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11-18-2019 Meeting Minutes BOC November 18, 2019 1 PERSON COUNTY BOARD OF COMMISSIONERS NOVEMBER 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 regular session on Monday, November 18, 2019 at 9:00am in the Person County Office Building Auditorium. Chairman Newell called the meeting to order. Commissioner Powell offered an invocation and Vice Chairman Jeffers led the group in the Pledge of Allegiance. Commissioner Puryear was absent until 9:36am. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Vice Chairman Jeffers and carried 4-0 to approve the agenda. 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 and Powell 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. Ms. Faith Harris, a student present in the audience, served as the Person High School students’ spokesperson to ask the Board of Commissioners questions related to the process of election for the office of county commissioner, what services are provided in the County and its annual budget, as well as what are the priorities in the County. She also shared comments of environmental concerns for livestock on farms where solar panels are constructed and should the solar panels have leakage. November 18, 2019 2 INFORMAL COMMENTS: There were no comments from the public. DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA: A motion was made by Vice Chairman Jeffers and carried 4-0 to approve the Consent Agenda with the following items: A. Approval of Minutes of November 4, 2019, B. Budget Amendment # 10, C. Resolution for Designation of Applicant’s Agent for NC Division of Emergency Management Hazard Mitigation Grant, and D. Tax Adjustments for November 2019 a. Tax Releases b. NC Vehicle Tax System pending refunds NEW BUSINESS: SECOND READING TO ADOPT NOVEMBER 2019 SOLID WASTE DISPOSAL FRANCHISE ORDINANCE: Chairman Newell called for the Board to take action for its Second Reading to Adopt the November 2019 Solid Waste Disposal Franchise Ordinance. County Attorney, Ron Aycock reminded the group that North Carolina state law requires the Board of Commissioners to vote on adoption of a Solid Waste Disposal Franchise Ordinance at two consecutive regularly scheduled meetings. Mr. Aycock noted the First Reading to Adopt the November 2019 Solid Waste Disposal Franchise Ordinance took place at the Board’s November 4, 2019 meeting following the required public hearing with unanimous vote. Commissioner Clayton commented on the history of the landfill noting the original intent was for the landfill to close after 20 years. He added that state legislature has changed causing the Board to continue its contract with Republic until such time the landfill will be full which is estimated in about 15 years. Commissioner Clayton said this action was after much discussion and looking at other options, such as transfer stations taking the waste to Granville County’s new landfill. Commissioner Clayton stated he had voted to place funding into a water and sewer fund in the case waterlines in the area near the landfill become polluted. A motion was made by Vice Chairman Jeffers and carried 4-0 to adopt the November 2019 Solid Waste Disposal Franchise Ordinance. November 18, 2019 3 November 18, 2019 4 November 18, 2019 5 November 18, 2019 6 November 18, 2019 7 PERSON COUNTY RECYCLING CENTER/POLYWOOD PARTNERSHIP: Amanda Everett, Person Industries Director told the group that she and other County and State representatives visited Polywood’s corporate offices in Syracuse, Indiana. She shared the following presentation with the Board reviewing current projects, future prospects, and recycling center needs as she had previously presented with Polywood. November 18, 2019 8 November 18, 2019 9 November 18, 2019 10 November 18, 2019 11 November 18, 2019 12 November 18, 2019 13 November 18, 2019 14 November 18, 2019 15 November 18, 2019 16 November 18, 2019 17 November 18, 2019 18 November 18, 2019 19 November 18, 2019 20 Ms. Everett stated the plan to roll out the following incentive in the next few weeks: November 18, 2019 21 Polywood General Manager, Dave Grider and Stacey DeBaun, Plant Administrator for Polywood Roxboro introduced themselves and told the group they looked forward to partnering with the County’s Recycling Program as they review their needs for equipment and an anticipated expansion. November 18, 2019 22 LICENSED CLINICAL SOCIAL WORKER FOR PERSON FAMILY MEDICAL CENTER TO WORK IN PERSON COUNTY SCHOOLS: Interim Assistant County Manager, Laura Jensen stated in Fiscal Year 2021, mental health funds that previously were used for supplementing a psychiatrist through Cardinal Innovations will no longer be needed as the State of NC moves to managed care. Due to maintenance of effort requirements, Person County must still allocate these funds for mental health