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01-22-2019 Agenda Packet BOCPERSON COUNTY BOARD OF COUNTY COMMISSIONERS MEETING AGENDA 304 South Morgan Street, Room 215 Roxboro, NC 27573-5245 336-597-1720 Fax 336-599-1609 January 22, 2019 9:00am CALL TO ORDER………………………………………………….. Chairman Newell INVOCATION PLEDGE OF ALLEGIANCE DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA INFORMAL COMMENTS The Person County Board of Commissioners established a 10-minute segment which is open for informal comments and/or questions from citizens of this county on issues, other than those issues for which a public hearing has been scheduled. The time will be divided equally among those wishing to comment. It is requested that any person who wishes to address the Board, register with the Clerk to the Board prior to the meeting. ITEM #1 DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA A. Budget Amendment #13, B. Review and Adoption of Person Area Transportation System Drug and Alcohol Testing Policy and the Title VI Program Plan as well as Adoption of the Person Area Transportation System Advisory Board Changes, and C. Tax Adjustments for January 2019 a. Tax Releases b. NC Vehicle Tax System pending refunds 1 NEW BUSINESS: ITEM #2 Letter of Support for State Broadband grant …………………………….... Sybil Tate ITEM #3 Stormwater update ……………………………………………………………Sybil Tate ITEM #4 Request to apply for Library Services and Technology Act Grant for a new Bookmobile …………………………………………… Christy Bondy ITEM #5 Consideration of Resolution Authorizing the Tax Collector to Set a Minimum Billing Amount and make adjustments for small underpayments or overpayments ……………………………………….. Russell Jones ITEM #6 Appointment to Board of Equalization and Review …………………… Russell Jones CHAIRMAN’S REPORT MANAGER’S REPORT COMMISSIONER REPORTS/COMMENTS Note: All Items on the Agenda are for Discussion and Action as deemed appropriate by the Board. 2 1/22/2019 Dept./Acct No.Department Name Amount Incr / (Decr) EXPENDITURES General Fund General Government 188,246 Public Safety 7,950 Transportation 8,000 Culture and Recreation 200 Contingency (188,246) REVENUES General Fund Other Revenues 8,150 Fund Balance Appropriation 8,000 Explanation: BUDGET AMENDMENT Transfer unemployment contingency ($-6,566) to Human Resources for unemployment tax ($6,566); transfer property and liability contingency (-$181,680) to Human Resources for property and liability insurance premiums ($181,680); appropriate fund balance for PATS ROAP grant expenditures that were incorrectly reduced in BA- 12 ($8,000); recognize donations to Animal Services ($7,950); recognize donation to the Public Library ($200). BA-133 AGENDA ABSTRACT Meeting Date: January 22, 2019 Agenda Title: Review and Adoption of Person Area Transportation System Drug and Alcohol Testing Policy and the Title VI Program Plan as well as Adoption of the Person Area Transportation System Advisory Board Changes Summary of Information: Due to staffing changes, the listed Drug and Alcohol Program Manager (DAPM) and Title VI Coordinator need to be updated. Each plan also had some minor changes, as outlined below: Drug and Alcohol Testing Policy Changes Below are the changes from the policy that the Board adopted on Nov 20, 2017: -Changed format of the policy to the new policy format for the department -Added designation of the Drug and Alcohol Program Manager (DAPM) in Section A -Removal of the list of employee’s names in Section B to prevent multiple changes if staffing changes. Instead made the list the position. -Under Safety sensitive position in Section C, removed the employee carrying a firearm for safety since firearms are prohibited on our vehicles. -Addition of the utilization of the Human Resources Department as a resource when determining post-accident drug testing in Section M. -Attachment A was updated to reflect the current policy requirements -Attachment B was updated with the appropriate contacts Title VI Program Plan Changes Below are the changes from the policy that the Board adopted on Nov 20, 2017: -Changes to the Title VI Coordinator -Appendix B Organization Chart restructured -Addition of the last completed & reviewer (page 36) -Changed Transit Manager to Public Transportation Director -Cleaned up staffing metric under section 2.1 Person Area Transportation System Advisory Board Composition Changes The Person Area Transportation System Advisory Board composition, dictated by the NCDOT has required two additional permanent positions, which are the Emergency Operations Center (EOC) Manager and the Rural Planning Organization (RPO) Director or designee. Staff is also requesting a change to the Parks & Recreation position that is currently vacant. PATS is requesting the position be changed to a citizen/representative affiliated with a medical related service (hospital, dialysis center, doctor’s office or clinic) located in Person County. Since PATS provides 4 transportation services for many citizens for medical appointments, staff believes this reclassification will ensure PATS is meeting citizen’s medical transportation needs. The change will also allow the Board to maintain an odd number of members for voting purposes. Applications for the new EOC Manager and citizen/representative affiliated with a medical related service positions are attached. This board is a locally formed advisory group based on the following NCDOT/PTD guidelines and requirements: Recommended Composition Categories Public Human Service Agencies Transportatio n Providers Public and Business Sectors Government and Governmental Affiliates Suggested number of representatives from each category 3-5 1-2 4-5 3-5 TAB members should be individuals who have knowledge about the transit needs of the general public including the elderly, minority, disabled, Limited English Proficiency (LEP), or low income populations living in the service area.  Senior Services  DSS  Vocational Rehabilitation  Head Start  Sheltered Workshop  Health Department  Veterans Administration  Smart Start  Mental Health  Housing Authority  HS Transit Users  Private transportatio n providers  Intercity bus providers  Ambulance providers  Regional Authority  Urban System  Faith based services  Volunteers  Chamber of Commerce  Major employers  DBE Businesses  Hospital/Dial ysis Center Staff  Non-profit organizations  Employment Transit Users  General Public Transit Users  Public Citizens  RPO (required)  Economic Development  Employment Security Commission  Job Link and/or Career Centers  Elected Officials  County Government staff  Community College  EOC Director (required) Person Area Transportation System Board 3-Year Term; 1 position each for citizens to represent, or who are affiliated with: Emergency Operations Director: Douglas Young requests appointment Citizen/Representative of a medical related service: Kelly Oswald requests appointment Private Industry: Bridget Goodwin requests appointment Citizen-at-Large: Jerri Swann requests appointment Rural Planning Organization Director or designee: Waiting on application 5 Recommended Action: Review the policies for adoption. The Drug and Alcohol Testing Policy requires the chairman’s signature while the Title VI Program Plan requires both the Chairman and County Manager’s signature. Review and approve the Person Area Transportation System Advisory Board proposed composition and associated applications. Submitted By: Glen LaBar Jr., Public Transportation Director 6  1 County of Person ‐ Person Area Transportation System   Department Policy and Procedures    Section: PATS‐400        Title: Drug & Alcohol Policy  Effective Date: 1/22/19  /Revised:    Rescinds: Drug & Alcohol Policy 11/20/17   Review Date:               Director:             A. Purpose    1. The Person Area Transportation System provides public transit and paratransit services for the residents of    [Person County]. Part of our mission is to ensure that this service is delivered safely, efficiently, and effectively    by establishing a drug and alcohol‐free work environment, and to ensure that the workplace remains free from    the effects of drugs and alcohol in order to promote the health and safety of employees and the general public.    In keeping with this mission, Person Area Transportation System declares that the unlawful manufacture,    distribution, dispense, possession, or use of controlled substances or misuse of alcohol is prohibited for all    employees.      2. Additionally, the purpose of this policy is to establish guidelines to maintain a drug and alcohol‐free workplace    in compliance with the Drug‐Free Workplace Act of 1988, and the Omnibus Transportation Employee Testing Act    of 1991.  This policy is intended to comply with all applicable Federal regulations governing workplace anti‐drug    and alcohol programs in the transit industry.  Specifically, the Federal Transit Administration (FTA) of the U.S.    Department of Transportation has published 49 CFR Part 655, as amended, that mandates urine drug testing    and breath alcohol testing for safety‐sensitive positions, and prohibits performance of safety‐sensitive functions    when there is a positive test result.  The U. S. Department of Transportation (USDOT) has also published 49 CFR    Part 40, as amended, that sets standards for the collection and testing of urine and breath specimens.        3. Any provisions set forth in this policy that are included under the sole authority of Person Area Transportation    System and are not provided under the authority of the above named Federal regulations. Tests  conducted    under the sole authority of Person Area Transportation System will be performed on non‐USDOT forms and will    be separate from USDOT testing in all respects.      4. The designation of Drug and Alcohol Program Manager (DAPM) will be granted to the Public Transportation   Director.     B. Applicability     This Drug and Alcohol Testing Policy applies to all safety‐sensitive employees (full‐ or part‐time) when    performing safety sensitive duties. Person Area Transportation System employees that do not perform safety‐   sensitive functions may also be covered under this policy under the sole authority of Person Area Transportation    System. A safety‐sensitive function is operation of public transit service including the operation of a revenue    service vehicle (whether or not the vehicle is in revenue service), maintenance of a revenue service vehicle or    equipment used in revenue service, security personnel who carry firearms, dispatchers or persons controlling    the movement of revenue service vehicles and any other transit employee who operates a vehicle that requires    a Commercial Driver’s License to operate. Maintenance functions include the repair, overhaul, and rebuild of    engines, vehicles and/or equipment used in revenue service.  A list of safety‐sensitive positions that perform one    or more of the above mentioned duties is provided in Attachment A. Supervisors are only safety sensitive if they    perform one of  the above functions.        7  2 C. Definitions    Accident: An occurrence associated with the operation of a vehicle even when not in revenue service, if as a   result:      a. An individual dies;      b. An individual suffers a bodily injury and immediately receives medical treatment away from the scene      of the accident; or,      c. One or more vehicles incur disabling damage as the result of the occurrence and is transported away       from the scene by a tow truck or other vehicle. For purposes of this definition, disabling damage means       damage, which precludes departure of any vehicle from the scene of the occurrence in its usual manner       in daylight after simple repairs. Disabling damage includes damage to vehicles that could have been       operated but would have been further damaged if so operated, but does not include damage which can       be remedied temporarily at the scene of the occurrence without special tools or parts, tire disablement       without other damage even if no spare tire is available, or damage to headlights, taillights, turn signals,       horn, or windshield wipers that makes them inoperative.   Adulterated specimen: A specimen that has been altered, as evidence by test results showing either a substance    that is not a normal constituent for that type of specimen or showing an abnormal concentration of an    endogenous substance.    Alcohol: The intoxicating agent in beverage alcohol, ethyl alcohol, or other low molecular weight alcohols    contained in any beverage, mixture, mouthwash, candy, food, preparation or medication.   Alcohol Concentration: Expressed in terms of grams of alcohol per 210 liters of breath as indicated by a breath    test under 49 CFR Part 40.    Aliquot: A fractional part of a specimen used for testing, is taken as a sample representing the whole specimen.    Canceled Test: A drug or alcohol test that has a problem identified that cannot be or has not been corrected, or    which is cancelled. A canceled test is neither positive nor negative.   Confirmatory Drug Test: A second analytical procedure performed on a different aliquot of the original specimen    to identify and quantify the presence of a specific drug or metabolite.    Confirmatory Validity Test: A second test performed on a different aliquot of the original urine specimen to    further support a validity test result.   Covered Employee under FTA Authority: An employee who performs a safety‐sensitive function including, an    applicant or transferee who is being considered for hire into a safety‐sensitive function (See Attachment A for a    list of covered employees).   Covered Employee Under Company Authority: An employee, applicant, or transferee that will not perform a    safety‐sensitive function as defined by FTA but is included under the company’s own authority. (See Attachment   A).    Designated Employer Representative (DER): An employee authorized by the employer to take immediate action    to remove employees from safety‐sensitive duties and to make required decisions in testing. The DER also   receives test results and other communications for the employer, consistent with the requirements of 49 CFR    Parts 40 and 655.   Department of Transportation (DOT): For the purposes of Drug & Alcohol regulatory oversight, DOT is the    department of the federal government, which includes the, Federal Transit Administration, Federal Railroad  8  3   Administration, Federal Aviation Administration, Federal Motor Carriers’ Safety Administration, Pipeline &    Hazardous Materials Safety Administration, and the Office of the Secretary of Transportation.    Dilute specimen: A urine specimen with creatinine and specific gravity values that are lower than expected for    human urine.    Disabling damage: Damage, which precludes departure of any vehicle from the scene of the occurrence in its    usual manner in daylight after simple repairs.  Disabling damage includes damage to vehicles that could have    been operated but would have been further damaged if so operated, but does not include damage which can be    remedied temporarily at the scene of the occurrence without special tools or parts, tire disablement without    other damage even if no spare tire is available, or damage to headlights, taillights, turn signals, horn, or    windshield wipers that makes them inoperative.    Evidentiary Breath Testing Device (EBT): A Device approved by the NHTSA for the evidential testing of breath at    the 0.02 and the 0.04 alcohol concentrations.  Approved devices are listed on the National Highway Traffic    Safety Administration (NHTSA) conforming products list.    Initial Drug Test (Screening Drug Test): The test used to differentiate a negative specimen from one that requires    further testing for drugs or drug metabolites.     Initial Specimen Validity Test: The first test used to determine if a urine specimen is adulterated, diluted,    substituted, or invalid.   Invalid Result: The result reported by an HHS‐certified laboratory in accordance with the criteria established by    the HHS Mandatory Guidelines when a positive, negative, adulterated, or substituted result cannot be    established for a specific drug or specimen validity test.    Laboratory: Any U.S. laboratory certified by HHS under the National Laboratory Certification program as meeting    standards of Subpart C of the HHS Mandatory Guidelines for Federal Workplace Drug Testing Programs; or, in    the case of foreign laboratories, a laboratory approved for participation by DOT under this part.    Limit of Detection (LOD): The lowest concentration at which a measurement can be identified, but (for    quantitative assays) the concentration cannot be accurately calculated.    Limit of Quantitation: For quantitative assays, the lowest concentration at which the identity and concentration    of the measurement and can be accurately established.     Medical Review Officer (MRO): A licensed physician (medical doctor or doctor of osteopathy) responsible for    receiving laboratory results generated by the drug testing program who has knowledge of substance abuse    disorders, and has appropriate medical training to interpret and evaluate an individual's confirmed positive test    result, together with his/her medical history, and any other relevant bio‐medical information.   Negative Dilute: A drug test result, which is negative for the five drug/drug metabolites but has a specific gravity    value lower than expected for human urine.   Negative result: The result reported by an HHS‐certified laboratory to an MRO when a specimen contains no    drug or the concentration of the drug is less than the cutoff concentration for the drug or drug class and the   specimen is a valid specimen.    Non‐negative test result: A urine specimen that is reported as adulterated, substitute, invalid, or positive for    drug/drug metabolites.     Oxidizing Adulterant: A substance that acts alone or in combination with other substances to oxidize drugs or    drug metabolites to prevent the detection of the drug or metabolites, or affects the reagents in either the initial    or confirmatory drug test.   9  4  Performing (a safety‐sensitive function):  A covered employee is considered to be performing a safety‐sensitive    function and includes any period in which he or she is actually performing, ready to perform, or immediately    available to perform such functions.   Positive result:  The result reported by an HHS‐ Certified laboratory when a specimen contains a drug or drug    metabolite equal or greater to the cutoff concentrations.    Prohibited drug:  Identified as marijuana, cocaine, opiates, amphetamines (including ecstasy), or phencyclidine    at levels above the minimum thresholds specified in 49 CFR Part 40, as amended.    Reconfirmed:  The result reported for a split specimen when the second laboratory is able to corroborate the    original result reported for the primary specimen.    Rejected for Testing:  The result reported by an HHS‐ Certified laboratory when no tests are performed for    specimen because of a fatal flaw or a correctable flaw that has not been corrected.    Revenue Service Vehicles: All transit vehicles that are used for passenger transportation service.   Safety‐sensitive functions: Employee duties identified as:       (1) The operation of a transit revenue service vehicle even when the vehicle is not in revenue service.       (2) The operation of a non‐revenue service vehicle by an employee when the operation of such a vehicle      requires the driver to hold a Commercial Driver’s License (CDL).       (3) Maintaining a revenue service vehicle or equipment used in revenue service.      (4) Controlling the movement of a revenue service vehicle and    Split Specimen Collection:  A collection in which the urine collected is divided into two separate bottles, the    primary specimen (Bottle A) and the split specimen (Bottle B).   Substance Abuse Professional (SAP): A licensed physician (medical doctor or doctor of osteopathy) or licensed or    certified psychologist, social worker, employee assistance professional, state‐licensed marriage and family    therapist or drug and alcohol counselor (certified by the National Association of Alcoholism and Drug Abuse    Counselors Certification Commission or by the International Certification Reciprocity Consortium/Alcohol and    other Drug Abuse (ICRC) or by the National Board for Certified Counselors, Inc. and Affiliates/Master Addictions    Counselor (NBCC)) with knowledge of and clinical experience in the diagnosis and treatment of drug and alcohol    related disorders.   Substituted specimen: A urine specimen with creatinine and specific gravity values that are so diminished or so    divergent that they are not consistent with normal human urine.   Test Refusal: The following are considered a refusal to test if the employee:    (1) Fails to appear for any test (excluding pre‐employment) within a reasonable time, as determined by the    employer, after being directed to do so by the employer    (2) Fails to remain at the testing site until the testing process is complete. An employee who leaves the testing    site before the testing process commences for a pre‐employment test has not refused to test.     (3) Fails to attempt to provide a urine or breath specimen for any drug or alcohol test required by Part 40 or DOT    agency regulations. An employee who does not provide a urine or breath specimen because he or she has left    the testing site before the testing process commenced for a pre‐employment test has not refused to test.  10  5   (4) In the case of a directly observed or monitored collection in a drug test, fails to permit the observation or    monitoring of your provision of a specimen    (5) Fails to provide a sufficient amount of urine or breath when directed, and it has been determined, through a    required medical evaluation, that there was no adequate medical explanation for the failure    (6) Fails or declines to take a second test the employer or collector has directed you to take    (7) Fails to undergo a medical examination or evaluation, as directed by the MRO or by the DER     (8) Fails to cooperate with any part of the testing process (e.g., refuse to empty pockets when so directed by the    collector, behave in a confrontational way that disrupts the collection process)    (9) If the MRO reports that there is verified adulterated or substituted test result    (10) Refusal to sign Step 2 of the alcohol testing form    (11) Failure to follow the observer’s instructions during an observed collection including instructions to raise    your clothing above the waist, lower clothing and underpants, and to turn around to permit the observer to    determine if you have any type of prosthetic or other device that could be used to interfere with the collection    process.    (12) Possess or wear a prosthetic or other device that could be used to interfere with the collection process    (13) Admit to the collector or MRO that you adulterated or substituted the specimen.    (14) Fail to remain readily available following an accident.   Verified negative test: A drug test result reviewed by a medical review officer and determined to have no    evidence of prohibited drug use above the minimum cutoff levels established by the Department of Health and    Human Services (HHS).    