but not limited to continuing to work with DSS, the County DSS offices, and the EBCI PHHS/CIHA/EBCI Tribal Option. III. Children and Families Specialty Plan Objectives NCDHHS is developing the CFSP to improve the health and well-being of children, youth and families served by the child welfare system. The CFSP design, outlined in greater detail in this paper, emphasizes a family-focus and seeks to: • Improve members’ near- and long-term physical and behavioral health outcomes; • Increase access to physical health, behavioral health, pharmacy, LTSS and I/DD services, as well as unmet health-related resource needs; • Strengthen and stabilize families, prevent entry into foster care and support reunification and other permanency goals; • Coordinate care and facilitate seamless transitions for members who experience changes in treatment settings, child welfare placements and/or loss of Medicaid eligibility upon turning 26; • Improve coordination and collaboration with County DSS offices, EBCI Family Safety Program, and more broadly, with the System of Care—a comprehensive network of community-based services and supports—to meet the needs of families who are involved with multiple child service agencies; and • Advance health equity to address racial and ethnic disparities experienced by children, youth and families served by the child welfare system. IV. Statewide Design One of the most significant challenges to service delivery for children, youth and families served by the child welfare system is disruption in provider relationships and care due to changes in placement. To address this challenge, the CFSP will be a single plan that operates statewide to enable children, youth and families to access a continuous, broad range of physical and behavioral health services regardless of their location in the state. Stakeholders largely agreed that the statewide design of the CFSP is optimal to allow members to maintain their provider and care manager relationships and their treatment plans when they experience a change in placement or care transition, facilitating seamless continuity of care. To successfully meet the needs of members across the state, the CFSP will be required to be knowledgeable about local resources and to develop and submit for Department approval a Local Community Collaboration and Engagement Strategy that supports partnerships with local entities, including System of Care collaboratives and community-based organizations. V. Eligibility and Enrollment NCDHHS received extensive stakeholder feedback about the populations eligible for the Children and Families Specialty Plan (CFSP). In the initial Department design proposal, the CFSP design focused on enrolling children and youth who are currently or were formerly in foster care as well as children receiving adoption assistance. Based on stakeholder feedback and in concert with North Carolina’s 157 Children and Families Specialty Plan Policy Paper Page 6 of 19 broader child welfare transformation work, NCDHHS proposes a pioneering approach, significantly expanding the populations eligible for the CFSP to include Medicaid and NC Health Choice-enrolled families of children and youth in foster care, as well as Medicaid and NC Health Choice-enrolled children and families receiving Child Protective Services (CPS) In-Home Services or EBCI Family Safety Program- equivalent. Stakeholders highlighted important benefits, such as coordination of health and health- related services for a family unit by a single plan and access to staff and providers who are trained and best equipped to support families served by the child welfare system, as reasons for proposing to expand the CFSP eligibility beyond children and youth in foster care. This updated proposed design centers on family-focused, prevention-oriented care. This proposed plan, once receiving legislative authority, could require significant reconfiguration of existing information technology systems to facilitate serving and providing care to family units. Eligibility Pending legislative approval, the following Medicaid and NC Health Choice-enrolled populations who are not otherwise exempt or excluded from NC Medicaid Managed Care10, or meet another exception11, will be eligible for the CFSP: • Children and youth in foster care • Children receiving adoption assistance • Former foster care youth under age 2612 • Minor children of individuals eligible for CFSP enrollment13 • Parents, guardians, custodians and minor siblings of children/youth in foster care14 • Families receiving CPS In-Home Services, specifically: o Adults included in the NC In-Home Family Services Agreement as caregivers o Minor children included on the NC In-Home Family Services Agreement Notably, in 2021, North Carolina passed legislation that will allow Medicaid-enrolled parents of children entering the foster care system to temporarily keep their Medicaid coverage after their children leave 10 The following populations are excluded from NC Medicaid Managed Care: beneficiaries who are enrolled in both Medicare and Medicaid for whom Medicaid coverage is limited to the coverage of Medicare premiums and cost sharing; qualified aliens subject to the five-year bar for means-tested public assistance under 8 U.S.C. § 1613 who qualify for emergency services under 8 U.S.C. § 1611; undocumented aliens who qualify for emergency services under 8 U.S.C. § 1611; medically needy Medicaid beneficiaries except for beneficiaries enrolled in the Innovations or TBI waivers; presumptively eligible beneficiaries, during the period of presumptive eligibility; beneficiaries who participate in the North Carolina Health Insurance Premium Payment (NC HIPP) program except for beneficiaries enrolled in the Innovations or TBI waivers; beneficiaries who are inmates of prisons or jails; beneficiaries being served through CAP/C; beneficiaries being served through CAP/DA (includes beneficiaries receiving services under CAP/Choice); beneficiaries with services provided through the Program of All Inclusive Care for the Elderly (PACE); and certain uninsured individuals receiving COVID-19 testing during the public health emergency. 11 Individuals otherwise eligible for the CFSP who are Innovations or TBI waiver enrollees, beneficiaries residing in Intermediate Care Facilities for Individuals with Intellectual Disabilities (ICFs/IID), or eligible for the Transition to Community Living (TCL) must enroll in a BH I/DD Tailored Plan to access those services; they may opt-in to the CFSP when they no longer require those services. Tribal members and other individuals eligible to receive Indian Health Services, including North Carolina’s federally recognized tribe (the Eastern Band of Cherokee Indians) and state-recognized tribes, may opt-in. 12 Former foster youth who aged out of the child welfare system outside of North Carolina remain eligible for Medicaid coverage until they reach the age of 21; former foster youth under age 26 who aged out of the child welfare system in North Carolina until they reach the age of 26. 13 Limited to minor children of CFSP-eligible children in foster care, former foster care youth or children receiving adoption assistance. 14 The CFSP will recognize the Tribal definition of “parents, guardians, and custodians” in determining Tribal member eligibility for the Plan. 158 Children and Families Specialty Plan Policy Paper Page 7 of 19 the home.15 This will enable parents who would otherwise have lost their Medicaid coverage at the time when a child was removed to continue accessing physical and behavioral health services, which are often critical to support family reunification. Medicaid-enrolled parents, guardians, custodians and minor siblings of children/youth in foster care will remain eligible for CFSP enrollment so long as they are working toward reunification. In addition, this Plan will be available to members of a federally recognized tribe or those eligible for Indian Health Services (IHS) who also meet eligibility for the CFSP; NCDHHS will work with the EBCI Family Safety Program to operationalize around eligibility and enrollment for these individuals. Enrollment NCDHHS, with limited exceptions, plans to automatically enroll the following populations into the CFSP:16 • Children and youth in foster care • Children receiving adoption assistance • Former foster care youth under age 26 • Minor children of children and youth in foster care, children receiving adoption assistance, and former foster youth who are eligible for CFSP enrollment These individuals will have the option to opt out of the CFSP and transfer to a Standard Plan, Tailored Plan, EBCI Tribal Option or NC Medicaid Direct, if eligible, at any point during the coverage year. For those children and youth in DSS custody, the County DSS Director or Director’s designee will be authorized to determine which managed care plan the individual should be enrolled in consultation with the child’s care team.17 All other