09-19-2022 Meeting Minutes BOC
September 19, 2022
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PERSON COUNTY BOARD OF COMMISSIONERS SEPTEMBER 19, 2022
MEMBERS PRESENT OTHERS PRESENT
Gordon Powell Ralph Clark, Interim 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, September 19, 2022 at 9:00am in the Person County Office
Building Auditorium.
Chairman Powell called the meeting to order and offered an invocation.
Commissioner Puryear led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Powell stated a need to add a Closed Session to the agenda for an
attorney-client privilege discussion.
A motion was made by Commissioner Gentry and carried 5-0 to add the requested
Closed Session to the agenda and to approve the agenda, as adjusted.
RECOGNITION:
RESOLUTION OF APPRECIATION:
Chairman Powell read and presented a Resolution of Appreciation to County
Retiree, Douglas Harrison. Sheriff Dewey Jones stated that Mr. Harrison would be missed
and held a most fitting position with the warrant squad.
September 19, 2022
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September 19, 2022
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PUBLIC HEARING:
REQUEST TO ADD HIDDEN CREEK LN, A PRIVATE ROADWAY, TO THE
DATABASE OF ROADWAY NAMES USED FOR E-911 DISPATCHING:
Chairman Powell stated the public hearing for a request to add Hidden Creek Ln, a
private roadway, to the database of roadway names used for E-911 dispatching was opened
on September 6, 2022 and continued to this date. He asked the GIS Director if she had any
updates for the Board.
Sallie Vaughn, GIS Director requested Board consideration to approve Hidden
Creek Ln, a private roadway, to be added to the database of roadway names used for E-911
dispatching. Ms. Vaughn stated she, on many attempts, have tried to contact the new
property owners without success. She added, the county had exceeded its requirements to
seek input of the adjacent property owners and asked the Board to move forward with its
consideration. Ms. Vaughn said she contacted all seven adjacent property owners in-person
or via certified mail. Of those seven, only one resident will be affected with an address
change. The required majority reached agreement for Hidden Creek Ln as their road name
of choice, which was compliant with all naming regulations in the Ordinance.
There were no individuals present to speak in favor or in opposition to the request
to add Hidden Creek Ln, a private roadway, to the database of roadway names used for E-
911 dispatching.
A motion was made by Commissioner Puryear and carried 5-0 to close the public
hearing for a request to add Hidden Creek Ln, a private roadway, to the database of
roadway names used for E-911 dispatching.
CONSIDERATION TO GRANT OR DENY REQUEST TO ADD HIDDEN CREEK
LN TO THE DATABASE OF ROADWAY NAMES USED FOR E-911
DISPATCHING:
A motion was made by Commissioner Puryear and carried 5-0 to approve the
request to add Hidden Creek Ln, a private roadway, to the database of roadway names used
for E-911 dispatching.
INFORMAL COMMENTS:
There were no comments from the public.
September 19, 2022
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DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Gentry and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of August 30, 2022,
B. Approval of Minutes of August 31, 2022,
C. Budget Amendment #6,
D. Request to Authorize Interim County Manager to Sign Project Development
Grant Agreement with Duke Energy Progress, LLC in the amount of $12,000,
and
E. NC Education Lottery Applications for Public School Building Capital Fund
Projects:
a. North End Parking and Queue to add funds $738,802 to an already
approved project to create a new queue on the school side of the road
and improve the overall safety of the school, and
b. Person High School renovations for planning and design fees $300,000
for multiple safety and ADA projects including bathroom renovations,
safety vestibule, elevator, entry canopy and ADA walkways.
Commissioner Gentry thanked the Finance staff for its details in the budget
amendment.
