08-05-2019 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
August 5, 2019
6:00pm
CALL TO ORDER ………………………………………………….. Chairman Newell
ITEM #1
Appointments to Competitive Boards via Informal Interviews ….. Chairman Newell
A.Library Board
B.Piedmont Community College (PCC) Board of Trustees
C.Board of Health
Recess to the regularly scheduled meeting at 7:00pm (if prior to 7:00pm)
***********
7:00pm
CALL TO ORDER ………………………………………………….. Chairman Newell
INVOCATION
PLEDGE OF ALLEGIANCE
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA
RECOGNITION
ITEM #2
YouthVoice 2019 ……………………………………………………. Michelle Van Ness
1
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 #3
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA
A. Approval of Minutes of July 22, 2019
NEW BUSINESS:
ITEM #4
Request to Reinstate the Public Health Nursing Director I Position…. Janet Clayton
ITEM #5
Bid Award for Bookmobile Purchase and Authorization to
Execute Contract ……………………………………………………….. Christy Bondy
ITEM #6
Designation of Voting Delegate to NC Association of
County Commissioners Conference …………………………………Chairman Newell
CHAIRMAN’S REPORT
MANAGER’S REPORT
COMMISSIONER REPORTS/COMMENTS
CLOSED SESSION #1
A motion to enter Closed Session per General Statute 143-318.11(a) (5) to establish,
or to instruct the public body's staff or negotiating agents concerning the position to
be taken by or on behalf of the public body in negotiating the price and other material
terms of a contract with the following individuals permitted to attend: County
Manager, Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron
Aycock, and Interim Assistant County Manager, Laura Jensen.
Note: All Items on the Agenda are for Discussion and Action as deemed appropriate
by the Board.
2
SPECIAL MEETING NOTICE
The Person County Board of Commissioners will hold a Special
Meeting on Monday, August 5, 2019 at 6:00pm. The meeting will
be held in the Commissioners’ meeting room 215 in the County
Office Building, 304 S. Morgan Street, Roxboro, North Carolina
prior to the Board’s regular scheduled meeting at 7:00pm.
The purpose of the meeting will be to conduct informal interviews
with interested citizen applicants of the Library Board, Piedmont
Community College Board of Trustees and the Board of Health.
Appointments, as deemed appropriate, may follow.
Brenda B. Reaves, MMC, NCMCC
Clerk to the Board of Commissioners
3
4
5
6
7
8
9
10
AGENDA ABSTRACT
Meeting Date: August 5, 2019
Agenda Title: YouthVoice 2019
Summary of Information: Each summer, for the last 10 years, the North Carolina Association
of County Commissioners (NCACC) hosts an event for youth called YouthVoice. NCACC
offers one youth from each county to attend this event during its annual conference. It will be an
overnight event from August 23-24, 2019 in Guilford County at the Grandover Resort and
Conference Center.
Person County’s delegate, Ms. Andi Bradsher, will have the opportunity to talk with
local county officials, learn about the role of county commissioners as the governing body for
counties, the county budgeting process, and develop strategies to further her leadership and
communication skills.
Recommended Action: Ms. Bradsher will address the Board of Commissioners to speak about
an issue facing youth in our community and/or share her experience as a member of Person County
4-H. Ms. Bradsher requests the Board of Commissioners to take a photo with her to share at the
Youth Involvement Breakfast that will be held on Saturday morning, August 24th.
Submitted By: Michelle Van Ness; Person County Extension Agent, 4-H Youth Development
11
July 22, 2019
1
PERSON COUNTY BOARD OF COMMISSIONERS JULY 22, 2019
MEMBERS PRESENT OTHERS PRESENT
David B. Newell, Sr. Heidi York, County Manager
Gordon Powell C. Ronald Aycock, County Attorney
Jimmy B. Clayton Brenda B. Reaves, Clerk to the Board
Kyle W. Puryear
B. Ray Jeffers
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, July 22, 2019 at 9:00am in the Commissioners’ meeting room
in the Person County Office Building.
Chairman Newell called the meeting to order. Commissioner Powell offered an
invocation and Sheriff Dewey Jones led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the
agenda.
RECOGNITION:
GOVERNOR’S AWARD FOR VOLUNTEER SERVICE:
Chairman Newell and the county commissioners presented the Governor’s
Volunteer Service Award to a dedicated volunteer, Ms. Nikki Williams.
The Governor's Volunteer Service Award honors the true spirit of
volunteerism and the Board along with staff wanted to publicly recognize her and let
her know that she makes a significant contribution to her community through her
volunteer service at the Person County Animal Services.