CFSP-eligible populations will have the option to enroll in the CFSP as follows: • Parents, guardians, custodians and minor siblings of children/youth in foster care • Families receiving CPS In-Home Services, specifically: o Adults included in the NC In-Home Family Services Agreement as caregivers o Minor children included on the NC In-Home Family Services Agreement If these individuals do not opt-in to the CFSP, they will remain in a Standard Plan, Tailored Plan, or EBCI Tribal Option, as eligible. All individuals eligible to participate in both the CFSP and the EBCI Tribal Option will be enrolled in the EBCI Tribal Option but will be given the choice to opt into the CFSP. The Enrollment Broker will be available to educate and help individuals navigate this decision. Given the system reconfigurations needed to operationalize the CFSP, NCDHHS anticipates it may be necessary to phase-in enrollment for CFSP-eligible populations. NCDHHS anticipates launching the CFSP with individuals who will be auto-enrolled, followed by individuals eligible to opt-in. NCDHHS will issue 15 Section 9D.14 of S.L. 2021-1802021 Appropriations Act. Available here. 16 Beneficiaries who are members of a federally recognized tribe or eligible for Indian Health Services who are eligible for the CFSP have been enrolled into the EBCI Tribal Option or remain in NC Medicaid Direct depending on their region and will have the option to enroll in the CFSP at launch; individuals eligible for Medicare or are in other managed care excluded groups are not eligible to enroll in the CFSP as outlined in footnote 10. 17 For children and youth in the EBCI Family Safety Program, the Director of the EBCI Human Services Division, in collaboration with legally responsible persons shall make the decision in consultation with the child’s care team. 159 Children and Families Specialty Plan Policy Paper Page 8 of 19 further guidance following additional operational planning but prior to release of the CFSP Request for Proposals (RFP). Continuation of Coverage Children and youth who leave foster care and maintain Medicaid eligibility will have the option to remain in the CFSP for at least 12 months following the transition from foster care. Likewise, Medicaid-enrolled parents, guardians, and custodians, as well as minor siblings, of these children and youth will remain eligible for CFSP enrollment provided their child/sibling remains eligible for the CFSP. The purpose of continuing eligibility for a year beyond the child/youth’s transition is to promote continuity of care, support reunification and other permanency planning efforts, and help address additional challenges that children and youth may experience after leaving foster care.18 VI. Benefits The CFSP will cover a comprehensive array of Medicaid- and NC Health Choice-covered physical and behavioral health benefits, including all services that will be covered by Standard Plans19 in addition to the majority of Tailored Plan services.20 Covered benefits include early and periodic screening, diagnostic and treatment (EPSDT) services —including honoring EBCI Tribal EPSDT definitions, 1915(i) Home and Community Based Services, and a broad range of behavioral health services, including outpatient, inpatient, crisis, therapeutic residential options for children (including therapeutic foster care and Psychiatric Residential Treatment Facility (PRTF)), and SUD treatment services.21 Individuals otherwise eligible for the CFSP who are on the Innovations or Traumatic Brain Injury (TBI) waiver,22 served by intermediate care facilities for individuals with intellectual disabilities (ICF-IID) or TRACK at Murdoch Center, eligible for North Carolina Transitions to Community Living (TCL), or need State-funded (behavioral health, I/DD or TBI) services will not be able to access those services through the CFSP and, instead, will be required to enroll in a Tailored Plan to access those and all other Medicaid- and NC Health Choice-covered services, as appropriate.23 In addition to the current benefits package, the CFSP, with Department approval, may also offer in lieu of services24 and value-added services25 to address the needs of the CFSP’s members. 18 Children in the former foster care eligibility group up to age 26 will be able to stay in the CFSP for as long as they remain enrolled under that Medicaid Eligibility Group. 19 Details on the Standard Plan medical and behavioral health benefits package can be found in NCDHHS’ RFP for Medicaid Managed Care Prepaid Health Plans, Section V.C. Benefits and Care Management. 20 See Appendix for more details on services covered by Standard Plans, Tailored Plans, and the CFSP. 21 Per G.S. 108A-70.21, NC Health Choice-enrolled children receive benefits that are equivalent to those provided for dependents under North Carolina’s Medicaid program except for long-term care services, non-emergency medical transportation, and Early and Periodic Screening, Diagnostic and Treatment (EPSDT) benefits. 22 Individuals eligible for the CFSP who are also on the TBI or I/DD waiver waitlist may be served by the CFSP until the time when a waiver slot becomes available. 23 As of January 2021, approximately 7,000 individuals—23% of children in foster care or receiving adoption assistance—met Tailored Plan eligibility criteria; as of SFY 2018, 105 children in foster care were on the Innovations waiver. Tailored Plans will be required to ensure they can meet the needs of children in foster care who utilize those waiver services. IHS-eligible/tribal members will not be required to enroll in Tailored Plans to access such services. 24 In lieu of services are services or settings that are not covered under the North Carolina Medicaid State Plan but are a medically appropriate, cost-effective alternative services. 25 Value-added services are services, delivered at the CFSP’s discretion, outside of the Medicaid managed care benefit plan that are designed to improve quality and health outcomes, and/or reduce costs by reducing the need for more expensive care. 160 Children and Families Specialty Plan Policy Paper Page 9 of 19 VII. CFSP Care Management Seamless and coordinated care management is one of NCDHHS’ highest priorities for members of the CFSP. Care management that places individuals and families with complex needs at the center of a multidisciplinary care team, facilitated by a dedicated care manager, has been shown to improve individuals’ health by enhancing coordination of care and helping beneficiaries and caregivers more effectively manage health conditions.26,27,28 Stakeholders were generally supportive of the originally proposed care management design and provided input to further refine and improve the already robust care management approach. As described in further detail below, the CFSP will provide care management to all members enrolled in the Plan.29 NCDHHS will refine the CFSP’s care management model to ensure it meets the needs of parents and siblings of children/youth in foster care and families receiving CPS In-Home services and communicate updates in a future policy paper. Care Management Approach All CFSP members will have access to robust care management directed by the CFSP. Under the CFSP care management model, the CFSP will serve as the central point of accountability for managing the health of members and ensuring access to needed physical and behavioral health services, as well as health-related services, regardless of geographic location or type of transition the member is experiencing. The CFSP will assign each member to a care manager who will be required to coordinate closely with each member’s primary care provider (PCP), and, as appropriate, assigned County Child Welfare worker, EBCI Family Safety Program staff, CIHA Care Team, family members, and guardians to manage the member’s health care needs throughout their time enrolled in the CFSP. NCDHHS expects that successful care management will necessitate close coordination with each member’s providers and believes that a plan-based care management model with statewide reach will best facilitate continuity of care during changes in placements. Several stakeholders advocated for a larger role for provider-based care managers in the CFSP care management model. Many noted that some community-based providers have considerable expertise working with children and families served by the child welfare system; others highlighted the value of community-based care management in connecting members with needed services and with local agencies that align with cultural humility and sensitivity. While NCDHHS believes that a plan-directed care management model will allow for more effective management of a highly mobile population and streamline coordination with County DSS offices and EBCI Family Safety Program, which are core components of the CFSP care management model, it also recognizes the considerable value of community-based care management. Accordingly, with NCDHHS’ approval, the CFSP may, at its discretion, delegate care management functions to community-based entities, provided that those entities are meaningfully and increasingly integrated into the CFSP’s statewide model while maintaining a seamless member experience. NCDHHS is committed to working with the EBCI PHHS leadership to ensure CFSP members who are served by the EBCI Family Safety Program are meaningfully served by the CFSP care management model. 