04-20-2020 Meeting Minutes BOC
April 20, 2020
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PERSON COUNTY BOARD OF COMMISSIONERS APRIL 20, 2020
MEMBERS PRESENT OTHERS PRESENT
B. Ray Jeffers Heidi York, County Manager
Jimmy B. Clayton Brenda B. Reaves, Clerk to the Board
Kyle W. Puryear C. Ronald Aycock, County Attorney
Gordon Powell
C. Derrick Sims
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, April 20, 2020 at 9:00am remotely, as allowed by the Board’s
Rules of Procedure during this COVID-19 state of emergency. There would be no place
of the meeting for members of the public to be physically present due to the Governor’s
Executive Order limiting gatherings to ten people. A public notice, released seven days
ahead of the meeting, informed the public and news media how to view/hear the meeting
through the County’s website Live Meeting link and/or by accessing the appropriate Zoom
link.
Chairman Jeffers, Commissioner Sims, County Manager, Heidi York and Clerk to
the Board, Brenda Reaves were present in-person in the commissioner’s boardroom in the
Person County Office Building. Commissioners Puryear, Powell and Clayton attended the
board meeting remotely as did County Attorney, Ron Aycock. Chairman Jeffers called the
meeting to order. Commissioner Sims offered an invocation and Chairman Jeffers led
everyone in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Puryear and carried 5-0 to remove an item
from the Consent Agenda for an Agreement to Provide Food Services for the Person
County Jail and to add it to the Agenda for discussion as well as to approve the Agenda as
adjusted.
INFORMAL COMMENTS:
Those interested in addressing the Board of Commissioners were directed to join
the Zoom link for the meeting at 8:45am to sign up; callers were unmuted to speak during
public comments in the order that the call was received. The callers interested in addressing
the Board indicated their topic related to the Agreement to Provide Food Services for the
Person County Jail. Chairman Jeffers asked them if they could hold their comments for
the item to be discussed on the board’s agenda. They agreed and there were no others
interested in making informal comments.
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DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Powell and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of March 23, 2020,
B. Budget Amendment #17, and
C. Tax Adjustments for April 2020
a. Tax Releases
b. NC Vehicle Tax System pending refunds
NEW BUSINESS:
FIBER PROJECT UPDATE AND APPROVAL OF CONTRACT AMENDMENT:
IT Director, Chris Puryear provided a Fiber Project update noting that in November
of 2017, Person County entered into a contract with UtiliPlex of NC, LLC to install a fiber
system comprised of approximately 52 miles of 288-strand fiber. Mr. Puryear stated that
currently the County has fiber connectivity to the Bushy Fork and Critcher-Wilkerson
towers with the three remaining towers expected to be online within the next few months.
Conduit for the Mt. Tirzah route is complete with fiber continuity from the tower to the
Quality Inn on 501. Sections of the Bethel Hill route have been repaired after the
installation of a new water line and crews are working to complete it as well as the
Woodland route. Once the underground portion of the install is complete, the aerial
installation inside the city limits is expected to be completed within a month. Mr. Puryear
noted all routes and laterals are expected to be completed by June 30, 2020.
Mr. Puryear said that Dr. Rocco DiSanto, UtiliPlex CEO was present and available
for questions. There were no questions. Mr. Puryear told the group that the contractor has
agreed to extend the current per-foot installation price to add connections to both the 911
Telecommunications Center and the Recycling Center. The 911 Center is currently at full-
capacity for their existing fiber, and the Recycling Center has increasing connectivity needs
as they expand their operations. This contract amendment will add approximately 5,000
feet to the fiber system for a total cost not to exceed $60,000. Mr. Puryear requested the
Board to authorize the County Manager to approve a contract amendment totaling up to
$60,000 to extend the fiber network to the 911 Telecommunications Center and the
Recycling Center.
A motion was made by Commissioner Clayton and carried 5-0 to authorize the
County Manager to approve a contract amendment totaling up to $60,000 to extend the
fiber network to the 911 Telecommunications Center and the Recycling Center.
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BROADBAND PROJECT UPDATE:
IT Director, Chris Puryear provided a Broadband project update noting that in
March of 2017, Person County entered into an agreement with NC Wireless to provide
broadband to unserved areas of the county. Since then, they have installed equipment on
towers located at Mt. Tirzah and Woodland. On March 12, 2020, Person County received
a request for a “no-cost increase” 12-month extension to the Broadband Project. The fiber
IRU which the County recently granted RiverStreet Networks will greatly improve the
backhaul capability at each of the tower sites.
Mr. Puryear introduced Wilkes Communications/RiverStreet Networks Business
Development Manager, Mr. William (Bill) Shillito, was present via Zoom to provide a
more detailed update. Mr. Shillito provided the following presentation.
