04-01-2019 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
April 1, 2019
6:00pm
Call Recessed Meeting to Order …………………………………… Chairman Newell
ITEM #1
Strategic Plan Work Session #2 ……………………………………………. Sybil Tate
7:00pm
CALL TO ORDER………………………………………………….. Chairman Newell
INVOCATION
PLEDGE OF ALLEGIANCE
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA
ITEM #2
RECOGNITION
Proclamation for the Week of the Young Child …………………… Chairman Newell
ITEM #3
PUBLIC HEARING:
Request to add Heston Rd., a private roadway, to the
Database of roadway names used for E-911 dispatching …………….. Sallie Vaughn
ITEM #4
Consideration to grant or deny request to add Heston Rd., a
private roadway, to the database of roadway names used for
E-911 dispatching …………………………………………………… Chairman Newell
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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 #5
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA
A. Approval of Minutes of March 18, 2019,
B. Budget Amendment #16,
C. Elliott Davis, PLLC Audit Contract for Fiscal Year 2019 in the amount of
$58,150,
D. Elections Equipment and Software Lease 2nd Amendment in the amount of
$7,659.76, and
E. Increase Daily Deposit and Purchase Order Thresholds to $500 and $750
respectively.
UNFINISHED BUSINESS:
ITEM #6
Mobile Device Policy for Person County Government Employees ……… Heidi York
NEW BUSINESS:
ITEM #7
A Resolution to Authorize Execution of a Lease and
Fixed Base Operator Agreement ………………………… Heidi York & Ray Foushee
ITEM #8
Approval of Person Area Transportation System Services on
Days the County is Closed and Proposed Rates ………………………….. Glen Labar
ITEM #9
Recommended Capital Improvement Plan for FY2020-2024 ………… Heidi York &
Amy Wehrenberg
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.
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AGENDA ABSTRACT
Meeting Date: April 1, 2019
Agenda Title: Strategic Plan: Work Session #2
Background: At the FY20 Budget Retreat, the BOC asked staff to engage in a strategic planning
process. The Board directed staff to help create a plan that was focused on Person County
Commissioners’ goals for the next 5 years.
Summary of Information: Commissioners will discuss the Mission Statement, review the
objectives generated at the previous work session, and provide feedback to staff.
Recommended Action: n/a
Submitted By: Assistant County Manager, Sybil Tate
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PROCLAMATION BY
Person County Board of Commissioners
On
THE WEEK OF THE YOUNG CHILD
WHEREAS, the Person County Partnership for Children and other local
organizations, in conjunction with the National Association for the
Education of Young Children, are celebrating the WEEK OF THE
YOUNG CHILD April 8-12, 2019; and
WHEREAS, by calling attention to the need for high-quality early childhood
services for all children and families within our community/state,
these groups hope to improve the quality and availability of such
services; and
WHEREAS, the future of Person County depends on the quality of the early
childhood experiences provided to young children today.
NOW THEREFORE, the Person County Board of Commissioners does hereby
proclaim the week of April 8-12, 2019 as THE WEEK OF THE YOUNG CHILD in
Person County and urge all citizens to recognize and support the needs of young
children in Person County.
Adopted this, the 1st day of April 2019.
____________________________________
David B. Newell, Sr., Chairman
Person County Board of Commissioners
Attest:
____________________________________
Brenda B. Reaves, NCCCC, MMC
Clerk to the Board
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NOTICE OF PUBLIC HEARING
The Person County Board of Commissioners will hold a public hearing on Monday, April 1, 2019
at 7:00 p.m. in Room 215 of the Person County Office Building 304 S Morgan Street, Roxboro,
North Carolina to hear the following:
1. Request by the Person County Address Coordinator to add Heston Rd to the database of
roadway names used for E‐911 dispatching. The proposed private roadway will be
located off Jasper Clayton Rd in Woodsdale Township. Article IV, Section 402 H of the
Ordinance Regulating Address and Road Naming in Person County requires any private
roadway serving three or more homes to be officially named.
Citizens will have an opportunity to speak regarding the above request. Specific information
about the request can be obtained from the Person County GIS Department at 336‐597‐2242 or
by visiting our office at 325 S Morgan St, Suite D, Roxboro, NC 27573.
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AGENDA ABSTRACT
Meeting Date: April 1, 2019
Agenda Title: Public Hearing to add Heston Rd, a private roadway, to the database
of roadway names used for E-911 dispatching
Summary Information: A third residence is being added along a 1,450 ft private driveway,
which necessitates the naming of the driveway (see map below).
Background Information: The
owner of parcel A36 47 applied for
permits to construct a new home
accessed via private driveway,
which is currently used to access
two existing homes. The addition of
that third residence activates a
clause in the Ordinance Regulating
Addressing and Road Naming,
requiring the driveway to be
named. Additionally, the existing
homes are currently addressed as
692 Jasper Clayton Rd and 694
Jasper Clayton Rd and the new
home will be located between them. This road will extend from the terminus of Jasper Clayton Rd
past the intersection with Clayton Hollow Rd.
Owners of the existing homes and the new home agreed unanimously on the name Heston Rd which
is compliant with local ordinance.
Adding this road name requires two residences to change their addresses. Property owners are aware
and will have one year to incorporate their new address. Both the old addresses (Jasper Clayton Rd)
and new addresses (Heston Rd) will be active in the 911 system during that time.
As required by North Carolina General Statute 153A-239.1(A), a public notice was published in the
Roxboro Courier-Times. A sign advertising the public hearing was placed at the proposed roadway
location approximately two weeks prior to this public hearing.
Recommended Action: Motion to approve the recommended roadway name.
Submitted By: Sallie Vaughn, GIS Manager
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March 18, 2019
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PERSON COUNTY BOARD OF COMMISSIONERS MARCH 18, 2019
MEMBERS PRESENT OTHERS PRESENT
David B. Newell, Sr. Heidi York, County Manager
Gordon Powell C. Ronald Aycock, County Attorney
Jimmy B. Clayton Brenda B. Reaves, Clerk to the Board
Kyle W. Puryear
B. Ray Jeffers
The Board of Commissioners for the County of Person, North Carolina, met in
recessed session on Monday, March 18, 2019 at 8:30am for the purpose of conducting
informal interviews with the applicants of the Economic Development Commission prior
to the Board’s regular scheduled 9:00am Commissioners’ meeting in the Person County
Office Building Auditorium.
Chairman Newell called the recessed meeting to order.
APPOINTMENT TO THE ECONOMIC DEVELOPMENT COMMISSION:
There were five applicants for one vacant seat for a minority representative on the
Economic Development Commission; the Board, at its meeting on February 19, 2019
instructed the Clerk to invite the applicants to meet with the Board of Commissioners
informally on this date. The Board of Commissioners met informally with 1) Ms. Keisha
Davis, 2) Ms. Zakiya James, 3) Mr. Glenn Martin, and 4) Mr. Kenneth Perry. The fifth
applicant, Mr. Peter Baker was unable to attend the informal interview due to scheduled
business out of the country.
Chairman Newell called for a brief recess at 8:59am.
Chairman Newell called the regular-scheduled 9:00am meeting to order at 9:06am.
Commissioner Powell offered an invocation and Commissioner Puryear led the group in
the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Newell suggested adding action to the agenda for the Economic
Development Commission Appointment.
A motion was made by Commissioner Puryear and carried 5-0 to approve the
agenda as adjusted with the addition of the Economic Development Commission
Appointment as the first item of New Business.
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RECOGNITION OF LOCAL GOVERNMENT DAY:
Chairman Newell welcomed the Person High School students enrolled in civics and
economics participating in Local Government Day to observe the Board of County
Commissioners in session. Chairman Newell, Vice Chairman Jeffers and Commissioners
Clayton, Powell and Puryear proceeded to introduce themselves and shared general
information about the office of a commissioner and general government. County Manager,
Heidi York, Clerk to the Board, Brenda Reaves, and County Attorney, Ron Aycock also
introduced themselves.
RECOGNITION WITH A RESOLUTION OF APPRECIATION:
Chairman Newell read and presented a Resolution of Appreciation to Person
County Retiree, Garrey Martin.
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INFORMAL COMMENTS:
The following individual appeared before the Board to make informal comments:
Mr. Michael Rudder of 928 Ralph Winstead Road, Leasburg and the President of
the Board of Directors for the Person County Museum of History thanked the Board of
Commissioners for years of service and support to the Museum. More recently, Mr.
Rudder noted a hot water heater was installed in the Parsonage Building at the Museum
and he wanted to thank the County with special thanks to the Director of General Services,
Ray Foushee for his assistance. Mr. Rudder further noted the Museum’s mission was to
serve the citizens and to preserve the County’s history.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of February 19, 2019,
B. Budget Amendment #15,
C. Resolution for Temporary Removal of Original Deed Book 36,
D. Approve Person Area Transportation System Transportation Advisory Board By-
Laws,
E. Update Person Area Transportation System Policies as required by the FTA and
NCDOT:
a. Charter Services Policy,
b. Grants & Financial Management Policy,
c. Procurement Policy,
d. Continuity of Operations Plan,
e. Soliciting Public Comment Policy,
f. Record Control and Retention Policy
F. Tax Adjustments for March 2019
a. Tax Releases
b. NC Vehicle Tax System pending refunds
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NEW BUSINESS:
ECONOMIC DEVELOPMENT COMMISSION APPOINTMENT:
Chairman Newell opened the floor for nominations.
Commissioner Puryear nominated Glenn Martin.
Commissioner Clayton nominated Kenneth Perry.
Chairman Newell requested the Board vote for each nomination by a show of
hands.
By show of hands, Commissioners Puryear and Powell voted for Glenn Martin.
By show of hands, Commissioner Clayton, Chairman Newell and Vice Chairman
Jeffers voted for Kenneth Perry.
By acclamation of a 3-2 vote by show of hands, Mr. Kenneth Perry was appointed
to the Economic Development Commission, effective immediately to serve a term that will
expire June 30, 2022.
Vice Chairman Jeffers suggested to the other applicants that were not appointed to
consider other boards and committees as the County currently has a number of vacancies.
FY2018 MENTAL HEALTH REFUND:
Assistant County Manager, Sybil Tate presented to the Board recommendations for
the Cardinal Innovations refunded unspent local funds from its FY2018 maintenance of
effort budget. Ms. Tate stated the refunded mental health funds would be managed by the
Health Department and was restricted to be expended on mental health related services to
the citizens of the county. Commissioner Powell, and a member of the current Cardinal
Innovations Board appointed by Secretary of Health, added that the decision was made to
refund counties its unspent funding to expend among its community services noting this
was not the case historically.
Ms. Tate noted staff gathered input from mental health providers and generated the
following list:
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Organization Project title Project Description/Justification Cost
Person
County
Group Homes
Independent Living
Program
As requested by David Forsythe $10,000
Freedom
House
Recovery
Center
Community and jail
peer support- 3
month pilot (April-
June) and
1 surplus vehicle
Staff is recommending a full-time
position to continue providing mental
health services in the jail AND offer
similar services to mental health
patients in the community. Funding to
continue this program in FY20 will be
included in the FY20 budget. This
position will focus on individuals in
the community who have recently been
discharged from the hospital or who
contact 911 and the Sheriff repeatedly.
The goal of this position is to reduce
calls and return visits to the hospital.
One surplus vehicle will be transferred
to Freedom House for this position.
$7,908+
$3,500 vehicle
Person
Industries
Shredder and
Shredding Storage
Replacement of old shredder and bins
for storing confidential shred.
$3,822
TOTAL $25,230
Vice Chairman Jeffers advocated for future refunds of unspent funding that staff
work with the Person County Partnership for Children for resources that address children’s
mental health needs. Ms. Tate told the group that she has already contacted the Partnership
Office and funds will be requested in the upcoming budget for children’s mental health
services.