Verified positive test: A drug test result reviewed by a medical review officer and determined to have evidence    of prohibited drug use above the minimum cutoff levels specified in 49 CFR Part 40 as revised.    Validity testing: The evaluation of the specimen to determine if it is consistent with normal human urine.    Specimen validity testing will be conducted on all urine specimens provided for testing under DOT authority. The    purpose of validity testing is to determine whether certain adulterants or foreign substances were added to the    urine, if the urine was diluted, or if the specimen was substituted.  D. Education and Training    1) Every covered employee will receive a copy of this policy and will have ready access to the corresponding    federal regulations including 49 CFR Parts 655 and 40, as amended. In addition, all covered employees will    undergo a minimum of 60 minutes of training on the signs and symptoms of drug use including the effects and    consequences of drug use on personal health, safety, and the work environment.  The training also includes    manifestations and behavioral cues that may indicate prohibited drug use.    2) All supervisory personnel or company officials who are in a position to determine employee fitness for duty    will receive 60 minutes of reasonable suspicion training on the physical, behavioral, and performance indicators    of probable drug use and 60 minutes of additional reasonable suspicion training on the physical, behavioral,    speech, and performance indicators of probable alcohol misuse.    E. Prohibited Substances     1) Prohibited substances addressed by this policy include the following.  11  6     a. Illegally Used Controlled Substance or Drugs Under the Drug‐Free Workplace Act of 1988 any drug or       any substance identified in Schedule I through V of Section 202 of the Controlled Substance Act (21       U.S.C. 812), and as further defined by 21 CFR 1300.11 through 1300.15 is prohibited at all times in the       workplace unless a legal prescription has been written for the substance. This includes, but is not limited      to: marijuana, amphetamines (including methamphetamine and ecstasy), opiates (including codeine,       morphine, and heroin),  phencyclidine (PCP), and cocaine, as well as any drug not approved for medical       use by the U.S. Drug Enforcement Administration or the U.S. Food and Drug Administration.  Illegal use       includes use of any illegal drug, misuse of legally prescribed drugs, and use of illegally obtained         prescription drugs.  Also, the medical use of marijuana, or the use of hemp related products, which       cause drug or drug metabolites to be present in the body above the minimum thresholds is a violation of      this policy      Federal Transit Administration drug testing regulations (49 CFR Part 655) require that all employees       covered under FTA authority be tested for marijuana, cocaine, amphetamines (including         methamphetamine and ecstasy), opiates (including codeine, morphine, and heroin), and phencyclidine       as described in Section H of this policy. Employees covered under company authority will also be tested       for these same substances. Illegal use of these five drugs is prohibited at all times and thus, covered       employees may be tested for these drugs anytime that they are on duty.       b. Legal Drugs: The appropriate use of legally prescribed drugs and non‐prescription medications is not       prohibited. However, the use of any substance which carries a warning label that indicates that mental       functioning, motor skills, or judgment may be adversely affected must be reported to a Person Area       Transportation System supervisor and the employee is required to provide a written release from       his/her doctor or pharmacist indicating that the employee can perform his/her safety‐sensitive       functions.      c. Alcohol: The use of beverages containing alcohol (including any mouthwash, medication, food, candy)       or any other substances such that alcohol is present in the body while performing safety‐sensitive job       functions is prohibited. A reasonable suspicion or random alcohol test can only be performed on a       covered employee under 49 CFR Part 655 just before, during, or just after the performance of safety‐      sensitive job functions. Under Person Area Transportation System authority, a non‐DOT alcohol test can       be performed any time a covered employee is on duty.  F. Prohibited Conduct     1) All covered employees are prohibited from reporting for duty or remaining on duty any time there is a    quantifiable presence of a prohibited drug in the body above the minimum thresholds defined in 49 CFR Part 40,    as amended.    2) Each covered employee is prohibited from consuming alcohol while performing safety‐sensitive job functions    or while on‐call to perform safety‐sensitive job functions.  If an on‐call employee has consumed alcohol, they    must acknowledge the use of alcohol at the time that they are called to report for duty. The covered employee    will subsequently be relieved of his/her on‐call responsibilities and subject to discipline for not fulfilling his/her    on‐call responsibilities.      3) The Department shall not permit any covered employee to perform or continue to perform safety‐   sensitive functions if it has actual knowledge that the employee is using alcohol     4) Each covered employee is prohibited from reporting to work or remaining on duty requiring the performance    of safety‐sensitive functions while having an alcohol concentration of 0.02 or greater regardless of when the    alcohol was consumed.  12  7   5) No covered employee shall consume alcohol for eight (8) hours following involvement in an accident or until    he/she submits to the post‐accident drug/alcohol test, whichever occurs first.    6) No covered employee shall consume alcohol within four (4) hours prior to the performance of safety‐sensitive    job functions.    7) Person Area Transportation System, under its own authority, also prohibits the consumption of alcohol at all    times the employee is on duty, or anytime the employee is in uniform.    8) Consistent with the Drug‐free Workplace Act of 1988, all Person Area Transportation System employees are    prohibited from engaging in the unlawful manufacture, distribution, dispensing, possession, or use of prohibited    substances in the work place including transit system premises and transit vehicles.  G. Drug Statue Conviction     Consistent with the Drug Free Workplace Act of 1998, all employees are required to notify the Person Area    Transportation System management of any criminal drug statute conviction for a violation occurring in the    workplace within five days after such conviction.  Failure to comply with this provision shall result in disciplinary    action as defined in Section Q of this policy.  H. Testing Requirements     1) Analytical urine drug testing and breath testing for alcohol will be conducted as required by 49 CFR Part 40 as    amended.  All employees covered under FTA authority shall be subject to testing prior to performing safety‐   sensitive duty, for reasonable suspicion, following an accident, and random as defined in Section K, L, M, and N    of this policy, and return to duty/follow‐up. All employees who may be covered under company authority will    also be subject to testing for reasonable suspicion, post‐accident, random and return to duty/follow‐up using    non DOT testing forms.     2) A drug test can be performed any time a covered employee is on duty.  A reasonable suspicion and random    alcohol test can be performed just before, during, or after the performance of a safety‐sensitive job function.    Under Person Area Transportation System authority, a Non‐DOT alcohol test can be performed any time a    covered employee is on duty.    3) All covered employees will be subject to urine drug testing and breath alcohol testing as a condition of    ongoing employment with Person Area Transportation System.  Any safety‐sensitive employee who refuses to    comply with a request for testing shall be removed from duty and subject to disciplinary action as defined in    Section Q of this policy.    I. Drug Testing Procedures     1) Testing shall be conducted in a manner to assure a high degree of accuracy and reliability and using    techniques, equipment, and laboratory facilities which have been approved by the U.S. Department of Health    and Human Service (HHS).  All testing will be conducted consistent with the procedures set forth in 49 CFR Part    40, as amended.  The procedures will be performed in a private, confidential manner and every effort will be    made to protect the employee, the integrity of the drug testing procedure, and the validity of the test result.    2) The drugs that will be tested for include marijuana, cocaine, opiates (including codeine, morphine, and    heroin), amphetamines (including methamphetamine and ecstasy), and phencyclidine.  After the identity of the    donor is checked using picture identification, a urine specimen will be collected using the split specimen    collection method described in 49 CFR Part 40, as amended.  Each specimen will be accompanied by a DOT    Custody and Control Form and identified using a unique identification number that attributes the specimen to    the correct individual.  The specimen analysis will be conducted at a HHS certified laboratory.  An initial drug   screen and validity test will be conducted on the primary urine specimen.  For those specimens that are not  13  8   negative, a confirmatory Gas Chromatography/Mass Spectrometry (GC/MS) test will be performed.  The test will    be considered positive if the amounts of the drug(s) and/or its metabolites identified by the GC/MS test are    above the minimum thresholds established in 49 CFR Part 40, as amended.     3) The test results from the HHS certified laboratory will be reported to a Medical Review Officer.  A Medical    Review Officer (MRO) is a licensed physician with detailed knowledge of substance abuse disorders and drug    testing.  The MRO will review the test results to ensure the scientific validity of the test and to determine    whether there is a legitimate medical explanation for a confirmed positive, substitute, or adulterated test result.     The MRO will attempt to contact the employee to notify the employee of the non‐negative laboratory result,    and provide the employee with an opportunity to explain the confirmed laboratory test result.  The MRO will    subsequently review the employee’s medical history/medical records as appropriate to determine whether    there is a legitimate medical explanation for a non‐negative laboratory result.  If no legitimate medical    explanation is found, the test will be verified positive or refusal to test and reported to the Person Area    Transportation System Drug and Alcohol Program Manager (DAPM).  If a legitimate explanation is found, the    MRO will report the test result as negative to the DAPM.    4) If the test is invalid without a medical explanation, a retest will be conducted under direct observation.     Employees do not have access to a test of their split specimen following an invalid result.     5) Any covered employee who questions the results of a required drug test under paragraphs L through P of this    policy may request that the split sample be tested.  The split sample test must be conducted at a second HHS‐   certified laboratory.  The test must be conducted on the split sample that was provided by the employee at the    same time as the primary sample.  The method of collecting, storing, and testing the split sample will be    consistent with the procedures set forth in 49 CFR Part 40, as amended.  The employee's request for a split    sample test must be made to the Medical Review Officer within 72 hours of notice of the original sample verified    test result.  Requests after 72 hours will only be accepted at the discretion of the MRO if the delay was due to    documentable facts that were beyond the control of the employee.  Person Area Transportation System] will    ensure that the cost for the split specimen are covered in order for a timely analysis of the sample, however    Person Area Transportation System will seek reimbursement for the split sample test from the employee.     6) If the analysis of the split specimen fails to confirm the presence of the drug(s) detected in the primary    specimen, if the split specimen is not able to be analyzed, or if the results of the split specimen are not    scientifically adequate, the MRO will declare the original test to be canceled.  If the split specimen is not    available to analyze the MRO will direct Person Area Transportation System to retest the employee under direct    observation.    7) The split specimen will be stored at the initial laboratory until the analysis of the primary specimen is    completed.  If the primary specimen is negative, the split will be discarded. If the primary specimen is positive, it    will be retained in frozen storage for one year and the split specimen will also be retained for one year. If the    primary is positive, the primary and the split will be retained for longer than one year for testing if so requested    by the employee through the Medical Review Officer (MRO), or by the employer, by the MRO, or by the relevant   DOT agency.    8) Observed collections      a) Consistent with 49 CFR Part 40, as amended, collection under direct observation (by a person of the       same gender) with no advance notice will occur if:     i. The laboratory reports to the MRO that a specimen is invalid, and the MRO reports to Person      Area Transportation System that there was not an adequate medical explanation for the result;  14  9       ii. The MRO reports to Person Area Transportation System that the original positive,        adulterated, or substituted test result had to be cancelled because the test of the split specimen     could not be performed;        iii. The laboratory reported to the MRO that the specimen was negative‐dilute with a creatinine      concentration greater than or equal to 2 mg/dL but less than or equal to 5 mg/dL, and the MRO      reported the specimen as negative‐dilute and that a second collection must take place under      direct observation (see §40.197(b)(1)).      iv. The collector observes materials brought to the collection site or the employee's conduct      clearly indicates an attempt to tamper with a specimen;     v. The temperature on the original specimen was out of range;     vi. Anytime the employee is directed to provide another specimen because the original        specimen appeared to have been tampered with.      vii. All follow‐up‐tests; or     viii. All return‐to‐duty tests   J. Alcohol Testing Procedures     1) Tests for breath alcohol concentration will be conducted utilizing a National Highway Traffic Safety    Administration (NHTSA)‐approved Evidential Breath Testing device (EBT) operated by a trained Breath Alcohol    Technician (BAT).   Alcohol screening tests may be performed using a non‐evidential testing device which is also    approved by NHTSA. If the initial test indicates an alcohol concentration of 0.02 or greater, a second test will be    performed to confirm the results of the initial test.   The confirmatory test must occur on an EBT.  The    confirmatory test will be conducted at least fifteen minutes after the completion of the initial test.  The    confirmatory test will be performed using a NHTSA‐approved EBT operated by a trained BAT.  The EBT will    identify each test by a unique sequential identification number.  This number, time, and unit identifier will be    provided on each EBT printout.  The EBT printout, along with an approved alcohol testing form, will be used to    document the test, the subsequent results, and to attribute the test to the correct employee.  The test will be    performed in a private, confidential manner as required by 49 CFR Part 40, as amended.  The procedure will be    followed as prescribed to protect the employee and to maintain the integrity of the alcohol testing procedures    and validity of the test result.      2) An employee who has a confirmed alcohol concentration of 0.04 or greater will be considered a positive    alcohol test and in violation of this policy.  The consequences of a positive alcohol test are described in Section    Q of this policy.  Even though an employee who has a confirmed alcohol concentration of 0.02 to 0.039 is not    considered positive, the employee shall still be removed from duty for at least eight hours or for the duration of    the work day whichever is longer and will be subject to the consequences described in Section Q of this policy.     An alcohol concentration of less than 0.02 will be considered a negative test.    3) Person Area Transportation System affirms the need to protect individual dignity, privacy, and confidentiality    throughout the testing process.  If at any time the integrity of the testing procedures or the validity of the test    results is compromised, the test will be canceled.  Minor inconsistencies or procedural flaws that do not impact    the test result will not result in a cancelled test.    4) The alcohol testing form (ATF) required by 49 CFR Part 40 as amended, shall be used for all FTA required    testing.  Failure of an employee to sign step 2 of the ATF will be considered a refusal to submit to testing.    15  10 K. Pre‐Employment Testing     1) All applicants for covered transit positions shall undergo urine drug testing prior to performance of a safety‐   sensitive function.      a. All offers of employment for covered positions shall be extended conditional upon the applicant       passing a drug test. An applicant will not be allowed to perform safety‐sensitive functions unless the       applicant takes a drug test with verified negative results.      b. An employee shall not be placed, transferred or promoted into a position covered under FTA        authority or company authority until the employee takes a drug test with verified negative results.      c. If an applicant fails a pre employment drug test, the conditional offer of employment shall be        rescinded and the applicant will be referred to a Substance Abuse Professionals.  Failure of a pre‐      employment drug test will disqualify an applicant for employment for a period of at least one year.        Before being considered for future employment the applicant must provide the employer proof of       having successfully completed a referral, evaluation and treatment plan as described in section 655.62       of subpart G.  The cost for the assessment and any subsequent treatment will be the sole responsibility       of the applicant.      d. When an employee being placed, transferred, or promoted from a non‐covered position to a position       covered under FTA authority or company authority submits a drug test with a verified positive result,       the employee shall be subject to disciplinary action in accordance with Section Q herein.      e. If a pre‐employment/pre‐transfer test is canceled, Person Area Transportation System will require the      applicant to take and pass another pre‐employment drug test.      f. In instances where a FTA covered employee does not perform a safety sensitive function for a period       of 90 consecutive days or more regardless of reason, and is not in the random testing pool during that       time the employee will be required to take a pre‐employment drug test under 49 CFR Part 655 and have       negative test results prior to the conduct of safety‐sensitive job functions.      g. Following a negative dilute the employee will be required to undergo another test.  Should this       second test result in a negative dilute result, the test will be considered a negative and no additional       testing will be required unless directed to do so by the MRO.       h. Applicants are required (even if ultimately not hired) to provide Person Area Transportation System       with signed written release to requesting FTA drug and alcohol records from all previous, DOT‐covered,       employers that the applicant has worked for within the last two years. Failure to do so will result in the       employment offer being rescinded. Person Area Transportation System is required to ask all applicants       (even if ultimately not hired) if they have tested positive or refused to test on a pre‐employment test for      a DOT covered employer within the last two years. If the applicant has tested positive or refused to test       on a pre‐employment test for a DOT covered employer, the applicant must provide Person Area        Transportation System proof of having successfully completed a referral, evaluation and treatment plan       as described in section 655.62 of subpart G.  L. Reasonable Suspicion Testing     1) All Person Area Transportation System covered employees will be subject to a reasonable suspicion drug    and/or alcohol test when the employer has reasonable suspicion to believe that the covered employee has used    a prohibited drug and/or engaged in alcohol misuse.  Reasonable suspicion shall mean that there is objective    evidence, based upon specific, contemporaneous, articulable observations of the employee's appearance,   behavior, speech or body odor that are consistent with possible drug use and/or alcohol misuse.  Reasonable  16  11   suspicion referrals must be made by one or more supervisors who are trained to detect the signs and symptoms    of drug and alcohol use, and who reasonably concludes that an employee may be adversely affected or impaired    in his/her work performance due to possible prohibited substance abuse or alcohol misuse.  A reasonable    suspicion alcohol test can only be conducted just before, during, or just after the performance of a safety‐   sensitive job function.  However, under Person Area Transportation System’s authority, a NON‐DOT reasonable    suspicion alcohol test may be performed any time the covered employee is on duty.  A reasonable suspicion    drug test can be performed any time the covered employee is on duty.     2) Person Area Transportation System shall be responsible for transporting the employee to the testing site.     Supervisors should avoid placing themselves and/or others into a situation, which might endanger the physical    safety of those, present.  The employee shall be placed on administrative leave pending disciplinary action    described in Section Q of this policy.  An employee who refuses an instruction to submit to a drug/alcohol test    shall not be permitted to finish his or her shift and shall immediately be placed on administrative leave pending    disciplinary action as specified in Section Q of this policy.   3) A written record of the observations, which led to a drug/alcohol test, based on reasonable suspicion shall be    prepared and signed by the supervisor making the observation.  