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Chairman Jeffers asked Mr. Shillito since going online in 2017 have the
subscription fees changed to which Mr. Shillito was pleased to say the rates have not been
raised.
A motion was made by Commissioner Clayton and carried 5-0 to grant the request
to extend the current PCAN Grant timeline by 12 months.
The Board discussed Mr. Shillito’s request to waive the County Permitting and
Building Cost Fees associated with building infrastructure to expand Broadband services
to citizens of Person County. County Manager, Heidi York asked Mr. Shillito the amount
of associated fees had he and the County Planner previously discussed to which Mr. Shillito
stated approximately $1,500 to $2,000 per tower site. Ms. York stated this request was
before the Board as she did not have the authority to grant such request. She added that
the County had not waived fees such as this in the past.
A motion was made by Commissioner Powell and carried 5-0 to waive the County
Permitting and Building Cost Fees associated with building infrastructure to expand
Broadband services to citizens of Person County.
Mr. Shillito thanked the Board noting the waived fees would be used to further
expand broadband in the county.
Commissioner Clayton asked Mr. Shillito if additional poles were placed in the
county that additional customers could be served to which Mr. Shillito replied
affirmatively. Mr. Shillito explained that using a 45’ pole with electricity with the
infrastructure of the fiber he could increase capacity. Ms. York reminded the Board as part
of their negotiations with Republic Services that they would contribute financially for up
to three monopoles could be placed within the landfill for access points for the Mt. Tirzah
community. Mr. Shillito stated he would follow up with Ms. York on this development.
Commissioner Powell thanked Mr. Shillito for the Broadband update noting the
importance given the current COVID-19 situation where connectivity across the county is
paramount to students and teachers for online virtual education. He acknowledged the
forethought of the commissioners and economic commission to push out fiber across the
county as well as the Mega site with hopes that other areas within the county that do not
have accessible broadband will in the near future.
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FIFTH AMENDMENT TO AMENDED AND RESTATED AGREEMENT FOR
CONTINUED DEVELOPMENT, USE AND OPERATION OF UPPER PIEDMONT
REGIONAL LANDFILL:
County Manager, Heidi York presented a Fifth Amendment to Amended and
Restated Agreement for Continued Development, Use and Operation of Upper Piedmont
Regional Landfill noting Republic Services of North Carolina, LLC has requested and
received approval from the NC Department of Environmental Quality Division of Waste
Management, to temporarily waive the average maximum annual disposal rate specified
for the Upper Piedmont Regional Landfill. Ms. York stated the current Agreement caps
the tonnage acceptance rate at 600 tons of waste per day, although the pending new
agreement will allow up to 2,000 tons per day. This Fifth Amendment to the Agreement
reflects the temporary ability to accept up to 2,000 tons per day during the COVID-19
pandemic or until June 30, 2020 as granted by the State.
A motion was made by Commissioner Sims and carried 5-0 to adopt the Fifth
Amendment to the Amended and Restated Agreement for Continued Development, Use
and Operation of Upper Piedmont Regional Landfill, which will temporarily allow for an
increased tonnage rate of up to 2,000 tons per day, as granted through a temporary waiver
by NC DEQ, during the COVID-19 pandemic or until June 30, 2020.
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APPOINTMENTS TO BOARDS AND COMMITTEES:
Clerk to the Board, Brenda Reaves presented interested citizen applications for
current vacancies received in response to postings on the County website, social media and
an ad published in the local newspaper with a deadline to submit by April 7th. Ms. Reaves
requested Board nomination for appointment as deemed appropriate of the following:
- Adult Care Home Community Advisory Committee
1-Year Initial Term; 3-Year Reappointment: 1 position available
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1) Gerald Jermaine Wallace requested appointment
2) Rhonda Haynes requested appointment
A motion was made by Chairman Jeffers and carried 5-0 to appoint Gerald
Jermaine Wallace to the Adult Care Home Community Advisory Committee for an initial
one-year term and to hold Rhonda Haynes’ application for consideration during the next
round of appointments with June 30th term expirations.
- Board of Adjustment
3-Year Term: 1 positon for an alternate
1) Gerald Jermaine Wallace requested appointment
2) Cynthia Lynch requested appointment
A motion was made by Chairman Jeffers and carried 5-0 to appoint Cynthia Lynch
to the Board of Adjustment as the Alternate for a 3-year term.
- Economic Development Commission
Term: Immediate to 6/30/22; 1 position for a citizen
1) Terry Nealy requested appointment
A motion was made by Commissioner Powell and carried 5-0 to appoint Terry
Nealy to the Economic Development Commission for an unexpired term to June 30, 2022.
- Industrial Facilities and Pollution Control Financing Authority
6-Year Term: 6 positions available out of 7 needed
1) Tammie Kirkland requested appointment
A motion was made by Chairman Jeffers to appoint Tammie Kirkland to the
Industrial Facilities and Pollution Control Financing Authority.