A motion was made by Commissioner Puryear and carried 5-0 to approve the
refunded mental health funds in the amount of $25,230 to be expended on the mental health
providers as presented.
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APPROVE THE PERSON AREA TRANSPORTATION SYSTEM VEHICLE
ADVERTISING AGREEMENT AND POLICY:
Public Transportation Director, Glen LaBar told the group that over the past couple
months, the Person Area Transportation System (PATS) has received inquiries regarding
the possibility of local businesses and organizations to advertise on vehicles. The FTA and
NCDOT both allow for PATS to have these advertisements as long as it does not interfere
with the required lettering of the county agency name on the vehicle. PATS has identified
various locations on the larger buses, known as light transit vehicles (LTVs) for these
advertisements.
Mr. LaBar presented a proposed vehicle advertising agreement with terms and
conditions, and a PATS advertisement policy noting the commitment term would be six
months or 12 months with payment upfront. Mr. LaBar provided examples using pictures
illustrating the locations on the LTVs to which advertising could be located. Mr. LaBar
said that PATS currently has seven vehicles that could have advertisements with the
possibility of two additional in future years with vehicle upgrades.
Mr. LaBar noted the Transportation Advisory Board approved the proposed vehicle
advertising agreement and policy and made a recommendation on the pricing at its March
6, 2019 meeting. He said he would promote the advertising through discussion in the
community, radio and paper advertising. He agreed to evaluate the rates if the program did
not take off.
Mr. LaBar requested the Board to adopt the Person Area Transportation System
Vehicle Advertising Agreement and Policy as written. If approved, Mr. LaBar stated
PATS will offer this service starting in fiscal year 2020 and projected $20,000 in revenue.
Vice Chairman Jeffers asked if the PATS buses could be used for charter services
to which Mr. LaBar stated no due to the federal funding restrictions. He noted that if local
funding was solely used to purchase a bus, then charter services could be considered.
A motion was made by Commissioner Powell and carried 5-0 to adopt the Person
Area Transportation System Vehicle Advertising Agreement and Policy, as presented.
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MOBILE DEVICE POLICY FOR PERSON COUNTY GOVERNMENT
EMPLOYEES:
County Manager, Heidi York said as technology continues to play an integral role
in the delivery of government services, a new policy to address the best practices for
managing mobile devices was needed. Ms. York presented a Mobile Device Policy that
would safeguard county resources, while meeting regulations governing public
information, IRS requirements, and Fair Labor Standards for employees. She added that
this policy would assist in preserving public information while protecting individual’s
privacy. Ms. York stated county employees who require the use of a mobile device in
conducting day-to-day business currently receive a stipend for use of their personal phones.
This new policy will have a county-owned phone assigned to a particular position if
required for the function of the job. The phone is assigned to a position and remains the
property of Person County. If an employee then receives a request for public information
related to cell phone use, it is easy to separate business use. In addition, if an employee
terminates in a position with the County, it is easy to discontinue access to County
resources with a County-owned device.
Ms. York stated most other local governments have transitioned from stipend-based
cell phones to government-owned cell phones as a result in a change in IRS regulations.
The process of analyzing the use and need of mobile devices within our organization has
allowed the county to comply with regulations for usage. All employees are required to
submit a request through their department head, which is then reviewed, by Human
Resources and the County Manager.
In a continuous effort to improve our organization and better support County
employees, this Policy is proposed for review by the Board of Commissioners. The
projected financial impact is $144,276 annually, with nearly 200 users including elected
officials. This impact is an increase of $22,590 annually and includes an additional 25
users. The contract provider, Verizon, would archive text messages for a period of time,
include a my-fi hot spot, special rates, free devices with activation along with a $100 credit
on first bill.
Ms. York explained that the county owned devices allows monitoring for business
use only noting employees would carry this phone in addition to their personal phone.
Vice Chairman Jeffers asked Ms. York about employees refusing to use the county
owned device. Ms. York state the expectation was for employees to carry the county
owned cell phone as a requirement of the job noting it was not permissible for employees
to use their personal cell devices or call other employees personal cell phone for county
business without compensation.
Vice Chairman Jeffers noted his preference to not change his contact number to a
new number on the county owned cell phone and felt it would be a handicap to him.
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Commissioner Puryear stated if the Board was implementing a new process for
employees, he did not agree to create an exemption for the Board to not participate.
Chairman Newell added the policy was to protect the county’s liability.
A motion was made by Commissioner Puryear and carried 5-0 to table action on
this item until the Board’s next meeting.
CONSIDERATION TO CHANGE THE LOCATION OF THE APRIL 15, 2019
REGULAR-SCHEDULED BOARD MEETING:
County Manager, Heidi York requested consideration from the Board to change the
location of the Board’s April 15, 2019 regular-scheduled meeting to the auditorium due to
the elevator being out of order for modernization, to ensure the public has access to attend.
A motion was made by Commissioner Puryear and carried 5-0 to change the
Board’s April 15, 2019 location to the County Office Building Auditorium. The start time
of the meeting remains unchanged at 9:00am.
EV CHARGING STATION:
Assistant County Manager, Sybil Tate informed the group that Person County is
one of 24 counties in NC that was eligible for the Clean Fuel Advanced Technology
(CFAT) grant based on air quality. Ms. Tate explained that the CFAT grant funds 80% of
projects and requires that the applying organization provide a 20% match.
Ms. Tate stated the Person County Museum of History Board discussed the
possibility of having an EV charging station at the museum, which is located on Person
County’s property, at their last board meeting. The Museum Board would like to request
permission to allow an EV charging station to be installed on the county’s property and
offered to be responsible for paying the “connection” fee, which is $60/year. The county
would be responsible for the electric bill, which it currently paid through the General
Services budget.
Ms. Tate advised that the Tourism Development Authority (TDA) has agreed to
pay the match for the grant for a total of $10,000. TDA would fund $5,000 to match the
$5,000 grant. Ms. Tate requested a second option for the county to fund the $5,000 funding
should Person County not be awarded the grant to pursue installation as presented.
Ms. Tate request the Board to approve staff to pursue the CFAT grant.
A motion was made by Commissioner Clayton and carried 5-0 to approve staff
applying for the Clean Fuel Advanced Technology Grant for $5,000 for an EV Charging
Station to be located on county-owned property at the Person County Museum of History
and/or to appropriate $5,000 funds, either option to be matched by TDA funding of $5,000.
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STRATEGIC PLAN WORK SESSION 1:
Assistant County Manager, Sybil Tate reminded the group that at the FY2020
Budget Retreat, the Board asked staff to engage in a strategic planning process. The Board
directed staff to help create a plan that was focused on Person County Commissioners’
goals for the next five years.
Ms. Tate provided an overview of strategic plan process and facilitated discussion
amongst commissioners about their priorities for the next five years using the following as
a guide:
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Ms. Tate asked the commissioners to send along their objectives so that she can
prepare categories. Chairman Newell said his preference was to target and accomplish one
or two objectives versus listing many. He noted his top objectives included introducing
advanced manufacturing curriculum in the middle schools and concentrate on workforce
development.
Vice Chairman Jeffers asked the group to consider what the vision was for Person
County, i.e., quality of life as the population of the older citizens in the county continues
to rise, advanced manufacturing focusing on the automotive industry, and/or allied health
training.
Commissioner Clayton noted infrastructure such as water and sewer had been
neglected on US158E; he further noted his desire to extend water lines to the landfill area.
Vice Chairman Jeffers stated the need for extending water and sewer in the south end of
the county.
Vice Chairman Jeffers stated the need for Person County to develop a mission
statement for both its strategic plan as well as the Land Use Plan.
Commissioner Puryear said a long-term solid waste plan and recycling facility was
a continued need noting the northern part of the county could use convenience sites for
recycling. Vice Chairman Jeffers said the southern end of the county could use more
recycling convenience centers and he added a beautification plan was needed too.
Commissioner Powell stated education was his top priority noting the County
needed to commit to funding Person County Schools and Piedmont Community College
and that an industrial property to promote and develop was his second priority.
It was the consensus of the Board to concentrate on capital for schools, operating
funding for schools and a new industrial park.
Ms. Tate stated she would prepare for the Board’s Work Session #2 for further
discussion on a mission statement and the top priorities by consensus.
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CHAIRMAN’S REPORT:
Chairman Newell had no report.
MANAGER’S REPORT:
County Manager, Heidi York had no report.
COMMISSIONER REPORT/COMMENTS:
Commissioner Clayton reported that he and Chairman Newell met with Senators
Tillis and Burr to promote the Mega Site while in Washington, DC attending the NACo
Legislative Conference. Commissioner Clayton conveyed his trip to Washington, DC was
not a vacation. He commented that the Energy Environment Committee to which he is a
member advocated on the Waters of the U.S. not be over regulated.
Vice Chairman Jeffers commented that U.S. and NC legislators should strategically
be asked to participate on committees that would be advantageous to the goals of counties,
and states regionally and across the nation.
Commissioner Powell announced Person County’s Fiscal and Energy Future, a
community dialogue taking place on March 21, 2019 at the Senior Center, starting at
6:30pm
There was no report from Commissioner Puryear.
RECESS:
Chairman Newell announced the meeting would stand in recess at 11:05am until
6:00pm on April 1, 2019 for the purpose of holding its Strategic Plan Work Session #2
prior to the 7:00pm regular scheduled Board meeting.
_____________________________ ______________________________
Brenda B. Reaves David B. Newell, Sr.
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
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4/1/2019
Dept./Acct No.Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
General Government 3,335
Public Safety 170,684
Transportation 4,692
Culture and Recreation 15,164
REVENUES General Fund
Charges for Services 15,164
Investment Earnings 170,684
Other Revenues 8,027
Explanation:
BUDGET AMENDMENT
Receipt of energy rebate from Duke Energy ($3,335); appropriate increased interest earnings to alleviate
overages in EMS overtime ($135,651) and part-time ($35,033) salaries; receipt of revenue from sale of old
PATS vehicle ($4,692); receipt of increased recreation fees ($12,764); receipt of increased Kirby ticket sales
($1,333) and Kirby Rebirth rental revenue ($1,067).
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AGENDA ABSTRACT
Meeting Date: April 1, 2019
Agenda Title: Mobile Device Policy for Person County Government Employees
Summary of Information: This proposed policy was presented at the Commissioners March 18th
Board meeting and was tabled until this meeting. While the Commissioners are included in the new
policy to receive a county-owned cellular phone, because they are not classified as full-time
employees, the Board can certainly exempt themselves and as well as any other positions from the
Policy.
As technology continues to play an integral role in the delivery of government services, a new policy
to address the best practices for managing mobile devices is needed. This policy seeks to safeguard
county resources, while meeting regulations governing public information, IRS requirements, and
Fair Labor Standards for employees. This policy will assist in preserving public information while
protecting individual’s privacy. Currently county employees who require the use of a mobile device
in conducting day-to-day business receive a stipend for use of their personal phones. This new
policy will have a county-owned phone assigned to a particular position if required for the function
of the job. The phone is assigned to a position and remains the property of Person County. If an
employee then receives a request for public information related to cell phone use, it is easy to
separate business use. In addition, if an employee terminates in a position with the County, it is easy
to discontinue access to County resources with a County-owned device.
Most other local governments have transitioned from stipend based cell phones to government-
owned cell phones. The process of analyzing the use and need of mobile devices within our
organization has allowed us to comply with regulations for usage. All employees are required to
submit a request through their department head which is then reviewed by Human Resources and the
County Manager.
In a continuous effort to improve our organization and better support County employees, this Policy
is proposed for review by the Board of Commissioners. The projected financial impact is $144,276
annually, with nearly 200 users including elected officials. This impact is an increase of $22,590
annually and includes an additional 25 users.
Recommended Action: Receive the information and provide direction to the Manager.
