03-20-2023 Meeting Minutes BOC
March 20, 2023
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PERSON COUNTY BOARD OF COMMISSIONERS MARCH 20, 2023
MEMBERS PRESENT OTHERS PRESENT
Gordon Powell Katherine M. Cathey, County Manager
C. Derrick Sims Brenda B. Reaves, Clerk to the Board
Kyle W. Puryear S. Ellis Hankins, County Attorney
Charlie Palmer
Jason Thomas
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, March 20, 2023 at 9:00am in the Commissioners’ Boardroom
215 in the Person County Office Building located at 304 S. Morgan Street, Roxboro, NC.
Chairman Powell called the meeting to order and offered an invocation with a
moment of silence for the Tillman family (Board of Education Chair Freda Tillman’s
husband passed). Vice Chairman Sims led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Powell stated a request to add a Proclamation Designating the Month of
April 2023 as Child Abuse Prevention Month in Person County and recognizing such with
item #1 on the agenda.
A motion was made by Vice Chairman Sims and carried 5-0 to add a Proclamation
Designating Child Abuse Prevention Month in Person County to the agenda, to be
recognized during item #1, and to approve the agenda, as adjusted.
RECOGNITION:
THE WEEK OF THE YOUNG CHILD PROCLAMATION AND A
PROCLAMATION DESIGNATING CHILD ABUSE PREVETNION MONTH:
Chairman Powell read a Proclamation for Board consideration designating the week
of April 3-7, 2023 as The Week of the Young Child in Person County.
Chairman Powell read a Proclamation Designating the Month of April 2023 as Child
Abuse Prevention Month in Person County.
A motion was made by Vice Chairman Sims and carried 5-0 to adopt both a
Proclamation Designating the Week of April 3-7, 2023 as The Week of the Young Child in
Person County and a Proclamation Designating the Month of April 2023 as Child Abuse
Prevention Month in Person County.
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INFORMAL COMMENTS:
There were no comments from the public.
ISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Puryear and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of February 21, 2023,
B. Approval of Minutes of March 6, 2023,
C. Budget Amendment #16,
D. Fee Schedule for PATS EDTAP Users,
E. Update of the Person Area Transportation System Procurement Policy, and
F. The Applicant and Property Owner, Adam Richard Osborne, is requesting approval
of “Written Decision Approving Special Use Permit Application” (i.e. Written
Order) following Special Use Permit SUP-02-23 approval for commercial storage
units (i.e. Osborne Storage Unit Facility) to be located within B-2 (Neighborhood
Shopping) zoned property. The ±3.33-acre Subject Property is located at Tax Map
and Parcel No. A84A C1, C2, C3, C4, A27, and A28 (Parcel Identification Nos.
0934-00-23-0348.000, 0934-00-13-9325.000, 0934-00-13-9220.000, 0934-00-13-
8215.000, 0934-00-12-9903.000, and 0934-00-12-8916.000)
NEW BUSINESS:
VAYA HEALTH UPDATE AND DASHBOARD PRESENTATION:
Elliot Clark, Regional Director of Community Relations with Vaya Health shared
the following Vaya Health update and Dashboard presentation noting Vaya is the local
management entity (LME) for behavioral healthcare in Person County. He added Vaya has
its headquarters in Asheville with a regional office in Henderson; currently 31 of the 100
NC counties have Vaya covering its behavioral health plans.
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In discussing the proposed statewide Medicaid Child and Families Specialty Plan
(CFSP), Chairman Powell noted his opposition and asked Mr. Clark if Person County
needed to take a position related to House Bill 340 currently in review to which Mr. Clark
offered to send along a template delegation letter to consider at an upcoming Board meeting.
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PERSON COUNTY VETERANS MEMORIAL PARK IMPROVEMENTS:
Person Veterans Council President Ronnie Jefferies updated the Board on their plans
to install a Person County Native American Veterans Memorial Stone as well as a Person
County KIA Memorial Reflecting Pool (5’ x 5’ water fountain feature with no more than
12” of water depth) built by Donald Long in the rear of the Person County Veterans
Memorial Park to memorialize those that have given the ultimate sacrifice.