26 Goodell, S., Berry-Millett, R., and T. S. Bodenheimer. 2009. Care Management of Patients with Complex Health Care Needs. Synth. Proj. Res. Synth. Rep. (19). 27 Long P. V., Abrams M., Milstein A., et al. Effective Care for High-Need Patients, Opportunities for Improving Outcomes, Value, and Health. National Academy of Medicine; 2018. 28 Hasselman, D. Super-Utilizer Summit: Common Themes from Innovative Complex Care Management Programs. October 2013. 29 All CFSP members are eligible for CFSP care management, except for members participating in services that are duplicative of CFSP care management, including members obtaining Assertive Community Treatment (ACT) and members participating in the High-Fidelity Wraparound program. 161 Children and Families Specialty Plan Policy Paper Page 10 of 19 Delivery of Whole-Person, Integrated Care The CFSP will be responsible for the comprehensive management of each member’s physical health, behavioral health, pharmacy, LTSS, I/DD, and unmet health-related needs across health care settings and placements, including through transitions such as permanency planning, reunification and transitioning out of DSS custody. The CFSP will be required to develop a methodology for stratifying its members to align the intensity of care management with each member’s level of need. Based on stakeholder feedback, NCDHHS will establish care manager caseload requirements to ensure sufficient staffing levels. NCDHHS agrees with stakeholders that establishing reasonable caseload ratios is likely to promote a more robust care management staffing model and intends to establish minimum ratios necessary for the CFSP to fully deliver on all elements of this care management model. As part of the core care management functions, care managers will conduct a comprehensive assessment for each member and use the results to develop a care plan (for members without I/DD and TBI needs) or an Individual Support Plan (ISP) (for members with I/DD and TBI needs). The care plan/ISP will provide a blueprint for ongoing care management and include the member’s health, social, emotional, educational and other service needs and relevant permanency planning information from the member’s assigned County Child Welfare worker or EBCI Family Safety Program staff as applicable, among other elements. NCDHHS will set standards outlining the timelines that the CFSP must meet for administering comprehensive care management assessments and developing each member’s care plan/ISP; the required timelines will differ for members identified as high-risk compared to members not identified as high-risk. Delivery of the comprehensive assessment and development of the care plan/ISP must be accelerated, as needed, to manage members’ urgent needs/crises. Many stakeholders emphasized the importance of ensuring that care managers take all needed steps to promptly connect members, when needed, to comprehensive clinical assessments and all recommended services and supports, including residential treatment programs, therapeutic foster care settings, and behavioral health crisis services. The CFSP will be expected to develop mature network capacity to ensure timely access across all required services; Department service level expectations will require the CFSP to closely monitor and escalate existing or developing gaps in service coverage. The CFSP will also be required to provide 24/7 support during emergencies or behavioral health crises, including working with County Child Welfare workers (or EBCI Family Support Services representatives) to secure immediate treatment services, as needed. The care manager will also be responsible for establishing a multidisciplinary care team for each member. For children, this multidisciplinary care team might include but is not limited to the member, the member’s assigned care manager, parent(s), guardian(s), or custodian(s) (as appropriate), the County Child Welfare worker and the member’s PCP.30 For adults, the multidisciplinary team might include but is not limited to the member’s assigned care manager, the County Child Welfare worker, and the member’s PCP.31 The care manager will be responsible for convening the care team on a regular basis (no less than twice per year, and more often, as appropriate) and will share the care plan/ISP with the member’s care team and other representatives, as appropriate, to support delivery of the member’s needed health and health-related services. 30 Care managers are encouraged to invite the member’s other providers, including behavioral health providers, to participate in care team meetings, as appropriate. This would include the CIHA Primary Care Teams for members served by those care teams. 31 Certain requirements, such as coordination with DSS and guardians, are not applicable to former foster youth. 162 Children and Families Specialty Plan Policy Paper Page 11 of 19 The CFSP will also be required to align its care management approach with the North Carolina System of Care framework that promotes family-driven, youth-guided services that support and build on individual strengths and needs while working to achieve desired outcomes.32 Coordination and Co-Location with County DSS Coordination NCDHHS believes the delivery of plan-directed care management in close coordination with County DSS offices is essential to mitigating disruptions in care and facilitating the goal of achieving the right care at the right time for all CFSP members, despite changes in foster care placements or health care settings. As such, CFSP care managers will be required to coordinate closely with each member’s assigned County Child Welfare worker. For CFSP members who are served by the EBCI Family Safety Program instead of DSS/County DSS offices, the CFSP will be required to coordinate with EBCI Family Safety Program staff in place of County Child Welfare workers. As part of the collaborative care management process, CFSP care managers will regularly meet and coordinate with County Child Welfare workers to: • Share relevant health and health-related information, as permitted, and coordinate strategies to address members’ health and social needs to support and promote family preservation, permanency planning and reunification, as applicable; • Assist with scheduling DSS-required health assessments, gathering medical records, and developing a crisis plan; • Identify health and health-related services that are necessary to support family preservation for families receiving CPS In-Home Services and reunification or other permanency planning efforts for children in foster care and their families; and • Obtain consent for treatment of certain health care conditions from a member’s parent(s), guardian(s), or custodian(s), unless there are restrictions regarding such communication (e.g., termination of parental rights or court order restricting communication) in accordance with applicable North Carolina state law.33,34 Co-location To support coordination between CFSP care managers and County Child Welfare workers, NCDHHS intends to require the CFSP to physically co-locate a portion of care managers across North Carolina’s network of County DSS offices, taking into account the State’s mix of urban and rural geography and 32 The core System of Care’s elements are: (1) family-driven, youth-guided services; (2) interagency collaboration; (3) service coordination through a single facilitator; (4) individualized, strength- based, trauma-informed/resilience development approach; (5) culturally and linguistically competent care; (6) evidence-based or informed services provided in a home or community setting; and (7) family and youth involvement in regional and state policy development, implementation, and evaluation. More information on the System of Care approach is available here. 33 North Carolina General Statute § 7B-505.1, 7B-600(a), 7B-903(e), and 7B-903.1(a). 34 The CFSP will abide by the applicable EBCI Tribal Codes; NCDHHS will continue to consult with the EBCI regarding specific details for these collaborative efforts and the identification of tribal codes. 