Submitted By: Heidi York, County Manager
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Person County Government – Mobile Device Policy Page 1
Person County Government
STANDARD PROCEDURE
SUBJECT: Mobile Device Policy
Effective Date: 7/1/2019
Department: Information Technology
Policy No.:
Prepared by: Chris Puryear, IT Director
Revised:
Approved by:
# of Pages: 4
PURPOSE:
Mobile devices are a critical and significant communications resource in conducting
Person County Government business. As such, it is imperative to safeguard and maintain
their operational effectiveness and appropriate use. This policy establishes criteria
governing the authorized use of County-owned smartphones, tablets, and other (mobile)
devices.
DEFINITIONS:
Mobile Device: A portable, wireless, computing device easily carried on one’s person.
Examples include but are not limited to: laptop computers, smartphones, and tablets.
Standard Phone: A cell phone with the standard features to allow voice calling.
Smartphone: A mobile phone offering advanced capabilities beyond a typical cell phone,
often with PC-like functionality. These advanced capabilities usually include email and
Internet functionality.
Personal call: A call made by a County employee that is personal in nature and not related
to County business. The term personal call also includes personal text messages.
Emergency personal call: An infrequent personal call that is of an urgent nature where
using a County owned cell phone is the best option available.
Encryption: Use of encoding electronic data to a secure form to protect it so it is
unreadable to unauthorized persons.
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Person County Government – Mobile Device Policy Page 2
OVERVIEW:
Cell Phones:
County-owned cell phones, just like desktop computers, are the property of Person
County Government. As such, there should be no expectation of privacy.
Text messages will be archived as required by North Carolina Public Record Laws
and are subject to review by administration at any time.
Personal calls are discouraged. An exception is made for emergency personal
calls.
All business-related tasks which involve the use of a cell phone (calling, texting,
etc.) should be completed on a County-owned device whenever possible to ensure
compliance with North Carolina Public Record Laws.
Shall be encrypted and managed by Person County’s mobile device management
platform for security and application deployment purposes.
Tablets and other Mobile Devices:
Devices running Microsoft Windows must be encrypted and joined to and managed
by Microsoft Active Directory as setup by Person County IT.
All other devices shall be encrypted and managed by Person County’s mobile
device management platform for security and application deployment purposes.
ELIGIBILITY FOR COUNTY-OWNED DEVICES:
Cell phones are linked to positions, not employees. The Human Resources
department will maintain a list of positions that are eligible for either a standard
phone or smartphone. The Human Resources department and the County
Manager will determine if the position meets the requirements based on the
information provided by completing the Request for County-Owned Cell Phone
form. Below are the criteria used to determine if a position qualifies for a County-
owned phone:
Standard Phone Criteria Smartphone Criteria
30% or more of work hours are out of the
office
30% or more of work hours are out of the
office and email and calendaring are
needed
On call 7.5 hours/month or more Frequent need of email and calendaring
on nights and weekends
Must be available 24/7 for public safety
reasons
Need email and internet for public safety
purposes
Grant Funded Cellular data service needed to perform
required job functions
Grant Funded
Tablets and other mobile devices are approved for use by County staff in the
performance of their job duties. All provisions of this policy must be met in order
for mobile devices to gain access to County resources.
52
Person County Government – Mobile Device Policy Page 3
PURCHASING:
All mobile devices as defined in this policy must be approved by and purchased through
the Person County IT Department. Any mobile device not purchased through the IT
Department will not be given access to secured County resources. At the request of a
Department Head or Supervisor, Person County IT will quote the appropriate equipment
through an approved vendor and forward that information to the necessary purchasing
authority. Upon approval, the PO shall be forwarded to Person County IT for
purchasing, setup, and delivery of the device(s).
USER RESPONSIBILITIES (include but are not limited to):
Ensure adequate physical security of the device. This includes the physical
safeguarding of the device and the use of encryption and a security passcode to
access County data.
Prevent the loss or compromise of County data. Do not copy or transfer County
information from County applications, media, or devices to non-County
applications, media, or devices.
Keep County data and personal data separated.
Report a lost, stolen, or compromised device immediately to the Person County
IT Department so that appropriate security measures may be taken.
DEPARTMENTAL RESPONSIBILITIES:
Request cellular device eligibility through the Human Resources department.
Request purchases through the Person County IT department.
Notify both Human Resources and Person County IT of any impending
terminations as quickly as possible and maintain possession of the mobile
device.
Make monthly payments to the service provider for cellular service as necessary.
Review monthly statements from the service provider to ensure appropriate use.
Request applications to be pushed to mobile devices (purchased by the
requesting department)
TERMINATION OF SERVICE:
The department shall immediately suspend or terminate the monthly service on County-
owned cell phones if any of the following conditions exist:
1. When an employee is out of work for more than 30 days their cell phone
privileges must be suspended. Human Resources will notify the responsible
parties when these situations arise.
2. When the requirement and business need by the employee ceases to exist, as
determined by the County Manager and HR Department.
3. When the employee is transferred from the position or terminates employment
with the County.
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Person County Government – Mobile Device Policy Page 4
All employees who wish to receive mobile device privileges from Person County
Government under this policy must agree to abide by all of the provisions of this policy.
Any employee found to be out of compliance with the provisions of this policy may have
their mobile device privileges revoked and be subject to other disciplinary measures.
---------------------------------------------------------------------------------------------------------------------
By signing on the line below, I ___________________________________(please print)
acknowledge that I have read, understand, and accept the terms of the Person County
Mobile Device Policy as outlined on the previous pages. I also understand that by signing
this policy, I am in no way being guaranteed a mobile device or access to County
resources.
Signed by: ________________________________________________________
Employee Signature
Printed Name: _____________________________________________________
54
AGENDA ABSTRACT
Meeting Date: April 1, 2019
Agenda Title: Resolution to Authorize Execution of a Lease and Fixed Base Operator
Agreement at the Person County Airport
Summary of Information: Person County leases the Person County Airport to a Fixed Base
Operator to manage all activities at the Airport. In February 2009, the Board of Commissioners
approved a Lease and Fixed Base Operator Agreement with Red Mountain Aviation, Inc. for a
period of 10 years. This Lease and Agreement expired in March 2019 and is before the Board for
renewal for an additional 10 year term from March 1, 2019 to February 28, 2029. The rental rate is
$7,719 per month plus a fuel flowage fee of six cents per gallon.
In this Agreement, the County assumes the cost for all utilities; provides reimbursement for costs of
general liability insurance; and waives one month’s rent as incentives. In addition, the County is
responsible for maintenance of all paved areas, the exterior of all buildings and all major repairs to
buildings, plumbing, electrical, and climate control systems. The County also provides for the
mowing and ice and snow removal from the Leased Premises. The list of responsibilities of the
Fixed Base Operator can be found on page 3 of the Agreement.
Recommended Action: Review the Agreement with Red Mountain Aviation, Inc. and approve
Submitted By: Heidi York, County Manager and Ray Foushee, General Services Director
55
A Resolution to Authorize Execution of a Lease and Fixed
Base Operator Agreement
WHEREAS, the Person County Board of Commissioners desires to lease excess real
estate owned by the County at the Person County Airport to a Fixed Base
Operator.
NOW THEREFORE, BE IT RESOLVED by the Person County Board of County
Commissioners that:
1. The property proposed to be leased as a part of the Fixed Base
Operation at the Airport is described as follows:
The building known as the “terminal building”, the fuel storage and
dispensing facility, paved aircraft apron area, the maintenance
hangar, all aircraft tie-downs located on the paved apron and thirty
T hangers on Airport property, and the 15,600 square foot corporate
hangar (formerly GTE); and,
2. The property described above is not needed now and will not be
needed for the term of the proposed lease; and,
3. The proposed lease is for a 10-year period at a rental of $7719 per
month plus a percentage of fuel sales; and,
4. The proposed lessee is Red Mountain Aviation, Inc.; and,
5. The Chair of the Board is authorized to execute the attached lease.
Adopted, this the 1st day of April, 2019.
Person County Board of Commissioners
______________________________
David B. Newell, Sr., Chairman
Attest:
_____________________________
Brenda B. Reaves, Clerk to the Board
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Page 1 of 9
NORTH CAROLINA
PERSON COUNTY
LEASE AND FIXED BASE OPERATOR AGREEMENT
THIS LEASE AND FIXED BASE OPERATOR AGREEMENT, effective as of the
1st day of March, 2019, by and between PERSON COUNTY, a body politic (the
“County”), THE PERSON COUNTY AIRPORT COMMISSION (The “Commission”) and
Red Mountain Aviation, Inc., a North Carolina Corporation, (“Red Mountain Aviation”)’
WHEREAS, the County wishes to enter into a ten year lease agreement with
Red Mountain Aviation for lease of a portion of the property upon which is constructed
the Person County Executive Airport, (“Airport”) and
WHEREAS, the Commission wishes to enter into a contractual agreement with
Red Mountain Aviation to provide certain fixed base operator services at the Airport,
and
WHEREAS, Red Mountain Aviation wishes to enter into such a lease agreement
with the County and such a fixed base operator agreement with the Commission,
NOW THEREFORE:
I LEASE.
1. PREMISES. Subject to the terms and conditions hereinafter set forth,
County leases to Red Mountain Aviation the following buildings, equipment and other
property presently located at the Airport, (the “Leased Premises”):
A. The building known as the “terminal building”.
B. The fuel storage and dispensing facility.
C. The paved aircraft apron area.
D. The maintenance hangar facility.
E. Aircraft tie-downs located on the paved apron.
F. Thirty T-Hangars on Airport property.
G. The 15,600 square foot corporate hangar (formerly GTE)
2. TERM OF LEASE. The term of this lease shall be for a period of ten
years commencing March 1, 2019 and terminating on February 28, 2029.
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3. INCOME. With the exception of the amounts to be paid to County as
defined in Paragraph 7 of Section III, Red Mountain Aviation shall retain all income
from the operation of the Leased Premises including all food and drink concessions
located on the Leased Premises.
4. REPAIRS AND MAINTENANCE. County shall be responsible for the
maintenance of all paved areas, the exterior of all buildings and all major repairs to
buildings, their plumbing, electrical and climate control systems the need for which is
reported by Red Mountain Aviation to County’s General Services Director.
Red Mountain Aviation shall be responsible for providing labor and materials
necessary to maintain and repair all windows, doors, interior walls and shall provide
labor and materials necessary to make minor repairs to the electrical, plumbing and
climate control systems, such as replacement of air conditioning filters, light bulbs of all
kinds, switches, fuses, repair of clogged drains.
Red Mountain Aviation shall be responsible for the labor and materials for repairs
necessitated by the negligence of Red Mountain Aviation, its employees and agents.
Red Mountain Aviation agrees to surrender the Leased Premises at the expiration
or earlier termination of the Lease Agreement in as good a condition as when received,
excepting only deterioration caused by ordinary wear and tear, and damage by fire,
wind, or other casualty of the kind insured against in standard policies of fire insurance
and extended coverage.
5. LITTER, MOWING AND SNOW. Red Mountain Aviation shall be
responsible for keeping the immediate area in and around the hangars and terminal
building free of litter. County shall be responsible for mowing the Leased Premises.
Upon request by Red Mountain Aviation and agreement by the County, County
shall be responsible for ice and snow removal from the Leased Premises.
6. ALTERATIONS. At its own cost, Red Mountain Aviation shall be entitled
to make alterations, improvements and additions to the Leased Premises, provided that
all plans are reviewed and approved by the County, but same shall remain on said
premises upon termination of lease and shall become the property of County upon said
termination.
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Page 3 of 9
7. UTILITIES. County shall provide water and sewer service for the Leased
Premises. County shall assume the responsibility to pay for all the cost of utilities.
