04-17-2023 Meeting Minutes BOC
April 17, 2023
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PERSON COUNTY BOARD OF COMMISSIONERS APRIL 17, 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, April 17, 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. Vice Chairman Sims offered an
invocation and Commissioner Puryear led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Powell stated the need to add an additional Closed Session to the agenda
for the purpose of attorney-client privilege.
A motion was made by Commissioner Puryear and carried 5-0 to add an additional
Closed Session to the Agenda as requested, and to approve the agenda, as adjusted.
RECOGNITION:
HERB STOUT AWARD PRESENTATION:
County Manager Katherine Cathey introduced Tim Johnson, NC Geographic
Information Officer with the Center for Geographic Information and Analysis, NC
Department of Information Technology (NCDIT), to present the G. Herbert Stout Award
to Person County GIS Director Sallie Vaughn for the Road Sign Work Order Solution.
Last month, Ms. Vaughn was honored at the 2023 North Carolina Geographic
Information Systems Conference with the G. Herbert Stout Award in Winston-Salem, NC.
The award recognizes a city, town or county for a GIS application that benefits the
organization by improving efficiency, reducing costs, and increasing productivity.
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INFORMAL COMMENTS:
There were no comments from the public.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Palmer and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of April 3, 2023,
B. Budget Amendment #18,
C. Audit Contract for Fiscal Year 2023, and
D. Resolution to Establish Materiality Threshold for Recognition of Leases under
GASB Statement No. 87 & Subscription-Based Information Technology
Arrangements (SBITAs) Under GASB Statement No. 96
NEW BUSINESS:
CLASSIFICATION AND PAY STUDY UPDATE:
Human Resources Director Sonya Carver introduced Steve Foster, Consultant with
Management Advisory Group International, Inc. Ms. Carver said Mr. Foster would present
to the Board its report findings, key areas of concern, generalized market survey results, and
financial and organizational impacts resulting from the classification and pay study. Ms.
Carver noted Human Resources staff would continue analyzing the consultants’
recommended salary schedule and the impact on each position and employee. Once this
analysis was complete, information would be shared with department heads for additional
feedback.
Mr. Foster shared the following presentation related to the work performed for
Person County’s Compensation/Classification Study:
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County Manager Katherine Cathey added that MAG’s recommendation to the Board
for the financial and organizational impact had a total cost to implement the study at
$1,938,968, noting other financial impacts include FICA, retirement, 401(k) contributions,
etc., that would bring the total to over $2.5M to implement with an effective date of July 1,
2023 should the Board desire to proceed. She requested direction from the Board as far as
the Board’s preference to include in the Manager’s Recommended Budget coming before
the Board in four weeks; it was the consensus of the Board that it should be included in the
County Manager’s Recommended Budget noting it was overdue and needed to retain quality
employees. Ms. Cathey said staff were confident in the study results however the challenge
would be with funding the Compensation and Classification Study.
County Attorney Ellis Hankins stated the study results strive to make Person County
more attractive, improving its processes and policies to treat employees and potential
employees fairly in a legal, defensible process.
PHONE SYSTEM TRANSITION:
IT Director Chris Puryear informed the Board that Person County IT has extensively
reviewed multiple phone systems to replace the County’s existing solution, which is
reaching its end of life and has recently begun to show signs of failure. Originally, a Capital
Improvement Project (CIP) was proposed for FY2026 to transition to a new phone system
at a cost of $350,000.
Mr. Puryear stated due to increasing issues with the existing system and multiple
vendors proposing solutions with a significant discount to upfront hardware costs, he
proposed moving forward with a new solution immediately. Recurring maintenance costs
for the current phone system have also been considered as part of this process, and he
believed it to be more prudent to put those dollars towards a new phone system instead of
into a solution that is reaching its end of life.
Mr. Puryear noted while the upfront capital investment for the selected solution is
considerably less expensive than previously anticipated, the month-to-month costs are more
expensive. Mr. Puryear further noted that funding was available to cover the transition costs
in FY2023. Overall, the total cost of ownership will still be less than staying with an on
premise solution over a 10-year period. To cover the increased monthly costs, an additional
annual allocation of $20,000 will need to be made beginning July 1, 2023. With approval
of this proposal, Mr. Puryear said the proposed County Phone System Replacement project
would be removed from the recommended projects list in the FY 2024-2028 CIP. Mr.
Puryear requested the Board to authorize the County Manager to sign a contract with the
selected vendor and commit to allocating the additional operating funds ($20,000 annually)
in the FY2024 Budget.
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County Manager Katherine Cathey affirmed the contract with the selected vendor
would be reviewed for its legal form by the County Attorney prior to signature. By approval
of this request, Ms. Cathey said the $350,000 requested CIP project would be removed.
A motion was made by Commissioner Puryear and carried 5-0 to authorize the
County Manager to sign a contract with the selected vendor and commit to allocating the
additional operating funds ($20,000 annually) in the FY2024 Budget.
FY 2024-2028 RECOMMENDED CAPITAL IMPROVEMENT PLAN:
County Manager Katherine Cathey and Finance Director Amy Wehrenberg
presented the FY 2024-2028 Recommended Capital Improvement Plan (CIP) to the Board
on April 3, 2023, and was before the Board for discussion, adjustments, and adoption.
Ms. Cathey confirmed with the Board approval of the phone system transition, the
$350,000 CIP project scheduled in FY2026 would be removed.
Ms. Cathey said the adoption of this CIP would allocate funding for the priority
projects for the county, Person County Schools, and Piedmont Community College for
FY2024. The document also sets the priorities of projects for future fiscal years, although
funding was only appropriated on an annual basis, and the plan is reviewed annually. The
total amount proposed for funding in FY2024 is $17,550,345 with $3,200,000 of this
amount to be appropriated from the County’s General Fund.
