02-04-2019 Meeting Minutes BOC
February 4, 2019
1
PERSON COUNTY BOARD OF COMMISSIONERS FEBRUARY 4, 2019
MEMBERS PRESENT OTHERS PRESENT
David B. Newell, Sr. Heidi York, County Manager
Gordon Powell C. Ronald Aycock, County Attorney
Jimmy B. Clayton Brenda B. Reaves, Clerk to the Board
Kyle W. Puryear
B. Ray Jeffers
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Tuesday, February 4, 2019 at 9:00am in the Person County Public
Library Gallery. This meeting designated for the Board Retreat focused on Fiscal Year
2019-2020 Budget.
Chairman Newell called the meeting to order. Commissioner Powell offered an
invocation and Vice Chairman Jeffers led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
It was the consensus of the Board to accept the agenda as presented.
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. Report of Unpaid Taxes, and
B. Advertisement of Unpaid Real Estate Taxes
STRATEGIC PLAN PRIORITIES:
Assistant County Manager, Sybil Tate led the Board in discussion related to its
Fiscal Year 2020 budgeting priorities as well as facilitated the Board’s discussion in the
development of an updated Strategic Plan and/or an Action Plan.
Ms. Tate shared the following slides to guide the discussion:
February 4, 2019
2
February 4, 2019
3
February 4, 2019
4
February 4, 2019
5
The Board discussed the following priorities, in no particular order: Economic
Development, Education, Government Efficiency, Public Safety, Quality of Life, and
Human Services. While all priorities were deemed important, it was the consensus of the
group that the top three unranked priorities were Public Safety, Economic Development
and Education noting that the three are all tied together.
Ms. Tate explained the Strategic Plan was a long-range plan, i.e. 5-year plan
whereas the Action Plan was a short-term for the next 1-2 years. Much of the discussion
revolved around needed assistance with the opioid crisis within Person County. Vice
Chairman Jeffers stated the National Association of Counties (NACo) had programming
in place and Person County could now review what has or has not worked in other counties
as Person County sets its plan in place. Commissioner Clayton noted that Vance, Granville
and Alamance Counties had implemented programs.
Ms. Tate reminded the Board of funding in the mental health budget that provides
training for first responders with the Narcan kits as well as the recently implemented
program in the Jail to lower the recidivism rate, both viewed as successful.
Vice Chairman Jeffers asked for education related to co-sleeping noting the infant
mortality rate in Person County is above the state-wide average.
Vice Chairman Jeffers suggested the Board implement a board driven Action Plan
and Strategic Plan. Chairman Newell stated the Board should pursue as a unit to set the
plan and to target one item at a time to complete and then go on to the next item.
County Manager, Heidi York asked if the Board would agree to have additional
work sessions to set its strategic priorities to which they all agreed.
February 4, 2019
6
ELLIOTT DAVIS, PLLC, AUDITOR’S PRESENTATION:
Ms. Rochelle Friend, Senior Manager with Elliott Davis provided the following
information related to the Financial Statement Audit Summary:
February 4, 2019
7
February 4, 2019
8
February 4, 2019
9
February 4, 2019
10
The Comprehensive Annual Financial Report for the Year Ended June 30, 2018
was handed out to the group. Ms. Friend and Finance Director, Amy Wehrenberg answered
questions related to the County’s total debt and the net pension liability.
February 4, 2019
11
DEBT MODEL PRESENTATION:
Mr. Douglas Carter, President and Mr. Andrew Carter Vice President of DEC
Associates Inc. of Charlotte provided the following presentation to the Board related to
their services for County Financial Planning for advice for Capital Needs and Debt
Affordability alternatives:
February 4, 2019
12
February 4, 2019
13
February 4, 2019
14
February 4, 2019
15
February 4, 2019
16
February 4, 2019
17
February 4, 2019
18
February 4, 2019
19
DEC Vice President Carter said DEC would need a good year to develop a plan.
Assistant County Manager, Sybil Tate asked for a plan for Fiscal Year 2021, when would
DEC need the information from the Schools for its analysis. DEC President Carter stated
the Schools should develop its list of priorities, the timing for those priorities and the
associated costs for each priority explaining how they got to that cost; he added DEC would
need that information by the fall of 2019 or soon thereafter.
Chairman Newell announced a brief break at 11:11am. The meeting was
reconvened at 11:18 am.
County Manager, Heidi York stated she and Amy Wehrenberg, Finance Director
were available to facilitate any further discussion or information needed related to any of
the presentations thus far.
Chairman Newell asked staff about the costs related to DEC financial planning for
the County’s debt model. Assistant County Manager, Sybil Tate said the cost was $35,000
for the Debt Model for Person County and thereafter the model was delivered, the County
could contract for them to remain as the County’s financial advisors, if deemed appropriate.