September 19, 2022
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NEW BUSINESS:
DISCUSSION OF THE COUNTY’S APPOINTMENT OF CITIZENS TO BOARDS,
COMMITTEES, COMMISSIONS & AUTHORITIES:
Commissioner Gentry questioned her fellow commissioners if they were abiding
by its own deadlines referenced in a resolution adopted by the Board of Commissioners on
June 18, 2007 outlining the appointment process of citizens to volunteer boards. Chairman
Powell said he thought the Board was complying with its process; he asked the Clerk to
the Board for comment. Clerk to the Board, Brenda Reaves noted the referenced
resolution’s deadlines were related to appointee’s terms that are set to expire either on June
30 or December 31. If appointments are not made during those two times of the year,
vacancies are referred to as current vacancies, noting when applications are received by
interested citizens, i.e., the Region K Aging Advisory Committee, as mentioned by
Commissioner Gentry which had two open positions; one application was received and
included in the meeting board packet; two other applications were received after the board
packet had been distributed and were placed at the commissioners’ seats for consideration
at the same meeting.
Vice Chairman Sims said the Board tries to make a good fit when appointing
citizens to boards and committees. Chairman Powell said it was sometimes difficult to get
volunteers to serve in the vacancies and noted his appreciation to all volunteers on county
boards and committees. He added that many times there are citizen applications at the
commissioners’ seats for open seats for consideration of appointment.
County Attorney, Ellis Hankins added that there are no statutory requirements for
the board of commissioners related to appointing citizens nor does the Board of
Commissioners have a provision in its Rules of Procedures. Mr. Hankins noted as there
may be policies adopted in the past; a majority of the Board may take action to appoint any
individual to a board, committee, etc.
REQUEST TO ALLOCATE FUNDS FOR REPLACEMENT PRE-OWNED
AMBULANCE:
Thomas E. Schwalenberg, Emergency Manager / Director of Emergency Services
stated on July 23, 2022, a Person County ambulance was struck in an intersection in the
City of Durham by another vehicle. Mr. Schwalenberg said the ambulance suffered damage
to the chassis to include, but not limited to, significant body damage, bent frame, broken
front axle, and the aluminum push bumper collapsed into engine compartment causing
radiator and engine damage. The patient compartment was also impacted on both sides to
include, but not limited to, body damage, a hole in one of the compartment doors and
damage to the emergency warning lights. Mr. Schwalenberg noted the vehicle was assessed
by the County insurance vendor and the vehicle was totaled.
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Mr. Schwalenberg noted the Emergency Services Department has six units in its
fleet. Four trucks are frontline and staffed daily. Two are in reserve status. Due to fleet
maintenance issues and availability of parts, on any given day at least one or both reserve
units have been used. Currently, there are no spare units available. The current status of the
ambulance fleet is below:
Unit # Year Type Mileage Notes
Reserve
EMS-4
2015 F-
450
177,325 High Mileage, needs body work, needs interior work
EMS-5 2018 F-
450
123,693 Out-of-service. Needs new transmission and work on
DPF system, needs body work
EMS-6 2018 F-
450
109,080 Awaiting engine service, needs body work
EMS-7 2018 F-
450
139,638 Awaiting service, Needs new tires and alignment, needs
body work
EMS-8 2021 F-
450
37,443 Awaiting service. Was previously out-of-service for 8
months due to repair issues.
Reserve
EMS-9
2019 F-
450
145,032 Out-of-service. Wrecked. Totaled.
TBD 2022 F-
450
xxxxxx Demo Ambulance – purchased March 2022. No VIN
issued. Do not anticipate delivery before Fall 2023.
In order to ensure that the Emergency Services Department has adequate
ambulances to meet the needs of the citizens of the County, six units available is the
absolute minimum and consistent with industry standards. Due to chassis supply issues,
ambulance builders are unable to meet the demands of the market with ambulances. It is
forcing agencies to hold onto units past their service life, as they are unable to get
replacements. In March of 2022, Mr. Schwalenberg stated they were able to procure a
demonstration unit from a vendor with no clear estimate to when it will be delivered. As
of today, that unit still does not have a chassis assigned to the production queue.