A motion was made by Commissioner Puryear and carried 5-0 to adopt the
FY2024-2028 Recommended Capital Improvement Plan, as presented with the one
adjustment in FY2026 removing the $350,000 request for the phone system transition.
A copy of the Capital Improvement Plan 2024-28 Approved – Funding Schedule
follows:
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APPOINTMENTS TO BOARDS AND COMMITTEES:
Clerk to the Board Brenda Reaves presented to the Board the following interested
citizen applications for current vacancies.
Agricultural Advisory Board
2-Year Term (starting in 2023 and ending 2024):
2 positions for county residents or landowners
1) Jessica Aguilar requested appointment
A motion was made by Commissioner Palmer and carried 5-0 to appoint Jessica
Aguilar to the Agricultural Advisory Board with a term ending December 31, 2024.
Animal Services Advisory Committee
Unspecified Term: 1 position available for an Animal Protection Society (APS)
representative
1) Sherry Warren requested appointment
A motion was made by Vice Chairman Sims and carried 5-0 to appoint Sherry
Warren to the Animal Services Advisory Committee as the APS representative for an
unspecified term.
Juvenile Crime Prevention Council
1-Year Initial Term: 2-Year Reappointment
2 positions available for a citizen under the age of 21(one may be a member of the public
representing the interests of families of at-risk juveniles),
2-Year Term:
1 position available for a Juvenile Defense Attorney, and
up to 5 citizens-at-large positions:
1) Joey Hawkeye Aguilar requested appointment
A motion was made by Commissioner Palmer and carried 5-0 to appoint Joey
Hawkeye Aguilar to the Juvenile Crime Prevention Council as a citizen-at-large
representative for a 2-year term.
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Opioid Settlement Advisory Committee
2 citizens-at-large with lived experience (personal or family member),
1) Kim Potts requested appointment
1 substance use treatment provider representative,
1 employer/business leader representative:
1) Sherry Clayton requested appointment
1 representative from a community group working on opioid-related concerns:
1) Kyle Smith requested appointment
A motion was made by Vice Chairman Sims and carried 5-0 to appoint Kim Potts
as a representative with lived experience, Sherry Clayton as the employer/business leader
representative and Kyle Smith as a representative from the community group working on
opioid-related concerns, all for an unspecified term.
PATS Transportation Advisory Board
3-Year Term:
1 position available for an occupational affiliation representative for a medical related
service, and
one citizen-at-large position:
1) Annette Lawson requested appointment
A motion was made by Commissioner Palmer and carried 5-0 to appoint Annette
Lawson to the PATS Transportation Advisory Board for a 3-year term.
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CHAIRMAN’S REPORT:
Chairman Powell reported he participated in the Charters of Freedom
groundbreaking event noting some interest from the public to support the County’s
associated costs. He said he attended the Week of the Young Child events.
MANAGER’S REPORT:
County Manager Katherine Cathey reported the Tax Assessor has let her know of
his confidence that the 2025 reappraisal would be appropriate. Ms. Cathey said a draft RFP
for the 2025 reappraisal would be forthcoming to start the process for Person County.
Commissioner Puryear, a member of the Board of Equalization and Review, stated one of
the members has requested to be replaced.
Ms. Cathey stated implementation of the fee for mattress disposal at the Upper
Piedmont Regional Landfill has been delayed until January 1, 2024. Republic has indicated
mattress disposal is a hardship for their operations. Ms. Cathey said the Person County
Recycling Center was looking for alternatives for mattress disposal.
Ms. Cathey confirmed receipt of the GREAT grant that was awarded to Zitel and
would be before the Board for approval at its next meeting.
COMMISSIONER REPORT/COMMENTS:
Vice Chairman Sims commented on the importance of the Pay Study
implementation to the Sheriff’s Office which was evident by the support by the Sheriff’s
Office staff attending the Board meeting.
Vice Chairman Sims reported there would be a Food Truck Rodeo in the Roxboro
Uptown area on April 23, 2023.
Commissioner Palmer commented on the concerns voiced by the Sheriff’s Office
and advocated for support with the Pay Study in the budget.
Commissioner Puryear stated he attended the Library Board meeting noting the
Board would be hearing a presentation at its next meeting related to becoming a passport
acceptance facility.
Commissioner Thomas said he looked forward to seeing the Pay Study implemented
to retain staff in Person County.
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CLOSED SESSION #1
A motion was made by Commissioner Puryear and carried 5-0 to enter into Closed
Session #1 per General Statute 143-318.11(a)(3) at 10:01am for the purpose to consult with
the county attorney to discuss a confidential legal matter in order to preserve the attorney-
client privilege with the following individuals permitted to attend: County Manager
Katherine Cathey, County Attorney Ellis Hankins, General Services Director Ray Foushee
and Clerk to the Board Brenda Reaves.
Chairman Powell called Closed Session #1 to order at 10:02am.
A motion was made by Commissioner Palmer and carried 5-0 to return to open
session at 10:34am.
Chairman Powell called for a brief recess at 10:34am prior to Closed Session #2 and
reconvened the meeting at 10:43am.
CLOSED SESSION #2
A motion was made by Commissioner Puryear and carried 5-0 to enter into Closed
Session #2 per General Statute 143-318.11(a)(6) at 10:43pm for the purpose to discuss
personnel.
Chairman Powell called Closed Session #2 to order at 10:43am.
A motion was made by Vice Chairman Sims and carried 5-0 to return to open
session at 12:04pm.
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ADJOURNMENT:
A motion was made by Commissioner Puryear and carried 5-0 to adjourn the
meeting at 12:04pm.
_____________________________ ______________________________
Brenda B. Reaves Gordon Powell
Clerk to the Board Chairman