Mr. Jefferies, on behalf of the Person Veterans Council, requested to conduct a
Military Style Pyrotechnic Groundbreaking at this year’s Memorial Day Ceremony in
accordance with the Person Veterans Council letter dated January 20, 2023 addressed to the
Person County Board of Commissioners and signed by the President of the Veterans
Council, the Person County Fire Marshal and the Roxboro Fire Chief. Mr. Jeffries said they
will canvass the surrounding area prior to the event to let neighbors know of this planned
pyrotechnic display
In addition, Mr. Jefferies provided the commissioners with a 2023 Schedule of
Events for the Person County Veterans Memorial Park.
A motion was made by Commissioner Palmer and carried 5-0 to approve the use
of Pyrotechnics to conduct a military style ground breaking at the Memorial Day Ceremony,
as presented.
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FIRE SERVICE ACCOUNTABILITY BOARD FUNDING REQUEST:
Fire Marshal Adam Morris, on behalf of the Person County Chiefs Association,
proposed a countywide accountability board that would be used at structure fires and large-
scale incidents. Mr. Morris said the seven volunteer fire departments and the one rescue
squad that serve Person County as well as the City of Roxboro Fire Department would
utilize this accountability board and system. He said the purpose of the accountability board
was to track the personnel on scene, the location of the personnel working, and the
assignment that they are completing. Currently, he noted there was not a standard
accountability system across Person County, and the departments have been fortunate that
no emergency or Mayday situation has ever occurred. Mr. Morris stated this would be a
one-time cost to implement this system, and if additional funding were needed, it would be
the departments’ responsibility. A standard operating guideline on how to use the system
has been presented for review to all of the departments and would require the Chiefs’
approval.
Mr. Morris indicated that Louisiana Pacific Corporation, a manufacturing facility on
Boston Road, reached out to assist emergency services in Person County that respond to
their facility for an emergency. This system was shared with their safety representative,
administrative staff and their corporate leaders for consideration to help fund this project.
Mr. Morris did not know if Louisiana Pacific Corporation would or would not donate to this
project at this time.
Mr. Morris requested Board approval for the request and to fund the $4,500.00 with
unallocated funds from the fire district tax budget to purchase the material to construct the
accountability boards to be used throughout Person County.
A motion was made by Vice Chairman Sims and carried 5-0 to approve the Fire
Service Accountability Board System, as presented, and to appropriate the funding of
$4,500 using unallocated funds from the fire district tax budget.
RESOLUTION OF INTENT AND CAPITAL PROJECT ORDINANCE FOR
IMPROVEMENTS TO SCHOOLS:
Chairman Powell announced the following resolution (the “Resolution”), a copy of
which was available with the Board and which was read by title by the Finance Director
Amy Wehrenberg:
RESOLUTION OF THE COUNTY OF PERSON, NORTH CAROLINA DECLARING THE INTENT
OF THE COUNTY OF PERSON, NORTH CAROLINA TO ISSUE $38,255,000 LIMITED
OBLIGATION BONDS TO FINANCE VARIOUS SCHOOL IMPROVEMENTS, AS REQUESTED BY
THE BOARD OF EDUCATION OF PERSON COUNTY, AND TO REIMBURSE ITSELF FOR
CAPITAL EXPENDITURES INCURRED IN CONNECTION WITH SUCH PROJECTS FROM THE
PROCEEDS OF LIMITED OBLIGATION BONDS EXPECTED TO BE EXECUTED AND
DELIVERED IN CALENDAR YEARS 2023, 2025 AND 2027.