Ms. Nikki Williams has devoted at least two days a week around five hours
each day since 2012. She has done a number of fundraisers for the shelter animals
and has been a big part in changing the public’s perception of our shelter. She also
scheduled home schooled children for volunteering; she helps with education days
when daycares and school classrooms come to visit.
The Board and staff thanked Ms. Williams for her dedication, time and effort
on behalf of the citizens and animals of Person County.
12
July 22, 2019
2
PRESENTATION OF SOFT BODY ARMOR GRANT TO SHERIFF’S OFFICE:
Mr. Bob Carruth, Risk Control Manager and Mr. Bill Halliburton, Law
Enforcement Specialist, both representatives of the North Carolina Association of County
Commissioners presented the Person County Sheriff’s Office with a Soft Body Armor
Grant.
In September of 2018, the North Carolina Association of County Commissioners
Risk Management program established the Soft Body Armor Reimbursement Program.
The program will reimburse eligible members up to 100% of the costs of soft body armor
through the Workers Compensation Pool for a maximum of $500.00 per garment, until
funds are exhausted. Qualified Sheriff’s Offices are eligible for reimbursement for three
(3) ballistic vests per fiscal year, which totals $1,500.
The goal of this program is simple – to provide resources and tools that the local
sheriff can use to better protect their officers and the public, while reducing the risk of
injury and loss -- “Protecting Those Who Protect Us”. This presentation was to recognize
that the Person County Sheriff’s Office was the first member of the Workers Compensation
Pool to take advantage of this program.
Mr. Carruth presented Sheriff Dewey Jones a check for $1,500 for the Person
County Sheriff’s Office reimbursement for Soft Body Armor.
INFORMAL COMMENTS:
There were no comments from the public.
13
July 22, 2019
3
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Puryear and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of June 11, 2019,
B. Approval of Minutes of June 17, 2019,
C. Budget Amendment #1,
D. Budget Amendment #2 CIP,
E. DSS Attorney Contracts for Fiscal Year 2019-2020 with primary attorney, Tom
Fitzgerald, and secondary attorneys, Julie Ramsey and Joe Weinberger, Jr.,
F. Home and Community Care Block Grant for Older Adults County Funding Plan
for Fiscal Year 2018-2019 Revision #2 Final Report,
G. Home and Community Care Block Grant for Older Adults Agreement between
Person County and Kerr-Tar Area Agency on Aging for Fiscal Year 2019-2020,
and
H. Tax Adjustments for July 2019
a. Tax Releases
b. NC Vehicle Tax System pending refunds
NEW BUSINESS:
TAX COLLECTOR SETTLEMENT:
Tax Administrator, Russell Jones stated as required by North Carolina General Statue
105-373(a)(3), an annual settlement for taxes for the current fiscal year and all previous
years must be made with the governing body of the taxing unit.
Mr. Jones presented the 2018 Tax Collector Settlement Report:
14
July 22, 2019
4
15
July 22, 2019
5
16
July 22, 2019
6
17
July 22, 2019
7
18
July 22, 2019
8
A motion was made by Commissioner Powell and carried 5-0 to accept the 2018
Tax Collector Settlement Report, as presented by Mr. Jones.
19
July 22, 2019
9
ORDER TO COLLECT TAXES:
Tax Administrator, Russell Jones stated as required by North Carolina General Statute
105-321, the governing board of the taxing unit must issue an order of collection to tax
collectors. This gives the tax collector legal authority to collect taxes.
A motion was made by Chairman Newell and carried 5-0 to direct the Tax
Collector to collect taxes for 2019 and all delinquent taxes from prior years.
20
July 22, 2019
10
RESOLUTION WAIVING COMPETITIVE BIDDING REQUIREMENTS UNDER
NC GENERAL STATUTE 143-129(G) AND APPROVAL OF CONTRACT FOR
PURCHASE OF PERMITTING SOFTWARE:
Interim Assistant County Manager Laura Jensen presented a Resolution Waiving
Competitive Bidding Requirements and a Tyler Technologies contract for consideration
for approval.
Ms. Jensen stated the funding for the purchase of new permitting software was
approved in the Fiscal Year 2020 Capital Improvement Plan. This software will be used
by Planning and Zoning, Inspections, GIS, and Environmental Health at a cost of $145,000.
Under North Carolina General Statute 143-129(g), the county may enter into a
contract without undergoing the competitive bidding process if a unit of government in
another state has entered into a contract within a 12- month period with a vendor for the
same type of equipment, if that unit of government utilizes a public, formal bid process for
purchasing similar to that required by NC law. St. Lucie County, Florida entered into a
contract with Tyler Technologies on November 12, 2018 for permitting software, and
offered Person County the same or better costs, terms, and conditions as it did for St. Lucie
County. The City of Roxboro will also participate in the contract and will fund the
purchase of the software based upon their license usage.