This written record shall be submitted to the    Person Area Transportation System    4) When there are no specific, contemporaneous, articulable objective facts that indicate current drug or alcohol    use, but the employee (who is not already a participant in a treatment program) admits the abuse of alcohol or    other substances to a supervisor in his/her chain of command, the employee shall be referred to an employer    approved counseling professional for an assessment.  Person Area Transportation System shall place the    employee on administrative leave in accordance with the provisions set forth under Section Q of this policy.     Testing in this circumstance would be performed under the direct authority of the Person Area Transportation    System.  Since the employees self‐referred to management, testing under this circumstance would not be    considered a violation of this policy or a positive test result under Federal authority.  However, self‐referral does    not exempt the covered employee from testing under Federal authority as specified in Sections L through N of    this policy or the associated consequences as specified in Section Q.   M. Post‐Accident Testing     1) FATAL ACCIDENTS‐ All covered employees will be required to undergo urine and breath testing if they are    involved in an accident with a transit vehicle regardless of whether or not the vehicle is in revenue service that    results in a fatality. This includes all surviving covered employees that are operating the vehicle at the time of    the accident and any other whose performance could have contributed to the accident, as determined by the    employer using the best information available at the time of the decision.    2) NON‐FATAL ACCIDENTS‐ A post‐accident test of the employee operating the public transportation vehicle will    be conducted if an accident occurs and at least one of the following conditions is met:      a. The accident results in injuries requiring immediate medical treatment away from the scene, and the       covered employee may have contributed to the accident.      b. One or more vehicles incurs disabling damage as a result of the occurrence and must be transported       away from the scene, and the covered employee may have contributed to the accident.    In addition, any other covered employee whose performance could have contributed to the accident, as    determined by the employer using the best information available at the time of the decision, will be tested.    As soon as practicable following an accident, as defined in this policy, the supervisor investigating the    accident will notify the transit employee operating the transit vehicle and all other covered employees whose    performance could have contributed to the accident of the need for the test. The supervisor, in conjunction with  17  12   the Person County Human Resources Department will make the  determination using the best information    available at the time of the decision.  General Accident Procedures:    The appropriate transit supervisor shall ensure that an employee, required to be tested under this section, is    tested as soon as practicable, but no longer than eight (8) hours of the accident for alcohol, and no longer than    32 hours for drugs. If an alcohol test is not performed within two hours of the accident, the Supervisor will    document the reason(s) for the delay. If the alcohol test is not conducted within (8) eight hours, or the drug test    within 32 hours, attempts to conduct the test must cease and the reasons for the failure to test documented.    Any covered employee involved in an accident must refrain from alcohol use for eight (8) hours following the    accident or until he/she undergoes a post‐accident alcohol test.    An employee who is subject to post‐accident testing who fails to remain readily available for such testing,    including notifying a supervisor of his or her location if he or she leaves the scene of the accident prior to    submission to such test, may be deemed to have refused to submit to testing.    Nothing in this section shall be construed to require the delay of necessary medical attention for the injured    following an accident, or to prohibit an employee from leaving the scene of an accident for the period necessary    to obtain assistance in responding to the accident, or to obtain necessary emergency medical care.    In the rare event that Person Area Transportation System is unable to perform an FTA drug and alcohol test (i.e.,    employee is unconscious, employee is detained by law enforcement agency), Person Area Transportation    System may use drug and alcohol post‐accident test results administered by local law enforcement officials in    lieu of the FTA test.  The local law enforcement officials must have independent authority for the test and the    employer must obtain the results in conformance with local law.  N. Random Testing     1) All covered employees will be subjected to random, unannounced testing.  The selection of employees shall    be made by a scientifically valid method of randomly generating an employee identifier from the appropriate    pool of safety‐sensitive employees.  Employees covered under company authority will be selected from a pool of    non‐DOT‐covered employees.    2) The dates for administering unannounced testing of randomly selected employees shall be spread reasonably    throughout the calendar year, day of the week and hours of the day.    3) The number of employees randomly selected for drug/alcohol testing during the calendar year shall be not    less than the percentage rates set each year by the FTA. The current year testing rates can be viewed online at   http://www.dot.gov/odapc/random‐testing‐rates. If a given driver is subject to random testing under the rules    of more than one DOT agency, the driver will be subject to random drug and alcohol testing at the annual    percentage rate established by the DOT agency regulating more than 50% of the driver’s function.    4) Each covered employee shall be in a pool from which the random selection is made. Each covered employee    in the pool shall have an equal chance of selection each time the selections are made.  Employees will remain in    the pool and subject to selection, whether or not the employee has been previously tested.  There is no    discretion on the part of management in the selection.    5) Covered transit employees that fall under the Federal Transit Administration regulations will be included in    one random pool maintained separately from the testing pool of non‐safety sensitive employees that may be    included solely under Person Area Transportation System authority.  18  13   6) Random tests can be conducted at any time during an employee’s shift for drug testing. Alcohol random tests    can only be performed just before, during, or just after the performance of a safety sensitive duty. However,    under the Person Area Transportation System’s authority, a non‐DOT random alcohol test may be performed    any time the covered employee is on duty. Testing can occur during the beginning, middle, or end of an    employee’s shift.    7) Employees are required to proceed immediately to the collection site upon notification of their random    selection.  O. Return‐to‐duty Testing     Person Area Transportation System will terminate the employment of any employee that tests positive or    refuses a test as specified in section Q of this policy.  However, in the rare event an employee is reinstated with    court order or other action beyond the control of the transit system, the employee must complete the return‐   to‐duty process prior to the performance of safety‐sensitive functions.  All covered employees who previously    tested positive on a drug or alcohol test or refused a test, must test negative for drugs, alcohol (below 0.02 for    alcohol), or both and be evaluated and released by the Substance Abuse Professional before returning to work.     For an initial positive drug test a Return‐to‐Duty drug test is required and an alcohol test is allowed.  For an    initial positive alcohol test a Return‐to‐Duty alcohol test is required and a drug test is allowed.  Following the    initial assessment, the SAP will recommend a course of rehabilitation unique to the individual.   The SAP will    recommend the return‐to‐duty test only when the employee has successfully completed the treatment    requirement and is known to be drug and alcohol‐free and there are no undue concerns for public safety.  P. Follow‐up Testing     Covered employees that have returned to duty following a positive or refused a test will be required to undergo    frequent, unannounced drug and/or alcohol testing following their return‐to‐duty test.  The follow‐up testing    will be performed for a period of one to five years with a minimum of six tests to be performed the first year.     The frequency and duration of the follow‐up tests (beyond the minimums) will be determined by the SAP    reflecting the SAP’s assessment of the employee’s unique situation and recovery progress.  Follow‐up testing    should be frequent enough to deter and/or detect a relapse.  Follow‐up testing is separate and in addition to the    random, post‐accident, reasonable suspicion and return‐to‐duty testing.     In the instance of a self‐referral or a management referral, the employee will be subject to non‐USDOT follow‐up    tests and follow‐up testing plans modeled using the process described in 49 CFR Part 40. However, all non‐   USDOT follow‐up tests and all paperwork associated with an employee’s return‐to‐work agreement that was not    precipitated by a positive test result (or refusal to test) does not constitute a violation of the Federal regulations    will be conducted under company authority and will be performed using non‐DOT testing forms.  Q. Results of Drug/Alcohol Test     1) Any covered employee that has a verified positive drug or alcohol test, or refusal to test will be removed from    his/her safety‐sensitive position, informed of educational and rehabilitation programs available, referred to a    Substance Abuse Professional (SAP) for assessment, and will be terminated.     2) Following a negative dilute the employee will be required to undergo another test. Should this second test    result in a negative dilute result, the test will be considered a negative and no additional testing will be required    unless directed to do so by the MRO.     3) Refusal to submit to a drug/alcohol test shall be considered a positive test result and a direct act of   insubordination and shall result in termination and referral to an SAP. A test refusal includes the following   circumstances:  19  14     a. Fails to appear for any test (excluding pre‐employment) within a reasonable time, as determined by       the employer, after being directed to do so by the employer       b. Fails to remain at the testing site until the testing process is complete. An employee who leaves the       testing site before the testing process commences for a pre‐employment test has not refused to test.       c. Fails to attempt to provide a urine or breath specimen for any drug or alcohol test required by Part 40       or DOT agency regulations. An employee who does not provide a urine or breath specimen because he       or she has left the testing site before the testing process commenced for a pre‐employment test has not      refused to test.      d. In the case of a directly observed or monitored collection in a drug test, fails to permit the         observation or monitoring of your provision of a specimen.      e. Fails to provide a sufficient amount of urine or breathe when directed, and it has been determined,       through a required medical evaluation, that there was no adequate medical explanation for the failure      f. Fails or declines to take a second test the employer or collector has directed you to take      g. Fails to undergo a medical examination or evaluation, as directed by the MRO as part of the         verification process, or as directed by the DER as part of the “shy bladder” or “shy lung” procedures      h. Fails to cooperate with any part of the testing process (e.g., refuse to empty pockets when so directed      by the collector, behave in a confrontational way that disrupts the collection process)      i. If the MRO reports that there is verified adulterated or substituted test result      j. Failure or refusal to sign Step 2 of the alcohol testing form      k. Failure to follow the observer’s instructions during an observed collection including instructions to       raise your clothing above the waist, lover clothing and underpants, and to turn around to permit the       observer to determine if you have any type of prosthetic or other device that could be used to interfere       with the collection process.       l. Possess or wear a prosthetic or other device that could be used to interfere with the collection     process.      m. Admit to the collector or MRO that you adulterated or substituted the specimen.    As a covered employee, if the MRO reports that you have a verified adulterated or substituted test result, you    have refused to take a drug test.    4) An alcohol test result of ≥0.02 to ≤ 0.039 BAC shall result in the removal of the employee from duty for eight    hours or the remainder or the work day whichever is longer.  The employee will not be allowed to return to    safety‐sensitive duty for his/her next shift until he/she submits to an alcohol test with a result of less than 0.02    BAC.   If the employee has an alcohol test result of ≥ 0.02 to ≤ 0.039 two or more times within a six month    period, the employee will be removed from duty and referred for assessment and treatment consistent with    Section Q of this policy.    5) In the instance of a self‐referral or a management referral, disciplinary action against the employee shall    include:      a. Mandatory referral for an assessment by an employer approved counseling professional for         assessment, formulation of a treatment plan, and execution of a return to work agreement;  20  15     b. Failure to execute, or remain compliant with the return‐to‐work agreement shall result in termination      from Person Area Transportation System employment.     i. Compliance with the return‐to‐work agreement means that the employee has submitted to a      drug/alcohol test immediately prior to returning to work; the result of that test is negative; the      employee is cooperating with his/her recommended treatment program; and, the employee has     agreed to periodic unannounced follow‐up testing as defined in Section P of this policy.      c. Refusal to submit to a periodic unannounced follow‐up drug/alcohol test shall be considered a direct       act of insubordination and shall result in termination. All tests conducted as part of the return to work       agreement will be conducted under company authority and will be performed using non‐DOT testing     forms.      d. A self‐referral or management referral that was not precipitated by a positive test result does not       constitute a violation of the Federal regulations and will not be considered as a positive test result in       relation to the progressive discipline defined in Section Q of this policy.      e. Periodic unannounced follow‐up drug/alcohol test conducted as a result of a self‐referral or         management referral which results in a verified positive shall be considered a positive test result in       relation to the progressive discipline defined in Section Q of this policy.      f. A Voluntary Referral does not shield an employee from disciplinary action or guarantee employment       with Person Area Transportation System.      g. A Voluntary Referral does not shield an employee from the requirement to comply with drug and       alcohol testing.     6) Failure of an employee to report within five days a criminal drug statute conviction for a violation occurring in    the workplace shall result in termination.  R. Grievance and Appeal     The consequences specified by 49 CFR Part 40.149 (c) for a positive test or test refusal is not subject to    arbitration.  S. Proper Application of the Policy     Person Area Transportation System is dedicated to assuring fair and equitable application of this substance    abuse policy.  Therefore, supervisors are required to use and apply all aspects of this policy in an unbiased and    impartial manner.  Any supervisor/manager who knowingly disregards the requirements of this  policy, or who    is found to deliberately misuse the policy in regard to subordinates, shall be subject to disciplinary action, up to    and including termination.   T. Information Disclosure     1) Drug/alcohol testing records shall be maintained by the Person Area Transportation System Drug and Alcohol    Program Manager and, except as provided below or by law, the results of any drug/alcohol test shall not be    disclosed without express written consent of the tested employee.    2) The employee, upon written request, is entitled to obtain copies of any records pertaining to their use of    prohibited drugs or misuse of alcohol including any drug or alcohol testing records.  Covered employees have    the right to gain access to any pertinent records such as equipment calibration records, and records of    laboratory certifications.  Employees may not have access to SAP referrals and follow‐up testing plans.   21  16   3) Records of a verified positive drug/alcohol test result shall be released to the Drug and Alcohol Program    Manager, and other transit system management personnel on a need to know basis.    4) Records will be released to a subsequent employer only upon receipt of a written request from the employee.    5) Records of an employee's drug/alcohol tests shall be released to the adjudicator in a grievance, lawsuit, or    other proceeding initiated by or on behalf of the tested individual arising from the results of the drug/alcohol    test.  The records will be released to the decision maker in the preceding.      6) Records will be released to the National Transportation Safety Board during an accident investigation.    7) Information will be released in a criminal or civil action resulting from an employee’s performance of safety‐   sensitive duties, in which a court of competent jurisdiction determines that the drug or alcohol test information    is relevant to the case and issues an order to the employer to release the information.  The employer will release    the information to the decision maker in the proceeding with a binding stipulation that it will only be released to    parties of the proceeding.    8) Records will be released to the DOT or any DOT agency with regulatory authority over the employer or any of   its employees.    9) Records will be released if requested by a Federal, state or local safety agency with regulatory authority over    Person Area Transportation System or the employee.    10) If a party seeks a court order to release a specimen or part of a specimen contrary to any provision of Part 40    as amended, necessary legal steps to contest the issuance of the order will be taken    11) In cases of a contractor or sub‐recipient of a state department of transportation, records will be released    when requested by such agencies that must certify compliance with the regulation to the FTA.   This policy is hereby adopted by the Person County Board of Commissioners on the 22nd day of January, 2019.       ____________________________________________  David B. Newell, Sr., Chairman  Person County Board of Commissioners.     Attest:     ____________________________________________  Brenda B. Reaves, Clerk to the Board             22  17 Attachment A  Job Title     Job Duties    Testing Authority          Transit Specialist                   Operates Transit Vehicles            FTA/PATS                   Clerk/Dispatcher               Controls Movement of Vehicles            FTA/PATS           Sr. Admin Assistant              Maintenance/Vehicle Records             FTA/PATS          Controls Movement of Vehicles at times           Director                     Operates Transit Vehicles             FTA/PATS    Controls Movement of Vehicles at times    Maintenance/Vehicle Records                                        23  18 Attachment B   Contacts    Any questions regarding this policy or any other aspect of the substance abuse policy should be directed to the following  individual(s).    Person Area Transportation System Drug and Alcohol Program Manager  Name: Glen LaBar Jr.       Title: Public Transportation Director        Address: 341 S. Madison Blvd Roxboro NC 27573        Telephone Number: (336) 597‐1771       Medical Review Officer  Name: Patricia A. Shevlin MD        Title: Medical Review Officer         Address: Safe‐T‐Works, Inc. 1029 Sunset Ave Asheboro NC 27203      Telephone Number: (336) 736‐8038   Fax: (336) 736‐8042    Substance Abuse Professional  Name: Gene P. Smith       Title: CEO of Life Changes EAP    Address: 1045 Main St, Ste.3 Danville VA 24541       Telephone Number: (434) 822‐6600    HHS Certified Laboratory Primary Specimen  Name: Abbott Laboratories         Address: 100 Abbott Park Rd Abbott Park, IL 60064       Telephone Number: (224) 667‐6100   *Previously used Alere Toxicology Services was recently purchase by this company         24 Person Area Transportation System Title VI Program Plan nondiscrimination LEP buses 1964 transit equality civil rights EJ race gender   disability rights   fair Title VI MPO national origin age public participation equal opportunity light rail color Date Adopted January 22, 2019 25 2    PLAN REVIEW AND APPROVAL On behalf of the Person County Board of Commissioners for Person Area Transportation System (PATS), I hereby acknowledge receipt of the Title VI Nondiscrimination Plan. We, the Person County Board of Commissioners, have reviewed and hereby approve this Plan. We are committed to ensuring that all decisions are made in accordance with the nondiscrimination guidelines of this Plan, to the end the no person is excluded from participation in, denied the benefits of, or otherwise subjected to discrimination under any PATS transportation services and activities on the basis of race, color, national origin, sex, age, religion, or disability, as protected by Title VI of the Civil Rights Act of 1964 and the nondiscrimination provisions of the Federal Transit Administration. ____________________________________________ ___________________________ Signature of Authorizing Official DATE David B. Newell, Sr., Chairman Person County Board of Commissioners 26 3    Table of Contents Title VI Nondiscrimination Agreement ................................................................................................................ 5  1.0  Introduction ................................................................................................................................................... 6  2.0  Description of Programs and Services .......................................................................................................... 6  2.1  Program(s) and Services Administered ...................................................................................................... 6  2.2  Funding Sources / Tables ........................................................................................................................... 