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WHEREAS, the Board of Education of the County of Person (the “Board of
Education”) has requested that the Board of Commissioners (the “Board”) of the County
of Person, North Carolina (the “County”) execute and deliver $38,255,000 of tax-exempt
limited obligation bonds (the “Bonds”) in order to finance improvements to Person High
School and various other public schools (collectively, the “Projects”); and
WHEREAS, the County intends (a) to proceed with the Projects, in three separate
financings currently scheduled for calendar years 2023, 2025 and 2027, and (b) to increase
property taxes by a ¼ cent in order to make payments as to principal and interest on the
Bonds; and
WHEREAS, the County expects to incur and pay certain expenditures in connection
with the Projects prior to the date of execution and delivery of the Bonds (the “Original
Expenditures”), such Original Expenditures to be paid for originally from a source other
than the proceeds of the Bonds, and the County intends, and reasonably expects, to be
reimbursed for such Original Expenditures from a portion of the proceeds of the Bonds to
be executed and delivered at dates occurring after the dates of such Original Expenditures;
NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the
County of Person, North Carolina as follows:
Section 1. Official Declaration of Intent. The County presently intends, and
reasonably expects, to reimburse itself for the Original Expenditures incurred and paid by
the County on or after the date occurring 60 days prior to the date of adoption of this
Resolution from a portion of the proceeds of the Bonds. The County reasonably expects to
execute and deliver the Bonds in calendar years 2023, 2025 and 2027, and the maximum
principal amount of Bonds reasonably expected to be executed and delivered by the County
to pay for all or a portion of the costs of the Projects is expected to be $38,255,000.
Section 2. Compliance with Regulations. The County adopts this Resolution as a
declaration of official intent under Section 1.150-2 of the Treasury Regulations promulgated
under Section 103 of the Internal Revenue Code of 1986, as amended, to evidence the
County's intent to reimburse itself for the Original Expenditures from proceeds of the Bonds.
Section 3. Itemization of Capital Expenditures. The Finance Officer of the County,
with advice from bond counsel, is hereby authorized, directed and designated to act on
behalf of the County in determining and itemizing all of the Original Expenditures incurred
and paid by the County in connection with the Projects during the period commencing on
the date occurring 60 days prior to the date of adoption of this Resolution and ending on the
date of execution and delivery of the Bonds.
Section 4. Effective Date. This Resolution is effective immediately on the date of
its adoption.
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On motion of Commissioner Kyle Puryear, seconded (not applicable), the
foregoing resolution entitled “RESOLUTION OF THE COUNTY OF PERSON, NORTH
CAROLINA DECLARING THE INTENT OF THE COUNTY OF PERSON, NORTH
CAROLINA TO ISSUE $38,255,000 LIMITED OBLIGATION BONDS TO FINANCE
VARIOUS SCHOOL IMPROVEMENTS, AS REQUESTED BY THE BOARD OF
EDUCATION OF PERSON COUNTY, AND TO REIMBURSE ITSELF FOR CAPITAL
EXPENDITURES INCURRED IN CONNECTION WITH SUCH PROJECTS FROM THE
PROCEEDS OF LIMITED OBLIGATION BONDS EXPECTED TO BE EXECUTED AND
DELIVERED IN CALENDAR YEARS 2023, 2025 AND 2027” was duly adopted by the
following vote:
AYES: CHAIRMAN GORDON POWELL, COMMISSIONER DERRICK SIMS, COMMISSIONER
KYLE PURYEAR, COMMISSIONER CHARLIE PALMER AND COMMISSIONER JASON THOMAS.
NAYS: NONE.
EMERGENCY SERVICES FACILITY FEASIBILITY STUDY:
Thomas E. Schwalenberg, Director of the Department of Emergency Services stated
the Person County Department of Emergency Services hired Mission Critical Partners,
LLC, a consulting firm of former public safety officials who have supported similar
initiatives, to do a facility assessment for Emergency Services. The goals of the facility
assessment were to analyze where Emergency Services stands today in terms of facility
assets, to analyze current and projected facility needs based on operational and
administrative functions and to help define the future state of Emergency Services facility
needs for Person County.
Mr. Schwalenberg stated a collaborative assessment process occurred, with Mission
Critical Partners, LLC facilitating the study, involving County Administration, Emergency
Services (Emergency Management, EMS and E-911 Telecommunications), General
Services, Information Technology and the Fire Marshal’s Office. Meetings were held with
individual stakeholders as well as site visits to assess and understand current and future
needs. The result of this twelve-month effort is a baseline report of current facilities and
technology and recommendations for future actions. He asked the Board to provide staff
with input on future steps to undertake based on the Facility Assessment presentation.
Mr. Schwalenberg introduced Mr. Jason Malloy with Mission Critical Partners, LLC
to deliver the Facility Assessment presentation as follows:
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Mr. Malloy explained the approximate costs of $800 per sq. foot was for a harden
facility.
