04-01-2019 Meeting Minutes BOC
April 1, 2019
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PERSON COUNTY BOARD OF COMMISSIONERS APRIL 1, 2019
MEMBERS PRESENT OTHERS PRESENT
David B. Newell, Sr. Heidi York, County Manager
Gordon Powell
Jimmy B. Clayton Brenda B. Reaves, Clerk to the Board
Kyle W. Puryear - ABSENT
B. Ray Jeffers
The Board of Commissioners for the County of Person, North Carolina, met in
recessed session on Monday, April 1, 2019 at 6:00pm in the Commissioners’ meeting room
in the Person County Office Building for the purpose of holding its Strategic Plan Work
Session #2 prior to its regular scheduled meeting at 7:00pm.
Chairman Newell called the recessed meeting to order. Vice Chairman Jeffers was
absent for the Strategic Plan Work Session until 6:34pm. Commissioner Puryear was
absent for both the Strategic Plan Work Session and the regular scheduled board meeting;
he was at home recuperating from a recent surgery.
STRATEGIC PLAN WORK SESSION #2:
Assistant County Manager, Sybil Tate led the group in further discussing a Mission
Statement, as well as reviewing the objectives generated at the Board’s previous work
session for its FY2020-2024 Strategic Plan.
It was the consensus of the Board to adopt the Person County Economic
Development Commission Vision Statement as its own Mission Statement. It is as follows:
“working to create opportunities for families and businesses to prosper and compete in a
global economy.”
The following objectives were discussed by the group as top priorities:
Objectives
1. Improve school facilities
2. Implement a K-14 workforce development program
3. Expand industrial site inventory
4. Quality of life and other ongoing projects
Strategies
1. Improve school facilities
Measure: % of deferred maintenance projects complete
a. Hire debt consultant to develop plan for funding school infrastructure-
FY20, $35,000; Consultant to provide options, policies and scenarios based
on data submitted by the Board of Education.
b. Implement deferred maintenance projects each year- FY20-FY24, $31M
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c. Ask the Tax Administrator to present to the Board on establishing a school
tax reflecting the General Fund appropriation (excluding sales and lottery
funding for education) to show citizen’s data that support the schools’
operating expenses – FY20, $0
2. Implement a K-14 workforce development program
Measure: # of 6th graders enrolled in workforce development program
Measure: # of PCC students enrolled in workforce development program
a. Fund a workforce development feasibility study- FY20, $25,000
b. Begin implementation of the workforce feasibility study - FY21, $?
c. Develop a regional subcommittee with a regional workforce development
focus- FY20, $?
d. Encourage the formation of a private, non-profit to allow for private sector
investment into shared, modern facility- FY?, $?
3. Expand industrial site inventory
Measure: Amount of tax revenue generated from new industrial park
Measure: # of jobs created from new industrial park
a. Identify economic development opportunities and target sectors- FY20,
$23,000
b. Conduct Phase I ESA on county-owned land adjacent to PC Airport for
pursuit of aeronautical business/industry- FY?, $? (The County Manager to
check on the history of the site for further data).
c. Establish a dedicated utility fund for water/sewer improvements beyond
existing capacity and make annual funding contributions- FY?, $?
d. Address industrial development and transportation in the new land use plan-
FY20, $125K
4. Quality of Life/Ongoing projects
Measure: % of residents (including youth) rating Person County’s quality of life as
“good” or better
a. Research options for implementing a litter collection program- FY20, $0
b. Staff to conduct analysis of surrounding counties’ billboards regs- FY20,
$0
c. Fund a long-term solid waste study (convenience center in NE and SW,
curbside, etc)-FY21, $?
d. Collaborate with TDA to market Person County- FY20, $?
e. Collaborate with Uptown Roxboro Group to implement projects- FY20, $?
A brief recess was announced by Chairman Newell at 6:54pm.
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Chairman Newell called the 7:00pm regular scheduled meeting to order.
Commissioner Powell offered an invocation and Chairman Newell led the group in the
Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Clayton and carried 4-0 to approve the
agenda.
RECOGNITION:
PROCLAMATION FOR THE WEEK OF THE YOUNG CHILD:
Chairman Newell read and presented a Proclamation designating the Week of the
Young Child to Ms. Charlene Whitt, representative staff of the Person County Partnership
for Children.
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PUBLIC HEARING:
REQUEST TO ADD HESTON RD., A PRIVATE ROADWAY, TO THE
DATABASE OF ROADWAY NAMES USED FOR E-911 DISPATCHING:
A motion was made by Vice Chairman Jeffers and carried 4-0 to open the duly
advertised public hearing for a request to add Heston Rd., a private roadway, to the database
of roadway names used for E-911 dispatching.
