BOC Minutes January 12 2017approve
January 12, 2017
1
PERSON COUNTY BOARD OF COMMISSIONERS JANUARY 12, 2017
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 regular
meeting scheduled for Monday, January 9, 2017 was cancelled due to inclement weather
and was properly noticed and rescheduled to be held on January 12, 2017 at 7:00pm. The
Board of Commissioners met in regular session 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.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Jeffers and carried 5-0 to approve the
agenda.
INFORMAL COMMENTS:
The following individual appeared before the Board to make informal comments:
Ms. Arbony Cooper, Program Coordinator of Telamon Corporation, a non-profit
agency housed in the workforce center building as the community action agency designated
for submission of Fiscal Year 2017-18 Community Services Block Grant (CSBG) Plan for
Rockingham, Caswell and Person Counties. The State of North Carolina Administrative
Code requires that the CSBG be presented for review and comment to each county board
of commissioners within 30 days of submission to the NC Department of Health and
Human Services Division of Social Services Office of Economic Opportunity. The
proposal for Person County was included in the board agenda as part of the Consent
Agenda and will be due for submission on February 13, 2017. Ms. Cooper stated the CSBG
was in its first full year of operation (Fiscal Year 2016-17) and requested an elected official
and/or an appointee to fill a vacancy on the tri-parte advisory board for the three counties.
Commissioner Jeffers volunteered to serve, and asked for consensus of the board, to which
the Board confirmed. Ms. Cooper provided the Board with a brochure detailing Project
PRIDE (Personal Responsibility In Daily Endeavors) focusing on creating self-sufficiency
within the community, assisting individuals and families with obtaining the tools for basic
living skills. The Case Manager assigned to Person County provides education and training
services, employment services and resources for transportation, child care, fees, and more
to lower income eligible participants. Ms. Cooper asked that the Board leave any comments
related to the CSBG Plan with the Clerk to the Board for submission to Telamon.
January 12, 2017
2
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 December 5, 2016,
B. Approval of Minutes of December 6, 2016,
C. Approval of Minutes of December 14, 2016,
D. Budget Amendment #12,
E. Person County Sheriff’s Office Grants: 1) Governor’s Crime Commission Grant in
the amount of $24,500 with no local funding match, 2) 2017-2019 Bullet Proof
Vests Grant in the amount of $12,000 with a 50% match, 3) United Way Grant in
the amount of $16,000 for G.R.E.A.T. camp with no local funding matching, and
4) JCPC Grant in the amount of $6,000 with no local funding match
F. Telamon Community Services Block Grant 2017-2018,
G. Tax Adjustments for the month of January 2017,
a. Tax Releases,
b. NC Vehicle Tax System pending refunds, and
c. Request for refund for Ms. Gloria Oakley on shelter/bulk barns
NEW BUSINESS:
VOLUNTEER FIRE AND RESCUE FUNDING PROPOSAL:
Commissioner Jeffers asked the Board of Commissioners to hear from the
Volunteer Fire and Rescue Departments’ (VFDs) Chiefs Association related to their
request for more funding. Commissioner Jeffers noted the importance of the fire and rescue
entities to know what funding they would receive each year.
A committee of the VFDs Chiefs Association developed two funding proposals for
the Board of Commissioners’ consideration for Fiscal Year 2017-2018. Their proposals
are presented on a spreadsheet titled, “Proposed Funding from Volunteer Fire
Departments.”
County Manager, Heidi York stated the County has been appropriating operating
funding to the VFDs that increases every other year. Initially the funding formula that was
adopted was to distribute the increase based on call volume but was later changed to a flat
2% increase to cover inflationary costs for all VFDs. This enabled the VFDs to know the
funding without the variability of the call volume.
Ms. York noted that since that time, the County has also created a capital funding
program, allocating $90,000 annually, over the last two years, in addition to the operating
funding. For the current Fiscal Year 2016-2017, the County has allocated a total of
$1,182,977 for VFDs through operating, capital, audit, and VIPER radios costs.
