02-19-2019 Meeting Minutes BOC
February 19, 2019
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PERSON COUNTY BOARD OF COMMISSIONERS FEBRUARY 19, 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 - ABSENT
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Tuesday, February 19, 2019 at 9:00am in the Commissioners’ meeting
room in the Person County Office Building.
Chairman Newell called the meeting to order. Commissioner Clayton offered an
invocation and Commissioner Puryear led the group in the Pledge of Allegiance. Vice
Chairman Jeffers was absent due to medical reasons.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Commissioner Clayton requested the item on the agenda for an Appointment to the
Economic Development Commission be postponed to the next meeting so that Vice
Chairman Jeffers could participate in the discussion. Commissioner Puryear requested that
the applicants be notified for an informal interview. It was the consensus to conduct brief,
informal interviews with the applicants seeking appointment on the Economic
Development Commission at 8:30am on March 18, 2019, prior to the Board’s regular
scheduled meeting at 9:00am.
A motion was made by Chairman Newell and carried 4-0 to approve the agenda,
as adjusted, by moving the item for Appointment to Economic Development Commission
to the March 18, 2019 agenda.
INFORMAL COMMENTS:
There were no comments from the public.
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DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Puryear and carried 4-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of January 7, 2019,
B. Approval of Minutes of January 22, 2019,
C. Approval of Minutes of February 4, 2019,
D. Budget Amendment #14
E. Tax Adjustments for February 2019
a. Tax Releases
b. NC Vehicle Tax System pending refunds
NEW BUSINESS:
RESOLUTION SUPPORTING LOCAL CONTROL OF SCHOOL CALENDARS:
Dr. Rodney Peterson, Person County Schools Superintendent requested the Board
of Commissioners to adopt a Resolution Supporting Local Control of School Calendars.
He said the Board of Education adopted the same resolution a week earlier and noted that
Representative Yarborough would support filing a bill for local control of school calendars.
A motion was made by Commissioner Clayton and carried 4-0 to adopt a
Resolution Supporting Local Control of School Calendars.
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NEW LAND USE TOOLS AND SERVICES FOR CITIZENS:
Planning Director, Lori Oakley stated the Planning Department worked with GIS,
Cooperative Extension, Soil and Water, and Economic Development over the past year to
create three Development Suitability Maps that will be beneficial to citizens. These
departments also teamed up to implement the NC Wildlife Resources grant that the County
received in 2017.
Development Suitability Maps - The County adopted the Person County Farmland
Preservation Plan in June 2016. One of the recommendations of the plan was to produce a
farmland and land development suitability map to help residents and officials to identify
lands for development, preservation, and agricultural uses. Staff utilized a ranking system
to identify potential zones for agriculture, conservation and development in the County.
The GIS Department staff was then able to compile all of the data on three separate
interactive maps for each of the areas of study. These maps will be available to the public
through the GIS website for citizens to use for land use research.
NC Wildlife Resources Commission grant – Person County received a grant in the spring
of 2017 from the North Carolina Wildlife Resource Commission’s Partner for Green
Growth in order to study the natural habitat along a corridor extending from downtown
Roxboro south to Durham County. Ten residents in the corridor volunteered to have their
parcels (covering 1,060 acres) surveyed to identify different types of wildlife and
vegetation. The Person County GIS Department then used the data to create an interactive
web map detailing the findings. As part of the grant requirement, four public information
and input sessions were hosted and 129 interested residents, business owners, county staff
and conservation professionals attended. The recommendations from the document include
adopting new conservation easements, developing a new Comprehensive Conservation
Plan and amending the Planning Ordinance and Subdivision Regulation’s to better protect
the county’s natural resources.
Ms. Oakley guided the discussion with the following presentation:
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Mr. Paul Westfall, Cooperative Extension Director, Ms. Nancy McCormick with
Soil and Water and Ms. Sherry Wilborn represented Economic Development as each of the
suitability maps were illustrated on the screen.
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Ms. Oakley continued her presentation highlighting the Green Grown Toolbox.
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Ms. Sallie Vaughn, GIS Manager used the survey work data to create an interactive
web map detailing the findings and illustrated the tools available on the screen. The Board
stated the new web maps were information and an excellent tool for education.
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CONSIDERATION OF CONTRACT FOR 2021 REAPPRAISAL SERVICES:
Tax Administrator, Russell Jones stated North Carolina General Statutes require
counties to conduct a county-wide reappraisal at least every 8 years. Since Person County’s
last reappraisal was conducted for 2013, the next scheduled reappraisal will be 2021. Mr.
Jones said this is a project that normally takes just under 2 years, and therefore his office
would need to start on this project soon.
Mr. Jones noted in order to best negotiate a contract for this service, Mr. Phillip
Christy, Tax Appraiser issued an RFP (Request for Proposal) for the 2021 Reappraisal.
The RFP was mailed to all 16 approved reappraisal vendors, as certified by the North
Carolina Department of Revenue. This mailing generated 6 proposals.
The RFP criteria that was considered by the Tax Administrator, Tax Appraisal and
the Field Appraiser during the selection process was:
1. Clarity of Proposal.
2. Firm’s understanding of the project objectives.
3. Firm’s recommended approach to the project, including Firm’s demonstrated
ability to conduct reappraisal program services within North Carolina.