A motion was made by Commissioner Puryear and carried 5-0 to adopt a
Resolution Waiving Competitive Bidding Requirements under NCGS 143-129(g) and
awarded the permitting software contract to Tyler Technologies.
21
July 22, 2019
11
22
July 22, 2019
12
23
July 22, 2019
13
24
July 22, 2019
14
25
July 22, 2019
15
26
July 22, 2019
16
27
July 22, 2019
17
ADDITION OF COMMUNITY TRAINING MATERIALS FEE:
Interim Assistant County Manager, Laura Jensen stated Emergency Medical
Services will begin conducting Family and Friends CPR classes for the community in
Fiscal Year 2020. To cover the cost of the materials, a fee of $7 per participant will be
assessed. Ms. Jensen requested this new fee be added to the FY2020 adopted fee schedule
for Person County.
A motion was made by Commissioner Puryear and carried 5-0 to approve the
addition of the Community Training Materials Fee of $7 per participant to the FY2020
adopted fee schedule.
APPOINTMENT TO BOARDS AND COMMITTEES:
The Person County Board of Commissioners solicits volunteers through
advertisement in the local newspaper as well as posted on the county web site to fill
positions that are vacant on boards, commissions, authorities, and committees. Clerk to the
Board, Brenda Reaves presented the following to applicants for consideration for
appointment:
Juvenile Crime Prevention Council
1-Year Initial Term: 2-Year Reappointment
1 position for a person under the age of 18 serving on the State Youth Council (no
applications received)
1 position representing the faith community,
1) Teresa Johnson requested reappointment
2-Year Term:
1 position for the Chief of Police or his designee; (no applications received)
A motion was made by Vice Chairman Jeffers and carried 5-0 to reappoint Teresa
Johnson to represent the faith community on the Juvenile Crime Prevention Council for a
2-year term.
Industrial Facilities and Pollution Control Financing Authority
6-Year Term: 5 positions available
1) Dennis Herman requests appointment
Note: Mr. Herman stated he is only available approximately eight months per year,
October through May as he resides in New York the other four months of the year.
It was the consensus of the Board of Commissioners to take the Industrial Facilities
and Pollution Control Financing Authority vacancies to the Economic Development
Commission (EDC) for discussion and action to fulfill with members from the EDC.
28
July 22, 2019
18
Board of Health
3-Year Term: 1 position for an optometrist
General Statutes allow for the County to appoint from the general public when there
are no interested citizens to represent in their capacity as an optometrist. This has been the
practice for this positon in the past. The Clerk reported that there were no applications
received from an optometrist. Two general public applications have been submitted for
Board consideration:
1) Kenneth Strachan requested appointment
2) Dr. Stephen Saunders requested reappointment
It was the consensus of the Board of Commissioners to include the two applicants
for the Board of Health in the informal interviews scheduled for August 5, 2019 starting at
6:00pm.
Ms. Reaves updated the Board on the following two boards with developments that
impacted the action of the Board of Commissioners on June 17, 2019 to conduct informal
interviews with the applicants on August 5, 2019 starting at 6:00pm.
Board of Adjustment
3-Year Term: 1 position available
1) Andrew Withers withdrew his application on 7/15/2019
2) Shelia McGhee requested appointment
Ms. Reaves reminded the Board of Commissioners that the Board of Adjustment
has one position as an alternate. Mr. Charles Harvey serves as the alternate (non-voting
member).
Planning Board
3-Year Term: 2 positions available plus 1 position for an unexpired term to 6/30/20
1) Derrick Smith withdrew his application on 7/15/2019
2) W. Barry Walker requested reappointment
3) Shelia McGhee requested appointment
A member of the Planning Board, Kenneth Malcolm Montgomery has resigned his seat on
the Planning Board on 7/1/19 due to a change in his work schedule. His resignation
presented a vacancy for the remainder of term to June 30, 2020.
Benjamin Gault submitted an application of interest on July 18, 2019 for the Planning
Board. A copy of his application was at the commissioners’ seats for consideration.
29
July 22, 2019
19
A motion was made by Commissioner Clayton and carried 5-0 to move Charles
Harvey from Alternate to a full voting member on the Board of Adjustment and to
reappoint Barry Walker and appoint Shelia McGhee to the Planning Board, each for a 3-
year term and to appoint Benjamin Gault to fulfill the unexpired term to June 30, 2020 on
the Planning Board.