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Chairman Powell asked about the ownership of the tower on the preferred site
located at 245 Critcher-Wilkerson Road to which Mr. Schwalenberg stated it was a state-
owned VIPER tower.
Mr. Malloy noted a final report would be distributed to the Board of Commissioners
possibly by the end of the week.
Commissioners did not question the need for space but did not know how the county
could possibly fund $38M for this new facility. County Manager Katherine Cathey stated
after the Board receives the full report and would like to explore further, staff could evaluate
the timeline with funding options that are, at the same time, competing with other needs.
Commissioner Puryear thanked Mr. Malloy for the information presented.
COUNTY CAPACITY BUILDING COMPETITIVE GRANT APPLICATION:
Thomas E. Schwalenberg, Director of the Department of Emergency Services stated
the Person County Department of Emergency Services – Office of Emergency Management
was seeking permission to apply for the SFY2023 County Capacity Building Competitive
Grant (CBCG) through the NC Department of Emergency Management (NCEM). This is a
reimbursable grant program with a one-year period of performance. The grant has a limit of
$500,000 dollars per jurisdiction and may not be used for more than two-identified projects,
each requiring a separate application. Applications are due to NCEM by March 31, 2023.
Mr. Schwalenberg noted the Person County Office of Emergency Management
intended to apply for two projects under the CBCG funding opportunity. Both projects fall
under one of the five SFY 2023 funding priorities for NCEM:
Increasing local mass care and human services capacity
Preparedness initiatives
Improving incident management/coordination capacity
Improving EOC capabilities, to include technology initiatives for continuity of
operations purposes
Resiliency initiatives
Other items supported by a documented local or regional risk assessment/THIRA
Project #1: Mass Shelter Transfer Switch Install
Using CBCG funding, install an electrical transfer switch for a generator, and associated
electrical upgrades, to Warren’s Grove United Methodist Church for the purpose of being
used as a Mass Care Shelter during emergencies in accordance with the Person County
Emergency Shelter Plan (under revision). This upgrade will give us a secondary shelter
location that is centrally located in the county to shelter county residents in case of a natural
or manmade incident in which mass sheltering would be needed. It will also provide
additional capability, if needed, to open a special functional/ medical needs shelter if needed
along with a general population shelter.
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Project #2: Mobile EOC/Command Post Upgrade
Using CBCG funding, upgrade the existing Emergency Services mobile command post
trailer to be used for on-scene incident management support. This is a shared asset used by
all County public safety agencies to support large scale or protracted incident scenes to
coordinate and collaborate with incident resources. The mobile command post would be
enhanced to include additional communication capabilities, mapping capabilities, incident
command and control capabilities and incident briefing capabilities.
Mr. Schwalenberg requested Board approval for Emergency Management to submit
the SFY 2023 CBCG up to the maximum grant award amount for the two projects, as
presented. Commissioner Puryear asked Mr. Schwalenberg if the grant application required
a local match to which Mr. Schwalenberg said there was no match requirement, however,
if a grant were only partially funded, he would ask the Board to either fund the remaining
portion that was not funded or the Board could not approve acceptance of the grant award.
Vice Chairman Sims confirmed there was no guarantee to which Mr. Schwalenberg agreed
and said it was a competitive grant process.
A motion was made by Commissioner Puryear and carried 5-0 to approve
Emergency Management to submit the SFY 2023 CBCG up to the maximum grant award
amount for the two projects, as presented.
HUMAN SERVICES COMPLEX NEXT STEPS:
County Manager Katherine Cathey stated in 2022, Person County (“County”)
engaged Newmark to provide real estate advisory services related to the existing lease at
355 South Madison Boulevard, Roxboro (“Building”). The original lease was signed in
2005 with a term of 20 years and expires in July 2025 (“Lease”). Ms. Cathey said the initial
goal was to renegotiate the Lease to support the operational needs of Person County’s Health
Department and Department of Social Services (“County Departments”).
Ms. Cathey said based on the age and functional obsolescence of the Building, lack
of cooperation from the incumbent landlord and their lease terms offered, the County team
and Newmark have determined that pursuing a new lease in a modern, efficient, and well-
built building would be a better use of the County’s funds. The new facility will provide a
custom designed and built platform to support the County Departments’ needs and their
respective long-term strategic plans.