A substitute motion was made by Commissioner Puryear and carried 3-2 to re-
advertise for interested citizens. Commissioners Puryear, Powell and Sims voted in favor
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of the motion. Chairman Jeffers and Commissioner Clayton voted in opposition to the
motion.
- Juvenile Crime Prevention Council
1-Year Initial Term: 2-Year Reappointment
1 position designated for the Chief District Court Judge or designee,
1) Judge John Hoyte Stultz requested reappointment
1 position for the Local Health Director or designee for an unexpired term to
6/30/21,
1) Chiletta Collins requested appointment
Up to 5 positions for citizens at-large and 1 for an unexpired term to 6/30/21,
1) Louise Wright-Oliver requested reappointment
A motion was made by Commissioner Clayton and carried 5-0 to reappoint Judge
John Hoyte Stultz (Chief District Court Judge representative) for a 2-year term, Chiletta
Collins (Health Director designee) to fulfill the unexpired term to June 30, 2021, and
Louise Wright-Oliver (citizen-at-large) for a 2-year term.
- Nursing Home Advisory Committee
1-Year Initial Term: 3-Year Reappointment; 3 positions available
1) Rhonda Haynes requested appointment
A motion was made by Chairman Jeffers and carried 5-0 to appoint Rhonda
Haynes to the Nursing Home Advisory Committee for an initial one-year term.
- Recreation Advisory Board
Term: Unexpired term to 6/30/2021 for a citizen
1) Joey Thomas Whitt requested appointment,
2) Brittani Lea requested appointment,
3) Kirk Redman requested appointment
A motion was made by Chairman Jeffers to appoint Brittani Lea to the Recreation
Advisory Board to fulfill the unexpired term to June 30, 2021.
A substitute motion was made by Commissioner Puryear and carried 3-2 to
conduct informal interviews with the applicants at the Board’s next meeting.
Commissioners Puryear, Powell and Sims voted in favor of the motion. Chairman Jeffers
and Commissioner Clayton voted in opposition to the motion.
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- Transportation Advisory Board
3-Year Term; Unexpired term to 6/30/21 representing economic development
1) Sherry Wilborn requested appointment
A motion was made by Commissioner Powell and carried 5-0 to appoint Sherry
Wilborn to the Transportation Advisory Board to represent economic development
fulfilling the unexpired term to June 30, 2021.
ANNOUNCE VIRTUAL MEETINGS FOR DURATION OF STATE/COUNTY
DECLARATION OF EMERGENCY:
County Manager, Heidi York requested the Board to consider announcing its intent
to hold virtual meetings for the duration of the current COVID-19 State and County’s
Declaration of Emergency.
The Board discussed its May regular-scheduled meetings and consented to only
hold one meeting for the month of May on May 18, 2020.
A motion was made by Commissioner Puryear and carried 5-0 to cancel the Board
of Commissioners’ May 4, 2020 regular scheduled meeting.
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AGREEMENT TO PROVIDE FOOD SERVICE FOR THE PERSON COUNTY
JAIL:
County Manager, Heidi York stated the Sheriff’s Office, during its budget meeting,
noted they have been working many months to obtain a competitive food services
agreement for the Person County Jail. Ms. York said this agreement requires Board
approval. She noted Sheriff Dewey Jones and Capt. Kevin Chandler were both available
to answer questions.
Mr. Frankie Day of 5, Banbury Drive, Roxboro addressed the Board related to the
agreement he has had with the Sheriff’s Office noting he had had this contract for
approximately 28 years and desired to submit a new proposal matching Kimble’s proposal
for services. He highlighted some of the services as follows:
Term of new proposal for 4 years to June 30, 2024,
Hot meals at a discount price to officers on duty,
Medical and religion based meals per nutritionist,
Snack bags available,
Extra sandwiches 24/7 for late bookings,
On call 24/7,
Special meals at same prices,
Canteen services,
Meals reports,
Provide equipment, utensils and needed kitchen machines,
All repairs to kitchen equipment and machines, and
Cleaning and supplies inventory, dispensing, and lock box,
Mr. Day noted the new pricing reflects a different meal; he currently provides a
3200+ calorie meal per inmate at a cost of $2.90 per meal, which was based on the
state/federal mandate. Mr. Day said the current state requirement was for a new proposal
for a 2,100-calorie meal.
Mr. Day further noted he would keep the kitchen equipment maintained and
replaced noting in November when he thought he had a deal with the County; he replaced
the washer and meal slicer. Other equipment he listed in his new proposal that needs to be
replaced include the dryer, garbage disposals, a 3-pan steam table, convention oven, deep
fryer, cooler, food mixer and dishwasher over the next four years. He estimated $37,331
of equipment needs to be replaced soon and other equipment replaced over the next four
years, all becoming property of the county.