GIS Manager, Sallie Vaughn stated a third residence was being added along a 1,450
ft. private driveway, which necessitated the naming of the driveway. Ms. Vaughn noted
the owner of parcel A36 47 applied for permits to construct a new home accessed via
private driveway, which is currently used to access two existing homes. The addition of
that third residence activates a clause in the Ordinance Regulating Addressing and Road
Naming, requiring the driveway to be named. Additionally, the existing homes are
currently addressed as 692 Jasper Clayton Rd and 694 Jasper Clayton Rd and the new home
will be located between them. This road will extend from the terminus of Jasper Clayton
Rd. past the intersection with Clayton Hollow Rd. Owners of the existing homes and the
new home agreed unanimously on the name Heston Rd. which is compliant with local
ordinance. Adding this road name requires two residences to change their addresses.
Property owners are aware and will have one year to incorporate their new address. Both
the old addresses (Jasper Clayton Rd) and new addresses (Heston Rd) will be active in the
911 system during that time.
As required by North Carolina General Statute 153A-239.1(A), a public notice was
published in the Roxboro Courier-Times. A sign advertising the public hearing was placed
at the proposed roadway location approximately two weeks prior to this public hearing. Ms.
Vaughn recommended Board approval of the roadway name, as presented.
There were no individuals appearing before the Board to speak in favor of nor in
opposition to the request to add Heston Rd., a private roadway, to the database of roadway
names used for E-911 dispatching.
A motion was made by Vice Chairman Jeffers and carried 4-0 to close the public
hearing for a request to add Heston Rd., a private roadway, to the database of roadway
names used for E-911 dispatching.
CONSIDERATION TO GRANT OR DENY REQUEST TO ADD HESTON RD., A
PRIVATE ROADWAY, TO THE DATABASE OF ROADWAY NAMES USED FOR
E-911 DISPATCHING:
A motion was made by Vice Chairman Jeffers and carried 4-0 to approve adding
Heston Rd., a private roadway, to the database of roadway names used for E-911
dispatching.
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INFORMAL COMMENTS:
There were no comments from the public.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Clayton and carried 4-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of March 18, 2019,
B. Budget Amendment #16,
C. Elliott Davis, PLLC Audit Contract for Fiscal Year 2019 in the amount of
$58,150,
D. Elections Equipment and Software Lease 2nd Amendment in the amount of
$7,659.76, and
E. Increase Thresholds for Daily Deposit from $250 to $500 and Purchase Order
from $500 to $750 effective July 1, 2019.
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UNFINISHED BUSINESS:
MOBILE DEVICE POLICY FOR PERSON COUNTY GOVERNMENT
EMPLOYEES:
County Manager, Heidi York brought back the proposed Mobile Device Policy as
directed by the Board at its March 18, 2019 meeting noting 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 reiterated that the proposed
policy would safeguard county resources, while meeting regulations governing public
information, IRS requirements, and Fair Labor Standards for employees as well as preserve
public information while protecting individual’s privacy. Ms. York said currently county
employees who require the use of a mobile device in conducting day-to-day business
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 further noted that most other local governments have transitioned from
stipend based cell phones to government-owned cell phones. The process of analyzing the
use and need of mobile devices within our organization has allowed us 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.
Ms. York stated the projected financial impact is $144,276 annually, with nearly
200 users including elected officials. While the Commissioners are included in the new
policy to receive a county-owned cellular phone, because they are not classified as full-
time employees, the Board can certainly exempt themselves as well as any other positions
from the Policy.
In addition, the impact from the review of county employees requiring a cellular
phone is an increase of $22,590 annually with an additional 25 users.
A motion was made by Commissioner Clayton and carried 3-1 to approve the
Mobile Device Policy for Person County Government employees, as presented. Chairman
Newell, Vice Chairman Jeffers voted with Commissioner Clayton’s motion.
Commissioner Powell cast the lone dissenting vote.
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NEW BUSINESS:
A RESOLUTION TO AUTHORIZE EXECUTION OF A LEASE AND FIXED
BASE OPERATOR AGREEMENT:
County Manager, Heidi York and General Services Director, Ray Foushee
presented a Resolution to Authorize execution of a Lease and Fixed Base Operator
Agreement. Ms. York noted that Person County leases the Person County Airport to a
Fixed Base Operator to manage all activities at the Airport. In February 2009, the Board
of Commissioners approved a Lease and Fixed Base Operator Agreement with Red
Mountain Aviation, Inc. for a period of 10-years. This Lease and Agreement expired in
March 2019 and is before the Board for renewal for an additional 10-year term from March
1, 2019 to February 28, 2029. The rental rate is $7,719 per month plus a fuel flowage fee
of six cents per gallon.