163 Children and Families Specialty Plan Policy Paper Page 12 of 19 availability of physical office space.35 This requirement aligns with feedback that NCDHHS received from a survey it undertook in collaboration with the North Carolina Association of County Directors of Social Services (NCACDSS) Executive Team in August 2021 which found more than half of County DSS offices interested in the co-location model. In addition, NCDHHS will require the CFSP to have dedicated DSS Liaisons who are responsible for understanding the scope of services/programs coordination through County DSS offices, addressing issues where County Child Welfare workers are seeking to coordinate with care managers, and serving as a primary contact to triage and escalate member-specific issues or other questions. NCDHHS acknowledges that there is considerable work to be done to effectively operationalize this model. Prior to the CFSP’s launch, NCDHHS plans to facilitate a collaborative operational planning process between state DSS leadership, County DSS staff, NCACDSS, NC Medicaid and other stakeholders (as appropriate). NCDHHS plans to release additional operational guidance based on these discussions. In addition, stakeholders encouraged NCDHHS to establish a centralized platform for secure, bi- directional sharing of key member data between the CFSP and County DSS offices. NCDHHS recognizes the importance of streamlined data sharing and plans to engage with the CFSP and state and County DSS on developing processes that work for care managers as well as County Child Welfare workers. Continuity of Care and Coordination During Transitions Transitions between managed care plans and clinical settings (e.g., following a discharge from a hospital, crisis, residential or institutional setting) are often a challenging time for individuals and can disrupt necessary care. Stability and continuity of care are especially critical during these transitions for children and families served by the child welfare system. Therefore, in addition to conducting ongoing care management to address the member’s needs as outlined in the care plan/ISP, care managers will provide transitional care management during care transitions (including assisting individuals with transitioning from congregate or other intensive treatment settings to a foster care home or other community placement). Stakeholders were supportive of requiring the CFSP to ensure the continuity of care for all members in an active course of treatment for a chronic or acute physical or behavioral health condition as members transition from NC Medicaid Direct to the CFSP or from one health plan to another health plan. As proposed in the original design, the care manager will notify the County Child Welfare worker or EBCI Family Support Safety Program staff, as appropriate, and parents(s), guardians(s) and custodian(s), as appropriate, of a change in health plan and assist in selecting a new PCP, if necessary. To support members transitioning from treatment settings, CFSP care managers will be required to connect with the member before and after discharge, conduct discharge planning, facilitate clinical handoffs and arrange for medication management following discharge from a hospital or institutional setting or following an Emergency Department visit. Consistent with the initial design, the CFSP will be required to provide in-reach, transition, and diversion 35 CFSP care managers will not be required to co-locate with EBCI Family Support Service offices; however, co-location may be permissible at the discretion of the EBCI Tribe, 164 Children and Families Specialty Plan Policy Paper Page 13 of 19 services to certain members.36,37 The goal of in-reach and transition services is to identify and engage members who may be able to have their needs met in the community and ensure the availability of appropriate services and supports for such members following discharge to the community. As part of the diversion activities, the CFSP will assess members at risk of admission to an institutional setting for eligibility for community-based services and supports including supportive housing, if needed; provide member education on the choice to remain in the community; and facilitate linkages to community- based and other support services for which the member is eligible. Support for Members Transitioning Out of the Child Welfare System or Out of the CFSP Maintaining continuity of care when transitioning out of the child welfare system can be challenging to navigate for many individuals, including children/youth who are reunified or achieve an alternate permanency plan, youth who reach the age of emancipation, and former foster youth who may lose Medicaid eligibility upon turning 26.38 However, these transitions may be especially difficult for the young adult population who are more likely to lack the social and emotional supports needed to facilitate a successful transition to self-sufficiency and navigate their own health care needs. The CFSP’s care management model builds in support to address these high-risk transition periods. Stakeholders were very supportive of providing targeted supports to members transitioning to adulthood. Care managers will facilitate robust transition planning both for members aging out of the child welfare system and those at risk of losing Medicaid eligibility. The care managers supporting these members will be required to have expertise in the systems and tools that are fundamental to the transition to adulthood, including independent living skills (e.g., accessing food and transportation), post-high school education, housing and employment options, self-advocacy, health insurance coverage options after Medicaid eligibility ends and building natural supports. For CFSP members leaving the child welfare system, care managers will collaborate with County Child Welfare workers as needed in the development of the DSS-required transitional living plan and 90-day transition plan. Care managers will identify key health-related resources and supports necessary to achieving the member’s health care goals. The CFSP will also be responsible for developing a Health Passport for each member as a supplement to the 90-day transition plan. The Health Passport is a document, available electronically and in paper formats, that will contain critical health care-related information, such as upcoming scheduled visits, prescribed medications and the member’s medical records. 36 The following CFSP members will be eligible for CFSP-based in-reach and transition services: 1) Members residing in a state psychiatric hospital who are not determined eligible for the North Carolina Transitions to Community Living (TCL); 2) All members in a PRTF; and 3) All members in Residential Levels II/Program Type III, and IV as defined in NCDHHS’ Clinical Coverage Policy 8-D-2. Members determined eligible for TCL and those with an SMI residing in an ACH who are also eligible for the Tailored Plan will be enrolled in and receive in-reach and transition services from a Tailored Plan. 37 Members eligible for diversion activities include those meeting the following criteria: 1) Have transitioned from an institutional or correctional setting, or an Adult Care Home for adult members, within the previous six months; 2) Are seeking entry into an institutional setting; or Adult Care Home; PRTF; or Residential Treatment Levels II/Program Type, III, and IV; 3) Meet one of the following additional criteria for members with I/DD and TBI: a) Member has an aging caregiver who may be unable to provide the member their required interventions; b) Member’s caregiver is in fragile health, which may include but is not limited to member caregivers who have been hospitalized in the previous 12 to 18 months, diagnosed with a terminal illness, or have an ongoing health issue that is not managed well (e.g., diabetes, heart condition, etc.); c) Member with two parents or guardians if one of those parents/guardians dies; d) Any other indications that a member’s caregiver may be unable to provide the member their required interventions; or e) member is a child or youth with complex behavioral health needs. 38 Former foster youth under age 26 who aged out of the child welfare system outside of North Carolina remain eligible for Medicaid coverage until they reach the age of 21; former foster youth under age 26 who aged out of the child welfare system in North Carolina until they reach the age of 26. 