purposes. Ms. Jensen stated Person Family Medical Center proposed to use a portion of the funds to hire a full time licensed clinical social worker to work in Person County Schools to address mental health issues. Person Family Medical Center would provide clinical supervision for the position, bill insurance for some services if appropriate, and provide quarterly reports on the number of clients served. Privacy of clients would be protected through an agreement meeting HIPAA requirements. Ms. Jensen noted that Person Family Medical Center proposed beginning the position in the current fiscal year, using $25,000 of unspent mental health funds to advertise, hire, and train a new employee with funding to continue the position requested to be included in the Fiscal Year 2021 recommended mental health budget at $50,000. Mr. Glenn Martin and Ms. Martha Pickett of Person Family Medical Center told the group that this partnership presented a great opportunity for Person County Schools to make referrals for appointments to help address mental health issues of students. A motion was made by Vice Chairman Jeffers and carried 5-0 to approve $25,000 of mental health funds to advertise, hire and train a new employee for the current Fiscal Year and to include in the Fiscal Year 2021 recommended mental health budget at $50,000. November 18, 2019 23 OLD HELENA SCHOOL INCLUSION ON STUDY LIST FOR POTENTIAL NOMINATION TO NATIONAL REGISTER OF HISTORIC PLACES: Interim Assistant County Manager, Laura Jensen stated that on October 10, 2019, the National Register Advisory Committee for the State Historic Preservation Office determined that Old Helena School was potentially eligible for nomination to the National Register of Historic Places as well as added to the Historic Preservation Office’s Study List. The next step in the process would be to prepare a formal National Register nomination document, which thoroughly describes and evaluates Old Helena School’s physical characteristics, documents its history and assesses the significance of the school in the community, and demonstrates how the school meets National Register criteria for evaluation. The formal nomination document must be supported with professional quality photographs, maps, and other materials, and must be prepared according to federal and state guidelines. Due to the high standards expected for formal nominations, most are prepared by private consultants. For discussion purposes, a cost proposal was prepared by an experienced National Register consultant who has prepared nominations for other historic school properties. Ms. Jensen said the consultant’s estimated fee for preparing a nomination was $6,685. She added that further proposals can be solicited at the direction of the Board. Ms. Jensen asked the Board to review the State Historic Preservation Office’s information and guidelines for formal nominations to the National Register of Historic Places, as well as the proposal from a National Register nomination consultant, and direct staff as appropriate. County Manager, Heidi York stated should the Board pursue the application process, the County would be responsible to preserve the building, make necessary renovations and would not have the ability to tear down the structure for other uses. Commissioner Puryear asked the projected capital expenditures for this project to which Ms. York said $7-$10M was an estimate to bring the building up to code, abate the asbestos and lead paint issues and make the structure ADA compliant. Chairman Newell recounted his personal experience with a potentially eligible building he owned noting the process obligated the owner to restore to the original condition. He noted he was not in favor to limit the County’s option without a definite plan for the property. A motion was made by Commissioner Clayton to proceed with hiring the consultant to submit an application; Commissioner Clayton withdrew his motion from consideration so that the Board may review further. November 18, 2019 24 JOINT COMPREHENSIVE LAND USE PLAN CONSULTANT SELECTION: Planning Director, Lori Oakley informed the Board that on September 6, 2019, staff released an RFP (Request for Proposals) for a joint Comprehensive Land Use Plan Update for Person County and the City of Roxboro. Six consulting firms submitted proposals including: Benchmark, HCP, N-Focus, Stewart, Withers Ravenel and Summit. Ms. Oakley stated all of the proposals that were received were under the approved amount budgeted by the county and city for the update to the Comprehensive Land Use Plan. She added the budgeted shared costs were $125,000 by the County and $60,000 for the City of Roxboro. Ms. Oakley said staff from both the County and City evaluated each proposal and ranked the RFP’s according to the criteria that was listed in the RFP. The highest scoring firm was