BOC Minutes April 23 2018approve
April 23, 2018
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PERSON COUNTY BOARD OF COMMISSIONERS APRIL 23, 2018
MEMBERS PRESENT OTHERS PRESENT
Tracey L. Kendrick 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, April 23, 2018 at 9:00am in the Commissioners’ meeting room
in the Person County Office Building.
Chairman Kendrick called the meeting to order. Vice Chairman Powell gave an
invocation and Commissioner Puryear led the group in the Pledge of Allegiance.
Chairman Kendrick recognized State Representative, Larry Yarborough for an
announcement. Representative Yarborough presented a one-time special appropriation he
was able to obtain through the current State Budget of $100K to be applied toward next
year’s funding for the VFD’s.
INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Ms. Virgie Watson of 78 Landmark North, Roxboro stated her appreciation for such
an awesome Senior Center facility noting it was being used by the County’s seniors to stay
fit, mentally and physically. She noted the daily participation has increased as well as
programming for this, the largest county population, its seniors. She urged the Board to
continue to fund the Block Grant match as well as to fund the operations at the Person
County Senior Center budget.
Ms. Patricia “PJ” Gentry of 541 Byrd Creek, Hurdle Mills asked the Board to find
solutions, plan for the future, and negotiate a strong contract with the necessary safeguards
to benefit the County’s citizens as the mega-site landfill was here to stay.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Jeffers and carried 5-0 to approve the
agenda.
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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 March 19, 2018,
B. Approval of Minutes of April 9, 2018,
C. Budget Amendment #15,
D. Tax Adjustments for April 2018
a. Tax Releases
b. NC Vehicle Tax System pending refunds
NEW BUSINESS:
CONSIDERATION OF SETTING DATE/TIME FOR PUBLIC HEARING FOR
FIRE TAX:
Tax Administrator, Russell Jones provided an update to the information concerning
a proposed fire tax on the following:
Resolution: With the assistance of the county attorney, staff have prepared a sample
resolution for the board's review. Mr. Jones presented a draft resolution noting some
sections may need to be modified following the public hearing.
Public Hearing: A notice is required to be mailed to all property owners in the proposed
district at least four (4) weeks prior to the public hearing date. Mr. Jones presented a draft
mailer in post card format as a sample notice for review by the Board.
Mr. Jones requested the Board, if appropriate, to set the date and time for public
hearing for public comments and to provide direction on date to mail notices of public
hearing. Mr. Jones offered for consideration to either a) mail the notices following the
May primary to have the results of the sales tax referendum on the ballot, or b) proceed
with the process to set a public hearing date noting the Board was under no obligation to
set a fire tax. Mr. Jones stated he could have the mailers ready to mail by the end of the
current week, should the Board desire to conduct the public hearing on the same date as its
Budget Public Hearing, on June 4, 2018, which would allow approximately five (5) weeks
of notice to citizens.
A motion was made by Commissioner Jeffers and carried 5-0 to set the public
hearing date for the proposed fire tax to be held on June 4, 2018 at 7:00pm.
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FY2017 MENTAL HEALTH REFUND:
Assistant County Manager, Sybil Tate presented to the Board the following
recommendations from mental health providers and staff related to the Cardinal
Innovations refund of $30,343 in unspent funds from FY2017.
Organization Project title Project Description/Justification Cost
Person Industries Equipment for
IDD program
Shredder, touch screen computer, iPads,
curriculum, and craft supplies. Items would be
used to teach individuals with disabilities
about job searches, technology skills, provide
shredding services, and activities.
$4,615
Human
Resources
Employee
Assistance
Program
Employee Assistance Program (EAP) for all
full-time county staff. The EAP program
provides professional counseling to all
employees to help them resolve substance
abuse, financial concerns and stressful
situations that adversely impact work
outcomes.
$7,308
Freedom House
Recovery Center
Travel for Mobile
crisis/Community
support and peer
support
2 surplus county vehicles. FH has 12 people
who serve mental health and substance abuse
clients in the community. This saves a lot of
money in repeated hospital stays, trips to the
jail and 911 calls. The funding costs will go
into the County’s General Fund in exchange
for the two surplus vehicles.
$7,658
Public Schools Trauma Training
for Educators
Seeking Safety is an evidence-based, present-
focused counseling model to help people
attain safety from trauma and/or substance
abuse.