To replace the wrecked unit, Mr. Schwalenberg noted staff have been searching
extensively for pre-owned ambulances that are still in relatively good condition with
reasonable mileage. A unit has been found in Ohio at a vendor that has a 2015 F-450,
Diesel, 4x4 with 87,000 miles on it. The unit also has already installed a Stryker Stretcher
Power Load system and Stryker Powered stretcher, which is compatible with the other
vehicles in the fleet. Asking price for the unit is $130,000 dollars. To put the unit in service,
Mr. Schwalenberg provided the following cost estimates:
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Item Estimated
Cost
Notes
Ambulance $130,000
Graphics Package $8,700 Ambulance comes without a graphics
package. Must meet NC OEMS
regulations.
Radio System w/install $8,000 New front and rear radios
Computer system(s) w/
install
$4,500 Pulling computers from wrecked
ambulance but will need mounts,
wiring, and modems installed.
Steel Bumper $6,400 Steel Push Bumper to protect
ambulance and crew in frontal impact
strikes.
Narcotics Locker $1,400 Required to having locking narcotics
system per NCOEMS regulations.
Mechanical Check $3,000 Use a local vendor to do a full
preventative maintenance check before
putting the unit into service.
Inspection and Delivery
Trips
$1,500 One trip to go and inspect the
ambulance before signing purchase
agreements. Second trip to pick up unit
and deliver it to Person County.
Contingency 11,500 Based on unit inspection, allowance for
any contingencies.
Total 175,000
Assistant County Manager, Katherine Cathey informed the Board that funds for the
purchase have been identified by the Finance Department from a loan that was obtained
for the Public Safety Towers Project. That project, now completed, has a fund balance of
$207,133.63 remaining.
County Attorney, Ellis Hankins stated the county has an insurance matter for
replacement coverage value and the procure process for the replacement vehicle. Ms.
Cathey stated the insurance proceeds for the totaled vehicle will be reimbursed to the Fleet
Fund with the recommendation to purchase the replacement vehicle using unspent funds
in the Public Safety Towers Project Fund.
A motion was made by Commissioner Puryear and carried 5-0 to approve the
request to allocate funds for the purchase and equip a pre-owned vehicle using the Public
Safety Towers Project to support EMS operations, as presented.
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ADDITION OF GROUNDS MAINTENANCE WORKER (1.0 FTE):
Sonya Carver, Human Resources Director and Ray Foushee, General Services
Director presented to the Board for consideration to approve the addition of 1.0 FTE
Grounds Maintenance Worker position by combining and eliminating two part-time
Grounds Maintenance Worker positions.
In accordance with the Person County Personnel Policy, Article II. Position
Classification Plan, Section 5. Authorization of New Positions and the Position
Classification Plan, states, “New positions shall be established upon recommendation of
the Manager and approval of the Board of Commissioners.”
Due to challenges with recruiting part-time Grounds Maintenance Workers, the
General Services Department has requested to convert two part-time Grounds Maintenance
Worker positions and create one full-time position. The rate of pay will not change;
however, employee benefits will be an additional $10,835 annual expense. Funding is
available in the General Services departmental budget to pay for the cost of the position.
The Interim County Manager recommended approval of an additional 1.0 FTE Grounds
Maintenance Worker position by combining and eliminating two part-time Grounds
Maintenance Worker positions.
A motion was made by Commissioner Gentry and carried 5-0 to approve the
addition of one (1.0) FTE Grounds Maintenance Worker position in place of two (2.0) part-
time positions, as presented.
CHAIRMAN’S REPORT:
Chairman Powell reported he attended the Patriots Day ceremony, a Relay for Life
event and the Thomas Person Chapter’s Bells Across America event.
MANAGER’S REPORT:
Interim County Manager, Ralph Clark presented the following projects he has been
working on and sought the Board’s input and direction on how to move forward.