6  2.3  Decision‐Making Process ........................................................................................................................... 7  2.4  Title VI Coordinator .................................................................................................................................... 8  2.5  Change of Title VI Coordinator and/or Public Transportation Director ..................................................... 8  2.6  Organizational Chart .................................................................................................................................. 8  2.7  Subrecipients ............................................................................................................................................. 8  3.0  Title VI Nondiscrimination Policy Statement ............................................................................................... 9  4.0  Notice of Nondiscrimination ....................................................................................................................... 10  5.0  Procedures to Ensure Nondiscriminatory Administration of Programs and Services .............................. 11  6.0  Contract Administration ............................................................................................................................. 12  6.1  Contract Language ................................................................................................................................... 12  6.2  Nondiscrimination Notice to Prospective Bidders ................................................................................... 13  7.0  External Discrimination Complaint Procedures ......................................................................................... 14  Discrimination Complaint Form ...................................................................................................................... 16  Discrimination Complaints Log ....................................................................................................................... 18  Investigative Guidance .................................................................................................................................... 19  8.0  Service Area Population Characteristics ..................................................................................................... 20  8.1  Race and Ethnicity .................................................................................................................................... 20  8.2  Age & Sex ................................................................................................................................................. 20  8.3  Poverty ..................................................................................................................................................... 21  8.4  Household Income ................................................................................................................................... 22  8.5  Population Locations ............................................................................................................................... 22  9.0  Title VI Equity Analyses (and Environmental Justice Assessments) .......................................................... 22  10.0  Public Involvement .................................................................................................................................... 23  10.1  Introduction ........................................................................................................................................... 23  10.2  Public Notification .................................................................................................................................. 23  10.3  Dissemination of Information ................................................................................................................ 23  10.4  Meetings and Outreach ......................................................................................................................... 23  10.5  Summary of the Language Assistance Plan Components ...................................................................... 24  27 4    10.6  Demographic Request ............................................................................................................................ 30  10.7  Key Community Contacts ....................................................................................................................... 31  10.8  Summary of Outreach Efforts Since the Last Title VI Program Submission ........................................... 31  11.0  Staff Training ............................................................................................................................................. 31  12.0  Nonelected Boards and Committees – By Race and Gender ................................................................... 31  13.0  Record‐Keeping and Reports .................................................................................................................... 32  Appendices ......................................................................................................................................................... 33  Appendix A – Applicable Nondiscrimination Authorities  Appendix B – Organizational Chart  Appendix C– NCDOT’s Transit Review Checklist  Appendix D – Annual Education and Acknowledgement Form  Appendix E – Demographic Request  Appendix F – Minority Representation Data Collection Form  28 5    TITLE VI NONDISCRIMINATION AGREEMENT BETWEEN THE NORTH CAROLINA DEPARTMENT OF TRANSPORTATION AND PERSON AREA TRANSPORTATION SYSTEM In accordance with DOT Order 1050.2A, Person Area Transportation System (PATS) assures the North Carolina Department of Transportation (NCDOT) that no person shall, on the ground of race, color, national origin, sex, religion, age, or disability, as provided by Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987 and related nondiscrimination authorities, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination or retaliation under any program or activity undertaken by Person Area Transportation System. Further, Person Area Transportation System hereby agrees to: 1. Designate a Title VI Coordinator that has a responsible position within the organization and easy access to the Public Transportation Director of the organization. 2. Issue a policy statement, signed by the Public Transportation Director of the organization, which expresses a commitment to the nondiscrimination provisions of Title VI and related applicable statutes. The signed policy statement shall be posted and circulated throughout the organization and to the general public, and published where appropriate in languages other than English. The policy statement will be re-signed when there is a change of the Public Transportation Director. 3. Insert the clauses of the contract language from Section 6.1 in every contract awarded by the organization. Ensure that every contract awarded by the organization’s contractors or consultants also includes the contract language. 4. Process all and, when required, investigate complaints of discrimination consistent with the procedures contained within this Plan. Log all complaints for the administrative record. 5. Collect statistical data (race, color, national origin, sex, age, disability) on participants in, and beneficiaries of, programs and activities carried out by the organization. 6. Participate in training offered on Title VI and other nondiscrimination requirements. Conduct or request training for employees or the organization’s subrecipients. 7. Take affirmative action, if reviewed or investigated by NCDOT, to correct any deficiencies found within a reasonable time period, not to exceed 90 calendar days, unless reasonable provisions are granted by NCDOT. 8. Document all Title VI nondiscrimination-related activities as evidence of compliance. Submit information and reports to NCDOT on a schedule outlined by NCDOT. THIS AGREEMENT is given in consideration of, and for the purpose of obtaining, any and all federal funds, grants, loans, contracts, properties, discounts or other federal financial assistance under all programs and activities and is binding. Authorized Signature    Date    Heidi York  County Manager   29 6    1.0 INTRODUCTION Title VI of the 1964 Civil Rights Act, 42 U.S.C. 2000d provides that: “No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.” The broader application of nondiscrimination law is found in other statutes, executive orders, and regulations, which provide additional protections based on age, sex, religion, and disability, including the 1987 Civil Rights Restoration Act, which extended nondiscrimination coverage to all programs and activities of federal-aid recipients, subrecipients, and contractors, including those that are not federally-funded (see Appendix A – Applicable Nondiscrimination Authorities). Person Area Transportation System (PATS) is a recipient of Federal financial assistance from the North Carolina Department of Transportation (NCDOT) and the United States Department of Transportation (USDOT), receiving Federal Transit Administration (FTA) funds through the NCDOT. As the primary recipient of USDOT funds in North Carolina, the NCDOT’s comprehensive Title VI Nondiscrimination Program includes compliance oversight and technical assistance responsibilities towards its subrecipients and those subrecipients must use federal and state funds in a nondiscriminatory manner. Person Area Transportation System establishes this Title VI Nondiscrimination Plan for the purpose of complying with Title VI of the Civil Rights Act of 1964, as required by FTA Circular 4702.1B, and related requirements outlined under Group 01.D, “Nondiscrimination Assurance,” of the FTA Certifications and Assurances. This document details the nondiscrimination program, policies, and practices administered by this organization, and will be updated periodically to incorporate changes and additional responsibilities as they are made. 2.0 DESCRIPTION OF PROGRAMS AND SERVICES 2.1 PROGRAM(S) AND SERVICES ADMINISTERED Person Area Transportation System provides public transportation options to its customers within Roxboro of Person County, North Carolina. Our service operates Monday through Friday from 6:00am to 6:00pm. We transport out of town to Prospect Hill, Durham, Hillsborough and Chapel Hill Tuesday, Wednesday and Thursday for medical appointments. To schedule a ride it must be called in by 11:00am the business day before. Our fares are by zones starting with zone 1 to zone 6. Cost starting $6.00 to $12.00. We also operate the Roxboro Shuttle that cost a dollar a ride. Our office hours are 8:30am to 5:00pm. With the Administrative staff of (1) Public Transportation Director, (1) Senior Administrative Assistant and (1) Dispatch/Clerk. We have (7) full time Transit Specialists and (9) part time Transit Specialists. 2.2 FUNDING SOURCES / TABLES For the purpose of federally-assisted programs, "federal assistance" shall include: 1. grants and loans of Federal funds; 2. the grant or donation of Federal property and interest in property; 3. the detail of Federal personnel; 4. the sale and lease of, and the permission to use (on other than a casual or transient basis), Federal property or any interest in such property without consideration or at a nominal consideration, or at a consideration which is reduced for the purpose of assisting the recipient, or in recognition of the public interest to be served by such sale or lease to the recipient; and 30 7    5. any Federal agreement, arrangement, or other contract which has, as one of its purposes, the provision of assistance. Each FTA Formula Grant received by our system during the past year, and whether the funds were received through NCDOT or directly from FTA, is checked below. Additional details are provided on how often each of the grants is received (annually, first time, etc.) and the amount. Grant Title NCDOT FTA Details (i.e., purpose, frequency, and duration of receipt) 5310 (Transportation for Elderly Persons and Persons with Disabilities) EDTAP-$63,165.-annually 5311 (b)(3) (Rural Transit Assistance) RGP-$72,666-annually 2.3 DECISION-MAKING PROCESS The Person County Board of Commissioners (BOC) is the governing board for Person Area Transportation System. They make the final decision on adopting documents, policies, and plans. The Public Transportation Director makes the request to be on the agenda at one of the monthly regular board meetings. The documents, policies or plans are then voted on by the Board of Commissioners for approval and adopted. Documents that do not need approval from Person County Board of Commissioners (BOC) are carried before the Transit Advisory Board (TAB). The Transit Advisory Board (TAB) meets quarterly on the first Wednesday at 4:00pm. Board or Committee Name Appointed Elected # of Members Transit Advisory Board (TAB) 10 Board of Commissioners (BOC) 5   2.4 TITLE VI COORDINATOR The individual below has been designated as the Title VI Coordinator for Person Area Transportation System, and is empowered with sufficient authority and responsibility to implement the Title VI Nondiscrimination Program: Name: Glen LaBar Jr. Official Title: Public Transportation Director Address: 341 South Madison Blvd, Roxboro NC 27573 Phone: 336-330-2207 Email: glabar@personcountync.gov Key responsibilities of the Coordinator include:  Maintaining knowledge of Title VI and related requirements.  Attending civil rights training when offered by NCDOT or any other regulatory agency.  Administering the Title VI Nondiscrimination Program and coordinating implementation of this Plan.  Making sure internal staff and officials are familiarized and complying with their Title VI nondiscrimination obligations.  Disseminating Title VI information internally and to the general public, including in languages other than English.  Presenting Title VI-related information to decision-making bodies for input and approval. 31 8     Ensuring Title VI-related posters are prominently and publicly displayed.  Developing a process to collect data related to race, national origin, sex, age, and disability to ensure minority, low- income, and other underserved groups are included and not discriminated against.  Ensuring that non-elected boards and committees reflect the service area and minorities are represented.  Implementing procedures for prompt processing (receiving, logging, investigating and/or forwarding) of discrimination complaints.  Coordinating with, and providing information to, NCDOT and other regulatory agencies during compliance reviews or complaint investigations.  Promptly resolving areas of deficiency to ensure compliance with Title VI nondiscrimination requirements. 2.5 CHANGE OF TITLE VI COORDINATOR AND/OR PUBLIC TRANSPORTATION DIRECTOR If Title VI Coordinator or Public Transportation Director changes, this document and all other documents that name the Coordinator, will immediately be updated, and an updated policy statement and assurance will be signed by the new Public Transportation Director. 2.6 ORGANIZATIONAL CHART An organizational chart showing the Title VI Coordinator’s place within the organization is located in Appendix B. 2.7 SUBRECIPIENTS Person Area Transportation System does not have pass through funds to any other organizations and, therefore, does not have any subrecipients. 32 9    3.0 TITLE VI NONDISCRIMINATION POLICY STATEMENT It is the policy of Person Area Transportation System (PATS), as a federal-aid recipient, to ensure that no person shall, on the ground of race, color, national origin, sex, religion, age or disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any of our programs and activities, as provided by Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987, and all other related nondiscrimination laws and requirements. Glen LaBar Jr., Public Transportation Director Date Title VI and Related Authorities Title VI of the Civil Rights Act of 1964 (42 U.S.C. Section 2000d) provides that, “No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.” The 1987 Civil Rights Restoration Act (P.L. 100-259) clarified and restored the original intent of Title VI by expanding the definition of “programs and activities” to include all programs and activities of federal-aid recipients (such as, Person Area Transportation System), subrecipients, and contractors, whether such programs and activities are federally-assisted or not. Related nondiscrimination authorities include, but are not limited to: U.S. DOT regulation, 49 CFR part 21, “Nondiscrimination in Federally-assisted Programs of the Department of Transportation–Effectuation of Title VI of the Civil Rights Act”; 49 U.S.C. 5332, “Nondiscrimination (Public Transportation)”; FTA Circular 4702.1B - Title VI Requirements and Guidelines for Federal Transit Administration Recipients; DOT Order 5610.2a, “Actions to Address Environmental Justice in Minority Populations and Low-Income Populations”; FTA C 4703.1 - Environmental Justice Policy Guidance For Federal Transit Administration Recipients; Policy Guidance Concerning (DOT) Recipient's Responsibilities to Limited English Proficient (LEP) Persons, 74 FR 74087; The Americans with Disabilities Act of 1990, as amended, P.L. 101-336; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. 790; Age Discrimination Act of 1975, as amended 42 U.S.C. 6101; Title IX of the Education Amendments of 1972, 20 U.S.C. 1681; Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, 42 U.S.C. 4601; Section 508 of the Rehabilitation Act of 1973, 29 U.S.C. 794d. Implementation  This statement will be signed by the Public Transportation Director of Person Area Transportation System, and re- signed whenever a new person assumes that position.  The signed statement will be posted on office bulletin boards, near the receptionist’s desk, in meeting rooms, inside vehicles, and disseminated within brochures and other written materials.  The core of the statement (signature excluded) will circulate internally within annual acknowledgement forms.  The statement will be posted or provided in languages other than English, when appropriate. 33 10    4.0 NOTICE OF NONDISCRIMINATION  Person Area Transportation System operates its programs and services without regard to race, color, national origin, sex, religion, age, and disability in accordance with Title VI of the Civil Rights Act and related statutes. Any person who believes she or he has been aggrieved by any unlawful discriminatory practice may file a complaint with Person Area Transportation System.  For more information on Person Area Transportation System’s civil rights program, and the procedures to file a complaint, contact 336-597-1771, (TTD 1-800-735-2962); email the Public Transportation Director, Glen LaBar Jr. at glabar@personcountync.gov; or visit our administrative office at 341 South Madison Blvd., Roxboro, NC 27573. For more information, visit www.personcounty.net.  If information is needed in another language, contact 336-599-8361  A complainant may file a complaint directly with the North Carolina Department of Transportation by filing with the Office of Civil Rights, External Civil Rights Section, 1511 Mail Service Center, Raleigh, NC 27699-1511, Attention: Title VI Nondiscrimination Program; phone: 919-508-1808 or 800-522-0453, or TDD/TTY: 800-735- 2962.  A complainant may file a complaint directly with the Federal Transit Administration by filing a complaint with the Office of Civil Rights, Attention: Title VI Program Coordinator, East Building, 5th Floor-TCR,1200 New Jersey Ave., SE, Washington, DC 20590. Implementation  The notice will be posted in its entirety on our website and in any documents and reports we distribute.  Ads in newspapers and other publications shall include the first three (3) bullets.  The statement will be posted or provided in languages other than English, when appropriate. 34 11    5.0 PROCEDURES TO ENSURE NONDISCRIMINATORY ADMINISTRATION OF PROGRAMS AND SERVICES We are committed to the nondiscriminatory administration of our programs and services. As with the implementation of our programs in general, organization-wide compliance is required. Thus, employees and staff will periodically be reminded of our Title VI nondiscrimination obligations through staff training and use of the Annual Education and Acknowledgment Form below. The Title VI Coordinator will periodically assess program operations to ensure that this policy is being followed. A single copy of the form is located in Appendix D. Annual Education and Acknowledgement Form Title VI Nondiscrimination Policy (Title VI and related nondiscrimination authorities) No person shall, on the grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity of a Federal-aid recipient. All employees and representatives of Person Area Transportation System are expected to consider, respect, and observe this policy in their daily work and duties. If any person approaches you with a civil rights-related question or complaint, please direct him or her to Glen LaBar Jr, Public Transportation Director at 336-330-2207. In all dealings with the public, use courtesy titles (e.g., Mr., Mrs., Miss, Dr.) to address or refer to them without regard to their race, color, national origin, sex, age or disability. Acknowledgement of Receipt of Title VI Program I hereby acknowledge receipt of Person Area Transportation System’s Title VI Program and other nondiscrimination guidelines. I have read the Title VI Program and I am committed to ensuring that no person is excluded from participation in or denied the benefits of Person Area Transportation System’s programs, policies, services and activities on the basis of race, color, national origin, sex, age, or disability, as provided by Title VI of the Civil Rights Act of 1964 and related nondiscrimination statutes. __________________________________________ ____________________ Signature Date Implementation  Periodically, but not more than once a year, employees and representatives will receive, review and certify commitment to the Title VI Program.  New employees shall be informed of Title VI provisions and expectations to perform their duties accordingly, asked to review the Title VI Program, and required to sign the acknowledgement form.  Periodic review of operational practices and guidelines by the Title VI Coordinator to verify compliance with the Title VI Program.  Signed acknowledgement forms and records of internal assessments will remain on file for at least three years. 35 12    6.0 CONTRACT ADMINISTRATION Person Area Transportation System ensures all contractors will fulfill their contracts in a nondiscriminatory manner. While contractors are not required to prepare a Title VI Program, they must comply with the nondiscrimination requirements of the organization to which they are contracted. PATS and its contractors will not discriminate in the selection and retention of contractors (at any level) or discriminate in employment practices in connection with any of our projects. 