$7,962
Public
Schools/Freedom
House
Chronic stress
training for
mental health
providers
The SPARCS (Structured Psychotherapy for
Adolescents Responding to Chronic Stress)
program was specifically created for teens
who have been exposed to chronic trauma
and/or stress.
$1,800
Roots and Wings Mental Health
Awareness items
May is mental health awareness month. A bill
board advertisement as well as green bracelets
and ribbons would be available to illustrate
the awareness events for those who desire to
participate.
$1000
TOTAL $30,343
Ms. Tate asked the Board to provide staff with feedback about funding
recommendation and approve funding.
A motion was made by Vice Chairman Powell and carried 5-0 to approve the
appropriations of the FY2017 Cardinal Innovations refund of $30,343 as presented.
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CARDINAL INNOVATIONS GRANT:
Assistant County Manager, Sybil Tate presented a request from the County EMS
Department to submit a grant application to Cardinal Innovations in response to their RFP
in the amount of $3.8M to fund mental health programs in the counties that its serves.
Ms. Tate noted that EMS was interested in piloting a mental health community
paramedic program. A community paramedic program is a preventative health program
that reduces the need for patients to call 911 and return to the hospital. For example, after
a mental health patient is discharged from the hospital, the community paramedic will
follow-up with phone and house visits to help patients take their medication, connect them
to resources, and even take them to medical appointments, if necessary. Reducing call
volume and hospital visits saves resources at 911, EMS, and the hospital.
Ms. Tate said Person County would be requesting ~$170K from Cardinal for a one-
year pilot of a mental health community paramedic program. Funds will pay for a vehicle,
medical equipment, and a current staff person. Below are some of the statistics that will be
gathered to determine the effectiveness and efficiency of this program:
Performance Measures
# of individuals served by mental health community paramedic
% decrease of mental health related 911 calls
% decrease of repeat mental health callers to 911
% decrease of mental health related EMS calls ($492.76/EMS call)
% decrease of mental health related EMS transports ($692.79/EMS transport)
% decrease of repeat mental health callers to EMS
% decrease in mental health patients readmitted (within 30 days) to hospital who
participate in the program
% of participants stating that overall health has improved due to program
# of referrals to DSS
# of referrals to Freedom House
# of community outreach presentations
Total $ saved during pilot year
Net cost/savings of program to the hospital
Net cost/savings of program to the county
Ms. Tate noted that in the event that this program saves county tax dollars, staff
would request funding for the position in the FY2020 budget; however if the program does
not save the county money, no request will be made.
Ms. Tate said EMS Operations Manager, Greg White and Glen LaBar, Jr., EMS
Compliance Officer were available to answer any questions from the Board.
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Mr. White stated in FY2017 there were 245 mental health related calls while as of
March of this year there have been 137; it was not known the ratio of city versus county
calls. Mr. White stated for each call, it could take between fourteen (14) hours to fourteen
(14) days to assess, evaluate, treat and get a patient into the appropriate service. He added
that the hope was to alleviate the strain on the mobile crisis unit as well.
Mr. LaBar stated the main focus was to assess the patient to get them into the right
facility noting many mental health patients also have emergency medical conditions which
was the first point to address. Mr. LaBar said they did not have any estimate for a projected
costs savings noting Person County would be one of the first to start a mental health
community paramedic program. With a low bed capacity for mental health emergency
patients at Person Memorial and Duke Hospital, Mr. LaBar noted any savings would be
realized by the hospital bed availability, by Freedom House, law enforcement hours as well
as EMS collectively.
Commissioner Jeffers asked if there were any other counties that had similar
programs to which Mr. LaBar stated Wake, Rutherford and McDowell counties all have a
similar position noting each program varied in scope.
Mr. LaBar addressed the position to be a trained paramedic to assess medical and
mental health needs through crisis intervention and peer support specialist training.
Chairman Kendrick asked if the safe room at the local hospital was necessary to
which Mr. LaBar stated the safe room was needed for specific patients acknowledging the
County’s funding appropriation toward the safe room was a one-time cost.
Vice Chairman Powell, and a representative on the Cardinal Innovations board of
directors stated the $3.7M was earmarked to be returned to the state but the Cardinal board
requested the unspent funding to be available to the counties it served. He advocated for
the County EMS to apply for the grant funding for the mental health community paramedic
program.
A motion was made by Commissioner Clayton and carried 5-0 to approve
submission of a grant application to Cardinal Innovations for a mental health community
paramedic program, as presented.