The Board asked staff if they recommended pursuing a financial plan for a debt
model to which Ms. Wehrenberg stated DEC specializes in debt modeling and that they
could add layers to the Capital Improvement Plan that she does not have the resources. She
added the advice would empower the Board for an option or options for a best decision, the
County’s credit rating may improve and the County’s financial policies would be enhanced.
Ms. York stated with the level of debt coming to the County from the Schools, the timing
was right to pursue financial advice.
A motion was made by Chairman Newell and carried 5-0 to hire DEC for its Debt
Model services.
Commissioner Puryear asked Ms. Wehrenberg how did the new auditor and its
services compare to the previous auditor (Creech & Evans) to which she noted it was a
different experience and process, mainly due to the first year association with the new firm.
February 4, 2019
20
REVENUES:
Tax Administrator, Russell Jones provided the following information to the group
related to the County’s Revenues:
February 4, 2019
21
February 4, 2019
22
February 4, 2019
23
OSFM ISO RATING PRESENTATION:
Mr. Brian Cox, Fire Rating Inspector along with Mr. Tony Bailey, Fire Rating
Inspector with the NC Department of Insurance-Office of State Fire Marshal (OSFM)
Ratings and Inspections Division stated the Ratings and Inspections Division is responsible
for inspecting and surveying fire districts for minimum 9S requirement for fire protection
under the North Carolina Response Rating System. The Division also serves as a resource
to fire districts, local governments and emergency personnel.
Chairman Newell asked the fire rating inspectors to explain what Person County
needs to do to result in a lower ISO rating for citizens, similar to what Caswell County
recently achieved. Mr. Cox noted Caswell County had been working on a lowering its ISO
rating for three years. He indicated that first, all VFDs have to agree to work together to
implement the plan, then establish and certify all-weather access to water points, have three
years of good records, the appropriate maintenance, testing, training, roster of manpower,
and approved equipment. Mr. Cox said it would really be helpful to have a knowledgeable
person with the process to lead the effort for the County. Mr. Cox further noted that all
VFDs are struggling to keep the needed volunteers and the mandated 15 certified on the
roster.
Mr. Bailey explained the OSFM fire suppression rating system based on the criteria
ISO uses in reviewing the major elements of a community’s fire protection system and
develops a numerical grading system evaluating facilities and practices; this system assigns
credit points for each item. The NC OSFM calculates a total score on a scale of 0 to 105.5
after consideration of emergency communications, fire department (including operational)
and water supply. In addition, community efforts to reduce losses through fire prevention,
public fire safety education and fire investigations are also recognized.
The scale is outlined below:
Class 1 90.00 or more points
Class 2 80.00 to 89.99 points
Class 3 70.00 to 79.99 points
Class 4 60.00 to 69.99 points
Class 5 50.00 to 59.99 points
Class 6 40.00 to 49.99 points
Class 7 30.00 to 39.99 points
Class 8 20.00 to 29.99 points
Class 9 10.00 to 19.99 points
Class 10 0.00 to 9.99 points (no fire protection)
February 4, 2019
24
County Manager, Heidi York asked Mr. Cox to address the possibility of VFDs to
merge. Mr. Cox stated there was a trend whereby VFDs will consider a merger, thus having
the main fire station (mandated 15 certified volunteers on roster) and a sub-station
(mandated 4 certified volunteers on roster) noting the total would be 19 required versus 30
as two separate fire stations. Mr. Cox said Person County, as the contracting agency could
request a merger. Mr. Cox indicated another trend was that counties are transitioning to
paid, part-time staff.
Vice Chairman Jeffers asked County Attorney, Ron Aycock if a VFD folds, what
happens to its assets. Mr. Aycock stated the contract may outline what happens to the
assets, and if not, there was nothing in the general law. Mr. Aycock said just because the
county provides funding that was not a claim to the assets. He added corporate charters
provide for disposition of assets; some charters provide that the assets will be distributed
to a government entity or the charter may provide its assets to be distributed to any other
non-profit. Mr. Aycock confirmed that real property law provides that should a land owner
give property to a VFD on condition that it be used as a VFD, and it ceases to be used as a
VFD, the property has to be returned to the original owner.
Vice Chairman Jeffers stated there is a VFD in the county that is currently on
probation with the OSFM and he wanted to be proactive to have the fire protection services
in that area not to jeopardize citizens or industry in that community. He added that his
preference was not to make the upcoming payment to this VFD unless they are in good
standing with the state. Mr. Bailey stated that May 22, 2019 is the final date for remedy
noting there will be a meeting in March that will include the County Manager, Board of
Directors President, and the Fire Chief for an update. Mr. Bailey confirmed the two
deficiencies included 1) manpower and 2) instant reporting.
A motion was made by Vice Chairman Jeffers to hold Woodsdale Volunteer Fire
Department’s next payment from the County until in good standing with the state.