8. ACCESS. County and Commission shall at all times have the right to
enter the Leased Premises for the purpose of inspection.
II FIXED BASE OPERATOR.
Subject to the terms and conditions hereinafter set forth, the Commission grants
to Red Mountain Aviation the right to provide on the Leased Premises fixed base
operator services and other services as provided below.
Red Mountain Aviation shall use and operate the Leased Premises for a fixed
base aircraft operation to serve the Airport and is expected to provide the following
services:
► Maintain fuel inventory, fuel trucks and provide fueling service for Avgas and Jet
A fuel;
► Maintain a winter and a summer schedule for public hours seven days a week at
the Terminal Building for at least nine hours a day October to April, and at least
10 hours a day May to September, excluding Thanksgiving Day, Christmas Day,
Easter Sunday, and Independence Day, and post public hours in a location
accessible to the public;
► Provide reception of customers and visitors, provide public waiting area; provide
information to the public and respond to public inquires regarding local aviation
and the local area;
► Provide public facilities available for pilots (i.e. flight planning amenities: access
to weather information, telephone, computer with internet access, etc.);
► Provide at least one clean, well maintained, insured, courtesy vehicle;
► Maintenance of the public restrooms in the Terminal Building, and general
maintenance/housekeeping of all leasehold areas;
► Trash collection and trash disposal for leasehold areas;
► Aircraft ramp services (towing, parking guidance, etc.) during public hours;
► Operation of Unicom radio, issues NOTAMs and other necessary public
information involving the airport operations and status;
► Assign and collect fees for transient tiedowns;
► Collect permanent tiedown fees; manage T-hangars; monitor compliance with
rental agreements in T-hangars and activities on airport grounds;
► Employ an adequate number of properly trained and/or certified personnel to
provide satisfactory FBO service;
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Page 4 of 9
► Attend and participate in Airport Commission meetings;
► Complete weekly inspections of the airport area and its paved areas, lighting and
landing systems, and other on-ground systems, and report (or remedy and
report) any issues identified from these inspections to the County.
► Complete daily inspections of the runway, taxiway and apron pavements for
foreign objects and debris;
► Submit written monthly reports to the County summarizing the weekly inspections
listed above, plus information regarding the previous month’s fuel sales, tie-down
rentals, T-hangar rentals, corporate hangar rentals, and general airport
operations;
► Monitor on-airport activity and report any potential security and safety concerns
to designated County personnel for potential remedies;
► Operate at all times those portions of the airport and its facilities which are within
the leasehold of the FBO which are necessary to serve the aeronautical users of
the airport in a safe and serviceable condition and in accordance with the
minimum standards as may be required or prescribed by applicable Federal,
State and local agencies for maintenance and operation. The FBO will not cause
or permit any activity or action thereon which would interfere with its use for
airport purposes;
► Furnish services to the public on a reasonable, and not unjustly discriminatory,
basis to all users thereof, and charge reasonable and not unjustly discriminatory,
prices for each unit or service.
Any other use of the Leased Premises shall be prohibited without the express written
consent of the County and the Commission.
III TERMS AND CONDITIONS.
The following terms and conditions shall apply to and are a part of both the lease
and the fixed base operator agreement as set forth above:
1. STANDARD OF CARE. Red Mountain Aviation shall at all times manage and operate
the Leased Premises in a careful, safe, prudent and efficient manner in keeping with the
standards of an airport of the size and value of the Airport and in accord with Federal, State
and county law and procedures.
2. SERVICES AND PERSONNEL. Red Mountain Aviation shall at all times provide
adequate services to those using the Airport at reasonable and established rates customarily
used by airports of like size and characteristics in this State, and shall employ a sufficient staff
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of experienced and capable personnel and furnish modern and adequate tools and equipment
for such services.
3. DISCRIMINATON. Red Mountain Aviation agrees to operate the Leased Premises for
the use and benefit of the public, to make available all facilities and services to the public
without discriminatory or otherwise unreasonable charges or fees; however, Red Mountain
Aviation shall be allowed to make reasonable and nondiscriminatory discounts, rebates or other
similar types of price reductions to volume purchasers.
4. FUEL AVAILABILITY. Red Mountain Aviation will provide availability of fuel to users of
the Airport twenty-four hours a day, seven days a week.
5. INSURANCE. Red Mountain Aviation agrees that at all times, hereafter, during the
term of this lease, it shall maintain and keep in force a policy of $1 million General Liability
Insurance and adhere to Standard Tort Limits on all other coverages, provide Workers
Compensation and Employers Liability Insurance of $100,000 per employee, and provide
Environmental Liability Insurance with $1 million clean-up coverage. Red Mountain Aviation
shall name County as an additional insured in said policy of insurance. The County will provide
insurance for all buildings and fuel farm tanks. The County shall assume the responsibility to
reimburse Red Mountain Aviation for all the cost of general liability insurance.
6. INDEMNIFICATION. Red Mountain Aviation will indemnify County and Commission and
save them harmless from and against any and all claims, actions, costs, judgments, liens, or
liability for loss of life, personal injury or damage to property arising out of or resulting from the
negligence of Red Mountain Aviation, its agents, licensees, concessionaires or employees in
Red Mountain Aviation’s use of the Leased Premises.
7. PAYMENTS TO COUNTY. Red Mountain Aviation shall within the first fifteen days of
each month pay to County the following based on monies collected by Red Mountain Aviation
during the preceding month:
A. Fuel Flowage Fee.
$0.06 for all the gasoline dispensed by Red Mountain Aviation during the month.
B. Monthly Rental in the amount of $7,719 ($92,628 per year). County and
Commission shall waive one month’s rent ($7,719) each year for the term of this agreement;
Red Mountain has determined the waived month of each year will be May.
Lessee shall maintain such records and books of account as may be necessary to document
and justify all amounts payable to County under this lease, and shall maintain the same for at
least three (3) years following the termination of this lease. County shall have a reasonable
right of access to an inspection of all such books and records.
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Page 6 of 9
8. TAXES. Red Mountain Aviation agrees to pay any taxes which are properly assessed
against it or its property located on the Leased Premises or arising out of business done on the
Leased Premises.
9. ASSIGNMENT. Red Mountain Aviation shall not assign this lease and agreement
without the written consent of County and Commission. County and Commission shall not
unreasonably withhold approval.
10. NOTAMS AND NAVAGATIONAL AID FAILURE. Red Mountain Aviation shall report to
the appropriate authorities and entities each situation at the Airport which is the proper subject
of a Notice to Airmen and shall simultaneously notify of such notice the County’s Airport
Coordinator, Ray Foushee, 336-597-1735. The County will notify Red Mountain Aviation of any
successor to Airport Coordinator.
Red Mountain Aviation shall report to the FAA and then to the Airport Coordinator, any
defect or failure in any navigational aid on the Leased Premises.
11. QUIET ENJOYMENT. Red Mountain Aviation, upon performing the covenants and
agreements of this Lease and Agreement shall quietly have, hold and enjoy the Leased
Premises and all rights granted Red Mountain Aviation in this Lease and Agreement during the
term hereof and extension hereto.
12. TERMINATION BY RED MOUNTAIN AVIATION. Red Mountain Aviation shall be
entitled to declare this Lease terminated upon the occurrence of any of the following events:
A. The permanent abandonment of the Airport.
B. The lawful assumption by the United States Government, or any authorized agency
thereof, of the operation, control or use of the Leased Premises or of the Airport, or any
substantial part or parts thereof, in such manner as substantially to restrict Red Mountain
Aviation for a period of at least ninety days from operating thereon.
C. Issuance by any court of competent jurisdiction of any injunction preventing or
restraining the use of the Airport and the remaining in force of such injunction for a
period of at least ninety days.
D. The default by County or Commission in the performance of any covenant or
agreement herein required to be performed and the failure of County or Commission to
remedy such default for a period of sixty days after receipt from Red Mountain Aviation
of written notice of such default.
13. TERMINATION BY COUNTY AND COMMISSION. This lease and agreement shall be
subject to cancellation by County and Commission in the event Red Mountain Aviation shall:
A. Be in arrears in the payment of rent for a period of fifteen days after written notice of
same from County.
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B. Make a general assignment for the benefit of creditors or file a voluntary petition in
bankruptcy or if it is adjudicated a bankrupt pursuant to an involuntary petition.
C. Not conduct business on the Leased Premises for a period of three days unless
prohibited from doing so by action of the County or Commission.
D. Default in the performance of any covenant or agreement contained herein (except
payment of rent) and such default continues for a period of sixty days after written notice
of same from County.
Upon the occurrence of any of the aforesaid events, County and Commission may, without
prejudice to any other rights they may have, cancel and terminate this Lease and Agreement
by giving Red Mountain Aviation written notice of its election to so do and upon such
cancellation, County may take immediate possession of the Leased Premises and shall have
the right to remove Red Mountain Aviation’s personal property without liability for damage to
same. All rent due hereunder shall be payable to the date of said termination.
Failure of County and Commission to declare this Lease and Agreement terminated upon
default of Red Mountain Aviation, shall not operate to bar or destroy the right of County and
Commission to cancel this lease for any subsequent violation of the terms hereof.
14. GOVERNMENTAL AGREEMENTS. Red Mountain Aviation is aware that County and
Commission have in the past, and intend in the future, to enter into agreements with the United
States of America and the State of North Carolina concerning the application for funds for
improvements to be made at the Airport. This Lease is expressly made subject to all of said
agreements now existing, or hereafter to be entered into, and it is agreed that as to any conflict
between the terms of any governmental agreement and this lease, said governmental
agreement shall control.
15. REPORTS AND RECORDS. Within the first fifteen days of each month, Red Mountain
Aviation shall provide to the Finance Office of County a monthly accounting of funds collected
upon which are based the payments specified by Paragraph 7 above.
Within the first fifteen days of each calendar year, Red Mountain Aviation shall provide to
the Person County Tax Collector, with a copy to the Airport Coordinator, a list of all aircraft
based at the Airport and shall specify as to each such aircraft: (1) the name and mailing
address of the owner, (2) make and model, and (3) estimated value.
16. NOTICE. Any notice required to be given under the terms of this lease may be made to
Red Mountain Aviation by registered mail addressed to Red Mountain Aviation, c/o Bill Tougas,
385 Montgomery Drive, Timberlake, North Carolina, 27583, and as to County and Commission
by registered mail addressed to County Manager, Person County Office Building, 304 S.
Morgan Street, Room 212, Roxboro, North Carolina 27573, or at such other address as one of
the parties may designate in writing to the other.
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IN TESTIMONY WHEREOF, the parties to this Agreement have executed the same in
duplicate originals, one of which is retained by each.
This the _____ day of ____________, 2019.
RED MOUNTAIN AVIATION, INC.
_____________________________
William E. Tougas, President
ATTEST: ____________________________
PERSON COUNTY AIRPORT COMMISSION
This the _____ day of _____, 2019.
_____________________________________
Henry Newell, Jr., Chairman
WITNESS: ______________________________
PERSON COUNTY, NORTH CAROLINA
This the ____ day of _______, 2019.
___________________________________
David B. Newell, Sr., Chairman
Person County Board of Commissioners
ATTEST: _________________________________
Brenda B. Reaves, NCMCC, Clerk to the Board
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Page 9 of 9
NORTH CAROLINA
PERSON COUNTY
I, ____________________________, a Notary Public for said State and County, certify that
William E. Tougas personally appeared before me this date and acknowledged that he is
President of Red Mountain Aviation and that on behalf and with its authority, the foregoing
instrument was signed in its name by its ____________, sealed with its corporate seal and
attested by its Secretary on this the _____ day of _____________, 2019.
WITNESS my hand and official seal this the ____ day of _____________, 2019.