Benchmark followed by Stewart. N-Focus and Withers Ravel tied for third. Ms. Oakley noted the next stop was for staff to conduct phone interviews with the four highest scoring firms. Based on the RFP submittal and the phone interview, Ms. Oakley noted Benchmark scored the highest among all of the firms for both the RFP proposal and the phone interview. Benchmark was set apart from the other firms in their experience working with several jurisdictions on a comprehensive land use plan as most land use plans are performed for a single jurisdiction (a county or city). She further noted Benchmark has worked on 20 multi-jurisdictional plans over the past 10+ years, most recently for Lee County/City of Sanford/Town of Broadway, NC and Alleghany County/City of Covington, VA. Benchmark also proposed a very extensive public participation process to engage citizens. Ms. Oakley recommended that the Board select Benchmark as the consulting firm to perform the update to the Comprehensive Land Use Plan for Person County and City of Roxboro. She added that the City of Roxboro will make their selection at their meeting on December 10, 2019. A motion was made by Commissioner Clayton and carried 5-0 to go with staff recommendation to select Benchmark as the consulting firm to perform the update to the Comprehensive Land Use Plan for Person County and the City of Roxboro, contingent upon the City of Roxboro taking action to select Benchmark. November 18, 2019 25 RESOLUTION ESTABLISHING 2020 SCHEDULE OF REGULAR MEETINGS FOR THE PERSON COUNTY BOARD OF COMMISSIONERS: County Manager, Heidi York stated North Carolina General Statute 153A-40 requires the Board of Commissioners to hold a regular meeting at least once a month. Before the Board is a Resolution Establishing 2020 Schedule of Regular Meetings with all regular scheduled meeting being held in the Board’s usual Boardroom, Room 215 in the County Office Building unless otherwise posted. As recommended on the Schedule of Meetings, to accommodate attendance, Local Government Day Board meetings will be held in the County Auditorium as the same for the Budget Public Hearing. Ms. York said the proposed Schedule of Meetings presented no conflict with National Association of Counties’ Legislative or Annual Conferences nor the North Carolina Association of County Commissioners’ Annual Conference. Ms. York requested Board consideration of the proposed meeting dates and to take action to adopt a Resolution Establishing 2020 Schedule of Regular Meetings so to cause copy of such to be distributed and posted on the bulletin board and county website. A motion was made by Commissioner Powell and carried 5-0 to adopt a Resolution Establishing the 2020 Schedule of Regular Meetings for the Person County Board of Commissioners. The adopted 2020 Schedule of Regular Meetings are as follows: November 18, 2019 26 November 18, 2019 27 November 18, 2019 28 CHAIRMAN’S REPORT: Chairman Newell asked his fellow commissioners to gather in the Boardroom briefly for a group photograph. MANAGER’S REPORT: County Manager, Heidi York reported that she, Chairman Newell and Vice Chairman Jeffers would be participating in a telephone conference call meeting with the YMCA Danville representatives and consultant for the Marketability Study. COMMISSIONER REPORT/COMMENTS: Commissioner Puryear apologized for his tardiness to the Board meeting noting an unforeseen situation that required his immediate attention and presence at the bank. He then introduced himself to the students in the audience. Commissioner Puryear commended the Veterans Council for their outstanding job in relation to the Veteran’s Day activities at the Museum, a parade and a Veteran’s Ball. Vice Chairman Jeffers read a thank you note from Jason Torian, Chair of the Environmental Issues Advisory Committee, thanking the commissioners for the funding assistance with respect to their booth at the Personality Festival. With this funding, they were able to raise awareness about the litter issues in the County and to distribute anti-litter information and promotional items to hundreds of Personians that attended. Commissioner Powell announced the NC Dept. of Transportation Dedication Ceremony honoring World War I Veteran and Person County native, Lt. George H. Yarborough, Jr. with a highway dedicated in his honor for his service would be held in the County Office Building Auditorium this date at 2:00pm and not at the Museum as originally scheduled due to the inclement weather. Commissioner Clayton had no comments. November 18, 2019 29 ADJOURNMENT: A motion was made by Vice Chairman Jeffers and carried 5-0 to adjourn the meeting at 10:36am. _____________________________ ______________________________ Brenda B. Reaves David B. Newell, Sr. Clerk to the Board Chairman November 18, 2019 30 THIS PAGE WAS LEFT BLANK INTENTIONALLY.