Ms. York confirmed the budget appropriation for Woodsdale Volunteer Fire
Department is $123,871; she added that according to the contract, the County has to notify
them in writing regarding a breach of contract and they have 30-days to correct it. After
that point, committed funding can be withheld or reduced if the corrections are not in place.
An amended motion was made by Vice Chairman Jeffers and carried 5-0 to give
notice in writing to Woodsdale Volunteer Fire Department of the breach of contract.
February 4, 2019
25
Related to the remaining funding allocations that are budgeted to be distributed to
the VFDs, Ms. York asked the Board’s consideration to disburse the funding in one-lump
sum versus the multiple disbursements.
A motion was made by Commissioner Clayton and carried 5-0 to provide the
remaining budget allocations to the VFDs in one lump sum payment according to the
schedule as set up by the Finance Department.
Chairman Newell announced a brief break at 12:35pm. The meeting was
reconvened at 12:39pm.
PREVIEW OF NEEDS IN FY2020:
County Manager, Heidi York shared the following presentation with the Board
highlighting a Preview of Needs for Fiscal Year 2020 for both Capital and Operating as
known at this time. Ms. York stated she has received an amended Capital request from
Person County Schools and was anticipating an amended Capital request from Piedmont
Community College. Ms. York noted the Operating was based on discussions with
departments; departments will officially submit its Operating requests within a week or so.
Ms. York’s presentation follows:
February 4, 2019
26
Chairman Newell asked the County Attorney to investigate the procedures involved
with private/public partnership, i.e., for the Exec. Airport Hanger or any other joint venture.
February 4, 2019
27
Ms. York noted the Schools’ Superintendent requested a meeting with the
Chairman, Vice Chairman and herself to further discuss their funding needs. She added
staff have requested the school’s plan for schools to remain open or to be closed prior to
the County committing to Capital funding.
February 4, 2019
28
February 4, 2019
29
Vice Chairman Jeffers stated a potential request to the Recreation Advisory Board
from citizens with children that have disabilities for a wheelchair accessible swing.
Ms. York explained the Operating Requests known at this time include an update
to the Land Use Plan that is 20 years old that affects economic development substantially.
She noted that the City of Roxboro is interested in a joint Land Use Plan development with
the County should the County be interested. If interested, the funding could be split
$60,000 by the City and $125,000 by the County. Chairman Newell requested a copy of
the Land Use Plan.
Ms. York told the group that she is bringing some policy updates to the Board at its
next meeting; one being the change from a cell phone stipend to a county owned cell phone
because the IRS rules have changed and the ability to archive and to more easily fulfill
requests for public records. IT Director, Chris Puryear added text messages are public
records that need to be archived. Mr. Puryear stated for security purposes and to comply
with state laws, he was hopeful to realize a cost savings.
Chairman Newell stated the Library Advisory Committee was hopeful to raise the
full $59,000 if the $100,000 grant was awarded.
Ms. York spoke of the unknown costs for the proposed compression study that
would address the movement across the pay scale noting the informal bids for the study
would cost $19,500 however the implementation costs are unknown at this time.
BUDGET WRAP-UP:
County Manager, Heidi York stated staffs’ intent to develop a budget reflecting the
priorities of the Board highlighting that education, economic development and public safety
remain the key pillars for funding for the next fiscal year. She said for any direction or
strategies that any of the commissioners would like to offer to staff would be helpful.
A motion was made by Vice Chairman Jeffers and carried 5-0 to eliminate the
animal fee effective July 1, 2019.
February 4, 2019
30
RECESS:
Chairman Newell announced at 1:10pm the meeting was in recess until 2:30pm in
the Commissioners’ boardroom 215 in the County Office Building.
Chairman Newell called the recessed meeting to order at 2:35pm.
CLOSED SESSION #1
A motion was made by Vice Chairman Jeffers and carried 5-0 to enter into Closed
Session at 2:35pm 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 Manager, Heidi York, Clerk to the Board, Brenda
Reaves, County Attorney, Ron Aycock, and Assistant County Manager, Sybil Tate.
A motion was made by Commissioner Powell and carried 5-0 to return to open
session at 3:11pm.
Chairman Newell asked the County Manager to provide a list of mandated services
required by the Health Department. He added he requested a balance sheet noting their
expenses are going up and revenues are decreasing.
County Manager, Heidi York stated the Board of Health Chair, Dr. Atkins
requested to contact Commissioners Clayton and Powell to discuss some issues at the
Health Department. Ms. York stated Dr. Atkins preferred to go this route versus agreeing
to a joint meeting with both boards. Ms. York added the Health Department has
experienced significant turnover, which is costly to the County. In addition, the Health
Department has not had the appropriate standing orders to deliver services.
ADJOURNMENT:
A motion was made by Vice Chairman Jeffers and carried 5-0 to adjourn the
meeting at 3:19pm.
_____________________________ ______________________________
Brenda B. Reaves David B. Newell, Sr.
Clerk to the Board Chairman