03-18-2019 Meeting Minutes BOC
March 18, 2019
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PERSON COUNTY BOARD OF COMMISSIONERS MARCH 18, 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
recessed session on Monday, March 18, 2019 at 8:30am for the purpose of conducting
informal interviews with the applicants of the Economic Development Commission prior
to the Board’s regular scheduled 9:00am Commissioners’ meeting in the Person County
Office Building Auditorium.
Chairman Newell called the recessed meeting to order.
APPOINTMENT TO THE ECONOMIC DEVELOPMENT COMMISSION:
There were five applicants for one vacant seat for a minority representative on the
Economic Development Commission; the Board, at its meeting on February 19, 2019
instructed the Clerk to invite the applicants to meet with the Board of Commissioners
informally on this date. The Board of Commissioners met informally with 1) Ms. Keisha
Davis, 2) Ms. Zakiya James, 3) Mr. Glenn Martin, and 4) Mr. Kenneth Perry. The fifth
applicant, Mr. Peter Baker was unable to attend the informal interview due to scheduled
business out of the country.
Chairman Newell called for a brief recess at 8:59am.
Chairman Newell called the regular-scheduled 9:00am meeting to order at 9:06am.
Commissioner Powell offered an invocation and Commissioner Puryear led the group in
the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Newell suggested adding action to the agenda for the Economic
Development Commission Appointment.
A motion was made by Commissioner Puryear and carried 5-0 to approve the
agenda as adjusted with the addition of the Economic Development Commission
Appointment as the first item of New Business.
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RECOGNITION OF LOCAL GOVERNMENT DAY:
Chairman Newell welcomed the Person High School students enrolled in civics and
economics participating in Local Government Day to observe the Board of County
Commissioners in session. Chairman Newell, Vice Chairman Jeffers and Commissioners
Clayton, Powell and Puryear proceeded to introduce themselves and shared general
information about the office of a commissioner and general government. County Manager,
Heidi York, Clerk to the Board, Brenda Reaves, and County Attorney, Ron Aycock also
introduced themselves.
RECOGNITION WITH A RESOLUTION OF APPRECIATION:
Chairman Newell read and presented a Resolution of Appreciation to Person
County Retiree, Garrey Martin.
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INFORMAL COMMENTS:
The following individual appeared before the Board to make informal comments:
Mr. Michael Rudder of 928 Ralph Winstead Road, Leasburg and the President of
the Board of Directors for the Person County Museum of History thanked the Board of
Commissioners for years of service and support to the Museum. More recently, Mr.
Rudder noted a hot water heater was installed in the Parsonage Building at the Museum
and he wanted to thank the County with special thanks to the Director of General Services,
Ray Foushee for his assistance. Mr. Rudder further noted the Museum’s mission was to
serve the citizens and to preserve the County’s history.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of February 19, 2019,
B. Budget Amendment #15,
C. Resolution for Temporary Removal of Original Deed Book 36,
D. Approve Person Area Transportation System Transportation Advisory Board By-
Laws,
E. Update Person Area Transportation System Policies as required by the FTA and
NCDOT:
a. Charter Services Policy,
b. Grants & Financial Management Policy,
c. Procurement Policy,
d. Continuity of Operations Plan,
e. Soliciting Public Comment Policy,
f. Record Control and Retention Policy
F. Tax Adjustments for March 2019
a. Tax Releases
b. NC Vehicle Tax System pending refunds
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NEW BUSINESS:
ECONOMIC DEVELOPMENT COMMISSION APPOINTMENT:
Chairman Newell opened the floor for nominations.
Commissioner Puryear nominated Glenn Martin.
Commissioner Clayton nominated Kenneth Perry.
Chairman Newell requested the Board vote for each nomination by a show of
hands.
By show of hands, Commissioners Puryear and Powell voted for Glenn Martin.
By show of hands, Commissioner Clayton, Chairman Newell and Vice Chairman
Jeffers voted for Kenneth Perry.
By acclamation of a 3-2 vote by show of hands, Mr. Kenneth Perry was appointed
to the Economic Development Commission, effective immediately to serve a term that will
expire June 30, 2022.
Vice Chairman Jeffers suggested to the other applicants that were not appointed to
consider other boards and committees as the County currently has a number of vacancies.
FY2018 MENTAL HEALTH REFUND:
Assistant County Manager, Sybil Tate presented to the Board recommendations for
the Cardinal Innovations refunded unspent local funds from its FY2018 maintenance of
effort budget. Ms. Tate stated the refunded mental health funds would be managed by the
Health Department and was restricted to be expended on mental health related services to
the citizens of the county. Commissioner Powell, and a member of the current Cardinal
Innovations Board appointed by Secretary of Health, added that the decision was made to
refund counties its unspent funding to expend among its community services noting this
was not the case historically.
Ms. Tate noted staff gathered input from mental health providers and generated the
following list:
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Organization Project title Project Description/Justification Cost
Person
County
Group Homes
Independent Living
Program
As requested by David Forsythe $10,000
Freedom
House
Recovery
Center
Community and jail
peer support- 3
month pilot (April-
June) and
1 surplus vehicle
Staff is recommending a full-time
position to continue providing mental
health services in the jail AND offer
similar services to mental health
patients in the community. Funding to
continue this program in FY20 will be
included in the FY20 budget. This
position will focus on individuals in
the community who have recently been
discharged from the hospital or who
contact 911 and the Sheriff repeatedly.