January 12, 2017
3
January 12, 2017
4
Person County’s Analysis of Volunteer Fire Department Funding
FY17 Funding
District Operating
Funding
Capital Funding TOTAL FY17
Woodsdale $87,547 $14,500 $102,047
Allensville $44,403 $7,250 $51,653
Triple Springs $47,922 $7,250 $55,172
Moriah $88,695 $14,500 $103,195
Semora $15,737 $3,625 $19,362
Hurdle Mills $88,814 $14,500 $103,314
Timberlake $61,009 $7,250 $68,259
Ceffo $88,787 $14,500 $103,287
Rescue $44,988 $7,250 $52,238
TOTAL $567,902 $90,625 $658,527
$499,500 for VIPER radios for all VFDs
$24,950 for audit costs
TOTAL funding for FY17=$1,182,977
Estimated FY18 Funding
Using existing formula (2% increase every other year- evenly distributed)
District Operating
Funding
Capital Funding
Woodsdale $89,298 ?
Allensville $45,291 ?
Triple Springs $48,880 ?
Moriah $90,469 ?
Semora $16,052 ?
Hurdle Mills $90,590 ?
Timberlake $62,229 ?
Ceffo $90,563 ?
Rescue $45,888 ?
TOTAL $579,260 ?
No audit costs this year
No funds left in the VFD Capital Fund
o Remaining funds: Rescue Squad‐ $7,250, Ceffo ‐ $27,100, Timberlake ‐
$5,800, Triple Springs ‐ $7,250
January 12, 2017
5
NOTE: VFDs that have a budget of $50,000 or greater are ineligible for a 75/25% State
grant, instead they must apply for a 50/50% grant. Due to the grant restrictions, the capital
funds are paid directly to vendors, so these funds are not counted against them for State
grant eligibility.
Funding Comparison
District Operating Capital Audits Other TOTAL
FY17 $567,902 $90,625 $24,950 $499,500 $1,182,977
FY18 $579,260 $? $0 $579,260+?
Option 1 (call
volume) $990,625 $990,625
Option 2 (tax value) $951,045 $951,045
NOTES:
Option1:
Call Volume - uses a call volume multiplier to add to the funding currently allocated.
The formula uses the number of calls for each VFD for the period 2013-2016 and
multiplies by $170 per call.
In FY16, the county distributed the 2% increase based on call volume. Feedback
from the VFDs was that they preferred that the 2% increase be distributed evenly,
so that their revenue would be predictable.
Option 2:
Tax Value - proposes a 2% fire tax based on taxable property in the district.
Power producing companies are exempt from fire tax. 20% of county value is from
power producing companies. Using General Fund money allows the county to
collect $ from power companies and spend on fire protection.
Parcels are split between multiple fire districts. Districts need to be redrawn in order
to charge a single tax to each parcel. Redrawing of fire districts would take up to
one year with approval by the state.
Many counties are moving away from charging multiple rates within one county
due to equity issues among VFDs.
January 12, 2017
6
Mr. Wayne Wrenn, President of the Fire Chiefs Association stated their main
purpose was life safety. He said for a state certified station, each unit was required to have
two trucks, standard operating equipment, a heated building with all firefighters completing
the mandated training, and having the required turnout gear. Mr. Wrenn noted a signed
contract with the county was necessary with the grant funding. He noted the benefit to the
homeowners who reside within a six mile radius to a fire station who are eligible for a
reduced insurance premium amounting to $100 in savings per $100,000 value.
Mr. Martin Rimmer, Hurdle Mills Volunteer Fire Department Chief addressed the
costs associated with each firefighters’ turnout gear, air pack and the departmental tankers.
Mr. Rimmer noted that March 15th was a key date related to application for state grant
funds to which a match is required. For VFDs receiving over $50,000 in funding, the state
grant is a 50/50% up to $60,000 and for those VFDs that has funding less than $50,000,
the state grant is a 10/30% grant funding up to $40,000.