CHAIRMAN’S REPORT:
Chairman Newell had no report.
MANAGER’S REPORT:
County Manager, Heidi York reported the following:
The Board of Health and the Commissioners would meet jointly this date at 6:00pm
in the FEMA room,
The Economic Development Commission would meet on July 23, 2019 starting at
1:00pm for a strategic planning session in the new facility (former workforce
development location which now houses the PATS and Economic Development),
and
Requested commissioners to pick up their new county-owned cell phone devices,
if not already done so; she noted the new cell phone numbers are on the
commissioners’ web page and if any commissioners were opting out of the program
to please let her know.
COMMISSIONER REPORT/COMMENTS:
Commissioner Powell reported the NC Dept. of Transportation committee has
reviewed and approved the County’s Resolution dedicating a section of the Mt. Harmony
Church Road in Person County to commemorate the service of World War I Veteran, First
Lieutenant George Hamilton Yarborough, Jr., and will next be read before the NC
Transportation Board on August 8, 2019 for consideration for approval. Upon approval, a
local ceremony will be scheduled for later this year.
There was no report or comments by Commissioners Clayton, Puryear and Jeffers.
30
July 22, 2019
20
CLOSED SESSION #1
A motion was made by Commissioner Powell and carried 5-0 to enter Closed
Session per General Statute 143-318.11(a) (5) at 9:49am to establish, or to instruct the
public body's staff or negotiating agents concerning the position to be taken by or on behalf
of the public body in negotiating the price and other material terms of a contract with the
following individuals permitted to attend: County Manager, Heidi York, Clerk to the
Board, Brenda Reaves, County Attorney, Ron Aycock, and Interim Assistant County
Manager, Laura Jensen.
A motion was made by Vice Chairman Jeffers and carried 5-0 to return to open
session at 10:18am.
RECESS:
A motion was made by Vice Chairman Jeffers and carried 5-0 to recess the
meeting at 10:18am until 6:00pm at the FEMA Room for the purpose to attend the Board
of Health’s meeting and be included in the Board of Health’s closed session per General
Statute 143-318.11(a)(6) to consider the qualifications, competence, performance,
character, fitness, conditions of appointment, or conditions of initial employment of an
individual public officer or employee or prospective public officer or employee; or to hear
or investigate a complaint, charge, or grievance by or against an individual public officer
or employee (personnel).
_____________________________ ______________________________
Brenda B. Reaves David B. Newell, Sr.
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
31
July 22, 2019
1
PERSON COUNTY BOARD OF COMMISSIONERS JULY 22, 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, July 22, 2019 at 6:00pm in the FEMA room in the Person
County Human Services Building located at 355 S. Madison Blvd., Roxboro, NC for the
purpose to meet jointly with the Board of Health.
Chairman Newell called the recessed meeting to order.
The Board of Health opened its meeting and proceeded to make a motion to enter
closed session per General Statute 143-318.11(a)(6) to consider the qualifications,
competence, performance, character, fitness, conditions of appointment, or conditions of
initial employment of an individual public officer or employee or prospective public officer
or employee; or to hear or investigate a complaint, charge, or grievance by or against an
individual public officer or employee (personnel) with the following permitted to attend:
The Board of Commissioners: David Newell, Sr., Ray Jeffers, Kyle Puryear, Jimmy
Clayton and Gordon Powell, County Manager, Heidi York, Clerk to the Board Brenda
Reaves, County Attorney, Ron Aycock, Health Director, Janet Clayton, Interim Assistant
County Manager, Laura Jensen, Human Resources Director, Angie Warren, Assistant
Human Resources Director, Sonya Carver
CLOSED SESSION #2:
A motion was made by Commissioner Clayton and carried 5-0 to enter closed
session per General Statute 143-318.11(a)(6) to consider the qualifications, competence,
performance, character, fitness, conditions of appointment, or conditions of initial
employment of an individual public officer or employee or prospective public officer or
employee; or to hear or investigate a complaint, charge, or grievance by or against an
individual public officer or employee (personnel) with the following permitted to attend:
The Board of Health: Dr. Jeff Noblett, Ted Michie, Barbara Harris, Patsy Clayton, Steven
Bailey, Philip Edelblute and Dr. Stephen Saunders, County Manager, Heidi York, Clerk to
the Board Brenda Reaves, County Attorney, Ron Aycock, Health Director, Janet Clayton,
Interim Assistant County Manager, Laura Jensen, Human Resources Director, Angie
Warren, and Assistant Human Resources Director, Sonya Carver.