The goal of this position is to reduce
calls and return visits to the hospital.
One surplus vehicle will be transferred
to Freedom House for this position.
$7,908+
$3,500 vehicle
Person
Industries
Shredder and
Shredding Storage
Replacement of old shredder and bins
for storing confidential shred.
$3,822
TOTAL $25,230
Vice Chairman Jeffers advocated for future refunds of unspent funding that staff
work with the Person County Partnership for Children for resources that address children’s
mental health needs. Ms. Tate told the group that she has already contacted the Partnership
Office and funds will be requested in the upcoming budget for children’s mental health
services.
A motion was made by Commissioner Puryear and carried 5-0 to approve the
refunded mental health funds in the amount of $25,230 to be expended on the mental health
providers as presented.
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APPROVE THE PERSON AREA TRANSPORTATION SYSTEM VEHICLE
ADVERTISING AGREEMENT AND POLICY:
Public Transportation Director, Glen LaBar told the group that over the past couple
months, the Person Area Transportation System (PATS) has received inquiries regarding
the possibility of local businesses and organizations to advertise on vehicles. The FTA and
NCDOT both allow for PATS to have these advertisements as long as it does not interfere
with the required lettering of the county agency name on the vehicle. PATS has identified
various locations on the larger buses, known as light transit vehicles (LTVs) for these
advertisements.
Mr. LaBar presented a proposed vehicle advertising agreement with terms and
conditions, and a PATS advertisement policy noting the commitment term would be six
months or 12 months with payment upfront. Mr. LaBar provided examples using pictures
illustrating the locations on the LTVs to which advertising could be located. Mr. LaBar
said that PATS currently has seven vehicles that could have advertisements with the
possibility of two additional in future years with vehicle upgrades.
Mr. LaBar noted the Transportation Advisory Board approved the proposed vehicle
advertising agreement and policy and made a recommendation on the pricing at its March
6, 2019 meeting. He said he would promote the advertising through discussion in the
community, radio and paper advertising. He agreed to evaluate the rates if the program did
not take off.
Mr. LaBar requested the Board to adopt the Person Area Transportation System
Vehicle Advertising Agreement and Policy as written. If approved, Mr. LaBar stated
PATS will offer this service starting in fiscal year 2020 and projected $20,000 in revenue.
Vice Chairman Jeffers asked if the PATS buses could be used for charter services
to which Mr. LaBar stated no due to the federal funding restrictions. He noted that if local
funding was solely used to purchase a bus, then charter services could be considered.
A motion was made by Commissioner Powell and carried 5-0 to adopt the Person
Area Transportation System Vehicle Advertising Agreement and Policy, as presented.
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MOBILE DEVICE POLICY FOR PERSON COUNTY GOVERNMENT
EMPLOYEES:
County Manager, Heidi York said as technology continues to play an integral role
in the delivery of government services, a new policy to address the best practices for
managing mobile devices was needed. Ms. York presented a Mobile Device Policy that
would safeguard county resources, while meeting regulations governing public
information, IRS requirements, and Fair Labor Standards for employees. She added that
this policy would assist in preserving public information while protecting individual’s
privacy. Ms. York stated county employees who require the use of a mobile device in
conducting day-to-day business currently receive a stipend for use of their personal phones.
This new policy will have a county-owned phone assigned to a particular position if
required for the function of the job. The phone is assigned to a position and remains the
property of Person County. If an employee then receives a request for public information
related to cell phone use, it is easy to separate business use. In addition, if an employee
terminates in a position with the County, it is easy to discontinue access to County
resources with a County-owned device.
Ms. York stated most other local governments have transitioned from stipend-based
cell phones to government-owned cell phones as a result in a change in IRS regulations.
The process of analyzing the use and need of mobile devices within our organization has
allowed the county to comply with regulations for usage. All employees are required to
submit a request through their department head, which is then reviewed, by Human
Resources and the County Manager.
In a continuous effort to improve our organization and better support County
employees, this Policy is proposed for review by the Board of Commissioners. The
projected financial impact is $144,276 annually, with nearly 200 users including elected
officials. This impact is an increase of $22,590 annually and includes an additional 25
users. The contract provider, Verizon, would archive text messages for a period of time,
include a my-fi hot spot, special rates, free devices with activation along with a $100 credit
on first bill.
Ms. York explained that the county owned devices allows monitoring for business
use only noting employees would carry this phone in addition to their personal phone.
Vice Chairman Jeffers asked Ms. York about employees refusing to use the county
owned device. Ms. York state the expectation was for employees to carry the county
owned cell phone as a requirement of the job noting it was not permissible for employees
to use their personal cell devices or call other employees personal cell phone for county
business without compensation.
Vice Chairman Jeffers noted his preference to not change his contact number to a
new number on the county owned cell phone and felt it would be a handicap to him.