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RESOLUTION APPROVING AN INSTALLMENT FINANCING CONTRACT, A
DEED OF TRUST AND OTHER DOCUMENTS AND APPROVING AND
AUTHORIZING CERTAIN ACTIONS IN CONNECTION WITH FINANCING A
PORTION OF THE COST OF VARIOUS PROJECTS – PUBLIC SAFETY
TOWER COMMUNICATION SYSTEM UPGRADE AND COUNTY AND
SCHOOL IMPROVEMENTS:
Finance Director, Amy Wehrenberg requested Board action to approve a
Resolution approving an installment financing contract, a deed of trust and other
documents and approving and authorizing certain actions in connection with financing a
portion of the cost of various projects.
Ms. Wehrenberg stated the preamble of the resolution:
states that the County and Board of Education have determined to finance a portion
of the cost of replacing the fire alarm system and three rooftop heating, ventilating
and air conditioning units at Northern Middle School, roofing replacement for Early
Intervention, cooling tower replacements for Helena and Stories Creek Elementary
Schools, and heating and cooling valve replacements at South Elementary
(collectively, the “School Project”) and the County has also determined to finance
a portion of the cost of acquiring, constructing and installing two communication
towers and related facilities and equipment and installing a heating, ventilating and
air conditioning system at the Huck Sansbury Gym (collectively, the “County
Project” and, together with the School Project, the “Project”).
states that the County has determined to finance a portion of the cost of the Project
in an amount not exceeding $4,400,000 pursuant to G.S. Section 160A-20.
lists the financing documents that were included in the agenda packets for review,
including (a) the Installment Financing Contract between the County and BB&T,
the lending institution, that sets up the arrangement for the advancement of funds
to the County to be repaid in installments until the debt is paid; (b) the Deed of
Trust which provides for the pledge of Northern Middle School as security for the
County's obligation to repay the debt; (c) an Administrative Agreement between
the County and the Board of Education which authorizes the conveyance of
Northern Middle School to the County and its lease by the County back to the Board
of Education; and (d) the Lease between the County and Board of Education to
lease Northern Middle School to the Board of Education for the duration of the loan
as part of the financing plan.
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Ms. Wehrenberg summarized the sections of the presented resolution in the
following:
1. The Board confirms that the Project and its use are essential and will permit the
County to carry out public functions.
2. The Board finds and determines that it is in the best interest of the County to enter
into these financing documents in order to accomplish the financing of a portion
of the cost of the Project.
3. The Board approves the financing documents and authorizes certain County
officers to represent the County in the execution and delivery of final financing
documents to the appropriate parties with any changes that are deemed necessary
and appropriate, provided that the final Installment Payment take place no later
than May 1, 2033 and the amount borrowed does not exceed $4,400,000.
4. The Board approves prior actions of certain officers of the County in connection
with the financing.
5. The Board authorizes County officers and employees to take other actions as
needed to complete the financing.
6. The County covenants to comply with the requirements of the Internal Revenue
Code as applicable to the financing to maintain the tax-exempt status of the
interest to be paid with respect to the loan.
7. The County covenants not to issue more than $10,000,000 of tax-exempt
obligations in 2018 and designates its obligation to repay the loan as bank-
qualified.
8. Any invalid provision of the resolution will not affect the remainder of the
resolution.
9. All prior actions of the Board in conflict with the resolution are superseded.
10. The resolution is effective upon its passage by the Board
Commissioner Kyle W. Puryear moved to recuse himself from the consideration to
approve the Resolution approving an installment financing contract, a deed of trust and
other documents and approving and authorizing certain actions in connection with
financing a portion of the cost of various projects due to the recommended lender is his
employer. By unanimous vote, the Board of Commissioners approved Commissioner
Puryear’s request to recuse himself from the vote.
A motion was made by Vice Chairman Powell and carried 4-0 to approve the
Resolution approving an installment financing contract, a deed of trust and other
documents and approving and authorizing certain actions in connection with financing a
portion of the cost of various projects as presented.
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ADDITIONAL AUDIT SERVICES REQUIRED BY THE OFFICE OF THE STATE
AUDITOR FOR THE FY 2017-18 REPORTING PERIOD:
Finance Director, Amy Wehrenberg told the Board that due to recent changes in
Uniform Guidance and Audit Reporting, the State of North Carolina was now required to
report information related to certain federal expenditures that counties are not required to
show in the Single Audit section of their financial reports. Ms. Wehrenberg said the Office
of the State Auditor was now passing on the task of collecting this information to counties,
since there was no other, more efficient way for the State to obtain this information. Ms.