Helena Elementary School & Old Helena School Sites
Mr. Clark illustrated data for the current Helena Elementary School site located at
355 Helena Moriah Road, Timberlake that is primarily owned by the Person County
Schools with a land value of $1,130,246 with a market value of $6,999,334 containing
41.82 acres and the Old Helena School site located at 367 Helena Moriah Road, Timberlake
that is owned by Person County with a land value of $240,600 and a market value of
$1,102,095 containing 14.10 acres.
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Mr. Clark stated the Old Helena School, circa 1920 was a historic site and a
community landmark that was in need of major repairs; this site may be a potential site for
a future school and is currently used for storage by several county departments and a local
non-profit, a community park, a satellite office for the Emergency Services Department
and the Sheriff’s Office, a community center, a polling site and a gymnasium used for local
athletic programs and summer camps. The main building at the Old Helena School contains
environmental hazards, i.e., asbestos, lead paint, faulty wiring and inoperable plumbing as
well as a damaged roof.
The Old Helena School site has approved capital improvements scheduled for the
current fiscal year including a new roof for the Gym and the Satellite Office and paving in
park areas and ADA area.
Mr. Clark outlined two redevelopment proposals:
1) Christian Coalition to End Poverty Now for a reuse as a community resource
center and vocational training with the renovations to be funded with a broad community
coalition and sustained through the creation of on-site businesses and services. The Board
of Commissioners has the authority to convey this county-owned property to a nonprofit
carrying out a public purpose. This concept preserves the public safety facilities and the
park area; and
2) a private developer interested to develop into a private flex space for residence(s)
and business use, with the intent to add the property to the National Historic Register; the
future of the public safety facilities and park are unknown at this time. This offer includes
a $10,000 cash offer.
Mr. Clark said the aging facilities require increasing maintenance costs and
resources noting Person County Schools are facing increased enrollment as the county
population grows. Some schools are currently at or near capacity. Mr. Clark noted the
anticipated growth is concentrated in the southern half of the county with a projection of
new housing developments up to 1,200. Mr. Clark made the Board aware of a vacant
39.55-acre parcel adjacent to the Helena Elementary School and Hwy. 501S.
Mr. Clark asked for Board input related to conveyance of the Old Helena School
site to the nonprofit or to the private entity for redevelopment, or to retain county ownership
and preserve current uses and the entire site, or preserve some uses and demolish unsafe
structures, reserve land for future school construction noting a potential need for a new
middle school due to projected increased population growth in southern Person County,
and/or consideration to purchase the adjacent parcel for future school construction.
General Services Director, Ray Foushee stated the Old Helena site has liability
issues with regular vandalism repairs. To demo the site, the estimated cost is $300,000 to
$400,000.
September 19, 2022
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It was the consensus of the Board to retain the Old Helena School site for future
school needs.
Person County Corporate Hangar
Mr. Clark provided a rendering of the newly constructed Person County Corporate
Hanger located at 499 Montgomery Drive, Timberlake at the Raleigh Regional Airport at
Person County. He provided an overview as follows of the fully equipped gulfstream-class
corporate hangar, Person County investments and projected tax revenues.
September 19, 2022
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September 19, 2022
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Mr. Clark requested Board discussion related to a private entity interested in
entering into an agreement for a 30-year lease on the hangar and a 30-year ground lease for
the real property on which the hangar is sited; he noted a $4M offer has been discussed and
a Letter of Intent is being developed by the county attorney for consideration for both
parties. Alternatives included entering into a month-to-month or annual lease. The current
market rate was estimated at $28,000-$30,000 per month ($10M if continuously occupied
for 30 years, no interest in this option at this time). Mr. Clark said the county would have
to comply with the upset bid requirements with a 5% deposit of offer with a purchase
contract with the successful bidder to include a due diligence period. The private appraisal
value of the hangar excluding site improvement is $3.1M.
General Services Director, Ray Foushee stated in addition to the expressed interest
in the hangar, the private entity stated plans to build another hangar twice the size of the
current hangar, adjacent to the newly constructed hangar. Mr. Foushee noted the other site
improvements included adding taxiway curving and septic improvements.