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Commissioner Puryear stated if the Board was implementing a new process for
employees, he did not agree to create an exemption for the Board to not participate.
Chairman Newell added the policy was to protect the county’s liability.
A motion was made by Commissioner Puryear and carried 5-0 to table action on
this item until the Board’s next meeting.
CONSIDERATION TO CHANGE THE LOCATION OF THE APRIL 15, 2019
REGULAR-SCHEDULED BOARD MEETING:
County Manager, Heidi York requested consideration from the Board to change the
location of the Board’s April 15, 2019 regular-scheduled meeting to the auditorium due to
the elevator being out of order for modernization, to ensure the public has access to attend.
A motion was made by Commissioner Puryear and carried 5-0 to change the
Board’s April 15, 2019 location to the County Office Building Auditorium. The start time
of the meeting remains unchanged at 9:00am.
EV CHARGING STATION:
Assistant County Manager, Sybil Tate informed the group that Person County is
one of 24 counties in NC that was eligible for the Clean Fuel Advanced Technology
(CFAT) grant based on air quality. Ms. Tate explained that the CFAT grant funds 80% of
projects and requires that the applying organization provide a 20% match.
Ms. Tate stated the Person County Museum of History Board discussed the
possibility of having an EV charging station at the museum, which is located on Person
County’s property, at their last board meeting. The Museum Board would like to request
permission to allow an EV charging station to be installed on the county’s property and
offered to be responsible for paying the “connection” fee, which is $60/year. The county
would be responsible for the electric bill, which it currently paid through the General
Services budget.
Ms. Tate advised that the Tourism Development Authority (TDA) has agreed to
pay the match for the grant for a total of $10,000. TDA would fund $5,000 to match the
$5,000 grant. Ms. Tate requested a second option for the county to fund the $5,000 funding
should Person County not be awarded the grant to pursue installation as presented.
Ms. Tate request the Board to approve staff to pursue the CFAT grant.
A motion was made by Commissioner Clayton and carried 5-0 to approve staff
applying for the Clean Fuel Advanced Technology Grant for $5,000 for an EV Charging
Station to be located on county-owned property at the Person County Museum of History
and/or to appropriate $5,000 funds, either option to be matched by TDA funding of $5,000.
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STRATEGIC PLAN WORK SESSION 1:
Assistant County Manager, Sybil Tate reminded the group that at the FY2020
Budget Retreat, the Board asked staff to engage in a strategic planning process. The Board
directed staff to help create a plan that was focused on Person County Commissioners’
goals for the next five years.
Ms. Tate provided an overview of strategic plan process and facilitated discussion
amongst commissioners about their priorities for the next five years using the following as
a guide:
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Ms. Tate asked the commissioners to send along their objectives so that she can
prepare categories. Chairman Newell said his preference was to target and accomplish one
or two objectives versus listing many. He noted his top objectives included introducing
advanced manufacturing curriculum in the middle schools and concentrate on workforce
development.
Vice Chairman Jeffers asked the group to consider what the vision was for Person
County, i.e., quality of life as the population of the older citizens in the county continues
to rise, advanced manufacturing focusing on the automotive industry, and/or allied health
training.
Commissioner Clayton noted infrastructure such as water and sewer had been
neglected on US158E; he further noted his desire to extend water lines to the landfill area.
Vice Chairman Jeffers stated the need for extending water and sewer in the south end of
the county.
Vice Chairman Jeffers stated the need for Person County to develop a mission
statement for both its strategic plan as well as the Land Use Plan.
Commissioner Puryear said a long-term solid waste plan and recycling facility was
a continued need noting the northern part of the county could use convenience sites for
recycling. Vice Chairman Jeffers said the southern end of the county could use more
recycling convenience centers and he added a beautification plan was needed too.
Commissioner Powell stated education was his top priority noting the County
needed to commit to funding Person County Schools and Piedmont Community College
and that an industrial property to promote and develop was his second priority.
It was the consensus of the Board to concentrate on capital for schools, operating
funding for schools and a new industrial park.
Ms. Tate stated she would prepare for the Board’s Work Session #2 for further
discussion on a mission statement and the top priorities by consensus.
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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 reported that he and Chairman Newell met with Senators
Tillis and Burr to promote the Mega Site while in Washington, DC attending the NACo
Legislative Conference. Commissioner Clayton conveyed his trip to Washington, DC was
not a vacation. He commented that the Energy Environment Committee to which he is a
member advocated on the Waters of the U.S. not be over regulated.
Vice Chairman Jeffers commented that U.S. and NC legislators should strategically
be asked to participate on committees that would be advantageous to the goals of counties,
and states regionally and across the nation.
Commissioner Powell announced Person County’s Fiscal and Energy Future, a
community dialogue taking place on March 21, 2019 at the Senior Center, starting at
6:30pm
There was no report from Commissioner Puryear.
RECESS:
Chairman Newell announced the meeting would stand in recess at 11:05am until
6:00pm on April 1, 2019 for the purpose of holding its Strategic Plan Work Session #2
prior to the 7:00pm regular scheduled Board meeting.
_____________________________ ______________________________
Brenda B. Reaves David B. Newell, Sr.
Clerk to the Board Chairman