Wehrenberg stated the County’s auditors, Elliot Davis, PLLC, have agreed to take on the
additional work as part of their audit for FY 2017-18 with the additional fee for the
additional work at $10,500, which will be added to the FY 2018-19 County Manager’s
Recommended Budget for the Finance Department, if approved by the Board.
Ms. Wehrenberg presented the memo from the Office of the State Comptroller
requesting the additional information, as well as the auditor’s engagement letter describing
the services they will provide in order to meet the request. Ms. Wehrenberg asked the
Board to approve the engagement letter with Elliott Davis, PLLC to comply with additional
mandated reporting required by the Office of the State Auditor for the fiscal year report
ending June 30, 2018.
Commissioner Puryear asked Ms. Wehrenberg if she was required to rebid the
auditor services for this additional audit service to which she said she was not required to
rebid. She added that dependent upon the state’s reporting requirements from year to year,
as to whether this additional audit service will be required for more than the one year.
When asked about the ability to release this portion of the audit via RFP, Ms.
Wehrenberg stated timing was an issue due to the auditor would need to begin work on this
audit as soon as possible.
A motion was made by Commissioner Clayton and carried 5-0 to approve the
additional audit services as required by the Office of the State Auditor to be completed by
Elliott Davis, PLLC for an additional fee of $10,500, as presented.
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RECOMMENDED CAPITAL IMPROVEMENT PLAN FOR FISCAL YEARS
2019-2023:
County Manager, Heidi York stated staff had not received any changes to the
Recommended Capital Improvement Plan (CIP) that was presented on April 9, 2018, and
therefore requested Board approval.
Ms. York said the adoption of this CIP will allocate funding for the priority projects
for the County, Person County Schools, and Piedmont Community College for FY 2018-
2019. The document also sets the priorities of the projects for future fiscal years, although
funding is only appropriated on an annual basis and the plan is reviewed annually. The
total amount proposed for FY2019 is $7.3M, of which $4.4M is financed primarily for
Public Safety Communication System upgrades and various School ($1.33M) related
projects. Other projects total $2.9M funded through pay-as-you-go appropriations.
A motion was made by Commissioner Jeffers and carried 5-0 to approve the
Capital Improvement Plan for Fiscal Years 2019-2023 with funding appropriated for
FY2019, as recommended.
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CHAIRMAN’S REPORT:
Chairman Kendrick urged all citizens to participate in the voting process noting
early voting was currently underway at this time. He also thanked Representative Larry
Yarborough for his efforts in obtaining one-time funding to assist the County’s VFDs.
MANAGER’S REPORT:
County Manager, Heidi York reported the following:
Commissioners will be asked to attend a budget briefing meeting with the Manager,
County IT Department will hold an open house at its new location on Barden Street
on April 30th from 9:00am to 12:00noon with a Training Room dedication in
memory of a former IT employee, Tim Canfield taking place at 11:00am, and
the Economic Development Commission meeting scheduled for April 24, 2018 was
cancelled noting the Person County Business Industrial Center (PCBIC) meeting
will start at 4:00pm.
COMMISSIONER REPORT/COMMENTS:
Commissioner Jeffers had no report.
Commissioner Clayton reported he attended a mental health breakfast in Chapel
Hill noting the NC State Division of Health and Human Services Secretary, Mandy Cohen
has done a great job for the mental health community. He added that Governor Cooper has
declared April 22-28 as Environmental Health Specialist Week.
Commissioner Puryear had no report.
Vice Chairman Powell reported he would attending a Cardinal Innovations meeting
on Saturday, April 28, 2018 in Charlotte, NC.
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CLOSED SESSION #1
A motion was made by Commissioner Jeffers and carried 5-0 to enter into Closed
Session per General Statute 143-318.11(a)(3) at 9:50am for the purpose to consult with the
county attorney in order to preserve the attorney-client privilege with the following
individuals permitted to attend: County Manager, Heidi York, Clerk to the Board, Brenda
Reaves, County Attorney, Ron Aycock, and Assistant County Manager, Sybil Tate.
A motion was made by Vice Chairman Powell and carried 5-0 to return to open
session at 10:20am.
ADJOURNMENT:
A motion was made by Vice Chairman Powell and carried 5-0 to adjourn the
meeting at 10:20am.
_____________________________ ______________________________
Brenda B. Reaves Tracey L. Kendrick
Clerk to the Board Chairman