165 Children and Families Specialty Plan Policy Paper Page 14 of 19 For former foster youth aging out of the former foster youth categorical Medicaid eligibility group, care managers also must educate members about alternative insurance options available to them (e.g., Marketplace/Qualified Health Plan (QHP) coverage, applicable EBCI tribal programs/funding options, etc.) and assist them in signing up if desired. The CFSP care managers also must make plans for transitioning all ongoing health care services and medications. The Health Passport for these members must also include a list of health care resources available to members regardless of insurance status. Comprehensive Medication Management Services Children and youth currently and formerly served by the child welfare system often face disruptions to their medication regimens due to frequent changes in placements and care. As such, the CFSP will be responsible for ensuring all members receive robust medication management. This will include, at minimum, leveraging CFSP care managers and members’ physicians to ensure members have access to needed medications on an ongoing basis and during transitions (including placement changes), closely monitoring potentially dangerous aspects of each member’s regimen, and ensuring close coordination with the County Child Welfare worker. The CFSP will be required to ensure medication management is delivered in accordance with recognized professional guidelines, such as “Best Practices for Medication Management for Children & Adolescents in Foster Care” from the North Carolina Pediatric Society/Fostering Health NC.39 In addition, the CFSP will be required to closely monitor members prescribed psychotropic medications. Children and youth in foster care are prescribed psychotropic drugs at disproportionately higher rates than the general population, putting them at greater risk of potential overuse.40 For members prescribed psychotropic medications, care managers will be required to work closely with CFSP psychiatrists and pharmacists to ensure the delivery of clinically appropriate metabolic monitoring (in addition to ensuring access and monitoring potential interactions, as described above). Primary Care Providers and CFSP Care Management NCDHHS recognizes Primary Care Providers (PCPs) are an essential part of the care team and is committed to engaging them in the delivery of integrated, whole-person care for all members. To achieve this goal, the CFSP will make additional payments to Advanced Medical Home (AMH) practices that provide primary care services to CFSP members.41 The initial design of the CFSP outlined that, in order to receive these additional payments, AMHs will be required to meet an enhanced set of medical home requirements (beyond the base Carolina ACCESS requirements for PCPs) for children and youth in foster care, children receiving adoption assistance and former foster youth under age 26, including: • Coordinating with the member’s assigned CFSP care manager and/or County Child Welfare worker, as appropriate; • Scheduling and conducting follow-up well visits in accordance with the American Academy of Pediatrics Health Care Standards for children in foster care; 39 Id. 40 “Best Practices for Medication Management for Children & Adolescents in Foster Care” from the North Carolina Pediatric Society/Fostering Health NC are available here. 41 Advanced Medical Homes (AMHs) are state-designated primary care practices that have attested to meeting standards necessary to provide local care management services. More information about AMHs is available here. 166 Children and Families Specialty Plan Policy Paper Page 15 of 19 • Conducting the recommended developmental, behavioral, psychosocial and other screenings as appropriate based on age and the member’s clinical condition; • Completing DSS-required health assessment forms. NCDHHS will conduct additional design work to determine what, if any, additional requirements AMH practices that provide primary care services to CFSP-enrolled family members of children in foster care and families receiving CPS In-Home Services must meet to receive an additional payment. NCDHHS will release additional guidance on this. To ensure coordination across the health continuum, Medicaid-enrolled providers involved in the member’s care, including PCPs, behavioral health, TBI and I/DD providers, will be eligible to receive reimbursement from the CFSP for participating in care team meetings with the CFSP care managers. Healthy Opportunities: An Initiative to Address Unmet Health-Related Needs North Carolina has made a key priority of optimizing health and well-being by bridging the health care system and local community resources to address all factors that impact health. In collaboration with NCDHHS’ Healthy Opportunities initiative, the CFSP will be responsible for addressing four priority domains: 1) housing, 2) food, 3) transportation, and 4) interpersonal violence/toxic stress. The CFSP will also be responsible for implementing the Healthy Opportunities Pilot program for its Pilot-eligible members, in accordance with Department requirements.42 Integrating with the Healthy Opportunities initiative will be especially critical to former foster youth under age 26 navigating the challenges of young adulthood; parents, guardians and custodians whose children are in the custody of DSS or EBCI Family Safety Program, and families who are receiving CPS In-Home services. VIII. Provider Network & Payment Provider Network The CFSP will be required to develop and maintain a robust network of physical health, behavioral health, I/DD and LTSS providers across the State to meet the needs of all members statewide. To that end, the CFSP must meet network adequacy standards. These standards generally align with the Standard Plan and Tailored Plan time and distance requirements, amended in certain instances to meet minimum statewide contracting standards in place of regional standards set forth in the Standard Plan and Tailored Plan contracts for certain provider types.43 Based on stakeholder feedback, NCDHHS will update the CFSP’s provider contracting design. The CFSP will have an “any willing provider”44 network for all services except intensive in-home services, multisystemic therapy, residential treatment services and PRTFs.45 NCDHHS believes this revised approach balances shared goals of providing members with provider choice while ensuring the delivery of high-quality services. 42 More information about the Healthy Opportunities Pilots is available here. 43 This also includes following the Tribal Managed Care Addendum, the Tribal Payment Policy and adherence to tribal exceptions for licensure and other provider requirements. 44 “Any willing provider” means that the CFSP must accept into its network any provider that is Medicaid or NC Health Choice- enrolled, meets certain quality standards, and agrees to the CFSP’s network rates. 45 Subject to legislative authority. 167 Children and Families Specialty Plan Policy Paper Page 16 of 19 In addition, stakeholders sought to ensure that the CFSP maximizes timely access to critical behavioral health services to help avoid long waits for services and placements in inappropriate settings while awaiting treatment. To ensure sufficient availability of in-network providers for key behavioral health services, the CFSP may be required to contract with a minimum percentage of certain providers statewide, such as a minimum percentage of residential treatment service providers, PRTFs, and crisis service facilities.46 The CFSP contract will also include a detailed table outlining the wait time standards for behavioral health services. To ensure continuity of care, NCDHHS will require the CFSP to make a good-faith effort to contract with an out-of-network provider who is treating a member with an ongoing special condition or an ongoing course of treatment and transitioning to the CFSP from another plan or NC Medicaid Direct. During this transitional period, the CSFP will work to either onboard the provider into its network or safely transition the member to an existing in-network provider. As had been proposed initially, the CFSP will implement a strong monitoring program to ensure providers are meeting member needs and program requirements. Consistent with Standard Plan and Tailored Plan requirements, the CFSP will employ a Tribal Provider Contracting Specialist who will be accountable for developing tribal provider networks. In addition, the CFSP will be responsible for developing a network that includes providers representative of historically marginalized populations and ensuring network providers receive training on trauma-informed care and adverse childhood events (ACEs) to understand the needs of the population served by the Plan. Provider Payment As originally designed, the CFSP will be subject to requirements for provider payments consistent with Standard Plans and Tailored Plans, including rate floor requirements for in-network physicians, physician extenders, pharmacies (dispensing fees), essential providers,47 hospitals48 and nursing facilities and additional utilization-based payments for certain in-network providers (e.g., local health departments, public ambulance providers). With the exception of out-of-network emergency services, post- stabilization services and services during transitions of care, the CFSP will be prohibited from reimbursing an out-of-network provider more than 90% of the NC Medicaid Direct rate if the CFSP has made a good faith effort to contract with a provider but the provider has refused that contract. Out-of- network providers for emergency services, post-stabilization services and services during transitions of care will be reimbursed at 100% of the NC Medicaid Direct rate. IX. Accountability for Quality NCDHHS will establish a common set of quality measures to ensure the CFSP’s accountability to NCDHHS. All quality measures for the CFSP will align with and build on NCDHHS’ Quality Strategy, which will be updated to include the CFSP, and which primarily emphasizes outcomes for beneficiaries over process measures. The proposed quality measures prioritize medical needs and experiences that are significant in the CFSP population. 