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Mr. Day said he was proposing to charge the same pricing in the canteen as Kimble
and would increase the commission submitted to the County from 13% to 28% noting
business may be hurt in the canteen by increasing the pricing. He added he would take care
of all costs for paper supplies as well as have someone available to work the canteen as
well.
Sheriff Dewey Jones stated appreciation for Mr. Day’s services noting in the last 7-
year contract, $100,000 of equipment and a kiosk machine was to be installed that he did
not make happen and another vendor added. Sheriff Jones added that 5-6 years ago, the
Board asked him about his line items being high and he reached out to vendors however
no others submitted a proposal. He stated with the Kimble proposal there was going to be
a $50,000 to in excess of $100,000 savings annually.
County Manager, Heidi York asked Sheriff Jones if Kimble had contracts with
other jails in the region to which he replied affirmatively.
Commissioner Powell asked Sheriff Jones about day-to-day personnel on site to
which Sheriff Jones said it would be the same or maybe more personnel available on site
with Kimble.
Commissioner Sims asked Mr. Day the price per tray he was proposing to which
he stated $2.90 per tray currently to $2.55 per tray reiterating the lower price per meal
reflected a lowered calorie intake from 3200 to 2100 with the new contract. When asked
about the number of inmates, Mr. Day stated the daily count would change however; the
average was 70-80 inmates per day currently noting it has been 95-98.
Sheriff Jones noted they had stopped doing work release 8-9 years ago and, it was
at that time when they requested the calorie count to be reduced. Mr. Day said he did not
remember that or have found any paperwork from the dietician requesting to change the
calorie intake. Sheriff Jones said the calorie intake is mandated by the state on an annual
basis.
Ms. York asked Sheriff Jones to confirm the calorie count and price per tray from
Kimble to which he stated was $2.56 per tray for a 3200-calorie count tray based on 100-
109 inmates.
Commissioner Sims stated the calorie count should be listed in the proposals and
he did not see it noted in the proposals.
Commissioner Clayton stated as this was a budget item with some questions that
needs answered, maybe the Board should take a longer look at it before a decision is made.
Commissioner Puryear stated the preference to see both proposals. Sheriff Jones
noted the County Manager had both proposals.
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Commissioner Powell advocated for more information and for the process to be fair
and equitable.
Chairman Jeffers thanked the Sheriff for looking at different options to reduce the
budget item noting he was one questioning this line items years ago when he saw how other
counties were using hospitals and other sources to provide food for the jails at a lower
costs.
A motion was made by Commissioner Clayton and carried 5-0 to table this item
to the Board’s May 18, 2020 meeting.
CHAIRMAN’S REPORT:
Chairman Jeffers reported he is participating in weekly conference calls with the
NC Association County Commissioners as well as National Association of Counties noting
they are providing insight to legislation to help counties. Chairman Jeffers stated his desire
for the Board to receive staff reports on possible doing business differently should the
Governor extend the Executive Order to further ensure the health and well-being of county
employees. Additionally, Chairman Jeffers asked if hot spot devices could be purchased to
allow more employees the ability to work from home, as well as having a more uniform
policy for all departments. He promoted the small business loan program recently put into
place through the Economic Development department.
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MANAGER’S REPORT:
County Manager, Heidi York reported that the County has expanded its
telecommuting policy in response to the COVID-19 Executive Order by the Governor. She
noted that a uniform policy may not work as well noting some departments have as few as
two employees while the larger department have 100 employees. Ms. York stated that all
county departments have diverse working schedules to meet the needs of the employees,
which are monitored by the department directors, with who she continues to keep in touch
with related to this issue. County employees are classified as essential however; leave
options are in place for those with healthcare or childcare needs.
Ms. York informed the Board that staff are not recommending a Capital
Improvement Plan (CIP) at this time due to unpredictable revenues, decreased sales tax
and constraints on the budget. She indicated that capital projects were being deferred to
the fall to be included with the Debt Service Model with the exception of a couple of critical
capital projects for Piedmont Community College that will be in the recommended
operating budget.
COMMISSIONER REPORT/COMMENTS:
Commissioners Clayton and Puryear had no comments.
Commissioner Powell commended the Emergency Services and Health
Department’s staff’s efforts during this COVID-19 unprecedented time. He announced
that Cardinal Innovations have launched a new phone service where citizens can dial **275
to access mental health services.
Commissioner Sims praised small businesses still working during this time, i.e.
restaurants doing take-outs and he encouraged citizens to continue to practice social
distancing.
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ADJOURNMENT:
A motion was made by Commissioner Sims and carried 5-0 to adjourn the meeting
at 10:37am.
_____________________________ ______________________________
Brenda B. Reaves B. Ray Jeffers
Clerk to the Board Chairman