_____________________________ My Commission Expires:
Notary Public _____________________________
NORTH CAROLINA
PERSON COUNTY
I, _____________________________, a Notary Public for said State and County, certify that
Henry Newell, Jr., personally appeared before me this date and acknowledged the due
execution of the document in his capacity as Chairman of the Person County Airport
Commission.
WITNESS my hand and official seal this the _____ day of _____________, 2019.
______________________________ My Commission Expires:
Notary Public ____________________________
*************************************************************************************************************
NORTH CAROLINA
PERSON COUNTY
I, ____________________________, a Notary Public for said State and County certify that
Brenda B. Reaves personally appeared before me this day and acknowledged that she is Clerk
of the Board of Commissioners of Person County, North Carolina and that by authority duly
given and as the act of the County, the foregoing instrument was signed in its name by David B.
Newell, Sr., Chairman of the Board of Commissioners, sealed with its seal, and attested by her
as Clerk to the Board of Commissioners.
WITNESS my hand and official seal this the ____ day of ________________, 2019.
_____________________________ My Commission Expires:
Notary Public ________________________________
65
AGENDA ABSTRACT
Meeting Date: April 1, 2019
Agenda Title: Approval of Person Area Transportation System Services on
Days the County is closed and Proposed Rates
Summary of Information: Person Area Transportation System (PATS) is requesting to provide
transportation services for dialysis patients on certain county approved holidays as outlined
below. To ensure costs are covered for the additional service times on these dates, we are
requesting a special rate be adopted. Transportation services will be coordinated with Roxboro
DaVita, the Department of Social Services (DSS) and PATS.
Martin Luther King Jr Birthday
President’s Day
Good Friday
Memorial Day
Labor Day
Veterans Day
Saturday after Thanksgiving
The day after Christmas Day
PATS will not provide services on New Year’s Day, Independence Day, Thanksgiving, Black
Friday, Christmas Eve and Christmas Day.
Rates
Zone One Way Rate Round Trip Rate
1 $8.00 $16.00
2 $8.50 $17.00
3 $9.50 $19.00
4 $10.00 $20.00
5 $11.50 $23.00
6 $12.00 $24.00
Recommended Action: Approval, effective immediately, to provide services and the proposed
rates on days noted above that the County is closed.
Submitted By: Glen LaBar Jr. Public Transportation Director
66
AGENDA ABSTRACT
Meeting Date: April 1, 2019
Agenda Title: Recommended Capital Improvement Plan (CIP) for FY 2020-2024
Summary of Information:
The CIP is a planning tool for implementing large, capital projects. The CIP includes
projects costing $50,000 or greater from county departments, Piedmont Community
College and Person County Schools. In past versions, we also include capital needs for
the Museum and the Senior Center as county-owned facilities.
This document paves the way for the Recommended Budget as it will provide an
estimate of funding needed for capital projects and anticipates impacts on operating
costs as well. These capital projects span the next five fiscal years with the
upcoming fiscal year (FY20) being the only year where a funding commitment
is needed from the Board.
According to the Board’s Budget Calendar, the CIP is scheduled to be adopted at the
Board’s meeting on April 15, 2019. It is being presented for discussion, feedback, and
direction from the Board.
Recommended Action: Receive the Recommended Capital Improvement Plan and
provide staff with feedback.
Submitted By: Heidi York, County Manager and Amy Wehrenberg, Finance Director
67
Person County, North Carolina Person County
Capital Improvement Plan
FY 2020-2024
Recommended
Heidi York, County Manager
Sybil Tate, Assistant County Manager
Amy Wehrenberg, Finance Director
April 1, 2019
68
Person County, North Carolina
Capital Improvement Plan
Table of Contents
Manager’s Letter to the Board of Commissioners ............................................ 1-2
Objectives and Procedures for the CIP ................................................................. 3
Criteria for Project Priority ..................................................................................... 4
Completed and Ongoing Projects ..................................................................... 5-6
Recommended Projects .................................................................................... 7-8
Projects Not Recommended ................................................................................. 9
Funding Schedule ......................................................................................... 10-13
Set Aside Funds for Future Years ....................................................................... 14
Graph-Revenue Sources ..................................................................................... 15
Graph-Projects by Function ................................................................................. 16
Graph-Projects by Type ...................................................................................... 17
Person County’s Debt Service ...................................................................... 18-19
Future Debt Service Payments ........................................................................... 20
69
PERSON COUNTY
OFFICE OF THE COUNTY MANAGER
304 South Morgan Street, Room 212
Roxboro, NC 27573-5245
336-597-1720
Fax 336-599-1609
April 1, 2019
Dear Person County Board of Commissioners:
I am pleased to present Person County’s Fiscal Years 2020-2024 Capital Improvement Plan (CIP). The
CIP is an important planning tool for our County, reflecting the Board of County Commissioners’ priorities
for large capital projects over the next five years. In addition to Person County Government, this plan also
incorporates the needs of our partner agencies- including Person County Schools and Piedmont Community
College (PCC) - given that counties are statutorily responsible for the provision of educational facilities.
We also include capital needs for two outside agencies for which the County owns the buildings: the Person
County Museum of History and the Person County Senior Center, although there are no identified needs for
either entity in this proposed CIP.
The development of this plan takes into account many factors including the current economic and fiscal
climate, logistical and financial constraints, as well as competing demands and priorities for county funds.
The most critical capital needs are those that address a life-safety issue. Once those needs are identified,
we work towards a balance of needs and priorities within our logistical and financial constraints. This plan
identifies the anticipated funding sources needed to meet these priorities. Although the projects in this plan
span the next five years, the fiscal impacts extend far beyond. Projects that are financed incur debt service
payments typically over a fifteen to twenty year period. Therefore, the full array of funding sources needed
to support the projects as well as potential impacts to future operating budgets are also presented. The
Board of Commissioners reviews the five year CIP every year, but only funds the projects on an annual
fiscal year basis.
Although not yet reflected in the CIP, the County has engaged the services of a financial advisor to assist in
the planning and management of large impending capital needs, particularly for the Person County Schools,
which far exceed the county’s current funding capacity. Over the next year, we will be working closely
with our advisors to develop a fiscally responsible plan to fund the enormous needs of the schools. In the
meantime, this Capital Improvement Plan seeks to prioritize economic development, provide for some
efficiency upgrades and address some safety needs at both Piedmont Community College and Person
County Schools. The County has taken a proactive approach in managing roofing needs and window
replacements for county buildings and schools through the implementation of a comprehensive assessment
and replacement plan. For the current Fiscal Year 2018-2019, just over $7M was allocated for capital
needs, of which $4.4M was financed for the provision of our public safety communications system, and
county and school building improvements. For the upcoming Fiscal Year 2019-2020, spending remains
steady at a proposed $6.4M with no planned financings.
Spending and project highlights for FY20 include construction of a proposed new Executive Hangar at
Person County Airport, estimated at $3.6M of which $1.3M will come from the Airport Project Fund
Balance rather than the General Fund. Another large project is the final construction of the County’s Fiber
Project at a cost of $789,063. There are three minor roofing projects; new permitting software for our
Development Services group at $184,500 with a contribution from the City of Roxboro for their
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participation in the project of $22,625; Information Technology Server Expansion for $130,358; and lights
replacement at Bushy Fork Park for $57,739.
For our educational partners, PCC is proposed to receive a contribution on the POD Building ($79,000);
technology upgrades ($100,000) and telephone system replacement (57,592); enhancements to safety and
security lighting ($50,000); a generator ($80,000); and a Feasibility Study ($54,000) for an Advanced
Manufacturing and STEM center to further our economic development efforts. Person County Schools is
proposed to receive ADA improvements at four elementary schools ($398,481); interior painting at Earl
Bradsher preschool ($80,000); and an upgrade to the fire alarm system at Southern Middle School
($200,000).
An important element of this CIP is the debt analysis summary and the table and graph showing the future
debt service levels for Person County Government. Comparing Person County’s debt service levels to
counties benchmarked with our population size indicate that our debt ratio is below average at 4%, which is
half of the benchmarked population group’s average ratio of 8%. The spreadsheets and graph illustrate
Person County’s ability to take on additional debt payments in the future, which will be necessary as we
begin to address the huge deferred maintenance needs for the Person County Schools in the coming years.
Person County will continue to evaluate financing as a viable option for funding our capital needs, but will
proceed with caution as we monitor the County’s dependence on debt and rising interest rates in the future.
Please keep in mind that this Capital Improvement Plan is just that- a plan- and while a great deal of effort
and analysis have gone into this, it offers a starting point for annual comparisons, fiscal changes,
unforeseen needs, and a place where public discussion can begin. The CIP will continue to be reviewed
throughout the year, presenting any recommended changes to the Board for consideration. This review is
critical as new information about our capital needs, our fiscal health, financing tools, and existing project
scheduling arises.
Person County Government takes great care and pride in being fiscally responsible. This CIP demonstrates
our commitment to provide not only sustainable infrastructure, but improvements and enhancements to our
community and quality of life. County staff looks forward to working with the Board of County
Commissioners and our community partners as we implement the Fiscal Year 2020-2024 Capital
Improvement Plan.
Sincerely,
Heidi York
County Manager
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Person County, North Carolina
Capital Improvement Plan
Objectives of a CIP:
Create a plan to organize long term capital needs in a manner to promote
discussion regarding priority, feasibility, timing, potential costs, financing options
and future budgetary effect.
Limit projects to those costing $50,000 and over in the plan.
Present an overview of requests submitted by Person County departments,
Piedmont Community College and Public Schools.
Facilitate the exchange of information and coordination between the County, the
community college and the schools on capital planning.
Steps in developing a CIP:
Determine capital needs for all departments and certain County-funded agencies.
Review priorities and assess proposed capital projects in relationship to these
priorities.
Make recommendations to the Board of County Commissioners on a project’s
timing, priority and possible financing options.
Categories of projects:
Person County Government
Piedmont Community College
Public Schools
Each project includes a description, a timeline for construction and operating
costs, and the current status.
Also included are graphs that summarize revenue sources, projects by function,
projects by type, and outstanding debt.
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72
Person County, North Carolina
Capital Improvement Plan
Criteria in determining project status:
Safety
Is public health or safety a critical factor with regard to this project?
What are the consequences if not approved?
Mandate
Is the project required by legal mandates?
Is the project needed to bring the County into compliance with any laws or
regulations?
Timing and Linkages
What is the relationship to other projects, either ongoing or requested?
Does the project relate to a County-adopted plan or policy?
Economic Impact
Will this project promote economic development or otherwise raise the standard
of living for our citizens?
Efficiencies
Will this project increase productivity or service quality, or respond to a demand
for service?
Are there any project alternatives?
Service Impact
Will this project provide a critical service or improve the quality of life for our
citizens?
How will this project improve services to citizens and other service clients?
How would delays in starting the project affect County services?
Operating Budget Impact
What is the possibility of cost escalation over time?
Will this project reduce annual operating costs in some manner?
What would be the impact upon the annual operating budget and future operating
budgets?
Debt Management
What types of funding sources are available?
How reliable is the funding source recommended for the project?
How would any proposed debt impact the County’s debt capacity?
Does the timing of the proposed construction correspond to the availability of
funding?
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73
Person County, North Carolina
Capital Improvement Plan
Completed Projects
Person County Government:
Relocate IT Department- $97,000
Tax Appraisal software - $425,000
Boiler replacement- LEC- $85,000
Bushy Fork Park- new roof- $52,523
Library renovations- $136,329
Piedmont Community College
New Roof- Bldg. D -$183,297
Acoustical Ceiling - $60,000
Telephone System -$165,452
Main Power Switch- $113,450
Public Schools
Northern Middle - Bleacher replacement - $85,000
School Maintenance- new roof – $202,893
Facilities use audit- $120,000
South Elementary – valve replacement - $180,000
Northern Middle- fire alarm upgrade- $151,710
Stories Creek Elementary – cooling tower replacement- $110,000
Helena Elementary – cooling tower replacement- $110,000
Northern Middle- HVAC rooftop units- $411,395
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74
Ongoing Projects
Person County Government:
Courthouse- new roof - $120,741 – Engineering is complete, estimated completion
date August 2019.