46 NCDHHS is working to determine the operational feasibility of this potential contract requirement. 47 Essential Providers include federally qualified health centers, rural health centers, free clinics, local health departments, and any other providers as designated by NCDHHS. Section 5.(13) of Session Law 2015-245. 48 Hospital rate floors are time-limited. 168 Children and Families Specialty Plan Policy Paper Page 17 of 19 Stakeholders highlighted several important considerations, including the desire to measure how the CFSP serves families as a unit and the need to monitor the extent to which providers are accepting new referrals for children and youth served by the CFSP. In response to stakeholder feedback, NCDHHS is adding two quality measures to assess the proportion of providers accepting new referrals for children and youth enrolled in the CFSP. Stakeholders also recommended capturing metrics that seek to measure the risk of trafficking, placement stability and participation of parents, guardians, or custodians in care planning while in DSS/EBCI Family Safety Program custody. Given the nature and limitations of quality measures, NCDHHS will explore the entity or agency that is best positioned to capture additional measures related to these and other family-based outcomes. Like with Standard Plans, Tailored Plans and EBCI Tribal Option, the CFSP will be required to report measures against a set of stratification criteria that will include race and ethnicity, geography, age and gender, where appropriate and feasible for many of the quality measures. Through the quality improvement process, NCDHHS will review the CFSP’s stratified performance on measures and require the CFSP to identify and implement interventions to reduce any health and quality outcome disparities observed. As part of the CFSP’s overarching quality strategy, the CFSP will be required to complete at least three performance improvement projects (PIPs) each coverage year, with a minimum of one under each of the following three categories: 1) non-clinical, 2) clinical, and 3) transitions and continuity of care for children and youth served by the child welfare system. For its clinical PIP(s), the CFSP must consider how innovative use of care management can contribute to clinical performance improvement. NCDHHS will conduct oversight and monitoring of the CFSP and will convene monthly meetings with the Plan quality director to discuss opportunities for performance improvement. In light of the CFSP eligibility expansion to families of children/youth in foster care and families receiving CPS In-Home Services, NCDHHS will revisit the CFSP’s overall quality design to determine whether new requirements are needed to assess the quality of service delivery to these additional populations. X. Timing & Next Steps NCDHHS welcomes feedback from stakeholders as it continues to refine the CFSP design. Given the expansion of the CFSP eligibility and related needed systems changes, the procurement and implementation preparation timeline for the CFSP has been revised to the following: • Release CFSP Request for Proposals (RFP)49: Summer 2022 • Award CFSP Contract: Fall 2022 • Implementation Planning for CFSP Launch: Fall 2022 – Winter 2023 • Launch CFSP: By December 2023 Stakeholders are welcome to submit feedback and recommendations to NCDHHS at Medicaid.NCEngagement@dhhs.nc.gov. Input received by March 4, 2022, will inform the CFSP design prior to finalizing the RFP. NCDHHS intends to issue another paper to outline additional CFSP design decisions made prior to the RFP’s release. 49 NCDHHS will procure a single statewide CFSP that operates and delivers services statewide. Only Standard Plans and Tailored Plans will be eligible to bid on the CFSP. 169 Children and Families Specialty Plan Policy Paper Page 18 of 19 Appendix: Benefits Covered by Standard Plans, Tailored Plans, and the CFSP50 In addition to the behavioral health services identified below, the CFSP also will cover all Medicaid and NC Health Choice State Plan physical health, pharmacy, and LTSS services. BH, I/DD, and TBI Services Covered by Standard Plans, Tailored Plans, and the CFSP BH, I/DD and TBI Services Covered by Tailored Plans and the CFSP BH, I/DD and TBI Services Covered Exclusively by Tailored Plans (or LME/MCOs Prior To Launch) Enhanced BH services are italicized State Plan BH and I/DD Services • Inpatient BH services • Outpatient BH emergency room services • Outpatient BH services provided by direct-enrolled providers • Psychological services in health departments and school-based health centers sponsored by health departments • Peer supports • Partial hospitalization • Mobile crisis management • Facility-based crisis services for children and adolescents • Professional treatment services in facility-based crisis program • Outpatient opioid treatment51 • Ambulatory detoxification • Research-based BH treatment for Autism Spectrum Disorder (ASD) • Diagnostic assessment • Non-hospital medical detoxification • Medically supervised or alcohol and drug abuse treatment center State Plan BH and I/DD Services • Residential treatment services • Child and adolescent day treatment services • Intensive in-home services • Multi-systemic therapy services • Psychiatric residential treatment facilities (PRTFs) • Assertive community treatment (ACT) • Community support team (CST)52 • Psychosocial rehabilitation • Substance abuse non- medical community residential treatment • Substance abuse medically monitored residential treatment • Substance abuse intensive outpatient program (SAIOP) State Plan BH and I/DD Services • Intermediate care facilities for individuals with intellectual disabilities (ICF-IID) Waiver Services • Innovations waiver services • TBI waiver services State-funded Services53 Respite services through TRACK at Murdoch 50 Standard Plans, Tailored Plans, and the CFSP will cover all services in the NC Medicaid and NC Health Choice State Plans with the exception of services carved out of Medicaid Managed Care under Section 4.(4) of Session Law 2015-245, as amended; as specified in 42 C.F.R. § 438.210. Per G.S. 108A-70.21, NC Health Choice-enrolled children receive benefits that are equivalent to those provided for dependents under North Carolina’s Medicaid program except for long-term care services, non-emergency medical transportation, and Early and Periodic Screening, Diagnostic and Treatment (EPSDT) benefits. 51 CFSP will also be required to cover Office-Based Opioid Treatment (OBOT) services. 52 CST includes tenancy supports. 53 Members requiring State-funded services will need to transfer to a Tailored Plan to access those services. 170 Children and Families Specialty Plan Policy Paper Page 19 of 19 BH, I/DD, and TBI Services Covered by Standard Plans, Tailored Plans, and the CFSP BH, I/DD and TBI Services Covered by Tailored Plans and the CFSP BH, I/DD and TBI Services Covered Exclusively by Tailored Plans (or LME/MCOs Prior To Launch) Enhanced BH services are italicized (ADATC) detoxification crisis stabilization • Early and periodic screening, diagnostic and treatment (EPSDT) services • Substance abuse comprehensive outpatient treatment program (SACOT) 171 April 11, 2022  Secretary Kody H. Kinsley  N.C. Department of Health and Human Services 2001 Mail Service Center Raleigh, NC 27699‐2000 Dear Secretary Kinsley:   As a commissioner in [County] County, the well‐being of the children and families who reside  there matters deeply to me. It matters to the Department of Social Services staff who work  tirelessly to help bring strength and stability to families. It matters to the people at Vaya Health,  our LME/MCO, who collaborate with providers, stakeholders, and state and local agencies to  continue to improve and expand access to much‐needed services and supports close to home.  And I believe it matters to you and the dedicated individuals you lead at the Department of  Health and Human Services who seek to improve the health, safety, and well‐being of all North  Carolinians.  The intense scrutiny North Carolina’s public behavioral health and child welfare systems have  faced in recent years is understandable. Children and families served by those systems have a  right to quality care, but there is no standard, “one‐size‐fits‐all” approach. The systems are not  perfect, yet Vaya’s collaborative efforts have built a solid foundation of stable, personalized,  community‐based care, with dedicated local providers who are deeply rooted in the  communities they serve.   