32
July 22, 2019
2
Board of Health members that were absent were: Dr. Kimberly Yarborough,
Christopher Atkins, Jr., and Ben Tillett. Board of Health member, Dr. Barbara Harris was
absent until 6:52pm.
A motion was made by Commissioner Puryear and carried 5-0 to return to open
session at 7:22pm.
A motion was made by Commissioner Puryear and carried 4-1 to reinstate the
Medical Lab Technician I position and the two Public Health Nurse III positions back into
the 2019-2020 Fiscal Year County Budget. Commissioner Clayton cast the lone dissenting
vote due to his desire to have this item come back to before the Board of Commissioners
at a regular meeting, noting he was not necessarily against the positions.
ADJOURNMENT:
A motion was made by Commissioner Clayton and carried 5-0 to adjourn the
meeting at 7:24pm.
_____________________________ ______________________________
Brenda B. Reaves David B. Newell, Sr.
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
33
AGENDA ABSTRACT
Meeting Date: 08/05/2019
Agenda Title: Request to Reinstate the Public Health Nursing Director I Position
Summary of Information: The Public Health Nursing Director I position was eliminated
by the Commissioners upon adoption of the FY20 Budget. As previously stated, a nurse
leader position is required by the NC Board of Nursing, NC Administrative Code, and the
NC Division of Public Health. On January 15, 2019, the job description of the Public
Health Nursing Supervisor II was submitted to the Office of State Human Resources
(OSHR) for review. Based on the current job description, the OSHR classified the position
as a Public Health Nursing Director I on January 24, 2019.
Salary Range of the PHN Director I position:
Hiring Rate: $62,972, Minimum: $66,239, Maximum: $102,670
Salary and Benefit Cost: $89,702
If the PHN Director I position is reinstated and the following positions, which are included
in the approved FY20 budget, are eliminated, there will be a savings of $7,350:
Licensed Practical Nurse= $56,213 (budgeted salary and benefits)
Processing Assistant III = $40,839 (budgeted salary and benefits)
On July 22, 2019, there were three positions approved to be recruited. The funding for
the positions was included in the adopted budget of FY20. The positions, salary, and
benefit costs are listed below:
Position Title
Salary and
Benefit Cost
Public Health Nurse III $76,878
Public Health Nurse III $76,878
Medical Lab Technician I $47,742
Total Cost for Positions $201,498
Recommended Action: Approve the reinstatement of the Public Health Nursing Director
I position and eliminate the LPN and Processing Assistant IV
positions.
Submitted By: Janet Clayton, Health Director
34
AGENDA ABSTRACT
Meeting Date: August 5, 2019
Agenda Title: Bid Award for Bookmobile Purchase and Authorization to Execute Contract
Summary of Information: On January 22, 2019, I requested permission to apply for a Library
Service and Technology Act (LSTA) grant from the State Library for a new Bookmobile. At that
time, the quote we had received was $159,000. The Library was awarded the $100,000 LSTA
grant for purchase of the new Bookmobile, with an estimated local match of $59,000. To date, the
Library has raised $11,600 from the community for the project and will continue fundraising
efforts.
Bids were accepted on July 15, 2019. At that time, only Matthews Specialty Vehicles had bid for
the contract. The bidding process was opened for a second time and closed on July 31, 2019.
Matthews Specialty Vehicles was the only bid received. The vendor provided two proposals. The
first proposal for $147,086 is for a gas model Sprinter vehicle. The second proposal is for $155,867
for a diesel model Sprinter vehicle. Matthews Specialty Vehicles recommends the diesel option.
An optional item listed is an extended warranty, including a 7-year, 140,000-mile warranty listed
at $4,704. Staff recommends the diesel model with the 7 year, 140,000-mile warranty totaling
$160,571. Tax, tags and fees are not included in vendor’s proposal.
Recommended Action: Staff recommends that the Board of County Commissioners approve the
match for and recommended bid for the diesel vehicle, and authorize the County Manager to enter
into contract with Matthews Specialty Vehicles.
Submitted By: Christy Bondy, Library Director
35
36
37
AGENDA ABSTRACT
Meeting Date: August 5, 2019
Agenda Title: Designation of Voting Delegate to NC Association of County
Commissioners (NCACC) Annual Conference
Summary of Information: Voting Credentials for the 2019 NCACC Annual Conference
scheduled on August 22-24, 2019 in Guilford County must be submitted by August 16,
2019 in order for Person County’s delegate to participate in the association’s annual
election of officers and policy adoption.
Recommended Action: Designate a commissioner attending the Conference as Person
County’s delegate. At this time, both Commissioners Clayton and Jeffers plan to attend the
full conference.
Submitted By: Chairman Newell
38