Server Expansion - $83,000 (FY19)- Two year project, ending in FY20 ($130,358).
Storage equipment implementation is complete and processing equipment will be
implemented in FY20.
PCOB Elevator modernization- $86,015- Work is scheduled to begin in April of 2019
and should be complete by May.
HVAC system- Huck Sansbury gym- $86,015 – The system has been installed;
however, the duct work installation was delayed due to basketball season. Project
should be complete by Spring/Early Summer 2019.
Public Safety Towers -$3,134,895 -Construction of the Bushy Fork and Bethel Hill
towers is complete. Installation of equipment was completed in Dec 2018. Final
connection to the fiber system is estimated to be complete by Dec 2019.
Wireless Broadband Project -$250,000 – Wireless installation on Mt. Tirzah and
Woodland is complete. Bethel Hill and Bushy Fork towers are scheduled for FY20 and
FY21, respectively.
Fiber Project -$3,076,106 – The fiber project is 75% complete. Three routes have been
bored and fiber is being blown in to the Bethel Hill route. Estimated completion date is
Sept. 2019.
Kirby Auditorium-seating replacements- $110,273- Seats have been ordered and the
installation contract is complete; however, manufacturer delayed due to size of the
order. Completion date per the installation contract is estimated for June 2019.
Bleacher replacement- $70,000- Work has been scheduled for March and should be
complete by Spring of 2019.
Piedmont Community College:
Early College- POD Building- $473,752 – Project is underway with modular
components on site. Pieces cannot be set until the ground is dry. Estimated completion
date is Spring of 2019.
Computer Server room- AC unit and generator- $74,640- Weather has delayed this
project, but it is expected to be completed by Spring of 2019.
Public Schools:
New Roof- Early intervention -$207,000- To be bid out in Spring of 2019 and
completed by Fall of 2019.
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Person County
Capital Improvement Plan
FY 2020-2024
Recommended Projects
YEAR DEPT PROJECT TITLE
TOTAL
COST PROJECT DESCRIPTION AND JUSTIFICATION
2020 IT Server Expansion 130,358
Second year of server expansion. Total cost is $213,358.
Includes adding two servers, one server replacement , licensing,
additional hardware, and implimentation costs.
IT Permitting Software 184,500
New software for Planning, GIS, Inspections and EH. Current
software is no longer supported and does not integrate the
permmitting process.
General Services LEC- Enhanced camera system 55,000
Replace monitoring system in the LEC to improve automation
and meet State requirements.
General Services New roof- Grounds Maintenance 104,614 As recommended in the Roofing Study.
General Services New Roof - Animal Services 224,162 As recommended in the Roofing Study.
General Services New Roof - Board of Elections 130,292 As recommended in the Roofing Study.
Economic Dev. Fiber Construction 789,063
Third and final year of installation of 52 miles of fiber that will
connect the county's four public safety towers and other public
facilities. Total cost is $3,092,299.
Parks and Rec Bushy Fork - light replacement 57,739
Ball field lights are old and use outdated technology. Replace
with safer and brighter lighting.
Airport Executive Hanger construction 3,600,000
Construct a large hangar for an executive jet estimated at $60M
in taxable value. Two inquiries have already been made this year
for a hangar of this size.
PCC New Telephone System 57,592
Current system has been discontinued and is unreliable. Total
project cost is $197,433 and spans three years.
PCC Early College- POD bldg 79,000
Construct a new building for the PECIL program. This building
will be leased over 4 years for a total cost of $556,740.
PCC Feasibility Study- STEM center 55,000
Feasibility study to determine the demand and costs to construct
a new facility to house an advanced technology training center
and STEM high school classrooms.
PCC IT upgrades 100,000 Upgrades to campus technology
PCC Building S - generator 80,000
Purchase a generator to provide back up power in the event of a
crisis.
PCC Campus safety and security lighting 50,000 Improvements to degraded stairs, walkways and lighting.
Public Schools Earl Bradsher - interior painting 80,000 State inspections require new interior painting for this facility.
Public Schools Southern Middle - fire alarm upgrade 200,000 Replace obsolete alarm system.
Public Schools North, NE, Woodland - ADA improvements 398,481 Construct ramps and lifts at elementary schools.
2021 General Services New Roof - Helena (old) Gym 227,627 As recommended in the Roofing Study.
General Services New Roof - Mayo Park Buildings 96,482 As recommended in the Roofing Study.
General Services New Roof - EMS 155,442 As recommended in the Roofing Study.
General Services New Roof - Helena EMS/Sheriff Satellite 105,500 As recommended in the Roofing Study.
Parks and Rec
Huck Sansbury - playground surface
replacement 57,739
Replace wood chips under play equipment with ADA accessible
safety surfacing. Current subsurface is rotted and inhibits proper
drainage.
Parks and Rec Athletic fields - light replacement 50,000 Ball field lights are 25+ years old and need to be upgraded.
Stormwater Stormwater BMP 1,122,500
State law requires that the county implement projects to improve
water quality in Falls Lake.
PCC New Telephone System 57,592
Current system has been discontinued and is unreliable. Total
project cost is $197,433 and spans three years.
PCC Early College- POD bldg 79,000
Construct a new building for the PECIL program. This building
will be leased over 4 years for a total cost of $556,740.
PCC Information technology upgrades 80,000 Upgrades to campus technology
PCC Enclose selected walkways 100,000 Enclose walkways for improved safety and energy efficiency.
PCC Enviro controls for buildings 250,000
Existing system is old and does not function properly. Hard wiring
of the control system has been repeatedly struck by lightning.
The new system will be web-based and does not require much of
the current hardware.
PCC New Roof- Building L & covered walkways 217,556 As recommended in the Roofing Study.
PCC Campus safety and security lighting 60,000 Improvements to degraded stairs, walkways and lighting.
PCC Chiller units 250,000 Replace old chiller units that do not function properly.
Public Schools New roof - North End Elementary 649,056 As recommended in the Roofing Study.
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Person County
Capital Improvement Plan
FY 2020-2024
Recommended Projects
YEAR DEPT PROJECT TITLE
TOTAL
COST PROJECT DESCRIPTION AND JUSTIFICATION
Public Schools
New roof - Southern Middle -
storage/dugouts/restroom/booth 41,413 As recommended in the Roofing Study.
2022 General Services New Roof - Inspections 212,417 As recommended in the Roofing Study.
General Services New Roof - Emergency Communications 71,520 As recommended in the Roofing Study.
General Services New Roof - Museum Complex 383,424 As recommended in the Roofing Study.
Parks and Rec Athletic field light and pole upgrades 49,500 Ball field lights are 25+ years old and need to be upgraded.
Stormwater Stormwater BMP 892,500
State law requires that the county implement projects to improve
water quality in Falls Lake.
PCC New Telephone System 9,600
State law requires that the county implement projects to improve
water quality in Falls Lake.
PCC Early College- POD bldg 79,000
Construct a new building for the PECIL program. This building
will be leased over 4 years for a total cost of $556,740.
PCC Information technology upgrades 50,000 Upgrades to campus technology
PCC Enclose selected walkways 100,000 Enclose walkways for improved safety and energy efficiency.
PCC Enviro controls for buildings 250,000
Existing system is old and does not function properly. Hard wiring
of the control system has been repeatedly struck by lightning.
The new system will be web-based and does not require much of
the current hardware.
PCC Campus safety and security lighting 60,000 Improvements to degraded stairs, walkways and lighting.
PCC Chiller units 250,000 Replace old chiller units that do not function properly.
Public Schools New roof - North End Elementary 119,315 As recommended in the Roofing Study.
2023 Parks and Rec Athletic field light and pole upgrades 55,000 Ball field lights are 25+ years old and need to be upgraded.
Person Industries Feasibility Study-PI/merger 50,000
The lease at the PI Madison Blvd. location ends in 2025. Staff
and clients will be moved to the MRF facility. Upgrades to the
MRF equipment and the facility will be needed to accommodate
additional employees.
Stormwater Stormwater BMP 892,500
State law requires that the county implement projects to improve
water quality in Falls Lake.
PCC Early College- POD bldg 79,000
Total cost is $800,000. $200K annual set-aside in the CIP for
four years with construction in FY2023.
PCC Information technology upgrades 50,000 Upgrades to campus technology
Public Schools New Roof- South Elementary 1,145,026 As recommended in the Roofing Study.
2024 General Services New roof - Library 83,838 As recommended in the Roofing Study.
Rec, Arts & Parks Athletic field light and pole upgrades 52,000 Ball field lights are 25+ years old and need to be upgraded.
Stormwater Stormwater BMP 892,500
State law requires that the county implement projects to improve
water quality in Falls Lake.
PCC Early College- POD bldg 79,000
Construct a new building for the PECIL program. This building
will be leased over 4 years for a total cost of $556,740.
PCC Information technology upgrades 40,000 Upgrades to campus technology
Public Schools New Roof-North Elementary.965,609 As recommended in the Roofing Study.
Public Schools New Roof- Southern Middle School 119,161 As recommended in the Roofing Study.
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Person County
Capital Improvement Plan
FY 2020-2024
Projects Not Recommended
DEPT PROJECT TITLE TOTAL COST
PROJECT DESCRIPTION/REASON FOR NOT
RECOMMENDING
PCC
Advanced Tech STEM
building 32,800,000
More information is needed about the cost and demand for this
project. A feasibility study has been included in the FY20 CIP
to determine the cost and need.
PCC North Campus Access 3,000,000
More information about the cost and the necessity of this
project is needed before it can be included in the CIP. This
issue will be addressed as part of the STEM facility feasibility
study.