As proposed, the CFSP does not leverage the existing strengths of the LME/MCO system, or the  resources already invested by the State of North Carolina into the Behavioral Health and I/DD  Tailored Plan model. Vaya Health and other LME/MCOs have already been at work over the  last several years on several of the initiatives outlined in the Child Welfare and Family Well‐ being Transformation Team’s action plan and will carry that work into their Behavioral Health  and I/DD Tailored Plan efforts. Recently, Vaya’s Chief Population Health Officer, Rhonda Cox,  was instrumental in helping to shape Transforming Child Welfare and Family Together: A  Coordinated Action Plan for Better Outcomes, bringing her decades of experience with  creating local solutions to the effort. Establishing an additional, separate statewide health plan  to carry out those initiatives for a population currently receiving many of the same services  through existing NC Medicaid plans is not in the best interest of children and families and  creates an increased risk for service and system fragmentation, as well as staffing shortages— especially in the rural parts of the state where staffing is already a challenge. A better idea is to  implement the action plan by building on what the LME/MCOs have done.   172 Just as one turns to a trusted contractor when building a house, our communities rely on local  agencies and organizations to help build well‐being. In North Carolina, these agencies and  organizations make up our state’s public health system. Although under renovation through  Medicaid Transformation, our system has a strong foundation with Vaya Health—one built to  offer stability and well‐being to the children and families it serves. This kind of care will  continue through regional Behavioral Health and I/DD Tailored Plans when they launch in  December and building upon those established foundations will provide the time and support  needed to succeed for our children.     Therefore, I ask that NCDHHS delay issuance of the CFSP Request for Proposal as described in  the Feb. 18, 2022 Policy Paper, and instead consider a model that allows for regional plans  aligned with the existing LME/MCO regions.    Sincerely,    County Commissioner    173 AGENDA ABSTRACT Meeting date: April 18, 2022 Agenda Title: Interim County Manager Placement through the assistance of the NC Association of County Commissioners Summary of Information: The NC Association of County Commissioners is available to assist boards of commissioners through the transition of hiring a county manager. The Association’s Executive Director, Kevin Leonard has been invited to speak to the Board about the process of appointing an interim manager and answer any questions that the Board may have. Recommended Action: Receive the information Submitted By: Gordon Powell, Chairman 174 AGENDA ABSTRACT Meeting Date: April 18, 2022 Agenda Title: Request to Adopt a Resolution for Grant Funding and to Authorize County Staff to Support the Western Sewer Project Summary of Information: The County and EDC have expressed understanding for the need to see the City of Roxboro’s Western Sewer Project completed for future growth in the City as well as western and southern Person County. As the costs for the project are greater than funding sources that have been identified by the City, a request is being made to have Person County apply for infrastructure funds available through NCDEQ – Division of Water Infrastructure grants for up to $15M per unit of local government. The City will likewise apply, as eligible. Funding options may include 100% grant funds, combination of grant and loan, or loan. Recommended Action: Adopt a Resolution to Comply with Actions Necessary for Grant Award through NCDEQ – Division of Water Infrastructure, and to Authorize County Staff to Work with the City of Roxboro to Support the Western Sewer Expansion Project. Submitted By: Brooks Lockhart, City of Roxboro City Manager 175 RESOLUTION BY GOVERNING BODY OF APPLICANT  WHEREAS, The Federal Clean Water Act Amendments of 1987 and the North Carolina the Water  Infrastructure Act of 2005 (NCGS 159G) have authorized the making of loans and grants  to aid eligible units of government in financing the cost of construction and studies of  (state whether a wastewater treatment works, wastewater collection system, stream  restoration, stormwater treatment, other “green” project, drinking water treatment  works, and/or drinking water distribution system; and  WHEREAS, Person County and The City of Roxboro have needs for and intend to construct a sanitary  sewer collection system project described as the construction of approximately 20,500 LF  of 18‐inch diameter through 24‐inch diameter ductile iron and PVC gravity sewer, 23,500  LF of 16‐inch diameter ductile iron and PVC forcemain, and the rehabilitation of an  existing pump station; and,  WHEREAS, The completion of the project will induce economic benefits also for Person County; and,  WHEREAS,  The cost of the project exceeds the grant eligibility of the City of Roxboro alone; and,   WHEREAS, Person County intends to request State grant assistance for the project.  NOW THEREFORE BE IT RESOLVED, BY THE PERSON COUNTY BOARD OF COMMISSIONERS:  That Heidi York, County Manager, the Authorized Official, and successors so titled, is  hereby authorized to execute and file an application on behalf of the Applicant with the  State of North Carolina for a grant to aid in the study of or construction of the project  described above.  That the Authorized Official, and successors so titled, is hereby authorized and directed  to furnish such information as the appropriate State agency may request in connection  with such application or the project:  to make the assurances as contained above; and to  execute such other documents as may be required in connection with the application.  That the Applicant has substantially complied or will substantially comply with all Federal,  State, and local laws, rules, regulations, and ordinances applicable to the project and to  Federal and State grants and loans pertaining thereto.  Adopted this the 18th day of April, 2022 at Roxboro, North Carolina.  ___________________________________           Gordon Powell, Chairman  Person County Board of Commissioners  SEAL  176 CERTIFICATION BY RECORDING OFFICER    The undersigned duly qualified and Clerk to the Person County Board of Commissioners does hereby  certify:  That the above/attached resolution is a true and correct copy of the resolution authorizing the  filing of an application with the State of North Carolina, as regularly adopted at a legally convened meeting  of the Person County Board of Commissioners duly held on the 18th day of April, 2022;  and, further, that  such resolution has been fully recorded in the journal of proceedings and records in my office.  IN WITNESS  WHEREOF, I have hereunto set my hand this 18th day of April, 2022.    __________________________________________              Brenda B. Reaves, NCMCC, MMC  Clerk to the Person County Board of Commissioners      SEAL    177 AGENDA ABSTRACT Meeting Date: April 18, 2022 Agenda Title: NC Beaver Management Assistance Program Summary of Information: The North Carolina Beaver Management Assistance Program (BMAP) is designed to help manage problems caused by beaver on private and public lands. Due to practical and ecological considerations, the program’s goal is to address specific beaver damage problems rather than to eliminate beaver from North Carolina. BMAP-related beaver removals account for about 17% of total known annual beaver harvest (including regulated trapping and damage-related removals), and about 0.5% of the total beaver population annually. BMAP service providers use an integrated approach, in which a combination of methods (some lethal, some non- lethal) may be used or recommended to reduce beaver damage. The program places first priority on issues that threaten public health and safety, and secondly on assistance to landholders experiencing beaver damage. The BMAP will be implemented by USDA Wildlife Services (Wildlife Services) through cooperative service agreements with the NC Wildlife Resources Commission (NCWRC), the NC Department of Transportation (NCDOT) and Person County. Landholders gain access to assistance at a reduced cost-share rate or may receive free training on beaver management techniques if they are willing to perform the work themselves. The cost for Person County to participate in the BMAP is $6,000. Recommended Action: Approve funds of $6,000 and designate the Person Soil & Water Conservation District office to act as liaison. Submitted By: Nancy McCormick, Soil & Water Manager Person Soil & Water Conservation District Person County Soil & Water Department 178 Updated: November 9, 2021 Page 1 of 2 , North Carolina Beaver Management Assistance Program Policies and Procedures Summary for Counties The NC Beaver Management Assistance Program (BMAP) provides beaver damage management through a combination of fully