Mr. Jason Fletcher, Timberlake Volunteer Fire Department Chief stated the need
for additional funding to help sustain the VFDs.
Commissioner Jeffers asked the VFDs to cite the age of their oldest vehicles:
Hurdle Mills: 1994 Tahoe and 1995 pumper
Timberlake: 1988 pumper and 1995 truck
Ceffo: 1979 pumper and 1994 truck
Allensville: 1989 pumper and 2000 truck
Moriah: 1989 pumper and 1999 pumper
Triple Springs: 1974 pumper and 2004 truck
Woodsdale: 1992 truck and 2000 truck
Semora: 1972 truck and 1999 pumper
Rescue: 1998 truck
Assistant County Manager, Sybil Tate told the VFDs that the capital funding for
the radios are tied to the financing which will take place soon and staff intends to purchase
the radio equipment by the end of the current fiscal year.
Commissioner Jeffers requested staff to place the Volunteer Fire and Rescue
Funding on the Board’s Retreat agenda.
Vice Chairman Powell extended appreciation to the Volunteer Fire and Rescue
entities.
January 12, 2017
7
EMS BILLING SERVICES CONTRACT:
Director of Emergency Services, Douglas Young and Emergency Services
Manager, Greg White presented to the Board its request for a change for its EMS Billing
Services contract. Last year the County’s EMS billing service National Reimbursement
Group consolidated with Ambulance Medical Billing Inc. During the past 12-18 months
the Department’s EMS Division records shows that the County did not reach the projected
revenue as provided by the billing company and the County’s bad debt (non-collected fees)
had risen to an amount unacceptable by staff. Additional administrative services have not
been met by the billing company, which has been discussed with them without any
improvements.
With this sequence of events, the Department’s staff conducted research of other
EMS billing services to better provide these services to increase revenue and non-
collections from non-payments. As well, staff desired a better administration of services.
During the past couple of months, Emergency Services staff assisted by the County’s
Finance Director and County Manager interviewed different EMS billing service
providers. EMS Management and Consultants (EMS M/C) of Winston Salem, NC
presented information and documentation that show they will meet or exceed staff’s
expectation of services as well as accountability and collections of revenue. Mr. Young
stated the fee for collection service will slightly reduce to 5.9% with EMS M/C from our
current fee of 6%.
Mr. Young noted additional services in the EMS M/C contract provide a needed
system interface between the units, the County’s reporting system and the new CAD
system at 911 that will increase quality of care to patients. In turn, this will result in better
data collection for reporting, billing and auditing. Also, the contract will allow EMS to
purchase new mobile data terminals for each unit through EMS M/C for better service
maintenance and possible lower financing, a service that the current provider has not
offered.
It was recommended by Emergency Services staff that the Board of Commissioners
allow the County Manager to terminate the contract with Ambulance Medical Billing and
begin a new five (5) year contact with EMS M/C and that the new contact will take effect
on or about March 1, 2017. The EMS M/C representative was present to answer questions
to which she noted there was a 90-day out in the contract without cause or a 10-day out
with cause. Each termination option included an option to buy-out the hardware at a
prorated rate. The proposed EMS M/C contract also included their acquisition of the
hardware, on-site training with a projected revenue lift from the current collection rate.
A motion was made by Commissioner Jeffers and carried 5-0 to approve the
request to terminate the contract with Ambulance Medical Billing and begin a five (5) year
contact with EMS Management and Consultants and that the new contact will take effect
on or about March 1, 2017.