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Person County
Capital Improvement Plan (CIP)
2020-24
Recommended - Funding Schedule
Revenues:
General Fund Contribution 2,105,856 4,669,176 2,874,998 1,859,776 1,204,026 1,039,608 13,753,440
CIP Project Fund Balance 330,000 360,000 - 250,000 475,000 300,000 1,715,000
Airport Project Fund Balance - 1,323,000 - - - - 1,323,000
City of Roxboro Contribution -
Permitting Software - 22,625 - - - - 22,625
Library Development Trust Fund 136,329 - - - - - 136,329
Stormwater Fees - 1,122,500 892,500 892,500 892,500 3,800,000
Public Safety Comm System, County &
School Building Improvements -
Fund Balance 100,000 - - - - - 100,000
Debt Proceeds - Public Safety Comm
System, County & School Building
Improvements 4,400,000 - - - - - 4,400,000
Total Sources of Revenue:7,072,185 6,374,801 3,997,498 3,002,276 2,571,526 2,232,108 25,250,394
Project Costs for County:
Current
Year
2018-19
Planning
Year
2019-20
Planning
Year
2020-21
Planning
Year
2021-22
Planning
Year
2022-23
Planning
Year
2023-24
TOTAL
PROJECT
COSTS
Information Technology:
Server Expansion 83,000 130,358 - -- - 213,358
Permitting Software - 184,500 - -- - 184,500
General Services:
New Roof - Bushy Fork 52,523 - - -- - 52,523
PCOB elevator modernization 86,015 - - -- - 86,015
HVAC System - Huck Sansbury Gym 95,000 - - -- - 95,000
Enhanced Camera System - LEC - 55,000 - -- - 55,000
New Roof - Grounds Maintenance - 104,614 - -- - 104,614
New Roof - Animal Services - 224,162 - -- - 224,162
New Roof - Board of Elections - 130,292 - -- - 130,292
New Roof - Helena (old) Gym - - 227,627 -- - 227,627
New Roof - Mayo Park Buildings - - 96,482 -- - 96,482
New Roof - EMS - - 155,442 -- - 155,442
New Roof - Helena EMS/Sheriff Satellite
Station - - 105,500 -- - 105,500
New Roof - Inspections - - - 212,417 - - 212,417
New Roof - Emergency Communications
(911)- - - 71,520 - - 71,520
New Roof - Museum Complex - - - 383,424 - - 383,424
New Roof - Library - - - -- 83,838 83,838
Emergency Management Services:
Public Safety Communication System
Upgrade
Tower Construction 739,938 - - -- - 739,938
VIPER Radio Units 951,765 - - -- - 951,765
VHF Equipment 1,174,459 - - -- - 1,174,459
Planning & Consulting 199,197 - - -- - 199,197
Administration expenses 500 - - -- - 500
Issuance costs 69,036 - - -- - 69,036
Contingency funding 100,000 - - -- - 100,000
Planning
Year
2022-23Sources of Revenue:
Current
Year
2018-19
Planning
Year
2019-20
Planning
Year
2020-21
Planning
Year
2021-22
Planning
Year
2023-24
TOTAL
REVENUE
SOURCES
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Person County
Capital Improvement Plan (CIP)
2020-24
Recommended - Funding Schedule
Project Costs for County:
Current
Year
2018-19
Planning
Year
2019-20
Planning
Year
2020-21
Planning
Year
2021-22
Planning
Year
2022-23
Planning
Year
2023-24
TOTAL
PROJECT
COSTS
Economic Development:
Fiber project
Construction 1,451,566 789,063 - -- - 2,240,629
Recreation, Arts & Parks:
Kirby Auditorium - seating
replacements 110,273 - - -- - 110,273
Huck Sansbury - bleachers replacement 70,000 - - -- - 70,000
Bushy Fork - light replacement - 57,739 - -- - 57,739
Huck Sansbury - playground surface
replacement - - 205,330 -- - 205,330
Athletic fields - light replacement - - 50,000 49,500 55,000 52,000 206,500
Person Industries
Feasibility Study - PI merger/upgrade - - - - 50,000 - 50,000
Airport Construction Projects:
Executive Hangar construction - 3,600,000 - -- - 3,600,000
Public Library:
Library renovations 136,329 - - -- - 136,329
Stormwater:
Stormwater BMP - - 1,122,500 892,500 892,500 892,500 3,800,000
Set-asides for future projects - - - -- - -
Total County Projects:5,319,601 5,275,728 1,962,881 1,609,361 997,500 1,028,338 16,193,409
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Person County
Capital Improvement Plan (CIP)
2020-24
Recommended - Funding Schedule
Project Costs for County:
Current
Year
2018-19
Planning
Year
2019-20
Planning
Year
2020-21
Planning
Year
2021-22
Planning
Year
2022-23
Planning
Year
2023-24
TOTAL
PROJECT
COSTS
Project Costs for PCC:
Current
Year
2018-19
Planning
Year
2019-20
Planning
Year
2020-21
Planning
Year
2021-22
Planning
Year
2022-23
Planning
Year
2023-24
TOTAL
PROJECT
COSTS
Piedmont Community College (PCC):
Main Power Switch replacement 113,450 - - -- - 113,450
Telephone System replacement 72,649 57,592 57,592 9,600 - - 197,433
Early College - POD Building 161,740 79,000 79,000 79,000 79,000 79,000 556,740
Computer Server room - AC unit and
generator 74,640 - - -- - 74,640
Feasibility Study - Advanced mfg tech/
STEM center - 54,000 - -- - 54,000
Information technology upgrades - 100,000 80,000 50,000 50,000 40,000 320,000
Enclose selected walkways - - 100,000 100,000 - - 200,000
Enviro controls for buildings - - 250,000 250,000 - - 500,000
New Roof- Building L & covered walkways - - 217,556 -- - 217,556
Building S - generator - 80,000 - -- - 80,000
Campus safety and security lighting - 50,000 60,000 60,000 - - 170,000
Chiller units - - 250,000 250,000 - - 500,000
Set-asides for future projects - - 250,000 -- - 250,000
Total PCC Projects:422,479 420,592 1,344,148 798,600 129,000 119,000 3,233,819
Project Costs for Public
Schools:
Current
Year
2018-19
Planning
Year
2019-20
Planning
Year
2020-21
Planning
Year
2021-22
Planning
Year
2022-23
Planning
Year
2023-24
TOTAL
PROJECT
COSTS
Public Schools:
South Elementary - valve replacement 180,000 - - -- - 180,000
Northern Middle - fire alarm upgrade 151,710 - - -- - 151,710
Stories Creek Elementary - cooling tower
replacement 110,000 - - -- - 110,000
Helena Elementary - cooling tower
replacement 110,000 - - -- - 110,000
New Roof - Early Intervention 207,000 - - -- - 207,000
Northern Middle - HVAC rooftop units 411,395 - - -- - 411,395
Earl Bradsher - interior painting - 80,000 - -- - 80,000
Southern Middle - fire alarm upgrade - 200,000 - -- - 200,000
North, NE, Woodland, Oak Lane - ADA
improvements - 398,481 - -- - 398,481
New roof - North End Elementary - - 649,056 -- - 649,056
New roof - Southern Middle -
storage/dugouts/restroom/booth - - 41,413 -- - 41,413
New roof - North End Elementary - - - 119,315 - - 119,315
New roof - South Elementary - - - -1,145,026 - 1,145,026
New roof - North Elementary - - - -- 965,609 965,609
New roof - Southern Middle School - - - -- 119,161 119,161
Set-asides for future projects 160,000 - - 475,000 300,000 - 935,000
Total Public Schools Projects:1,330,105 678,481 690,469 594,315 1,445,026 1,084,770 5,823,166
Total Project Costs:7,072,185 6,374,801 3,997,498 3,002,276 2,571,526 2,232,108 25,250,394
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Person County
Capital Improvement Plan (CIP)
2020-24
Recommended - Funding Schedule
Project Costs for County:
Current
Year
2018-19
Planning
Year
2019-20
Planning
Year
2020-21
Planning
Year
2021-22
Planning
Year
2022-23
Planning
Year
2023-24
TOTAL
PROJECT
COSTS
Sources of Revenue for
Operating Impact Costs:
Current
Year
2018-19
Planning
Year
2019-20
Planning
Year
2020-21
Planning
Year
2021-22
Planning
Year
2022-23
Planning
Year
2023-24
TOTAL
REVENUE
SOURCES
General Fund Revenues 380,421 714,703 686,288 672,248 715,318 687,056 3,856,034
Total Sources of Revenue for Operating
Impact Costs:380,421 714,703 686,288 672,248 715,318 687,056 3,856,034
Operating Impact Costs:
Current
Year
2018-19
Planning
Year
2019-20
Planning
Year
2020-21
Planning
Year
2021-22
Planning
Year
2022-23
Planning
Year
2023-24
TOTAL
PROJECT
COSTS
IT: Permitting Software
New maintenance contract - 52,309 52,309 52,309 52,309 52,309 261,545
IT: Server upgrade
Software and licenses - - 4,900 4,900 19,122 4,900 33,822
Maintenance on hardware - - 5,775 5,775 8,663 8,663 28,876
Renewal on back up software - 2,948 2,948 2,948 2,948 2,948 14,740
Fiber Maintenance
Maintenance and repair 13,066 13,066 13,066 13,066 13,066 13,066 78,396
Equipment and warranty - 20,000 - -- - 20,000
Monitoring - 5,600 5,600 5,600 5,600 5,600 28,000
Parks and Recreation
Bushy Fork light replacement - - (250) (250) (250) (250) (1,000)
Public Safety & Broadband Towers
Project
Debt Service payments 349,175 540,400 526,360 512,320 498,280 484,240 2,910,775
Lights maintenance 12,000 12,000 12,000 12,000 12,000 12,000 72,000
Electricity & fuel 4,400 4,400 4,400 4,400 4,400 4,400 26,400
Insurance 1,780 1,780 1,780 1,780 1,780 1,780 10,680
Airport Executive Hangar
Utlities- electricity - 1,200 2,400 2,400 2,400 2,400 10,800
Lease - - (6,000) (6,000) (6,000) (6,000) (24,000)
PCC Telephone System
Maintenance upgrade - - - - 40,000 40,000 80,000
PCC Early College- POD Building
Custodial employee - 33,000 33,000 33,000 33,000 33,000 165,000
Maintenance and custodial supplies - 8,000 8,000 8,000 8,000 8,000 40,000
Utilities - 20,000 20,000 20,000 20,000 20,000 100,000
Total Operating Impact Costs:380,421 714,703 686,288 672,248 715,318 687,056 3,856,034
Note: Item highlighted below is a project associated with a proposed debt financing.
2018-19 Public Safety & Broadband Towers Project
The County entered into an installment purchase contract for $4.4M on May 10, 2018 to finance a portion of the construction of
two public safety communication towers and purchase and installation of related facilities and equipment, rooftop HVAC units
and fire alarm system replacements for Northern Middle School, installation of a new HVAC system for the Huck Sansbury
Gym, roofing replacement for Early Intervention and Family Services, cooling tower replacements for Helena and Stories Creek
Elementary Schools, and heating and cooling unit valve replacements at South Elementary School. These costs are listed in
the FY 2018-19 since the work for the majority of these projects did not commence until the current year.
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82
Set-Aside
Amount
Fiscal Year that
project is
recommended
to take place
Remaining
Cost
Current & Prior Years
Southern Middle-Fire Alarm Upgrade 160,000$ 2019-2020 40,000$
Budget Year 2019-2020
(No set asides proposed in this year) -$
Planning Year 2020-2021
PCC-Chiller Units 250,000$ 2021-2022 -$
Planning Year 2021-2022
New Roof-South Elementary 475,000$ 2022-2023 670,026$
Planning Year 2022-2023
New Roof-North Elementary 300,000$ 2023-2024 665,609$
Planning Year 2023-2024
(No set asides proposed in this year)-$
Note: The County implements a best practice approach for distributing the costs of capital projects
to minimize the impact in any one fiscal year. This is accomplished by incrementally funding
expensive projects over multiple fiscal years. The projects listed below are funded through set-
aside funds leading up to the year in which the project will be completed, thus reducing the burden
in that year. This is a proactive approach to planning and funding future capital needs as well as
maximizing cash flow capacity.