6.1 CONTRACT LANGUAGE During the performance of this contract, the contractor, for itself, its assignees and successors in interest (hereinafter referred to as the “contractor”) agrees as follows: (1) Compliance with Regulations: The contractor shall comply with the Regulation relative to nondiscrimination in Federally-assisted programs of the Department of Transportation (hereinafter, "DOT") Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time, (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract. (2) Nondiscrimination: The contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, national origin, sex, religion, age, or disability in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The contractor shall not participate either directly or indirectly in the discrimination prohibited by section 21.5 of the Regulations, including employment practices when the contract covers a program set forth in Appendix B of the Regulations. (3) Solicitations for Subcontractors, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor's obligations under this contract and the Regulations relative to nondiscrimination on the grounds of race, color, or national origin. (4) Information and Reports: The contractor shall provide all information and reports required by the Regulations or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Person Area Transportation System (PATS) or the North Carolina Department of Transportation (NCDOT), the Federal Highway Administration (FHWA) and/or Federal Transit Administration (FTA) to be pertinent to ascertain compliance with such Regulations, orders and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information the contractor shall so certify to PATS, or the NCDOT, FHWA and/or FTA as appropriate, and shall set forth what efforts it has made to obtain the information. (5) Sanctions for Noncompliance: In the event of the contractor's noncompliance with the nondiscrimination provisions of this contract, PATS shall impose such contract sanctions as it or the NCDOT, FHWA and/or FTA may determine to be appropriate, including, but not limited to: (a) withholding of payments to the contractor under the contract until the contractor complies, and/or (b) cancellation, termination or suspension of the contract, in whole or in part. (6) Incorporation of Provisions: The contractor shall include the provisions of paragraphs (1) through (6) in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The contractor shall take such action with respect to any subcontract or procurement as PATS or the NCDOT, FHWA and/or FTA may direct as a means of enforcing such provisions including sanctions for noncompliance: Provided, however, that, in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the contractor may request PATS to enter into such litigation to protect the interests of PATS, and, in addition, the contractor may request the United States to enter into such litigation to protect the interests of the United States. *The Contractor has read and is familiar with the terms above: _________________ Contractor’s Initials _________________ Date Implementation  The nondiscrimination language above (with initials line) will be appended to any existing contracts, purchase orders, and agreements that do not include it, and initialed by the responsible official of the other organization.  The nondiscrimination language above (without initials line) will be incorporated as standard language before the signature page of our standard contracts, purchase orders, and agreements. 36 13     The Title VI Coordinator will review existing contracts to ensure the language has been added. 6.2 NONDISCRIMINATION NOTICE TO PROSPECTIVE BIDDERS Person Area Transportation System, in accordance with Title VI of the Civil Rights Act of 1964 and related nondiscrimination authorities, and Title 49 Code of Federal Regulations, Parts 21 and 26, hereby notifies all bidders that it will affirmatively insure that in any contact entered into pursuant to this advertisement, minority and women business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award. Implementation  The nondiscrimination language above will be included in all solicitations for bids for work or material and proposals for negotiated agreements to assure interested firms that we provide equal opportunity and do not discriminate.  Outreach efforts will be made to minority and women-owned firms that work in requested fields, and documented.  Unless specifically required under Disadvantaged Business Enterprise (DBE) or Affirmative Action programs, all contractors will be selected without regard to their race, color, national origin, or sex. 37 14    7.0 EXTERNAL DISCRIMINATION COMPLAINT PROCEDURES These discrimination complaint procedures describe the process used by Person Area Transportation System (PATS) to process and investigate complaints of alleged discrimination filed under Title VI of the Civil Rights Act of 1964 and related nondiscrimination laws that are applicable to programs, services, and activities carried out by Person Area Transportation System. Complaints will be investigated by the appropriate authority. Upon completion of every investigation, PATS will inform the complainant of all avenues of appeal. PATS will make every effort to obtain early resolution of complaints at the lowest level possible. The option of informal mediation between the affected parties and PATS staff may be utilized for resolution. FILING OF COMPLAINTS 1. Applicability – The complaint procedures apply to the beneficiaries of PATS programs, activities, and services, such as the members of the public and any consultants/contractors hired by PATS. 2. Eligibility – Any person or class of persons who believes that he/she has been subjected to discrimination or retaliation prohibited by any of the Civil Rights authorities based upon race, color, sex, age, national origin, or disability, may file a written complaint with PATS. The law prohibits intimidation or retaliation of any sort. The complaint may be filed by the affected individual or a representative, and must be in writing. 3. Time Limits and Filing Options – A complaint must be filed no later than 180 calendar days after the following:  The date of the alleged act of discrimination; or  The date when the person(s) became aware of the alleged discrimination; or  Where there has been a continuing course of conduct, the date on which that conduct was discontinued or the latest instance of the conduct. Complaints may be submitted to the following entities:  Person Area Transportation System, Public Transportation System, 341 South Madison Blvd., Roxboro, NC 27573, Office: 336-597-1771, Fax: 336-330-2311  North Carolina Department of Transportation, Office of Civil Rights, External Civil Rights Section, 1511 Mail Service Center, Raleigh, NC 27699-1511; 919-508-1830 or toll free 800-522-0453  US Department of Transportation, Departmental Office of Civil Rights, External Civil Rights Programs Division, 1200 New Jersey Avenue, SE, Washington, DC 20590; 202-366-4070 Federal Transit Administration, Office of Civil Rights, ATTN: Title VI Program Coordinator, East Bldg. 5th Floor – TCR, 1200 New Jersey Avenue, SE, Washington, DC 20590 Federal Highway Administration, Office of Civil Rights, 1200 New Jersey Avenue, SE, 8th Floor, E81-314, Washington, DC 20590, 202-366-0693 / 366-0752 Federal Highway Administration, North Carolina Division Office, 310 New Bern Avenue, Suite 410, Raleigh, NC 27601, 919-747-7010 Federal Aviation Administration, Office of Civil Rights, 800 Independence Avenue, SW, Washington, DC 20591, 202-267-3258  US Department of Justice, Special Litigation Section, Civil Rights Division, 950 Pennsylvania Avenue, NW, Washington, DC 20530, 202-514-6255 or toll free 877-218-5228 4. Format for Complaints – Complaints shall be in writing and signed by the complainant(s) or a representative and include the complainant’s name, address, and telephone number. Complaints received by fax or e-mail will be acknowledged and processed. Allegations received by telephone or in person will be reduced to writing, may be recorded and will be provided to the complainant for confirmation or revision before processing. Complaints will be accepted in other languages, including Braille. 5. Discrimination Complaint Form – The Discrimination Complaint Form is consistent with the Nondiscrimination Assurance in Group 01.D of the FTA Certifications & Assurances. 6. Complaint Basis – Allegations must be based on issues involving race, color, national origin, sex, age, or disability. The term “basis” refers to the complainant’s membership in a protected group category. 38 15    Protected Categories Definition Examples Applicable Statutes and Regulations FHWA FTA Race An individual belonging to one of the accepted racial groups; or the perception, based usually on physical characteristics that a person is a member of a racial group Black/African American, Hispanic/Latino, Asian, American Indian/Alaska Native, Native Hawaiian/Pacific Islander, White Title VI of the Civil Rights Act of 1964; 49 CFR Part 21; 23 CFR 200 Title VI of the Civil Rights Act of 1964; 49 CFR Part 21; Circular 4702.1B Color Color of skin, including shade of skin within a racial group Black, White, brown, yellow, etc. National Origin Place of birth. Citizenship is not a factor. Discrimination based on language or a person’s accent is also covered. Mexican, Cuban, Japanese, Vietnamese, Chinese Sex Gender Women and Men 1973 Federal- Aid Highway Act Title IX of the Education Amendments of 1972 Age Persons of any age 21 year old person Age Discrimination Act of 1975 Disability Physical or mental impairment, permanent or temporary, or perceived. Blind, alcoholic, para- amputee, epileptic, diabetic, arthritic Section 504 of the Rehabilitation Act of 1973; Americans with Disabilities Act of 1990 Complaint Processing 1. When a complaint is received by PATS, a written acknowledgment and a Consent Release form will be mailed to the complainant within ten (10) business days by registered mail. 2. PATS cannot investigate Title VI complaints filed against itself, but can investigate ADA complaints against itself. PATS will consult with the NCDOT External Civil Rights Section to determine the acceptability and jurisdiction of all complaints received. (Note: If NCDOT has jurisdiction, the External Civil Rights Section will be responsible for the remainder of this process. PATS will record the transfer of responsibility in its complaints log). 3. Additional information will be requested if the complaint is incomplete. The complainant will be provided 15 business days to submit any requested information and the signed Consent Release form. Failure to do so may be considered good cause for a determination of no investigative merit. 4. Upon receipt of the requested information and determination of jurisdiction, PATS will notify the complainant and respondent of whether the complaint has sufficient merit to warrant investigation. 5. If the complaint is investigated, the notification shall state the grounds of PATS’ jurisdiction, while informing the parties that their full cooperation will be required in gathering additional information and assisting the investigator. 6. If the complaint does not warrant investigation, the notification to the complainant shall specifically state the reason for the decision. Complaint Log 1. When a complaint is received by PATS, the complaint will be entered into the Discrimination Complaints Log with other pertinent information, and assigned a Case Number. (Note: All complaints must be logged). 2. The complaints log will be submitted to the NCDOT’s Civil Rights office during Title VI compliance reviews. (Note: NCDOT may also be request the complaints log during pre-grant approval processes). 3. The Log Year(s) since the last submittal will be entered (e.g., 2012-2015, 2014-2015, FFY 2015, or 2015) and the complaints log will be signed before submitting the log to NCDOT. 4. When reporting no complaints, check the No Complaints or Lawsuits box and sign the log. 39 16    Person Area Transportation System (PATS) DISCRIMINATION COMPLAINT FORM Any person who believes that he/she has been subjected to discrimination based upon race, color, religion, sex, age, national origin, or disability may file a written complaint with Person Area Transportation System (PATS), within 180 days after the discrimination occurred. Last Name: First Name: Male Female Mailing Address: City State Zip Home Telephone: Work Telephone: E-mail Address Identify the Category of Discrimination: RACE COLOR NATIONAL ORIGIN AGE RELIGION DISABILITY SEX *NOTE: Title VI bases are race, color, national origin. All other bases are found in the “Nondiscrimination Assurance” of the FTA Certifications & Assurances. Identify the Race of the Complainant Black White Hispanic Asian American American Indian Alaskan Native Pacific Islander Other _________________ Date and place of alleged discriminatory action(s). Please include earliest date of discrimination and most recent date of discrimination. Names of individuals responsible for the discriminatory action(s): How were you discriminated against? Describe the nature of the action, decision, or conditions of the alleged discrimination. Explain as clearly as possible what happened and why you believe your protected status (basis) was a factor in the discrimination. Include how other persons were treated differently from you. (Attach additional page(s), if necessary). The law prohibits intimidation or retaliation against anyone because he/she has either taken action, or participated in action, to secure rights protected by these laws. If you feel that you have been retaliated against, separate from the discrimination alleged above, please explain the circumstances below. Explain what action you took which you believe was the cause for the alleged retaliation. Names of persons (witnesses, fellow employees, supervisors, or others) whom we may contact for additional information to support or clarify your complaint: (Attached additional page(s), if necessary). Name Address Telephone 1. 2. 3. 4. 40 17    DISCRIMINATION COMPLAINT FORM Have you filed, or intend to file, a complaint regarding the matter raised with any of the following? If yes, please provide the filing dates. Check all that apply. NC Department of Transportation Federal Transit Administration Federal Highway Administration US Department of Transportation Federal or State Court Other Have you discussed the complaint with any Person Area Transportation System (PATS) representative? If yes, provide the name, position, and date of discussion. Please provide any additional information that you believe would assist with an investigation. Briefly explain what remedy, or action, are you seeking for the alleged discrimination. **WE CANNOT ACCEPT AN UNSIGNED COMPLAINT. PLEASE SIGN AND DATE THE COMPLAINT FORM BELOW. _________________________________________________________________ COMPLAINANT’S SIGNATURE __________________________________ DATE MAIL COMPLAINT FORM TO: Person Area Transportation System Attention: Glen LaBar Jr. Public Transportation Director 341 South Madison Blvd. Roxboro, North Carolina 27573 336-597-1771 or 336-330-2207 FOR OFFICE USE ONLY Date Complaint Received: Processed by: Case #: Referred to: NCDOT FTA Date Referred: 41 18  DISCRIMINATION COMPLAINTS LOG Log Year(s): CASE NO. COMPLAINANT NAME RACE/ GENDER RESPONDENT NAME BASIS DATE FILED DATE RECEIVED ACTION TAKEN DATE INVESTIG. COMPLETED DISPOSITION No Complaints or Lawsuits I certify that to the best of my knowledge, the above described complaints or lawsuits alleging discrimination, or no complaints or lawsuits alleging discrimination, have been filed with or against Person Area Transportation System since the previous Title VI Program submission to NCDOT. _______________________________________________________________ ______________________________ Signature of Title VI Coordinator or Other Authorized Official Date _______________________________________________________________ Print Name and Title of Authorized Official42 19    INVESTIGATIVE GUIDANCE A. Scope of Investigation – An investigation should be confined to the issues and facts relevant to the allegations in the complaint, unless evidence shows the need to extend the issues. B. Developing an Investigative Plan – It is recommended that the investigator prepares an Investigative Plan (IP) to define the issues and lay out the blueprint to complete the investigation. The IP should follow the outline below: 1. Complainant(s) Name and Address (Attorney name and address if applicable) 2. Respondent(s) Name and Address (Attorney for the Respondent(s) name and address) 3. Applicable Law(s) 4. Basis/(es) 5. Allegation(s)/Issue(s) 6. Background 7. Name of Persons to be interviewed a. Questions for the complainant(s) b. Questions for the respondent(s) c. Questions for witness(es) 8. Evidence to be obtained during the investigation a. Issue – Complainant allege that there are only six African American contractors participating in the highway construction industry in the State and their contract awards are very small. i. Documents needed: documents which show all DBE firms which currently have contracts and must include the following 1) name and race of DBE firm; 2) Date of initial certification into the DBE program; 3) type of business; 4) contracts awarded anytime during the period to the present; 5) dollar value of contract. C. Request for Information – The investigator should gather data and information pertinent to the issues raised in the complaint. D. Interviews – Interviews should be conducted with the complainant, respondent, and appropriate witnesses during the investigative process. Interviews are conducted to gain a better understanding of the situation outlined in the complaint of discrimination. The main objective during the interview is to obtain information that will either support or refute the allegations. E. Developing an Investigative Report – The investigator should prepare an investigative report setting forth all relevant facts obtained during the investigation. The report should include a finding for each issue. A sample investigative report is provided below. 43 20    8.0 SERVICE AREA POPULATION CHARACTERISTICS To ensure that Title VI reporting requirements are met, Person Area Transportation System will collect and maintain population data on potential and actual beneficiaries of our programs and services. This section is intended as a compilation of relevant population characteristics from our overall service area. This data will provide context to the Title VI Nondiscrimination Program and be used to ensure nondiscrimination and improve public outreach initiatives and delivery of ongoing programs. 8.1 RACE AND ETHNICITY The following table was completed using data from Census Table QT-P3, Race and Hispanic or Latino Origin: 2010: Race and Ethnicity Number Percent Total Population 15,284 100 White 8,427 98.2 Black or African American 5,918 38.7 American Indian or Alaska Native 83 0.5 Asian 59 0.4 Native Hawaiian and Other Pacific Islander 3 0.0 Some other Race 518 3.4 Two or More Races 55 0.4 HISPANIC OR LATINO (of any race) 15,284 100 Mexican 754 4.9 Puerto Rican 44 0.3 Cuban 12 0.1 Other Hispanic or Latino 149 1.0 8.2 AGE & SEX The following table was completed using data from Census Table QT-P1, Age Groups and Sex: 2010: Age Number Percent Both sexes Male Female Both sexes Male Female Total Population 39,464 19,137 20,327 100% 100% 100%  Under 5 years 2,369 1,186 1,183 6.0 6.2 5.8 Under 18 years 9,114 4,662 4,452 23.1 24.4 21.9 18 to 64 years 24,357 11,946 12,411 61.7 62.4 61.1 65 years and over 5,993 2,529 3,464 15.2 13.2 17.0 Median Age 41.4 40.1 42.8 44 21    8.3 POVERTY The following table was completed using data from Census Table S1701, Poverty Status in the Past 12 Months: Subject Total Below poverty level Percent below poverty level Estimate Margin of Error +/- Estimate Margin of Error +/- Estimate Margin of Error +/- Population for whom poverty status is determined 38,780 +/-203 7,708 +/‐1,013  19.9%  +/‐2.6  AGE     Under 18 8,632 +/-94 2,347 +/-418 27.2% +/-4.8 18 to 64 8,475 +/-170 2,190 +/-439 25.8% +/-5.0 65 years and over 23,818 +/-108 4,592 +/-673 19.3% +/-2.8 SEX Male 18,874 +/-119 3,574 +/-537 18.9% +/-2.8 Female 19,906 +/-154 4,134 +/-594 20.8% +/-3.0 RACE AND HISPANIC OR LATINO ORIGIN White alone 26,674 +/-308 3,742 +/-708 14.0% +/-2.6 Black or African American alone 10,634 +/-162 3,534 +/‐603  33.2%  +/‐5.6  American Indian and Alaska Native alone 372 +/-104 110 +/-105 29.6% +/-21.9 Asian alone 158 +/-35 0 +/-25 0.0% +/-18.5 Native American and Other Pacific Islander alone 0 +/-25 0 +/-25 - ** Some other Race alone 597 +/-255 234 +/-110 39.2% +/-19.4 Two or more races 345 +/-153 88 +/-82 25.5% +/-19.2 Hispanic or Latino Origin (of any race) 1,630 +/-30 549 +/-260 33.7% +/-16.0 RACE AND HISPANIC OR LATINO ORIGIN All individuals below: 50 percent of poverty level 3,280 +/-544 (X) (X) (X) (X) 125 percent of poverty level 10,084 +/-1,077 (X) (X) (X) (X)  150 percent of poverty level 11,943 +/-1,008 (X) (X) (X) (X)  185 percent of poverty level 15,081 +/-999 (X) (X) (X) (X)  200 percent of poverty level 16,198 +/-972 (X) (X) (X) (X)  300 percent of poverty level 23,828 +/-1,022 (X) (X) (X) (X)  400 percent of poverty level 29,589 +/-792 (X) (X) (X) (X)  500 percent of poverty level 33,159 +/-686 (X) (X) (X) (X)  45 22    8.4 HOUSEHOLD INCOME The following table was completed using data from Census Table S1901, Income in the Past 12 Months (In 2013 Inflation- Adjusted Dollars): Subject Households Estimate Margin of Error +/- Total 3,039 +/-220 Less than $10,000 17.1% +/-5.0 $10,000 to $14,999 14.9% +/-5.4 $15,000 to $24,999 27.3% +/-5.9 $25,000 to $34,999 12.5% +/-4.7 $35,000 to $49,999 12.8% +/-3.8 $50,000 to $74,999 7.8% +/-2.8 $75,000 to $99,999 4.5% +/-2.3 $100,000 to $149,999 2.2% +/-3.5% $150,000 to $199,999 1.0% +/-0.7 $200,000 or more 0.0% +/-1.1 Median income (dollars) 21,076 +/-3,440 Mean income (dollars) 30,320 +/-2,887 8.5 POPULATION LOCATIONS Federal-aid recipients are required to know the characteristics and locations of populations they serve, particularly by race/ethnicity, poverty and limited English proficiency. This can be accomplished through maps that overlay boundaries and demographic features on specific communities. 9.0 TITLE VI EQUITY ANALYSES (AND ENVIRONMENTAL JUSTICE ASSESSMENTS) As required under FTA C 4702.1B and 4703.1, Title VI equity and environmental justice (EJ) analyses will be conducted whenever we plan to construct (or modify) a facility, such as a vehicle storage facility, maintenance facility, operation center, etc., or when there will be a change in fares. These studies will be conducted to see if the change could result in either a disparate impact based on race, color or national origin (Title VI) or a disproportionately high and adverse impact to minority and/or low-income populations (EJ). Thus, they will look at various alternatives before selecting a site for the facility. Project-specific demographic data will be collected on potentially affected communities and their involvement in associated decision-making activities will be documented. Specific studies will be made available to oversight agencies during compliance reviews or to evidence our due diligence should a complaint be filed in relation to the location and effect of a proposed facility or fare increases. Project-related equity and EJ studies will remain on file indefinitely. 