County Attorney, Ellis Hankins stated the Board did not have to formally declare
the hangar surplus but would have to comply with the upset bid requirements (not by
private sale), whereby the bid would be advertised with a deadline for an upset bid; without
additional bids, the upset bid would expire and the county could enter into a contract for a
cash transaction for the entire purchase price/lease payments with the facility to be
maintained regularly and after the 30-year expires, the property reverts back to the County.
Mr. Hankins stated the County has a right to reassign after the 30-year contract expires; he
recommended to not include a provision in the contract for a right to reassign.
Mr. Hankins explained that the aircraft has to be physically present to declare sited
to collect property taxes.
Vice Chairman Sims asked where would the proceeds, i.e., $4M, to which staff
confirmed any such proceeds would go into the County’s General Fund.
A motion was made by Chairman Powell and carried 5-0 to proceed under the
negotiation, offer and upset bid process statutes for the newly constructed corporate hangar.
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Board of Commissioners Meeting Space
As General Services Director, Ray Foushee passed out a potential sketch to reuse
the auditorium space as the Board of Commissioners’ meeting room; Mr. Clark asked the
Board for direction on the proposed meeting space in the Auditorium with the intent to
keep the room multi-use. The sketch outlined the Board’s Dais in front of the current stage,
and not on the stage. Commissioner Gentry asked if the Dais would be moveable to which
Mr. Foushee said it could be moveable, however, he did not have ideal storage for it so he
suggested the Dais being a permanent fixture. Mr. Foushee noted the public seating could
include permanent seating for the portion of the room, or limited permanent seats and some
set-up chairs or all set-up type chairs. When asked if the stage was ever used, Mr. Foushee
said it was virtually never used to his knowledge. Commissioners agreed the stage would
be too crowded to use for the Board Dais even though it would open up more multi-use
space.
Mr. Foushee stated the plan to lower the ceiling, redo the A/C with additional
outlets to reduce noise and add permanent monitors to the sides of the stage for public
viewing.
Chairman Powell recognized the Cooperative Extension Director, Bo Freeman to
make comments related to his department’s use of the space. Mr. Freeman said the space
was unique and accommodated informal education for the last 50 years and questioned the
reduction of the multi-use space to accommodate the Board’s two meetings per month.
Vice Chairman Sims noted the dilemma however the current commissioners’ boardroom
upstairs has become too small hence, one reason why the Board has been meeting the last
couple of years in the auditorium space; he stated he felt the stage would be too crowded
to move around and similar to the setup upstairs.
Commissioner Gentry asked if there were other areas in the county for community
centers to which Mr. Foushee stated the Huck Sansbury Gym was the only facility in town
he could think of right off. He added the Timberlake Community Room at the Old Helena
site was a possibility.
Chairman Powell noted a compromise was warranted and asked Mr. Clark to
proceed with modifying the sketch based on discussion.
COMMISSIONER REPORT/COMMENTS:
Commissioner Palmer commented that he attended the Relay for Life event, which
was well attended. He thanked all county employees for their work.
There was no report or comments from Vice Chairman Sims and Commissioners
Gentry and Puryear.
September 19, 2022
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CLOSED SESSION #1:
A motion was made by Vice Chairman Sims and carried 5-0 to enter into Closed
Session #1 at 10:22am 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, Interim County Manager,
Ralph Clark and Clerk to the Board, Brenda Reaves.
Chairman Powell called a brief break to transition to Closed Session. Chairman
Powell called the Closed Session #1 to order at 10:27am.
A motion was made by Vice Chairman Sims and carried 5-0 to return to open
session at 10:43am.
ADJOURNMENT:
A motion was made by Commissioner Gentry and carried 5-0 to adjourn the
meeting at 10:43am.
_____________________________ ______________________________
Brenda B. Reaves Gordon Powell
Clerk to the Board Chairman