Set-Aside Funds for Future Years
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83
Person County Capital Improvement Plan
Recommended - Revenue Sources
FY 2020 - 2024
Total % Revenue Sources
Description Current Year 2020 2021 2022 2023 2024 Totals % of Total
General Fund Contribution 2,105,856 4,669,176 2,874,998 1,859,776 1,204,026 1,039,608 13,753,440 54.6%
CIP Project Fund Balance 330,000 360,000 - 250,000 475,000 300,000 1,715,000 6.8%
Airport Project Fund
Balance - 1,323,000 - - - - 1,323,000 5.2%
City of Roxboro
Contribution -
Permitting Software - 22,625 - - - - 22,625 0.1%
Library Development Trust
Fund 136,329 - - - - - 136,329 0.5%
Stormwater Fees - - 1,122,500 892,500 892,500 892,500 3,800,000 15.0%
Public Safety Comm
System, County & School
Building Improvements-
Fund Balance 100,000 - - - - - 100,000 0.4%
Debt Proceeds - Public
Safety Comm System,
County & School Building
Improvements 4,400,000 - - - - - 4,400,000 17.4%
Totals 7,072,185 6,374,801 3,997,498 3,002,276 2,571,526 2,232,108 25,250,394 100.0%
General Fund
Contribution
54.6%
CIP Project Fund
Balance
6.8%
Airport Project Fund
Balance
5.2%
Other Contributions
0.6%
Stormwater
Fees
15.0%
Public Safety Comm
Project Fund Balance
.4%
Debt Proceeds
17.4%
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Person County Capital Improvement Plan
Recommended - by Function -
FY 2020 - 2024
Total % CIP Projects by Function
Description Current Year 2020 2021 2022 2023 2024 Totals % of Total
General Government 316,538 828,926 585,051 667,361 50,000 83,838 2,531,714 10.0%
Public Safety 3,234,895 - - - - - 3,234,895 12.8%
Economic Development 1,451,566 789,063 - - - - 2,240,629 8.9%
Environmental Protection - - 1,122,500 892,500 892,500 892,500 3,800,000 15.0%
Transportation - 3,600,000 - - - - 3,600,000 14.3%
Culture & Recreation 316,602 57,739 255,330 49,500 55,000 52,000 786,171 3.1%
Education - PCC 422,479 420,592 1,344,148 798,600 129,000 119,000 3,233,819 12.8%
Education - Schools 1,330,105 678,481 690,469 594,315 1,445,026 1,084,770 5,823,166 23.1%
Totals 7,072,185 6,374,801 3,997,498 3,002,276 2,571,526 2,232,108 25,250,394 100.0%
General
Government
10.0%
Public Safety
12.8%
Economic
Development
8.9%
Environmental
Protection
15.0%Transportation
14.3%
Culture & Recreation
3.1%
Education - PCC
12.8%
Education - Schools
23.1%
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Person County Capital Improvement Plan
Recommended - by Type
FY 2020 - 2024
Total % CIP Projects by Type
Description Current Year 2020 2021 2022 2023 2024 Totals % of Total
Infrastructure 1,451,566 789,063 1,122,500 892,500 892,500 892,500 6,040,629 23.9%
Roofing Replacements 259,523 459,068 1,493,076 786,676 1,145,026 1,168,608 5,311,977 21.0%
Construction/Renovation 1,038,007 3,679,000 179,000 179,000 79,000 79,000 5,233,007 20.7%
Equipment Upgrades 2,883,048 915,189 497,592 419,100 105,000 92,000 4,911,929 19.5%
Other B&G Improvements 911,308 478,481 455,330 250,000 - - 2,095,119 8.3%
Set-Asides 160,000 - 250,000 475,000 300,000 - 1,185,000 4.7%
Planning & Consulting 368,733 54,000 - - 50,000 - 472,733 1.9%
Totals 7,072,185 6,374,801 3,997,498 3,002,276 2,571,526 2,232,108 25,250,394 100.0%
#REF!
23.9%
21.0%
20.7%
19.5%
8.3%
4.7%
1.9%
0.0% 5.0% 10.0% 15.0% 20.0% 25.0% 30.0%
Infrastructure
Roofing Replacements
Construction/Renovation
Equipment Upgrades
Other B&G Improvements
Set-Asides
Planning & Consulting
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86
Person County's Debt Service
Current Debt Service
Project Description Term
Int
Rate %
Outstanding
Balance
Last Pyt
Fiscal
Year
2006 Various
Roofing/Paving
Projects
Re‐roofing, paving and repaving certain school,
community college and other public facilities; re‐
floor the gymnasium; construct new tennis courts
at Person High School.
15
years
3.86% 838,685 2021
2010
Courthouse
Renovation &
Various Roofing
(BAB’s)
Engineering and construction costs associated with
the renovation of the Courthouse and some various
re‐roofing for certain school, community college
and other public facilities; financed through Build
America Bonds (BAB’s) yielding a 35% refund of
the interest payments.
10
years
4.08% 468,360 2021
2012 SMS &
portion of PHS
Re‐roofing
(QSCB)
Re‐roofing construction for Southern Middle
School and a portion of Person High School;
financed through a Qualified School Construction
Bond (QSCB) yielding a 100% refund of the interest
payments.
15
years
3.93% 2,089,032 2028
2015 Capital
Lease (Elections
Equipment)
Upgrade of voting equipment; financed as a capital
equipment lease for a 5 year term.
5
years
6.07% 7,660 2020
2015 PCRC &
Various Roofing
Projects
Purchase, renovation and re‐roofing of the existing
Person County Recycling Facility, and re‐roofing
construction for the Kirby Civic Auditorium and
Earl Bradsher Preschool.
15
years
2.80% 1,580,600 2029
2016 Roxplex &
Various Roofing
Projects
Acquisition and improvements of Roxplex
property; re‐roofing construction to Huck
Sansbury, South Elementary, Woodland
Elementary, and Oak Lane Elementary; window
replacements for North End Elementary, and a
chiller replacement for Southern Middle School.
15
years
2.22% 1,409,472 2026
2016 Capital
Lease (E911
Radios and
Console
Furniture)
Replacement of radios and console furniture
designed and programmed specifically for use by
the E911 Communications Center.
5
years
7.186% 147,493 2020
2016 Capital
Lease (E911
Telephone
Equipment)
Upgrade of telephone equipment for operations at
E911 Communications Center. 5
years
5.555% 132,415 2021
2017 Person
County Senior
Center Project
Acquisition and improvements of existing facility
(formerly “Total Fitness Center”) to be location of
Person County Senior Center.
5
years
5.555% 2,339,369 2032
2018 Towers &
Other Building
Improvements
Construction of public safety communication
towers; Huck Sansbury HVAC and improvements
to various school buildings.
15
years
3.51% 5,260,863 2033
2018 Capital
Lease (EMS
Ambulances and
Turnout Gear)
Purchase of three ambulances and associated
turnout gear. 5
years
N/A 620,869 2023
TOTAL DEBT
SERVICE
OUTSTANDING
$14,894,818
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87
Current Debt Analysis
There are two standard ratios that measure debt service levels and the capacity for taking on additional debt. These
ratios and their meaning for Person County are described below:
Debt to Assets Ratio: Measures leverage, the extent to which total assets are financed with long-term debt. The
debt-to-assets ratio is calculated as long-term debt divided by total assets. A high debt to assets ratio may
indicate an over-reliance on debt for financing assets, and a low ratio may indicate a weak management of
reserves. At FY 2017, the debt to assets ratio for Person County was 14%, while other 20 counties with similar
populations show an average of 37%. Person County was the 4th highest county for the amount of total assets
reported in comparison to these other counties, but rated the 3rd lowest Debt to Assets Ratio, as well as the 7th
lowest long term debt amount. Results appear to indicate that Person County is minimally leveraged in debt
compared to the population group average. As displayed in the chart below, Person County's debt to assets ratio
has declined from 21% in FY 2014 to 16% in FY 2018. This reduction can likely be attributed to a large payoff of
school debt in FY2015, as well as the addition of school assets held as collateral for County financings in previous
years that were added to the County’s asset totals beginning in the financial report for FY2017. Auditors
determined that these assets should be included on the County’s Statement of Net Position since the properties
belong to the County during the life of the debt. A slight uptick in FY2017 and again in FY2018 is the result of
issuing new debt for the Senior Center renovation and construction of Public Safety Communication Towers. As
interest rates are forecasted to increase, and new debt is issued, it is anticipated that this percentage will continue
to climb. A gradual change or level trend indicates
to credit agencies a more strategic approach to the
management of the County’s assets.
Person County's
FY Debt to Assets Ratio
2014 21%
2015 15%
2016 13%
2017 14%
2018 16%
Debt Service Ratio:
Measures financing obligations, provides feedback on service flexibility with the amount of expenditures
committed to annual debt service. The debt service ratio is calculated as annual debt service divided by total
expenses. General accounting guidance discourages this ratio from being higher than 15% for a maximum
benchmark. Any percentage higher than this can severely hamper the County's service flexibility. Person
County's debt service ratio held at 4% which is half of the population group’s average ratio of 8% for FY 2017
(Person County's ratio reports to be same for FY 2018). Even though Person County has issued new debt in
FY2017 and FY2018, increases in expenditures for those two years offset the increase in debt service, causing
the debt service ratio to hold flat. This level trend indicates a tight management of its debt service costs in relation
to total expenditures. As it stands now, Person County is in a favorable position to take on more debt if you
compare the debt service ratio levels to its peer counties. A consistent debt ratio level indicates a stronger
management of financing resources in relation to
the amount that is available for other services.
Debt Service
FY 2017 Ratio
Person County 4%
Population Group 8%
Maximum Benchmark 15%
Proposed Debt Service
There are no proposed financings in this CIP for FY 2020-2024.
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88
Future Debt Service Payments for Person County
Fiscal Year
Ending
June 30
2006
Various
Roofing/Paving
Projects
2010
Courthouse
Renovation &
Various
Roofing
Projects
2012
School Roofing
Projects for
SMS & PHS
(QSCB)
Capital
Leases
2015
PCRC & Various
Roofing Projects
2016
Roxplex &
Various Roofing
Projects
2017
Senior Center &
Various Roofing
Projects
2018
Towers & Other
Building
Improvements
Project
Total Current
Debt Service
2020 427,094 315,300 276,546 416,302 138,500 128,394 203,624 349,175 2,254,935
2021 411,591 153,060 268,338 181,700 135,700 205,730 199,678 540,400 2,096,197
2022 - -260,131 155,217 430,800 275,323 195,733 526,360 1,843,564
2023 - -251,924 155,217 221,000 310,457 191,787 512,320 1,642,705
2024 - -243,717 - 116,100 259,158 187,842 498,280 1,305,096
2025 - -235,509 - 113,300 154,163 183,897 484,240 1,171,108
2026 - -227,302 - 110,500 76,249 179,951 470,200 1,064,202
2027 - -219,095 - 107,700 - 176,006 381,818 884,619
2028 - -106,470 - 104,900 - 172,060 370,411 753,841
2029 - --- 102,100 - 168,115 359,003 629,218
2030 - --- - - 164,169 347,596 511,765
2031 - --- - - 160,224 212,285 372,509
2032 - --- - - 156,284 106,143 262,426
2033 - --- - - - 102,633 102,633
2034 - --- - - - - -
Totals 838,685$ 468,360$ 2,089,032$ 908,437$ 1,580,600$ 1,409,472$ 2,339,369$ 5,260,863$ 14,894,818$
Fiscal Year
Ending
June 30
Total Current
Debt Service
No Proposed
Debt Financings
Total Proposed
Debt Service
Adjusted
Year to Year
Change with
Proposed
Debt Service
2020 2,254,935 - 2,254,935 87,903
2021 2,096,197 - 2,096,197 (158,737)
2022 1,843,564 - 1,843,564 (252,633)
2023 1,642,705 - 1,642,705 (200,859)
2024 1,305,096 - 1,305,096 (337,609)
2025 1,171,108 - 1,171,108 (133,988)
2026 1,064,202 - 1,064,202 (106,906)
2027 884,619 - 884,619 (179,583)
2028 753,841 - 753,841 (130,778)
2029 629,218 - 629,218 (124,623)
2030 511,765 - 511,765 (117,453)
2031 372,509 - 372,509 (139,256)
2032 262,426 - 262,426 (110,083)
2033 102,633 - 102,633 (159,794)
2034 - - - (102,633)
2035 - - - -
2035 - - - -
Totals 14,894,818$ -$ 14,894,818$ (2,167,031)$
Above chart displays Person County's
current debt service schedule. Debt paydowns in FY2019 causes total
outstanding debt to drop by almost $2.2M.
No future debt financings are being proposed at this time (see chart to the
right). It is estimated that the County's total outstanding debt will
be $14.9M at current year end.
Graph below represents County's
outstanding debt service over 10 year period. Projection of $14.9M at end
of FY19 is a 10% reduction from the
prior year.
$19.1
$20.7 $20.8
$16.7 $15.5
$13.7 $12.6 $13.2
$16.5
$14.9
0.0
5.0
10.0
15.0
20.0
25.0
2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 *
(Millions)
Fiscal Year End *(Estimate)
Outstanding Debt Service
Page 20
89