46 23    10.0 PUBLIC INVOLVEMENT 10.1 INTRODUCTION Person Area Transportation (PATS) involves the public in addressing Title VI in decision-making. Recipients engaged in planning and other decision-making must have a documented public participation process. Adequate notice of public participation is needed for the public review and comments are a key decision point. Person Area Transportation (PATS) is commitment to determining the most effective outreach methods for our public by having open meetings to the public and accessible facilities and sign language interpreter for hearing impairments. This Public Participation Plan describes how Person Area Transportation System (PATS) will disseminate vital agency information and engage the public by seeking out and considering the needs and input of interested parties and those traditionally underserved, such as minority and limited English proficient persons, who may face challenges accessing programs and other services. General public involvement practices will include:  Scheduling meetings at times and locations that are convenient and accessible for minority and LEP communities.  Employing different meeting sizes, groups and formats.  Coordinating with community- and faith-based organizations, educational institutions, and other entities to implement public engagement strategies that reach out specifically to members of affected minority and/or LEP communities.  Providing opportunities for public participation through means other than written communication.  Considering radio, television, or newspaper ads on stations and in publications that serve LEP populations. 10.2 PUBLIC NOTIFICATION Passengers and other interested persons will be informed of their rights under Title VI and related authorities with regard to our program. The primary means of achieving this will be posting and disseminating the policy statement and notice as stipulated in Sections 3.0 and 4.0, respectively. Additional measures may include openly stating our obligations and the public’s rights at meetings, placing flyers at places frequented by targeted populations. 10.3 DISSEMINATION OF INFORMATION Information on Title VI and other programs will be crafted and disseminated to employees, and the general public. Public dissemination efforts may vary depending on factors present, but will generally include: posting public statements setting forth our nondiscrimination policy in eye-catching designs and locations; placing brochures in public places, such as government offices, transit facilities, and libraries; having nondiscrimination language within contracts; including nondiscrimination notices in meeting announcements and handouts; and displaying our Notice of Nondiscrimination in our PATS vehicles. At a minimum, nondiscrimination information will be disseminated on our website and on posters in conspicuous areas at our office. 10.4 MEETINGS AND OUTREACH There are many ways to approach the public involvement. We try to reach out and engage the public participation and audiences, including traditionally underserved and excluded populations (i.e., minorities, youth, low-income, the disabled, etc.) will include the following: Public Relations and Outreach Public relations and outreach (PRO) strategies aim to conduct well-planned, inclusive and meaningful public participation events that bring good relations and mutual trust through shared decision-making with the communities we serve. 47 24     We will seek out and facilitate the involvement of those potentially affected.  Public events will aim to be fun, and educational for all, rather than confrontational and prescriptive.  Media plans will typically involve multiple channels of communication like mailings, radio, TV, and newspaper ads.  Abstract objectives will be avoided in meeting announcements.  Efforts will be made to show how the input of participants can, or did, influence final decisions.  We will do our best to form decision-making committees that relate to the populations we serve.  We will seek out and identify community contacts and partner with local community- and faith-based organizations that can represent, and help us disseminate information to, target constituencies.  Demographic data will be requested during public meetings, surveys, and from community contacts and committee members. Public Meetings “Public meeting” refers to any meeting open to the public, such as hearings, charrettes, open house and board meetings.  Public meetings will be conducted at times, locations, and facilities that are convenient and accessible.  Meeting materials will be available in a variety of predetermined formats to serve diverse audiences.  An assortment of advertising means may be employed to inform the community of public meetings.  Assistance to persons with disabilities or limited English proficiency will be provided, as required. Small Group Meetings A small group meeting is a targeted measure where a meeting is held with a specific group, usually at their request or consent. These are often closed meetings, as they will typically occur on private property at the owner’s request.  If it is determined that a targeted group has not been afforded adequate opportunities to participate, the group will be contacted to inquire about possible participation methods, including a group meeting with them individually.  Unless unusual circumstances or safety concerns exist, hold the meeting at a location of the target group’s choosing.  Share facilitation duties or relinquish them to members of the target group.  Small group discussion formats may be integrated into larger group public meetings and workshops. When this occurs, the smaller groups will be as diverse as the participants in the room. Community Surveying  Opinion surveys will occasionally be used to obtain input from targeted groups or the general public on their transportation needs, the quality or costs of our services, and feedback on our public outreach efforts.  Surveys may be conducted by using the drivers to distribute on the PATS vehicles, and/or with assistance from other local agencies like social services. 10.5 SUMMARY OF THE LANGUAGE ASSISTANCE PLAN COMPONENTS   Limited English Proficient (LEP) persons refers to persons for whom English is not their primary language who have a limited ability to read, write, speak, or understand English. It includes people who reported to the U.S. Census that they speak English less than very well, not well, or not at all. In an effort to comply with DOT’s LEP policy guidance and Executive Order 13166, this section of our public participation plan outlines the steps we will take to ensure meaningful access to all benefits, services, information, and other important portions of our programs and activities by individuals who are limited-English proficient. Accordingly, a four factor analysis 48 25    was conducted to determine the specific language services appropriate to provide, and to whom, to inform language assistance planning and determine if our communication with LEP persons is effective. Four Factor Analysis This Four Factor Analysis is an individualized assessment that balances the following four factors: (1) The number or proportion of LEP persons eligible to be served or likely to be encountered by a program, activity, or service of the recipient or grantee; (2) The frequency with which LEP individuals come in contact with the program; (3) The nature and importance of the program, activity, or service provided by the recipient to people’s lives; and (4) The resources available to the recipient and costs. Item #1 – Results of the Four Factor Analysis (including a description of the LEP population(s)  served) LANGUAGE SPOKEN AT HOME Estimate Margin of Error Percent of Population Margin of Error Total (population 5 years and over): 37,092 +/- 9 100% (X) Speak only English 35,389 +/- 251 % +/- %  Spanish or Spanish Creole: 1,447 +/- 221 % +/- %  Speak English "very well" 824 +/- 203 % +/- %  Speak English less than "very well" 623 +/- 196 % +/- %   Factor 1 – Demography  Person Area Transportation System contracts with Human Services Organizations to help  provide transportation for the residents in Person County.     The US Census Bureau – American Fact Finder (2008‐2012) reports there are numerous  languages spoken in Person County. Some of these languages include Spanish, Asian, Chinese,  Korean, Filipino, and Vietnamese. After English, the second largest language group is Spanish.    The Safe Harbor Threshold is calculated by dividing the population estimate for a language  group that “speaks English less then very well” by the total population of the county. The LEP  Safe Harbor Threshold provision stipulates that for each LEP group that meets the LEP language  threshold (5% or 1,000 individuals, whichever is less), Person Area Transportation System must  provide translation of vital documents in written format for non‐English speaking persons.     In Person County, with a population estimate of 39,409, 1812 persons have identified  themselves as Spanish speaking and “speaks English less than well”. This language group is less  than 1% and below the 5% or 1,000 person threshold. This means Person Area Transportation  System is not required to provide written translation of vital documents. All of the other  language groups listed above are also below the safe harbor threshold. This means, at this time,  Person Area Transportation System is also not required to provide written translation of vital  documents in these languages.    49 26    In the future, if Person Area Transportation System meets the Safe Harbor Threshold for any  language group, it will provide written translation of vital documents in such languages and also  consider measures needed for oral interpretation.     Factor 2 – Frequency  Person Area Transportation System will be trained on what to do when they encounter a  person that speaks English less than well.  Person Area Transportation System will track the  number of encounters and consider making adjustments as needed to its outreach efforts to  ensure meaningful access to all persons and specifically to LEP and minority populations of  Person Area Transportation System’s programs and services.     Person Area Transportation System Annually distributes a simple survey card with two  questions in English and in Spanish:    1. What purpose do you often use our services? (examples: medical, employment,  shopping, recreation, and college)  2. How often a week are you using our services?    Person Area Transportation System has encountered (4) four LEP persons using the service  within the last six months.  Person Area Transportation System has an open door policy and will provide rides to any  person who requests a ride. If an individual has speech limitations, the dispatcher or driver will  work with the Public Transportation Director, if needed to ensure the individual receives access  to the transportation service.     Factor 3 – Importance  Person Area Transportation System understands an LEP person with language barrier  challenges also faces difficulties obtaining health care, education or access to employment. A  transportation system is a key link to connecting LEP persons to these essential services.    Person Area Transportation System has identified activities and services which would have  serious consequences to individuals if language barriers prevented access to information or the  benefits of those programs. The activities and services include providing emergency evacuation  instructions in our facilities, stations and vehicles and providing information to the public on  security awareness or emergency preparedness. Twice a year we sent out Complementary  Service Surveys.    1. Would you recommend Person Area Transportation System services to your family and  friends?  2. Would you recommend the Roxboro Uptown Shuttle to your family and friends?  3. Have you been satisfied with either/both services on a scale from 1 to 5, with 1 being  the lowest (not satisfied) and 5 being the highest (very satisfied).    50 27    Person Area Transportation System’s assessment of what programs, activities and services that  are most critical included contact with community organization(s) that serve LEP persons, as  well as contact with LEP persons themselves to obtain information on the importance of the  modes or the types of services that are provided to the LEP populations.     Factor 4 – Resources and Costs  Even though Person Area Transportation System does not have a separate budget for LEP  outreach, the county has worked with us to implement low cost methods of reaching LEP  persons. For example, the Person Area Transportation System has a Spanish speaking person on  staff at Department of Social Services that handles Medicaid Transportation. This has ensured  Person Area Transportation System can provide assistance to LEP Spanish‐speaking persons, if  needed. In addition, Person Area Transportation System works with local advocacy groups to  reach LEP populations.  Item # 2 ‐Description of how Language Assistance Services are Provided, by Language Person Area Transportation System works with our Department of Social Services to ensure  mechanisms are in place to reach LEP persons in the service area. For example, the Person Area  Transportation System has a special brochure printed and is available to assist LEP populations  in understanding the transportation service.  Item # 3 ‐  Description of how LEP Persons are Informed of the Availability of Language  Assistance Service    Person Area Transportation System does the following to inform LEP persons of the availability  of language assistance services: publishing flyers telling how the system works in languages  other than English. Staff works with Health Department and Social Services to provide  information to LEP persons.  Person Area Transportation System will continue to reach out to LEP populations by visiting  local elder housing sites with concentrations of Latinos as well as local non‐English speaking  churches.     Item # 4 – Description of how the Language Assistance Plan is Monitored and Updated    Person Area Transportation System reviews its plan on an annual basis and meet with their  contract people at the Health Department and Department of Social Services. In particular,  Person Area Transportation System will evaluate the information collected on encounters with  LEP persons as well as public outreach efforts to determine if adjustments should be made to  the delivering of programs and services to ensure meaningful access to minority and LEP  persons.         51 28    Item # 5 ‐  Description of the procedures PATS uses to ensure nondiscriminatory  administration of programs and services needs to be provided    Person Area Transportation System employees are oriented on the principles of Title VI and  Person Area Transportation System’s Language Assistance Plan. New employees will be  provided guidance on the needs of clients served and how best to meet their needs. Person  Area Transportation System will also educate its staff on Title VI requirements, and specifically  LEP provisions. An annual acknowledge form will be disseminated for evidence of  understanding.  An important discussion point is that of language assistance. If a driver, dispatcher or employee  needs further assistance related to LEP program participants, her/she will work with Person  Area Transportation System’s Public Transportation Director to identify strategies to meet the  language needs of the participants of the program or service.    As part of our annual meeting, if relevant, Person Area Transportation System will meet with its  staff to discuss updates on Person Area Transportation System’s Language Assistance Plan.    Language Assistance Plan  As a result of the above four factor analysis, a Language Assistance Plan (LAP) was not required. However, reasonable attempts will be made to accommodate any persons encountered who require written translation or oral interpretation services. Plan Components  As a recipient of federal US DOT funding, Person Area Transportation System is required to take  reasonable steps to ensure meaningful access to our programs and activities by limited‐English  proficient (LEP) persons.      Limited English Proficient (LEP): Refers to persons for whom English is not their primary  language and who have a limited ability to read, write, speak or understand English. This  includes those who have reported to the U.S. Census that they speak English less than very well,  not well, or not at all.     Person Area Transportation System’s Language Assistance Plan includes the following  elements:    1. The results of the Four Factor Analysis, including a description of the LEP population(s),  served.   2. A description of how language assistance services are provided by language  3. A description of how LEP persons are informed of the availability of language assistance  service  4. A description of how the language assistance plan is monitored and updated  52 29    5. A description of how employees are trained to provide language assistance to LEP  persons  6. Additional information deemed necessary    Additional Required Elements     In addition to the Four Factor Analysis (listed below as item #1), the Person Area Transportation  System will address the following elements:    Item #2:  A description of how language assistance services are provided by  language    Item #3:   A description of how LEP persons are informed of the availability of  language assistance service    Item #4:  A description of how the language assistance plan is monitored and  updated    Item #5:   A description of how employees are trained to provide language  assistance to LEP persons  And, any additional information deemed necessary.                           53 30      10.6  Demographic Request  The following form was used to collect required data on Key Community Contacts and nonelected committee members. A single copy of the “Demographic Request” form is located in Appendix E Person Area Transportation System is required by Title VI of the Civil Rights Act of 1964 and related authorities to record demographic information on members of its boards and committees. Please provide the following information: Race/Ethnicity: White Black/African American Asian American Indian/Alaskan Native Native Hawaiian/Pacific Islander Hispanic/Latino Other (please specify): __________________ National Origin: (if born outside the U.S.) Mexican Central American: _____________________ South American: ____________________ Puerto Rican Chinese Vietnamese Korean Other (please specify): __________________ Gender: Male Female Age: Less than 18 45-64 18-29 65 and older 30-44 Disability: Yes No I choose not to provide any of the information requested above: Completed forms will remain on file as part of the public record. For more information regarding Title VI or this request, please contact the Person Area Transportation System at 336-597-1771 or by Fax: 336-330-2311 Please sign below acknowledging that you have completed this form. Thank you for your participation! Name (print): _________________________________________________________ Signature: ___________________________________________________________ Implementation  Forms will be completed prior to triennial Title VI compliance reviews and remain on file for three years.  All new and existing members of appointed decision-making boards or committees will be required to complete this form for reporting purposes.  If a member, for whatever reason, selects “I choose not to provide any of the information requested above,” they will have also completed the form.  If a member chooses not to provide any of the information on the form, the Title VI Coordinator will be permitted to indicate that member’s race and gender, based on the Coordinator’s best guess.  Data from these forms will be used to complete the Demographic Request Table in Appendix E  Once a new member submits this form, the Demographic Request Table for the associated committee will be updated. 54 31    10.7 KEY COMMUNITY CONTACTS Contact Name Community Name Interest or Affiliation Also a Committee Member? (Y/N) Maynell Harper Senior Center Aging Y John Hill Parks and Recreation Community Programs Y Ronnie Dunevant Roots and Wings Youth N Lee Thomas Kiwan’s Community Projects N Contact information for key community contacts is not public information and is maintained outside of this document. Any staff member who wishes to contact anyone listed above must request that information from the Title VI Coordinator. 10.8 SUMMARY OF OUTREACH EFFORTS MADE SINCE THE LAST TITLE VI PROGRAM SUBMISSION The following format will be used to report all outreach efforts made since our last NCDOT Title VI Compliance Review. All meetings and disseminations of information shall enable collection of information for the table below: Meeting  Date Meeting Time Event  Target  Audience  Meeting  Purpose  Information  Disseminated    11/21/2016  6:00pm – 7:00pm  Kiwanis  Public  Focus Group  Projects  1/5/2017  3:00  pm – 5:00pm  SC Aging Plan  Elderly  Planning  Schedules /  Routes  1/13/2017  9:00am – 11:00am  Roots & Wings  Youth  Focus Group  Transit Routes  11.0 STAFF TRAINING All employees will receive basic Title VI training at least once every three years. New hires will receive this training within 15 days of their start date. Basic training will cover all sections of this Plan and our overall Title VI obligations. Staff may receive specialized training on the application of Title VI in their specific work areas. Those who routinely encounter the public, such as office personnel, call center staff, and vehicle drivers, will receive annual refresher training. Trainings will be provided or organized by the Title VI Coordinator, and will often coincide with updates to our nondiscrimination policies and procedures. Records of staff trainings will be remain on file for at least three years (and in personnel files), and will include agendas, sign-in sheets, copies of calendars, and any certificates issued 12.0 NONELECTED BOARDS AND COMMITTEES – BY RACE AND GENDER The table below depicts race and gender compositions for each of our nonelected (appointed) decision-making bodies. Refer to Appendix F Minority Representation Information Form for member names and full demographics for each committee. Body Male % Female % Caucasian % African American % Asian American % Native American % Other % Hispanic % Service Area Population Transit Advisory Board 50% 50% 80% 10% 10% 55 32    Strategies for Representative Committees We will seek minority participation and strive for committees that are representative of our constituencies by:  Openly asking public and small group meeting participants if they would be interested in serving on a committee.  Seeking referrals from local organizations and key community contacts that serve or represent minorities.  Exploring different types of committees, such as ad hoc minority- or youth-only Citizen Advisory Committees.  Outreach efforts and responses (or lack thereof from those asked to serve or refer others) will be documented. 