Ms. York summarized that the Agreement calls for the County to assume the cost
for all utilities; provides reimbursement for costs of general liability insurance; and waives
one month’s rent as incentives. In addition, the County is responsible for maintenance of
all paved areas, the exterior of all buildings and all major repairs to buildings, plumbing,
electrical, and climate control systems. The County also provides for the mowing and ice
and snow removal from the Leased Premises. The list of responsibilities of the Fixed Base
Operator can be found on page 3 of the Agreement.
A motion was made by Commissioner Clayton and carried 5-0 to adopt and
approve a Resolution to Authorize execution of a Lease and Fixed Operator Agreement
with Red Mountain Aviation, Inc., as presented.
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APPROVAL OF PERSPON AREA TRANSPORTATION SYSTEM SERVICES ON
DAYS THE COUNTY IS CLOSED AND PROPOSED RATES:
Public Transportation Director, Glen LaBar presented to the Board proposed rates
for the Person Area Transportation System (PATS) to provide transportation services for
dialysis patients on certain county approved holidays as outlined below. Mr. LaBar stated
to ensure costs are covered for the additional service times on these dates, he requested a
special rate be adopted. Transportation services will be coordinated with Roxboro DaVita,
the Department of Social Services (DSS) and PATS. Mr. LaBar requested Board approval,
effective immediately, to provide transportation services on the following:
Martin Luther King Jr Birthday
President’s Day
Good Friday
Memorial Day
Labor Day
Veterans Day
Saturday after Thanksgiving
The day after Christmas Day
Mr. LaBar stated PATS will not provide services on New Year’s Day,
Independence Day, Thanksgiving, Black Friday, Christmas Eve and Christmas Day.
Mr. LaBar proposed the following rates for the days noted above:
Zone One Way Rate Round Trip Rate
1 $8.00 $16.00
2 $8.50 $17.00
3 $9.50 $19.00
4 $10.00 $20.00
5 $11.50 $23.00
6 $12.00 $24.00
A motion was made by Commissioner Clayton and carried 4-0 to approve Person
Area Transportation System (PATS) rates, as presented, to provide transportation services
for dialysis patients on certain county approved holidays.
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RECOMMENDED CAPITAL IMPROVEMENT PLAN FOR FY2020-2024:
County Manager, Heidi York and Finance Director, Amy Wehrenberg presented to
the Board the Recommended Capital Improvement Plan (CIP) for FY2020-2024 for review
and feedback.
Ms. York stated the CIP is a planning tool for implementing large, capital projects
and includes projects costing $50,000 or greater from county departments, Piedmont
Community College and Person County Schools. In past versions of the CIP, the capital
needs for the Museum and the Senior Center, as county-owned facilities, have been
included.
This document paves the way for the Recommended Budget as it will provide an estimate
of funding needed for capital projects and anticipates impacts on operating costs as well. These
capital projects span the next five fiscal years with the upcoming fiscal year (FY2020)
being the only year where a funding commitment is needed from the Board.
According to the Board’s Budget Calendar, the CIP is scheduled to be adopted at
the Board’s meeting on April 15, 2019
The following pages depict the Recommended Funding Schedule. Ms. York asked
the Board to further discuss and provide feedback to staff.
The Board discussed the proposed $54,000 Feasibility study for Piedmont
Community College’s (PCC) request for an advanced manufacturing technical STEM
center. Assistant County Manager, Sybil Tate noted the study would address the level of
need, facility space, and cost analysis. Ms. York offered to invite PCC President, Dr.
Pamela Senegal to the Board’s next meeting on April 15, 2019 to which the Board
consented.
The Board discussed the County’s current debt analysis. Ms. Wehrenberg noted
the debt to assets ratio for 2018 was 16%. As interest rates are forecasted to increase and
new debt is issued, it is anticipated that this percentage will continue to climb. Ms.
Wehrenberg explained the debt service ratio is calculated as annual debt is divided by the
total expenses noting general accounting guidance discourages this ratio from being
higher than 15%. Person County’s debt service ratio is at 4% as compared to
benchmarked counties of similar population at 8%. Ms. Wehrenberg stated Person
County is in a favorable positon to take on more debt. There were no proposed financings
in the CIP.
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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 Powell reported that the Person County Little League Opening Day
went well. Commissioner Powell acknowledged Mr. Ric Bruton, Person County’s local
Cardinal Innovations Healthcare representative, who was present in the audience.
There were no reports or comments from Commissioner Clayton or Vice Chairman
Jeffers.
ADJOURNMENT:
A motion was made by Commissioner Powell and carried 4-0 to adjourn the
meeting at 7:45pm.
_____________________________ ______________________________
Brenda B. Reaves David B. Newell, Sr.
Clerk to the Board Chairman