January 12, 2017
8
2017 COMMITTEE ASSIGNMENTS:
Chairman Kendrick assigned the Board of Commissioners to the following
committees as outlined below:
Person County Board of Commissioners
COMMITTEE ASSIGNMENTS
Chairman Tracey L. Kendrick
Animal Control Advisory Committee
Economic Development Commission
Health Board
Library Board
Person Area Transportation System Board
Person County Senior Center Advisory Council
Vice Chairman Gordon Powell
Airport Commission
Juvenile Crime Prevention Council
Region K Workforce Development Board
Research Triangle Regional Partnership
Commissioner Jimmy B. Clayton
COG Board
Kerr Tar RPO - TAC
NCACC District Director
OPC Community Operations Board
Upper Neuse River Basin Association
Commissioner Kyle W. Puryear
E-911 Committee
High Speed Internet Committee
Local Emergency Planning Committee
Commissioner B. Ray Jeffers
Community Services Block Grant Advisory Council
Extension Advisory Committee
Environmental Issues Advisory Committee
Fire Chief’s Association
Home Health & Hospice Advisory Committee
Home & Community Care Block Grant Adv. Committee
NACo Board of Director
Person County Partnership for Children
Recreation Advisory Board
Social Services Board
January 12, 2017
9
APPOINTMENTS TO BOARDS AND COMMITTEES:
Clerk to the Board, Brenda Reaves stated that the Person County Board of
Commissioners solicited volunteers to fill positions on the following boards, commissions,
authorities, and committees through advertisement in the Courier-Times edition dated
November 16, 2016 with notice to submit applications by the deadline of December 13,
2016. The yellow highlighted boards denote a competitive board and are eligible for the
informal interview process should the number of applications received outnumber the
available position(s). This process aids the Board in making appointments on competitive
boards and committees. Should the Board desire to hold the informal interview process
for those that meet the criteria, please direct the Clerk to organize and inform the applicants
of the informal interview date as set by the Board. Should the Board waive this process,
Ms. Reaves requested that the Board nominate and appoint as deemed appropriate and
proceeded to present the interested citizen applications for consideration for appointments.
Those applications highlighted in red are those that were submitted for consideration after
the advertised deadline. The Board of Commissioners are encouraged to recruit citizens to
fill the current vacancies for those which no applications have been received.
- Adult Care Home Community Advisory Committee
1-Year Initial Term; 3-Year Reappointment: 2 positions available
No applications received.
- Airport Commission
3-Year Term:
1 position for a licensed pilot
1) Steven Watkins requested reappointment
2 at-large positions available
1) John Dustin Wall requested reappointment
2) Commissioner Puryear advocated for the Board to consider
reappointing Brantley Burnett even as he did not submit his application
for reappointment. Vice Chairman Powell asked for consideration to
name Mr. Burnett as board member emeritus based solely on his service
as one of the founding members of the Airport. Following discussion
the Board decided to research the affect designating a seat on the
commission as emeritus would have prior to taking such action.
A motion was made by Commissioner Puryear and carried 5-0 to reappoint Steven
Watkins as the licensed pilot representative and to reappoint John Dustin Wall and Brantley
Burnett as at-large representatives to the Airport Commission, each for a 3-year term.
January 12, 2017
10
- Board of Adjustment
3-Year Term:
1 positon available
1) Patricia “PJ” Gentry requested appointment
1 position for an alternate for an unspecified term
No applications received.
A motion was made by Commissioner Jeffers and failed 2-3 to re-advertise for
additional interest due to being a competitive board and one that action sometimes leads to
litigation. Commissioners Jeffers and Clayton voted in favor of the motion. Chairman
Kendrick, Vice Chairman Powell and Commissioner Puryear opposed the motion and
voted it down.
A motion was made by Commissioner Puryear and carried 3-2 to appoint Patricia
“PJ” Gentry to the Board of Adjustment for a 3-year term. Commissioner Puryear,
Chairman Kendrick and Vice Chairman Powell voted in support of the motion.
Commissioners Clayton and Jeffers cast the dissenting votes.
- Environmental Issues Advisory Committee
3-Year Term: 1 position each representing the following townships:
Bushy Fork and Flat River
No applications received.
- Home Health and Hospice Advisory Committee
3-Year Term:
1 position representing a consumer
No applications received.