13.0. RECORD-KEEPING AND REPORTS Records will be kept to document compliance with the requirements of the Title VI Program. Unless otherwise specified, Title VI-related records shall be retained indefinitely. These records will made available for inspection by authorized officials of the NCDOT and/or FTA. As a subrecipient of FTA funds through NCDOT, we are required to submit a Title VI Program update to NCDOT every three years, the next of which is due in 2020. Reports on Title VI-related activities and progress to address findings identified in civil rights compliance reviews and assessments may also be submitted on an as-requested basis. It will occasionally be necessary to update this program plan and its component parts (e.g., complaints, Public Involvement, and LEP), applicable documents, and responsible officials. Updates will be submitted to NCDOT for review and approval. In addition to other items throughout this plan, records and reports due at the time of compliance reviews or investigations will include: Compliance Reviews  Title VI Program Plan  List of civil rights trainings provided or received  Summaries from any internal reviews conducted  Ads and notices for specific meetings  Findings from reviews by any other external agencies  Title VI equity analyses and EJ assessments  Discrimination Complaints Log Complaint Investigations  Investigative Reports  Discrimination complaint, as filed  List of interviewees (names and affiliations)  Supporting Documentation (e.g., requested items, photos taken, dates and methods of contact, etc.) [Any PTD reporting expectations, such as related quarterly or annual reports, public outreach or actual LEP expenses, etc…] 56 33    Appendix A Applicable Nondiscrimination Authorities During the implementation of this Title VI Program, the organization, for itself, its assignees and successors in interest, is reminded that it has agreed to comply with the following non-discrimination statutes and authorities, including but not limited to:  Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21.  The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);  Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27;  The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);  The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal- aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);  Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49 C.P.R. parts 37 and 38;  Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).  Title VII of the Civil Rights Act of 1964 (42 U.S.C. § 2000e et seq., Pub. L. 88-352), (prohibits employment discrimination on the basis of race, color, religion, sex, or national origin);  49 CFR Part 26, regulation to ensure nondiscrimination in the award and administration of DOT-assisted contracts in the Department's highway, transit, and airport financial assistance programs;  Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;  Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);  Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex);  Airport and Airway Improvement Act of 1982, (49 USC § 4 71, Section 4 7123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex);  The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex). 57 34  Appendix B Organizational Chart ORGANIZATIONAL STRUCTURE Fiscal Year 2019 and forward County Manager Assistant County Manager Transportation Advisory Board Public Transportation Director Senior Administrative Support Assistant Clerk / Dispatcher Transit Specialists Title VI Coordinator  (Public Transportation  Director) 58 35    Appendix C NCDOT’s Compliance Review Checklist for Transit I. Program Administration (General Requirements) Requirement: FTA C 4702.1B – Title VI Requirements and Guidelines for FTA Recipients, Chapter III – General Requirements and Guidelines. Note: Every NCDOT subrecipient receiving any of the FTA Formula Grants listed above must complete this section. Requested Items (Please attach electronic documents (.pdf, .doc, etc.) or provide links to online versions) Completed 1. A copy of the recipient’s signed NCDOT’s Title VI Nondiscrimination Agreement 2. Title VI Policy Statement (signed) 3. Title VI Notice to the Public, including a list of locations where the notice is posted 4. Type the name and title of your Title VI Coordinator and attach a list of their Title VI duties Glen LaBar Jr., Public Transportation Director: 5. Title VI Complaint Procedures (i.e., instructions to the public regarding how to file a Title VI discrimination complaint) 6. Title VI Complaint Form 7. List of transit-related Title VI investigations, complaints, and lawsuits (i.e., discrimination complaints log) 8. Public Participation Plan, including information about outreach methods to engage traditionally underserved constituencies (e.g., minorities, limited English proficient populations (LEP), low- income, disabled), as well as a summary of outreach efforts made since the last Title VI Program submission 9. Language Assistance Plan for providing language assistance to persons with limited English proficiency (LEP), based on the DOT LEP Guidance, which requires conducting four-factor analyses 10. A table depicting the membership of non-elected committees and councils, the membership of which is selected by the recipient, broken down by race, and a description of the process the agency uses to encourage the participation of minorities on such committees 11. A copy of board meeting minutes, resolution, or other appropriate documentation showing the board of directors or appropriate governing entity or official(s) responsible for policy decisions reviewed and approved the Title VI Program 12. A description of the procedures the agency uses to ensure nondiscriminatory administration of programs and services 13. If you pass through FTA funds to other organizations, include a description of how you monitor your subrecipients for compliance with Title VI, and a schedule for your subrecipients’ Title VI Program submissions.  No Subrecipients 14. A Title VI equity analysis if you have constructed or conducted planning for a facility, such as a vehicle storage facility, maintenance facility, operation center, etc.  No Facilities Planned or Constructed 15. Copies of environmental justice assessments conducted for any construction projects during the past three years and, if needed based on the results, a description of the program or other measures used or planned to mitigate any identified adverse impact on the minority or low- income communities  No Construction Projects 59 36    16. If the recipient has undergone a Title VI Compliance Review in the last 3 years, please indicate the year of the last review and who conducted it. 2017/Christian Banks: II. Transit Providers Requirement: FTA C 4702.1B, Chapter IV – Requirements and Guidelines for Fixed Route Transit Providers. Note: All NCDOT subrecipients that provide fixed route public transportation services (e.g., local, express or commuter bus; bus rapid transit; commuter rail; passenger ferry) must complete this section.  Not Applicable (Check this box if you do not provide fixed route services, and skip questions 17 and 18. This section does not apply to you if you only provide demand response services.) Requested Items (Please attach electronic documents (.pdf, .doc, etc.) or provide links to online versions) Completed 17. Service standards (quantitative measures) developed for each specific fixed route mode that the recipient provides (standards may vary by mode) must be submitted for each of the following indicators:  Vehicle load for each mode (Can be expressed as the ratio of passengers to the total number of seats on a vehicle. For example, on a 40-seat bus, a vehicle load of 1.3 means all seats are filled and there are approximately 12 standees.)  Vehicle headway for each mode (Measured in minutes (e.g., every 15 minutes), headway refers to the amount of time between two vehicles traveling in the same direction on a given line or combination of lines. A shorter headway corresponds to more frequent service. Service frequency is measured in vehicles per hour (e.g., 4 buses per hour).)  On time performance for each mode (Expressed as a percentage, this is a measure of runs completed as scheduled. The recipient must define what is considered to be “on time.” Performance can be measured against route origins and destinations only, or against origins and destinations as well as specified time points along a route.)  Service availability for each mode (Refers to a general measure of the distribution of routes within a transit provider’s service area, such as setting the maximum distance between bus stops or train stations, or requiring that a percentage of all residents in the service area be within a one-quarter mile walk of bus service. ) 18. Service policies (system-wide policies) adopted to ensure that service design and operations practices do not result in discrimination on the basis of race, color or national origin, must be submitted for each of the following:  Transit amenities for each mode (e.g., benches, shelters/canopies, printed materials, escalators/elevators, and waste receptacles. NOTE: Attach this information only if you have decision-making authority over siting transit amenities or you set policies to determine the siting of amenities.)  Vehicle assignment for each mode (Refers to the process by which transit vehicles are placed into service throughout a system. Policies for vehicle assignment may be based on the type or age of the vehicle, where age would be a proxy for condition, or on the type of service offered.) 60 37    Appendix D Annual Education and Acknowledgement Form Title VI Nondiscrimination Policy (Title VI and related nondiscrimination authorities) No person shall, on the grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity of a Federal-aid recipient. All employees and representatives of Person Area Transportation System are expected to consider, respect, and observe this policy in their daily work and duties. If any person approaches you with a civil rights-related question or complaint, please direct him or her to Glen LaBar Jr. at (336) 330-2207. In all dealings with the public, use courtesy titles (e.g., Mr., Mrs., Miss, Dr.) to address or refer to them without regard to their race, color, national origin, sex, age or disability. Acknowledgement of Receipt of Title VI Program I hereby acknowledge receipt of Person Area Transportation System’s Title VI Program and other nondiscrimination guidelines. I have read the Title VI Program and I am committed to ensuring that no person is excluded from participation in or denied the benefits of Person Area Transportation System programs, policies, services and activities on the basis of race, color, national origin, sex, age, or disability, as provided by Title VI of the Civil Rights Act of 1964 and related nondiscrimination statutes. __________________________________________ ____________________ Your Signature Date 61 38    Appendix E DEMOGRAPHIC REQUEST Person Area Transportation System is required by Title VI of the Civil Rights Act of 1964 and related authorities to record demographic information on members of its boards and committees. Please provide the following information: Race/Ethnicity: White Black/African American Asian American Indian/Alaskan Native Native Hawaiian/Pacific Islander Hispanic/Latino Other (please specify): ____________________ National Origin: (if born outside the U.S.) Mexican Central American: ____________________ South American: ____________________ Puerto Rican Chinese Vietnamese Korean Other (please specify): ____________________ Gender: Male Female Age: Less than 18 45-64 18-29 65 and older 30-44 Disability: Yes No I choose not to provide any of the information requested above: Completed forms will remain on file as part of the public record. For more information regarding Title VI or this request, please contact the Person Area Transportation System at (336) 597-1771 or by email at glabar@personcountync.gov. Please sign below acknowledging that you have completed this form. Thank you for your participation! Name (print): _________________________________________________________ Signature: ___________________________________________________________               62 39    Appendix F   Minority Representation Data Collection Form    Name of board, commission, council, etc.    Date:    Dear Member,    Person Area Transportation System is a recipient of federal funds, we are required under Title  VI of the Civil Rights statue to ascertain the racial/ethnic make‐up of our Transportation  Advisory board.    Data from this section is used for statistical and reporting purposes. The information may be  subject to disclosure under federal or state law or rule.     Anti‐Discrimination Notice    It is unlawful for Person Area Transportation System to fail or refuse to provide services, access  to services or activities, or otherwise discriminate against an individual because of an  individual’s race, color, religion, sex, national origin, disability or veteran status.    As a member of advisory board of Person Area Transportation System, we invite board  members to voluntarily self‐identify their race/ethnicity in order for us to comply with FTA Title  VI regulations. This information will be used according to the provisions of applicable federal  and state laws, executive orders and regulations, including those requiring the information to  be summarized and reported to the federal government for civil rights enforcement purposes.     Race/Ethnicity  If you choose to self‐identify, please mark the one box describing the race/ethnicity category  with which you primarily identify:  ___ Asian or other Pacific Islander: All persons having origins in any of the peoples of the Far    East,   Southeast Asia, the Indian subcontinent, or the Pacific Islands. This area includes,    for example, China, Japan, Korea, Philippine Islands and Samoa.   ___ Black and/or African American (not of Hispanic origin): All persons having origins in any of    the Black racial groups of Africa.  ___ Hispanic or Latino: All persons of Mexican, Puerto Rican, Cuban, Central or South    American, or other Spanish culture or origin, regardless of race.  ___ American Indian or Alaskan Native: All persons having origins in any of the original peoples    of North America, and who maintain cultural identification through tribal affiliation or    community recognition.  ___ White or Caucasian (not of Hispanic origin): All persons having origins in any of the original    peoples of Europe, North Africa or the Middle East.  63 64 65 66 67 AGENDA ABSTRACT Meeting Date: January 22, 2019 Agenda Title: Tax Adjustments for January 2019 Summary of Information: Attached please find the tax releases and motor vehicle pending refunds: 1. January 2019 tax releases. 2.January 2019 North Carolina Vehicle Tax System (NCVTS) pending refunds. Recommended Action: Motion to accept reports and authorize refunds. Submitted By: Russell Jones, Tax Administrator 68 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT 201850092100 2018-500921 DY:18 PERSONAL PROPERTY RH 11/13/2018 4:00:59 PM WILKERSON HELENA ANN LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 2,480.00 4.34 NO GAP-DAUGHTER HAD VEH TAGGED TOTAL RELEASES:4.34 27438301 2018-22567 DY: RP:A99 20 P RH 11/14/2018 9:53:06 AM DUKE LARRY DEAN LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 3,911.00 27.38 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 3,911.00 0.39 BOAT SOLD IN 2017 MOVED TO ALABAMA TOTAL RELEASES:27.77 27438201 2018-200243 DY:18 PERSONAL PROPERTY RH 11/14/2018 10:10:57 AM DUKE LARRY DEAN LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 11,560.00 80.92 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 11,560.00 8.09 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 11,560.00 1.16 LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 11,560.00 0.12 BOAT SOLD IN 2017 MOVED TO ALABAMA TOTAL RELEASES:90.29 49123201 2018-37492 DY: PERSONAL PROPERTY RH 11/14/2018 3:39:01 PM PARRISH JAMES EDWARD LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 1,400.00 9.80 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 1,400.00 0.98 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 1,400.00 9.38 LISTING ADJUSTED PERSONAL PROPERTY CI50PEN FEE 1,400.00 0.94 VEHICLE SOLD IN 2013 TOTAL RELEASES:21.10 49123201 2017-37492 DY: PERSONAL PROPERTY RH 11/14/2018 3:42:25 PM PARRISH JAMES EDWARD LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 1,520.00 10.64 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 1,520.00 10.18 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 1,520.00 1.06 LISTING ADJUSTED PERSONAL PROPERTY CI50PEN FEE 1,520.00 1.02 VEHICLE SOLD 2013 TOTAL RELEASES:22.90 49123116 2016-53753 DY: PERSONAL PROPERTY RH 11/14/2018 3:47:37 PM PARRISH JAMES EDWARD LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 1,711.00 11.98 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 1,711.00 11.46 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 1,711.00 1.20 LISTING ADJUSTED PERSONAL PROPERTY CI50PEN FEE 1,711.00 1.14 LISTING ADJUSTED PERSONAL PROPERTY C OTHRFEE 1,711.00 30.00 VEHICLE SOLD 2013 TOTAL RELEASES:55.78 65410201 2018-40369 DY: PERSONAL PROPERTY RH 11/15/2018 9:10:05 AM PEACH LARRY WAYNE JR LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 500.00 3.50 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 500.00 0.35 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 500.00 0.05 LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 500.00 0.01 DELETE RECORD NOT OWNER OF TRAILER TOTAL RELEASES:3.91 6742302 2018-20212 DY: RP:A84 94 RH 11/15/2018 3:47:31 PM PETTIFORD BARRY B LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 30,415.00 212.91 RUN DATE: 1/9/2019 10:13 AM RELEASES REPORT Person County 69 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 30,415.00 21.29 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 30,415.00 3.04 LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 30,415.00 0.31 2009 FRHT IRP VEH SOLD 2017 TOTAL RELEASES:237.55 57171301 2018-15619 DY:0RP:88 1 1 MP 11/20/2018 10:52:15 AM OAKLEY RICHARD EXEMPTION ADDED C ADVLTAX 22,079.00 154.55 EXEMPTION ADDED SW30FFEEFEE 22,079.00 16.00 EXEMPTION ADDED FIREADVLTAX 22,079.00 2.21 ELD EXMP - LATE APPLICATION TOTAL RELEASES:172.76 57171301 2018-15619 DY:0RP:88 1 1 SRJ 11/20/2018 11:09:10 AM OAKLEY RICHARD C ADVLTAX 22,079.00 -154.55 SW30FFEEFEE 22,079.00 -16.00 FIREADVLTAX 22,079.00 -2.21 TOTAL RELEASES:-172.76 57171301 2018-15619 DY:0RP:88 1 1 MP 11/20/2018 11:14:17 AM OAKLEY RICHARD EXEMPTION ADDED FIREADVLTAX 22,079.00 2.21 EXEMPTION ADDED C ADVLTAX 22,079.00 154.55 ELD EXMP - LATE APP TOTAL RELEASES:156.76 15621301 2018-17214 DY:0RP:A43 38 MP 11/20/2018 11:49:42 AM RENFROW PAUL L EXEMPTION ADDED C ADVLTAX 46,797.00 327.58 EXEMPTION ADDED FIREADVLTAX 46,797.00 4.68 ELD EXMP - LATE APP TOTAL RELEASES:332.26 46041301 2018-6318 DY:0RP:A5 54 MP 11/20/2018 2:59:35 PM HASLITT JOHN & OHTERS EXEMPTION ADDED C ADVLTAX 37,378.00 261.65 EXEMPTION ADDED FIREADVLTAX 37,378.00 3.74 ELD EXMP - LATE APP TOTAL RELEASES:265.39 61972301 2018-24698 DY:0RP:68 90 MP 11/20/2018 3:43:02 PM ROQUES ROLANDO A & MARTHA D EXEMPTION ADDED C ADVLTAX 82,974.00 580.82 EXEMPTION ADDED FIREADVLTAX 82,974.00 8.30 ELD EXMP - LATE APP TOTAL RELEASES:589.12 65837301 2018-24073 DY: RP:A40 328 MP 11/20/2018 3:54:27 PM TILLMAN EDYTHE C REEVES EXEMPTION ADDED C ADVLTAX 45,000.00 315.00 EXEMPTION ADDED FIREADVLTAX 45,000.00 4.50 DVET EXMP - LATE APP TOTAL RELEASES:319.50 14705301 2018-11530 DY:0RP:79 21 MP 11/20/2018 4:19:10 PM JACKSON JEFF & OPHELIA L/EST EXEMPTION ADDED C ADVLTAX 34,042.00 238.29 EXEMPTION ADDED FIREADVLTAX 34,042.00 3.40 ELD EXMP - LATE APP TOTAL RELEASES:241.69 RUN DATE: 1/9/2019 10:13 AM RELEASES REPORT Person County 70 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT 22040301 2018-26972 DY: RP:A64 524 MP 11/20/2018 4:36:33 PM WEST TIMOTHY WAYNE EXEMPTION ADDED C ADVLTAX 39,153.00 274.07 EXEMPTION ADDED FIREADVLTAX 39,153.00 3.92 DISB EXMP - LATE APP TOTAL RELEASES:277.99 8200301 2018-2145 DY: RP:A23 55 RH 11/20/2018 4:36:49 PM PULLIAM HAROLD S JR & DEBRA D LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 4,418.00 30.93 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 4,418.00 0.44 DELETE WSTR MK2415 DUP BILL SEE REC 39459 TOTAL RELEASES:31.37 2444302 2018-19765 DY:0RP:128 73 MP 11/20/2018 4:56:01 PM EILY FEDERICK EXEMPTION ADDED C ADVLTAX 45,000.00 315.00 EXEMPTION ADDED FIREADVLTAX 45,000.00 4.50 DVET EXMP - LATE APP TOTAL RELEASES:319.50 68337301 2018-22811 DY: RP:70 30 MP 11/21/2018 9:49:41 AM BOSCH TABITHA APPRAISER ADJUSTED BUILDING C ADVLTAX 59,960.00 419.72 APPRAISER ADJUSTED BUILDING CI50ADVLTAX 59,960.00 401.73 DW REMOVED PRIOR TO JANUARY 1, 2018 TOTAL RELEASES:821.45 47828302 2018-2357 DY: RP:A15 122 RH 11/28/2018 8:34:20 AM JACOBS RICHARD & JOAN APPRAISER ADJUSTED LAND C ADVLTAX 110,294.00 772.06 APPRAISER ADJUSTED LAND FIREADVLTAX 110,294.00 11.03 NO PERK LETTER ADJ LAND VALUE TOTAL RELEASES:783.09 3646305 2018-200132 DY:13RP:A73 100 SRJ 11/30/2018 10:28:36 AM CLAYTON GERALD APPRAISER ADJUSTED BUILDING C ADVLTAX 17,328.00 121.30 APPRAISER ADJUSTED BUILDING C PEN FEE 17,328.00 241.26 SINGLEWIDE LISTED ON RECORD 28608 TOTAL RELEASES:362.56 3646305 2018-200133 DY:14RP:A73 100 SRJ 11/30/2018 10:30:12 AM CLAYTON GERALD APPRAISER ADJUSTED BUILDING C ADVLTAX 17,318.00 121.23 APPRAISER ADJUSTED BUILDING C PEN FEE 17,318.00 201.02 SINGLEWIDE LISTED ON RECORD 28608 TOTAL RELEASES:322.25 3646305 2018-200134 DY:15RP:A73 100 SRJ 11/30/2018 10:31:06 AM CLAYTON GERALD APPRAISER ADJUSTED BUILDING C ADVLTAX 17,328.00 121.30 APPRAISER ADJUSTED BUILDING C PEN FEE 17,328.00 160.84 SINGLEWIDE LISTED ON RECORD 28608 TOTAL RELEASES:282.14 3646305 2018-200135 DY:16RP:A73 100 SRJ 11/30/2018 10:31:44 AM CLAYTON GERALD APPRAISER ADJUSTED BUILDING C ADVLTAX 17,328.00 121.30 APPRAISER ADJUSTED BUILDING C PEN FEE 17,328.00 120.63 SINGLEWIDE LISTED ON RECORD 28608 TOTAL RELEASES:241.93 3646305 2018-200136 DY:17RP:A73 100 SRJ 11/30/2018 10:32:35 AM CLAYTON GERALD APPRAISER ADJUSTED BUILDING C ADVLTAX 17,328.00 121.30 RUN DATE: 1/9/2019 10:13 AM RELEASES REPORT Person County 71 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT APPRAISER ADJUSTED BUILDING C PEN FEE 17,328.00 80.42 SINGLEWIDE LISTED ON RECORD 28608 TOTAL RELEASES:201.72 16988303 2018-28155 DY:0RP:69 183 MP 12/3/2018 3:20:10 PM HERNANDEZ LORENZO & DELIA GONZ DOUBLE CHARGED C ADVLTAX 61,037.00 427.26 DOUBLE CHARGED FIREADVLTAX 61,037.00 6.10 DWMH LISTED AS PERSONAL - OWNED BY DIANNA GONZALEZ 66676301 TOTAL RELEASES:433.36 30318301 2018-12480 DY: RP:A11 110 MP 12/4/2018 10:55:39 AM ANDREWS RAYMOND K LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 169,200.00 1,184.40 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 169,200.00 16.92 PERSONAL PROPERTY VALUE INCORRECT TOTAL RELEASES:1,201.32 30325201 2018-200237 DY:18 PERSONAL PROPERTY RH 12/5/2018 11:22:03 AM CARVER RANDALL T LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 31,579.00 221.05 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 31,579.00 3.16 BILL INCORRT ACCT @ TOTAL RELEASES:224.21 16988303 2017-28155 DY: RP:69 183 SRJ 12/7/2018 2:56:02 PM HERNANDEZ LORENZO & DELIA GONZ DOUBLE CHARGED C ADVLTAX 61,037.00 427.26 DOUBLE LISTED ON RECORD 28612 