4. Qualifications of principal(s) to perform the work and the level of involvement
in the project.
5. Qualifications of project manager, supervisor, and key personnel assigned to
the project.
6. Firm’s knowledge and demonstrated experience specifically with reappraisal
programs within North Carolina.
7. Firm’s familiarity with North Carolina statutes and other laws relating to
reappraisal programs.
8. Firm’s ability to perform the project based on the successful completion of
similarly sized projects with similar project scope.
9. Proof of like projects that were completed on time and at or under budget.
After careful examination of the RFPs received, and using the criteria above, staff
unanimously selected Pearson's Appraisal Service Incorporated. After selection, Mr. Jones
stated they proceeded to negotiate the a service contract for the Board’s consideration. He
asked the Board to authorize approve the contract as presented with Pearson's Appraisal
Service Incorporated, if appropriate.
Commissioner Puryear requested that the Board of Commissioners be involved
with the reappraisal process as the schedule of values was being developed as this is the
tool to appraise every parcel at market value; his request was for a better understanding
especially as some of the commissioners act as the board of equalization and review.
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Mr. Jones stated the schedule of values, as being developed, would change
numerous times before it is officially presented to the Board of Commissioners for approval
and that would follow a public inspection period of 30 days.
Commissioner Powell asked why the reappraisal process was not recommended
before the 8 year threshold to which Mr. Jones said it is a costly process; he added that he
watches the market noting currently the property values are under market by six percent.
Mr. Jones further noted that should the property values be over/under the market by 10%
or greater that he would suggest a reappraisal earlier than the 8 year mark.
Mr. Jones stated the contract with Pearson’s Appraisal Service Incorporated had
been reviewed by the County Attorney; the funding for the contract had been set aside
noting the cost was $467,500.
A motion was made by Commissioner Clayton and carried 4-0 to approve the
contract as presented with Pearson’s Appraisal Service Incorporated.
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POLICY UPDATES FOR PERSON COUNTY GOVERNMENT EMPLOYEES:
County Manager, Heidi York said in an effort to improve our organization and
better support County employees, she presented three policies for the Board’s feedback
and review. Ms. York recalled in the summer of 2018, staff surveyed our workforce
regarding leadership, morale, and overall support of employees within county departments.
The policy changes before the Board are a result of the employee responses to this survey.
1. Volunteer Leave Policy: This is a brand new policy, modeled after similar policies
found in place with local governments. Under this policy, employees will be granted a
new bank of leave, up to 24 hours annually to be used for volunteer time to support
nonprofits and educational institutions. At the discretion of the supervisor and department
director, requests for leave must be submitted via the Volunteer Leave Request Form for
approval. Ms. York stated there is to be no additional financial impact for the department
granting this request. Hours worked can be verified by the county with the recipient
organization and abuse of leave is subject to disciplinary action. The volunteer leave does
not accrue and does not pay-out upon separation from employment. This policy becomes
effective July 1, 2019.
2. Alternative Work Schedule Policy: This policy seeks to formalize the process and
options for employee work schedules. At the discretion of supervisors and department
directors, employees may be able to utilize either a compressed work schedule or a flexible
work schedule if conducive to the operations of their department. There are no financial
impacts with this policy and an Alternative Work Schedule Agreement Form must be
completed for any consistent adjustments to employees’ standard working schedule. This
policy is not for a temporary schedule but a consistent alternative work schedule, as
approved by the supervisors and departmental directors. New County employees that are
on probationary status are not eligible for the Alternative Work Schedule. This policy
becomes effective March 1, 2019.
3. Parental Leave: Parental Leave is new language to be included in the County Personnel
Policy allowing regular, full-time employees who are new parents through either birth or
adoption who intend to return to full-time employment status with the County, 30 days of
paid parental leave. This leave will run concurrent with Family Medical Leave and will
begin on the first day out. A doctor’s note is required to utilize this leave. There is a
financial impact to this change, based on the number of employees taking FMLA for birth
or adoption and using an average salary, we estimate an annual impact of approximately
$50,000. This addition to the Personnel Policy becomes effective July 1, 2019.
Additionally, Ms. York noted that the Board would receive information at its next
meeting related to the transition from a cell phone stipend to county-owned cell phones for
employees which will have a financial impact in the upcoming budget.
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CHAIRMAN’S REPORT:
Chairman Newell had no report.
MANAGER’S REPORT:
County Manager, Heidi York had no report.
COMMISSIONER REPORT/COMMENTS:
Commissioner Clayton commented he read an article whereby Vance County is
implementing payment to fire department personnel.
In addition, Commissioner Clayton reported Ms. Pat Hill, a resident near the landfill
was not able to receive a signal from the LightLeap equipment on the tower due to the
amount of landfill garbage is so high and blocking the signal. Commissioner Clayton
advocated that Republic provide some remedy for this issue.
There was no report from Commissioners Puryear and Powell.
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RECESS:
A motion was made by Vice Chairman Powell and carried 4-0 to recess the
meeting at 10:14am until 8:30am on March 18, 2019 for the purpose of conducting
informal interview with the applicants seeking appointment on the Economic Development
Commission.
_____________________________ ______________________________
Brenda B. Reaves David B. Newell, Sr.
Clerk to the Board Chairman