funded and cost-share services in which state and federal agencies, counties, and individual landholders work together to address problems caused by beaver. Each year counties can opt into the program at their preferred participation level. More information about the program can be found online at the following link: www.ncwildlife.org/bmap. Program Administration Beaver damage management services are provided directly by USDA-Wildlife Services (WS). WS and NC Wildlife Resources Commission (WRC) share responsibility for administering the program under the direction of the Beaver Damage Control Advisory Board (NC Statute 113-291.10). The program has been serving North Carolina citizens since 1993. Cooperative Cost-Share In participating counties, landholders experiencing beaver damage can receive BMAP services at a reduced cost-share rate. The cost of these services is shared between the landholder, participating counties, WS and the WRC. The roles of each entity are as follows: Participating Counties Counties that opt in to the BMAP must contribute a $6,000 baseline participation fee that will be used to provide beaver damage management services to landholders at the reduced cost-share rate. BMAP services provided on state highways, roads, and bridges are funded separately out of NCDOT’s maintenance budget, at no cost to counties. Each county typically receives 80– 112 site visits in a year (32-48 DOT, 48-64 non-DOT). The number of projects vary based on demand for services and availability of funding/personnel. Counties may arrange to receive additional expanded services by agreement with WS. All NC counties receive a written letter each January inviting them to participate in the BMAP. To participate in the coming state fiscal year (July 1 – June 30), each county must: •Provide written notification of their intent to participate no later than May 1 of each year. •Establish a cooperative service agreement with WS no later than June 1 of each year. •Submit payment of the $6,000 participation fee to WS no later than July 31 of each year. •Identify a BMAP liaison to collaborate with WS personnel throughout the year to prioritize requests and facilitate BMAP service in that county. 179 Updated: November 9, 2021 Page 2 of 2 Landholders In participating counties, landholders will: • Request assistance with beaver damage management through the county representative or directly through WS personnel assigned to that area. • Sign a cooperative service agreement (CSA) and a work initiation document giving written permission for WS to conduct this work on their lands. • Provide funds according to the CSA for work conducted by WS personnel. Landholder cost-share fees are $25 per visit (up to 15 visits per year) and $125 per dam removed. An initial consultation is provided free of charge. Landowners are also provided guidance on addressing beaver damage themselves at no charge. USDA Wildlife Services WS implements the program by providing beaver damage management services directly to landholders. • Notifies counties of their eligibility to participate no later than January 31 of each year. • Hires and supervises professional wildlife specialists to conduct beaver damage management activities throughout the state. • Maintains records of rendered services and expenses throughout the year. • Reports annually on all BMAP activities to the WRC. • Provides technical assistance regarding beaver damage management and non- lethal options for beaver damage control at no cost. Wildlife Resources Commission WRC provides annual funding to be distributed for beaver damage management services among participating counties. Funds are distributed based on how many counties participate each year. For example, WRC contributed $385,000 from its general funds (license revenues) in FY 2021-22 and 43 counties chose to participate in BMAP, so each of these counties gained access to around $8,953 in beaver damage management services. Prioritizing Requests for Assistance Requests for assistance are generally addressed on a first-come, first-served basis with top priority placed on services that address threats to public health and safety, particularly along highway rights-of-way. DOT agreements are always prioritized in emergency situations, defined as when water is going over roads or water is threatening to reach the road within the next twenty-four hours. In general, the following priority rankings are observed when responding to requests for assistance: 1) State highways, roads and bridges 2) County-owned property in participating counties 3) Private property in participating counties 4) City/municipality-owned property in participating counties 5) Other property (e.g., publicly traded corporations) Landholder Guarantee BMAP activities are guaranteed for 30 days following the completion of a project. If a problem recurs within the guarantee period, the project is reworked at no additional charge. 180 Service Priorities Requests for assistance are handled on a first- come, first-served basis. However, projects that address threats to public health and safety receive top priority. Landholder Cost-Share Landholders pay the following cost-share fees for services: •$25 per site visit •$125 per dam removed Initial damage assessments are provided at no charge. Beaver management specialists average 10 visits over a 30-day period to resolve the problem. Costs to the landholder increase after 15 visits to the full market value of beaver management services. Landholders willing to conduct beaver management activities themselves are provided individual training at no cost. County Cost-Share Counties are invited to participate each year by contributing a $6,000 participation fee, which grants them access to additional funding provided by the NC Wildlife Resources Commission. Landholders experiencing beaver damage in these counties may reach out to their county’s BMAP contact to receive assistance. NC Beaver Management Assistance Program OBTAINING SERVICES Since beavers were successfully reintroduced to North Carolina in 1939, this native species has thrived, benefitting wildlife and people by creating wetland habitat, reducing erosion, and improving water quality across the state. Damages caused by beaver activity, however, can be substantial and costly. The Beaver Management Assistance Program (BMAP) aims to help manage beaver-related problems on private and public lands. Because of practical and ecological considerations, the program is not designed to eradicate beaver populations; rather its aim is to assist the NC Department of Transportation, local governments, and private landholders in addressing specific beaver damage issues. BMAP specialists work to educate customers about a variety of beaver management strategies, such as exclusion, pond levelers, and other nonlethal techniques. When deemed necessary, they will remove beaver and/or dams using humane and environmentally acceptable techniques. In 2019-2020, BMAP services prevented the impending loss or repair costs of an estimated $8.95 million in roads, bridges, timber and other agricultural resources, railroad trestles, dams, sewer systems, water treatment facilities, landscape plantings, homes, airport runways, and golf courses. Comparing the costs of BMAP to its savings, for every $1.00 spent, $5.82 in resources were saved. Updated March 11, 2022 Paul Stevenson CC By 2.0 USDA Wildlife Services 181 BMAP County Contacts: July 1, 2021 – June 30, 2022 Additional Information Learn about BMAP online at www.ncwildlife.org/BMAP. Statewide Contacts: NC Wildlife Resources Commission 1751 Varsity Drive, Raleigh, NC 27699 919-616-2208 falyn.owens@ncwildlife.org USDA Wildlife Services 6213-E Angus Drive, Raleigh, NC 27617 866-487-3297 todd.a.menke@usda.gov BMAP professionals removed the beavers and dams, resolving flooding issues and preventing damage to homes. Photos: Nicole Lynch USDA Wildlife Services Updated March 11, 2022 Bertie 252-794-5317 Johnston 919-989-5100 Bladen 910-862-6700 Lee 919-775-5624 Brunswick 910-253-2515 Lenoir 252-526-9799 x3 Buncombe 828-250-4788 Macon 828-349-2045 Carteret 252-222-6360 Martin 252-789-4300 Catawba 828-465-8240 McDowell 828-652-4434 Chatham 919-542-8228 Mecklenburg 980-721-3760 Columbus 910-642-2196 x3 Nash 252-459-4116 x3 Craven 252-633-0397 New Hanover 910-798-7129 Cumberland 910-321-6860 Northampton 252-534-2711 Duplin 910-296-2120 x3 Pamlico 252-745-5064 x3 Edgecombe 252-823-8187 x3 Pasquotank 252-338-3954 Franklin 919-496-3344 Perquimans 252-482-4127 x3 Gaston 704-922-2152 Pitt 252-902-3250 Gates 225-357-2411 Robeson 910-671-3022 Granville 919-603-1350 Sampson 910-592-7161 Greene 252-747-3705 x3 Vance 252-438-8188 Halifax 252-583-3481 x3 Wake 919-250-1050 Harnett 910-893-7584 Warren 252-257-3640 Haywood 828-452-2741 x3 Wayne 919-731-1650 Hoke 910-875-3461 Wilson 252-237-5147 x3 Iredell 704-873-6761 Beaver activity was causing flooding and threatening home septic systems in Lenoir County. 182