TOTAL RELEASES:427.26 16988116 2016-1173812 DY: RP:69 183 SRJ 12/7/2018 3:01:51 PM HERNANDEZ LORENZO & DELIA GONZ DOUBLE CHARGED C ADVLTAX 61,037.00 427.26 DOUBLE LISTED ON RECORD 28612 TOTAL RELEASES:427.26 32903303 2018-5663 DY: RP:A43 10 RH 12/7/2018 3:17:41 PM BREWER THERESA M LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 7,610.00 53.27 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 7,610.00 0.76 DUP BILL ON BOAT SEE REC 21584 TOTAL RELEASES:54.03 17176304 2018-2068 DY: RP:A14C 2 RH 12/12/2018 3:47:17 PM DUNN TIMMY R LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 4,787.00 33.51 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 4,787.00 0.48 DUP BILL FOR JET SKI TOTAL RELEASES:33.99 2973102 2018-33513 DY: PERSONAL PROPERTY RH 12/14/2018 3:18:03 PM KENDRICKS OF ROX INC/AUTO SALE LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 8,910.00 62.37 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 8,910.00 6.24 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 8,910.00 59.70 LISTING ADJUSTED PERSONAL PROPERTY CI50PEN FEE 8,910.00 5.97 DUP BILL SEE REC 6677 FOR BOAT TOTAL RELEASES:134.28 14090980 2018-14522 DY:0RP:1 64 SRJ 12/18/2018 8:35:48 AM CITY OF ROXBORO EXEMPTION ADDED C ADVLTAX 14,010.00 98.07 EXEMPTION ADDED CI50ADVLTAX 14,010.00 93.87 CITY OWNED FOR 2018 EXEMPT TOTAL RELEASES:191.94 RUN DATE: 1/9/2019 10:13 AM RELEASES REPORT Person County 72 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT 9907117 2018-38220 DY: PERSONAL PROPERTY RH 12/18/2018 9:44:34 AM LONG INC LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 45,000.00 315.00 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 45,000.00 4.50 CORRECT VALUE EQUIP-BILLED $50,000 SHOULDHAVE BEEN $5000 TOTAL RELEASES:319.50 59822302 2018-5390 DY:0RP:A40 28 RH 12/18/2018 4:52:11 PM CRENSHAW REBECCA E APPRAISER ADJUSTED LAND C ADVLTAX 17,099.00 119.69 APPRAISER ADJUSTED LAND FIREADVLTAX 17,099.00 1.71 APPRAISER REMOVED BLDG SITE TOTAL RELEASES:121.40 1214302 2018-19700 DY: RP:A29 138 RH 12/19/2018 4:21:15 PM WRENN CRAIG THOMAS LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 1,940.00 13.58 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 1,940.00 0.19 DUP BILL ON TRACKER BOAT SEE REC 15145 TOTAL RELEASES:13.77 54932302 2018-200328 DY:18 PERSONAL PROPERTY RH 12/20/2018 11:20:07 AM PIERCE TRENT W LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 9,399.00 65.79 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 9,399.00 6.58 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 9,399.00 0.94 LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 9,399.00 0.09 DUP BILL SEE REC 200327 TOTAL RELEASES:73.40 67465201 2018-38149 DY: PERSONAL PROPERTY RH 12/20/2018 2:30:30 PM SARVIS BRANDON LEE LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 11,320.00 79.24 LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 11,320.00 7.93 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 11,320.00 1.13 LISTING ADJUSTED PERSONAL PROPERTY FIREPEN FEE 11,320.00 0.12 CORRECT BOAT VALUES TOTAL RELEASES:88.42 22319302 2018-16767 DY: RP:A41 75 SRJ 12/28/2018 10:58:21 AM HORTON ANTHONY R LIEN FEE ADJUSTMENT C PEN FEE 0.00 6.13 LIEN FEE ADJUSTMENT FIREPEN FEE 0.00 0.09 NO LATE LISTING TOTAL RELEASES:6.22 7939101 2018-28478 DY: PERSONAL PROPERTY RH 1/2/2019 3:12:29 PM GENTRY & WILSON PROPERTIES LLC LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 4,033.00 28.23 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 4,033.00 0.40 DUP BILL -BILLED ON REC 38162 TOTAL RELEASES:28.63 7939101 2018-28479 DY: PERSONAL PROPERTY RH 1/2/2019 3:13:18 PM GENTRY & WILSON PROPERTIES LLC LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 4,023.00 28.16 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 4,023.00 0.40 DUP BILL-BILLED ON REC 38162 TOTAL RELEASES:28.56 59967201 2018-37199 DY: PERSONAL PROPERTY RH 1/3/2019 3:27:40 PM CRUZ BONITA LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 9,574.00 67.02 RUN DATE: 1/9/2019 10:13 AM RELEASES REPORT Person County 73 NAME BILL NUMBER OPER DATE/TIME DISTRICT VALUE AMOUNT LISTING ADJUSTED PERSONAL PROPERTY C PEN FEE 9,574.00 6.70 LISTING ADJUSTED PERSONAL PROPERTY CI50ADVLTAX 9,574.00 64.15 LISTING ADJUSTED PERSONAL PROPERTY CI50PEN FEE 9,574.00 6.42 SW SOLD IN 2017 TO DAVID DAVENPORT TOTAL RELEASES:144.29 66835302 2018-1745 DY: RP:A4E 42 MP 1/3/2019 3:54:19 PM BRISKA BRIAN LISTING ADJUSTED PERSONAL PROPERTY C ADVLTAX 5,600.00 39.20 LISTING ADJUSTED PERSONAL PROPERTY SW30FFEEFEE 5,600.00 4.00 LISTING ADJUSTED PERSONAL PROPERTY FIREADVLTAX 5,600.00 0.56 LISTED IN WAKE COUNTY TOTAL RELEASES:43.76 6643302 2018-3064 DY:0RP:A79 6 RH 1/3/2019 4:10:12 PM WHITT GEORGE T/WHITT LESTER E APPRAISER ADJUSTED LAND C ADVLTAX 385.00 2.70 APPRAISER ADJUSTED LAND FIREADVLTAX 385.00 0.04 DEF RELEASE TOTAL RELEASES:2.74 NET RELEASES PRINTED:10,010.70 TOTAL TAXES RELEASED 10,010.70 RUN DATE: 1/9/2019 10:13 AM RELEASES REPORT Person County 74 C ADVLTAX - County Tax TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2016 2016 61,037 1,711 62,748 427.26 11.98 0 0.00 62,748 439.24 2017 2017 61,037 1,520 62,557 427.26 10.64 0 0.00 62,557 437.90 2018 2013 17,328 0 17,328 121.30 0.00 0 0.00 17,328 121.30 2018 2014 17,318 0 17,318 121.23 0.00 0 0.00 17,318 121.23 2018 2015 17,328 0 17,328 121.30 0.00 0 0.00 17,328 121.30 2018 2016 17,328 0 17,328 121.30 0.00 0 0.00 17,328 121.30 2018 2017 17,328 0 17,328 121.30 0.00 0 0.00 17,328 121.30 2018 2018 620,808 362,059 982,867 4,345.66 2,521.40 0 0.00 982,867 6,867.06 DIST TOTAL 829,512 365,290 1,194,802 5,806.61 2,544.02 0 0.00 1,194,802 8,350.63 C OTHRFEE - C OTHRFEE TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2016 2016 0 1,711 1,711 0.00 30.00 0 0.00 1,711 30.00 DIST TOTAL 0 1,711 1,711 0.00 30.00 0 0.00 1,711 30.00 C PEN FEE - County Late List TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2016 2016 0 1,711 1,711 0.00 1.20 0 0.00 1,711 1.20 2017 2017 0 1,520 1,520 0.00 1.06 0 0.00 1,520 1.06 2018 2013 17,328 0 17,328 241.26 0.00 0 0.00 17,328 241.26 2018 2014 17,318 0 17,318 201.02 0.00 0 0.00 17,318 201.02 2018 2015 17,328 0 17,328 160.84 0.00 0 0.00 17,328 160.84 2018 2016 17,328 0 17,328 120.63 0.00 0 0.00 17,328 120.63 2018 2017 17,328 0 17,328 80.42 0.00 0 0.00 17,328 80.42 2018 2018 0 83,078 83,078 0.00 64.29 0 0.00 83,078 64.29 DIST TOTAL 86,630 86,309 172,939 804.17 66.55 0 0.00 172,939 870.72 CI50ADVLTAX - City of Roxboro TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2016 2016 0 1,711 1,711 0.00 11.46 0 0.00 1,711 11.46 2017 2017 0 1,520 1,520 0.00 10.18 0 0.00 1,520 10.18 2018 2018 73,970 19,884 93,854 495.60 133.23 0 0.00 93,854 628.83 DIST TOTAL 73,970 23,115 97,085 495.60 154.87 0 0.00 97,085 650.47 CI50PEN FEE - CI50PEN FEE TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2016 2016 0 1,711 1,711 0.00 1.14 0 0.00 1,711 1.14 2017 2017 0 1,520 1,520 0.00 1.02 0 0.00 1,520 1.02 2018 2018 0 19,884 19,884 0.00 13.33 0 0.00 19,884 13.33 DIST TOTAL 0 23,115 23,115 0.00 15.49 0 0.00 23,115 15.49 FIREADVLTAX - Fire District Tax TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2018 2018 546,838 339,695 886,533 54.69 33.96 0 0.00 886,533 88.65 DIST TOTAL 546,838 339,695 886,533 54.69 33.96 0 0.00 886,533 88.65 RUN DATE: 1/9/2019 10:13 AM RELEASES REPORT Person County 75 FIREPEN FEE - Fire LateList TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2018 2018 0 63,194 63,194 0.00 0.74 0 0.00 63,194 0.74 DIST TOTAL 0 63,194 63,194 0.00 0.74 0 0.00 63,194 0.74 SW30FFEEFEE - Stormwater TAX YEAR RATE YEAR REAL VALUE RELEASED PERS VALUE RELEASED TOTAL VALUE RELEASED REAL TAX RELEASED PERS TAX RELEASED MV VALUE RELEASED MV TAXES RELEASED TOTAL VALUE RELEASED TOTAL TAXES RELEASED 2018 2018 5,600 0 5,600 4.00 0.00 0 0.00 5,600 4.00 DIST TOTAL 5,600 0 5,600 4.00 0.00 0 0.00 5,600 4.00 GRAND TOTALS:1,542,550 902,429 2,444,979 7,165.07 2,845.63 0 0.00 2,444,979 10,010.70 RUN DATE: 1/9/2019 10:13 AM RELEASES REPORT Person County 76 Payee NameAddress 3Refund Type Refund ReasonCreate DateTax JurisdictionLevy Type Total Change01Tax($25.79)$25.7901Tax($16.01)50Tax($15.32)50 Vehicle Fee$0.00$31.3301Tax($87.71)$87.7101Tax($50.22)$50.2201Tax($37.38)$37.3801Tax($99.86)$99.8601Tax($4.48)$4.4801Tax($11.13)50Tax($10.65)50 Vehicle Fee$0.00$21.7801Tax($5.97)50Tax($5.71)50 Vehicle Fee$0.00$11.6801Tax($69.25)$69.2501Tax($29.59)$29.5901Tax($221.91)60Tax($3.17)$225.0801Tax($23.89)60Tax($0.34)$24.2301Tax($19.79)$19.7901Tax($27.74)$27.74HUNTEBRINKER, THOMAS CLYDE LEASBURG, NC 27291 Proration Vehicle Sold 01/02/2019HOWARD, DONALD CARVER JR HURDLE MILLS, NC 27541 Proration Vehicle Sold 11/07/2018HARRIS, EDWIN RAY ROXBORO, NC 27574 Proration Vehicle Sold 01/02/2019HALL, LORI LYN TIMBERLAKE, NC 27583 Proration Vehicle Sold 11/09/2018FLOWERS, JAMES RANDERSON HURDLE MILLS, NC 27541 Proration Vehicle Sold 11/19/2018DALLAS, EMILY THOMAS TIMBERLAKE, NC 27583 Proration Vehicle Totalled12/19/2018CLAYTON, TERRY WAYNE ROXBORO, NC 27573 Proration Tag Surrender01/08/2019CLAYTON, BILLY ROXBORO, NC 27573 Proration Vehicle Sold 12/20/2018CARVER, TRAVIS GLENN ROXBORO, NC 27574 Proration Vehicle Sold 11/02/2018BUFFALO LANDSCAPE MANAGEMENT, INC HURDLE MILLS, NC 27541 Proration Vehicle Sold 12/17/2018BUFFALO LANDSCAPE MANAGEMENT INC HURDLE MILLS, NC 27541 Proration Vehicle Sold 12/17/2018BROOKS, CHARLENE DENISE ROXBORO, NC 27574 Proration Vehicle Sold 11/13/2018BRADSHER, TROY WELDON TIMBERLAKE, NC 27583 Proration Vehicle Totalled12/19/2018BLALOCK, JONATHAN AARON ROXBORO, NC 27573 Proration Vehicle Sold 12/20/2018ASHLEY, JOHNNIE LAWRENCE TIMBERLAKE, NC 27583 Proration Vehicle Sold 11/28/201877 Payee NameAddress 3Refund Type Refund ReasonCreate DateTax JurisdictionLevy Type Total Change01Tax($54.42)50Tax($52.09)50 Vehicle Fee$0.00$106.5101Tax($39.69)$39.6901Tax($45.40)$45.4001Tax($3.23)50Tax($3.09)50 Vehicle Fee$0.00$6.3201Tax($148.81)$148.8101Tax($17.11)$17.1101Tax($15.66)$15.6601Tax($49.99)60Tax($0.71)$50.7001Tax$0.0050Tax($28.34)50 Vehicle Fee ($20.00)60Tax$0.42$47.9201Tax($1.49)$1.4901Tax($7.06)60Tax($0.10)$7.1601Tax($50.18)50Tax($47.17)50 Vehicle Fee$0.00$97.3501Tax($47.89)$47.8901Tax($16.33)$16.3301Tax($49.47)$49.47SCOGGINS, ANNE FOX ROXBORO, NC 27574 Proration Vehicle Sold 11/30/2018RYAN, NEIL PATRICK TIMBERLAKE, NC 27583 Proration Vehicle Sold 01/02/2019RICKMAN, KENNETH WAYNE ROXBORO, NC 27573 Proration Vehicle Totalled11/26/2018POWELL, SAVANNAH ANN ROXBORO, NC 27573 Proration Insurance Lapse12/21/2018POTEAT, BABY RAY HURDLE MILLS, NC 27541 Proration Vehicle Sold 11/30/2018PERKINS, JANICE COATES ROXBORO, NC 27574 Proration Vehicle Sold 01/02/2019PARHAM, RONNIE ALLEN ROXBORO, NC 27574 Adjustment < $100Situs error 01/02/2019OAKLEY, DOROTHY TRAMMEL SEMORA, NC 27343 Proration Vehicle Totalled12/27/2018MAULTSBY, GUS LEE ROUGEMONT, NC 27572 Proration Vehicle Sold 11/27/2018LULEY, AVA ADELE TIMBERLAKE, NC 27583 Proration Reg . Out of state11/27/2018LIGHTS BODY SHOP INC CREEDMOOR, NC 27522 Proration Vehicle Sold 11/21/2018LESTER, ANNIE JOHNSON ROXBORO, NC 27573 Proration Reg . Out of state01/07/2019KNOX, DEVONTE SHAMEL TIMBERLAKE, NC 27583 Proration Vehicle Sold 12/17/2018KING, LUTHER JAMES JR TIMBERLAKE, NC 27583 Proration Vehicle Totalled12/21/2018JONAS, BRADLEY ALLEN ROXBORO, NC 27573 Proration Vehicle Sold 11/14/201878 Payee NameAddress 3Refund Type Refund ReasonCreate DateTax JurisdictionLevy Type Total Change01Tax($14.54)$14.5401Tax($150.57)60Tax($2.15)$152.7201Tax($2.24)$2.2401Tax($108.18)60Tax($1.55)$109.7301Tax($72.96)50Tax($69.83)50 Vehicle Fee$0.00$142.7901Tax($16.46)$16.4601Tax($58.57)$58.5701Tax($12.13)60Tax($0.17)$12.3001Tax($3.27)$3.2701Tax($30.15)$30.15WILLIAMS, LEON ROOSEVELT ROXBORO, NC 27574 Proration Vehicle Sold 12/04/2018WILKERSON, MINS CLARENCE JR ROXBORO, NC 27574 Proration Vehicle Sold 12/07/2018WEBB, WILMA MAJORS ROXBORO, NC 27574 Proration Vehicle Totalled11/19/2018WADE, LAKEISHA DIANE ROXBORO, NC 27574 Proration Vehicle Sold 12/20/2018VINES, RUSSELL ANTONIA HURDLE MILLS, NC 27541 Proration Vehicle Sold 11/07/2018UPPERMAN, LAWRENCE HAYES JR ROXBORO, NC 27573 Proration Vehicle Totalled12/27/2018TOONE, LINDSAY AMORIN ROXBORO, NC 27574 Proration Vehicle Sold 11/09/2018THORPE, ROBERT THOMAS ROXBORO, NC 27574 Proration Vehicle Totalled11/09/2018STEVENSON, FRANK GRAY SEMORA, NC 27343 Proration Vehicle Sold 12/12/2018SHORT, FRANCES COTTN ROXBORO, NC 27574 Proration Vehicle Sold 12/07/201879 AGENDA ABSTRACT Meeting Date: Jan.22, 2019 Agenda Title: Letter of Support for State Broadband grant Summary of Information: NCWireless is planning to apply for a grant from the State to expand broadband in Person County. The State has allocated $3M to private providers to expand broadband in unserved areas of the State. Recommended Action: Sign the letter of support. Submitted By: Assistant County Manager, Sybil Tate 80 AGENDA ABSTRACT Meeting Date: Jan 22, 2019 Agenda Title: Stormwater update Summary of Information: Person County is responsible for reducing the amount of nutrient (nitrogen and phosphorous) run off that comes from the county and flows into Falls Lake. In FY2013, the BOC adopted a stormwater fee to pay for the capital and recurring costs needed to reduce nutrient runoff. The Upper Neuse River Basin Association (UNRBA) has been instrumental in creating a more reasonable and fair framework to advocate for local governments in the Falls Lake watershed and are providing assistance to the members as they coordinate with the State to begin developing the parameters of the nutrient reduction program. Last year, the UNRBA successfully worked with the State to push back the implementation deadline for the first and second set of required nutrient reductions (Stage 1 and Stage II). However, the State has not set a stable timeline for implementation. Our best estimate for the timeframe, based on feedback from the State, is that implementation will be required to begin within the next couple of years. The estimated time for full implementation is within 5 to 7 years. The county’s stormwater consultant estimates that the cost of the capital projects necessary to meet Stage 1 requirements will be approximately $3.8M to $4M. Our stormwater fund currently has $359K in fund balance that could be used to pay for these projects. Therefore, the county may need to increase the stormwater fee sometime in the near future. Without a more stable timeline and more accurate cost information, staff cannot recommend an increase at this time; however, we felt that the Board should be made aware of the substantial costs that will occur in the future and be ready in the near future to start the process of generating the revenue necessary to fund the required projects. Recommended Action: Provide staff with feedback. Submitted by: Assistant County Manager, Sybil Tate 81 AGENDA ABSTRACT Meeting Date: January 22, 2019 Agenda Title: Request to apply for Library Services and Technology Act (LSTA) grant for new Bookmobile Summary of Information: The Library has been given the opportunity to apply for a grant through the State Library of North Carolina for a new Bookmobile. The current outreach van is a regular sized mini-van that has 34 monthly stops visiting daycares, assisted living facilities, afterschool care and homebound individuals, and serves approximately 500 citizens. The van is 19 years old. The new Bookmobile would reach citizens beyond daycares, assisted living facilities, afterschool care, and homebound individuals. Our goal is to reach residents who may not have had access to library services before. It would have stops in the rural areas of the county, such as Mayo Park, Hurdle Mills Market, and Mount Tirzah. The Bookmobile will visit these stops bi-weekly and is estimated to reach 800 citizens, a 60% increase. The Bookmobile will offer books, movies, classes, programs, online resources, and Wi-Fi to residents. Library staff has already contacted potential partnering organizations such as food banks and Person Family Medical. These organizations would have booths at various bookmobile stops, enabling greater access to food and medical services for rural residents. The total cost of the new Bookmobile would be $159,000. If awarded the grant, the Library would receive $100,000 for the new project. The county’s portion would be $59,000. Request will be made as part of the FY 2020 budget. Recommended Action: It is recommended that the Board of County Commissioners grant permission to Library staff to apply for LSTA grant for new Bookmobile. Submitted By: Christy Bondy, Library Director 82 AGENDA ABSTRACT Meeting Date: January 22, 2019 Agenda Title: Consideration of Resolution for Minimal Tax Bills Summary of Information: North Carolina General Statute 105-321(f) allows the Board, by resolution, to adopt a minimum tax bill. This resolution would allow the tax office to write-off/release any tax bill, that once computed, totaled an original amount due of under $5.00(or any other lesser amount). A survey of other counties indicated that 35% are using $5.00 as their threshold. We are seeking guidance on a minimum tax bill resolution, mostly due to the addition of GAP billing for motor vehicles. GAP billing occurs when someone registers a vehicle late, and the NCDMV tag office changes the expiration date. This change in expiration date creates a GAP in taxation, and the tax office is required to issue a bill for the GAP that was created and collect the appropriate tax. However, many on the GAPs are very small. For 2018, we created 1,776 bills due to changes in the registration cycle. Of these bills, 560 were between $1.00 and $4.99. 424 bills were between $1.00 and $2.99. Each of these bills require at least one mailed notice, with many of these smaller bills being overlooked and therefore require multiple notices. A resolution establishing a minimum tax bill of a least $5.00 would have affected 901 bills for 2018, since this would apply to all bills, not just the GAP bills. This would apply to combined bills for county, city, animal taxes, stormwater, etc. Of course, this would be offset by savings in postage/printing, while making our office run more efficient. The total loss in revenue, if this had applied for 2018, would have been: Minimum set at $5.00 County Taxes 2,079.64 Fire Taxes 7.69 Stormwater Fees 321.00 Animal Fees 60.00 City Taxes 169.19 Total $2,637.52 A resolution establishing a minimum tax bill of a least $3.00 would have a smaller impact, and would align closer to the actual cost of collecting a tax payment. The total loss in revenue, if this had applied for 2018, would have been: Minimum set at $3.00 County Taxes 731.63 Fire Taxes 1.28 Stormwater Fees 0 Animal Fees 0 City Taxes 64.54 Total $797.45 Many years ago(March 9, 1988), the Board adopted a resolution that addressed minimal balances of $1.00, pursuant to NCGS 105-321(g). The proposed resolution combines both resolutions into one document for easier reference. Recommended Action: Adoption of proposed resolution at a $3.00 minimum, if appropriate Submitted By: Russell Jones, Tax Administrator 83 RESOLUTION AUTHORIZING THE TAX COLLECTOR TO SET A MINIMUM BILLING AMOUNT   AND MAKE ADJUSTMENTS FOR SMALL UNDERPAYMENTS OR OVERPAYMENTS  WHEREAS, the State of North Carolina, pursuant to North Carolina General Statute 105-321(f), has authorized the Board of County Commissioners of the respective counties within the State to direct the Tax Collector/Assessor to not collect minimal taxes charged on the tax records and receipts under Article 21 of the Machinery Act of North Carolina as revised in 1977; and WHEREAS, the minimal taxes are the combined taxes and fees of the taxing unit and any other units for which it collects taxes due on a tax receipt prepared pursuant to North Carolina General Statute 105-320 in a total original principal amount that does not exceed an amount, up to five dollars ($5.00), set by the governing body; and WHEREAS, pursuant to North Carolina General Statute 105-357(c), the Tax Collector/Assessor, on March 9, 1998, was previously authorized to treat small underpayments of taxes as paid in full and not to refund small overpayments. A “small underpayment” is a payment made that is no more than $1.00 less than the taxes due. A “small overpayment” is no more than $1.00 greater than the taxes due; and WHEREAS, upon adoption of a resolution pursuant to this subsection, the Tax Collector/Assessor shall not bill the taxpayer for, or otherwise collect, minimal taxes. These minimal taxes shall not be a lien on the taxpayer's real property and shall not be collectible under Article 26 of this Subchapter. WHEREAS, a resolution adopted pursuant to this subsection shall remain in effect until repealed and need not be re-adopted annually. NOW, THEREFORE, THE BOARD OF COUNTY COMMISSIONER FOR PERSON COUNTY DOES HEREBY RESOLVE: 1.The minimal tax bill shall be set at $3.00, for tax years 2019 and forward, thereby preventing the Tax Collector/Assessor from billing for combined tax bills for $2.99 or less. 2.Tax bills for $2.99 or less for tax years 2019 and forward shall not be a lien on the taxpayer's real property and shall not be collected. 3.Small underpayments/overpayments, as authorized by North Carolina General Statute 105-357(c), previously adopted on March 9, 1988 remains unchanged and remains in effect at less than $1.00. 4.The minimal tax bill shall be effective for all tax bills for the 2019 tax year and forward. This resolution shall be effective upon its adoption. Adopted this 22th day of January 2019. _______________________________ David B. Newell, Sr, Chairman Attest: _______________________________ Brenda B. Reaves, Clerk to the Board 84 AGENDA ABSTRACT Meeting Date: January 22, 2019 Agenda Title: Appointment to Board of Equalization and Review Summary of Information: Pursuant to North Carolina General Statute 105-322, the Person County Board of County Commissioners established a special Board of Equalization and Review on January 22, 2013 by resolution. A copy of the resolution is attached. The resolution set the membership at 5 members, with 3 alternate members that could be called if the chairman needed additional participation. The resolution requires each member to have good moral character, own property in Person County, have resided in the county for at least 2 years, and remain current on all property taxes. The resolution set the terms for 4 years, with all members having the same term expiration. Any new member would serve for the remaining term for the vacant position, which currently goes through the 2020 appeal cycle. This is a paid board with members receiving $150 per meeting, unless that member is also a county commissioner. A county commissioner serving on this board would be reimbursed at $50 per meeting. All members will need to be reappointed for 2021. Our current membership is as follows: Regular Members Alternate Members Margaret Bradsher, Chair Ray Jeffers David Newell Faye Boyd Kyle Puryear Vacant Curtis Bradsher Vacant The vacant position for our regular members needs to be addressed. Mr. Sam Kennington served on this board since it began in 2013, however he no longer resides in Person County and has resigned. For 2018, the board had 2 meetings, so the volume of appeals is much less once the revaluation year has passed. Recommended Action: Appoint additional regular member, if appropriate. Submitted By: Russell Jones, Tax Administrator 85 January 22, 2013 19 86