Ms. Cathey noted the County team, with the assistance of Newmark and Redline
Architecture, developed an in-depth analysis of the current and future needs of the County
Departments along with Freedom House and the Office of Juvenile Justice (currently co-
located at the Building), that would be provided to the County when completed. In general,
Ms. Cathey said they believe that the existing +/- 67,000 SF leased can be consolidated to a
smaller footprint, while still providing the needed services required by the County now and
in the future.
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Ms. Cathey said the County team would like to present this opportunity to the Board
and the public and formally request approval to move forward with a Request for
Qualifications (“RFQ”) or similar process to explore the acquisition of a new-leased facility
through an alternative delivery approach. As part of this effort, Newmark will continue to
perform Real Estate Advisory, Consulting, and Program and Project Management services
for the County throughout implementation of the new facility project.
Ms. Cathey noted a complete analysis would be conducted for the County to ensure
fiscal sustainability of the new facility via the alternative delivery model. A competitive
selection and negotiation process will be performed to engage the private developer / general
contractor firms for proposals to provide and include; design, engineering, procurement of
materials, construction (core/shell and finishes), along with securing and delivering the
financing of the project.
Ms. Cathey asked the Board to determine that a critical need for the project exists
and to authorize staff to proceed, with the assistance of Newmark and county-engaged
service providers, with the next step in the alternative delivery process as presented.
A motion was made by Commissioner Puryear and carried 5-0 determining a
critical need for the Human Services Complex exists and to authorize staff to proceed, with
the assistance of Newmark and county-engaged service providers, with the next step in the
alternative delivery process, as presented.
CHAIRMAN’S REPORT:
Chairman Powell reported that county officials are involved in close
communications with Duke Energy officials and a lobbyist related to the pending closures
of the coal-fired power plants.
Chairman Powell reported an update related to the Charters of Freedom project
noting local companies have stepped up to provide donation of some portion thereof of the
needed concrete, the grading needed, the electrical requirements as well as the flagpole.
MANAGER’S REPORT:
County Manager Katherine Cathey reported that staff continue to review the
Classification and Pay Study report with hopes that the salary range structure will be shared
with department directors soon for input. She added the Board would receive the
consultant’s report at one of its meetings in April for feedback to include in the Manager’s
Recommended Budget for FY24.
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COMMISSIONER REPORT/COMMENTS:
Vice Chairman Sims thanked everyone who came to the Board meeting and those
presenting the needs for consideration; he added the Board made a good investment with its
action to fund $38M to address the schools’ safety, security and ADA needs.
There were no reports from Commissioners Palmer, Puryear and Thomas.
CLOSED SESSION #1
A motion was made by Vice Chairman Sims and carried 5-0 to enter into Closed
Session #1 at 11:14am per General Statute 143-318.11(a)(3) for the purpose to consult with
the county attorney in order to preserve the attorney-client privilege with the following
individuals permitted to attend: County Attorney Ellis Hankins, County Manager Katherine
Cathey, Clerk to the Board Brenda Reaves, and Planning & Zoning Director Chris Bowley.
Chairman Powell called the Closed Session #1 to order at 11:15am.
A motion was made by Commissioner Palmer and carried 5-0 to return to open
session at 11:25am.
Chairman Powell called for a brief recess at 11:25am; the meeting was reconvened
at 11:31am.
CLOSED SESSION #2
A motion was made by Vice Chairman Sims and carried 5-0 to enter into Closed
Session #2 per General Statute 143-318.11(a)(4) at 11:31am for the purpose of discussion
of matters relating to the location or expansion of industries or other businesses in the county
(economic development) with the following individuals permitted to attend: County
Attorney Ellis Hankins, County Manager Katherine Cathey, Clerk to the Board Brenda
Reaves, and Economic Development Director Brandy Lynch.
Chairman Powell called the Closed Session #2 to order at 11:31am.
A motion was made by Vice Chairman Sims and carried 5-0 to return to open
session at 12:14pm.
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ADJOURNMENT:
A motion was made by Vice Chairman Sims and carried 5-0 to adjourn the meeting
at 12:15pm.
_____________________________ ______________________________
Brenda B. Reaves Gordon Powell
Clerk to the Board Chairman