1 position for a representative from the Dept. of Social Services
1) Barbie Hepler requested reappointment
A motion was made by Commissioner Jeffers and carried 5-0 to reappoint Barbie
Hepler as the representative from the Dept. of Social Services to the Home Health and
Hospice Advisory Committee for a 3-year term.
- Industrial Facilities and Pollution Control Financing Authority
6-Year Term: 3 positions available
No applications received.
January 12, 2017
11
- Juvenile Crime Prevention Council
Action to Rescind JCPC Appointment: The Board appointed Melinda Fife,
Juvenile Court Counselor on August 1, 2016 to fill a current vacancy for a juvenile
defense attorney representative. Mr. David Carter, Chief Court Counselor and
Chairman of the JCPC informed the County that her application was submitted to
be placed on hold for consideration when there are vacancies for citizens-at-large
and was not submitted to serve as the juvenile defense attorney rep as she was not
qualified to serve as the juvenile defense attorney rep. The Clerk spoke with Ms.
Fife in August about this misunderstanding and the intent to rescind the
appointment. Ms. Fife’s application was included herewith for consideration for a
citizen-at-large appointment.
1-Year Initial Term: 2-Year Reappointment
1 position for a person under the age of 21
No applications received.
1 position representing the faith community
No applications received.
2-Year Term:
Chief District Court Judge
1) Judge Mark Galloway requested reappointment
Juvenile Defense Attorney
No Applications received
Health Department
1) Harold Kelly requested reappointment
3 positions for citizens-at-large
1) Melinda Fife requested appointment
2) Alisa Gentry Clayton requested reappointment
3) Treco Lea-Jeffers requested reappointment
A motion was made by Chairman Kendrick and carried 5-0 to rescind appointment
of Melinda Fife to serve as the Juvenile Defense Attorney representative on the Juvenile
Crime Prevention Council, and to reappoint Judge Mark Galloway, Chief District Court
Judge representative, Harold Kelly, Health Department representative and three citizen-at-
large representatives, Melinda Fife, Alisa Gentry Clayton and Treco Lea-Jeffers, to the
Juvenile Crime Prevention Council, each for a 2-year term.
January 12, 2017
12
- Kerr Tar Regional Council of Government Board
2 citizens-at-large positions to serve as an alternate with an affiliation to represent
the private sector business, minority or the retired community for an unspecified
term.
No applications received
- Nursing Home Advisory Committee
1-Year Initial Term: 3-Year Reappointment; 3 positions available
No applications received
- Person Area Transportation System Board
3-Year Term:
1 position available for a representative of private industry
No applications received
1 position available for a representative of economic development
No applications received
2 positions available for citizens-at-large
No applications received
- Region K Aging Advisory
3-Year Term: 2 positions available
1) Angela Jones requested reappointment
A motion was made by Chairman Kendrick and carried 5-0 to reappoint Angela
Jones to the Region K Aging Advisory Committee for a 3-year term.
- Tourism Development Authority
3-Year Term:
1 position representing a Motel/Hotel/Bed & Breakfast
1) Denise Hallett requested reappointment
2) Dr. Claudia Berryhill requested appointment
1 position from the general public available
1) Norwood Walker requested reappointment
2) Angela King requested appointment
3) Eldridge Meeler requested appointment
4) Doug Mabe requested appointment
5) Katherine Love requested appointment
6) Larry Cole requests appointment
January 12, 2017
13
It was the consensus of the Board to schedule the informal interviews with the
applicants listed above on January 23, 2017 starting at 8:00am and by such action, directed
the Clerk to inform the applicants of the date/time set by the Board.
- Workforce Development Board
1-Year Initial Term; 2-Year Reappointment
1 position available for a representative of a registered apprenticeship program
No applications received
1 position available for a member or an officer of organized labor
No applications received
Commissioner Clayton urged individuals attending and watching the meeting to
get involved with county government through its boards and committees noting there are
vacancies available.
CHAIRMAN’S REPORT:
Chairman Kendrick had no report.
MANAGER’S REPORT:
County Manager, Heidi York reported that the Economic Development
Commission would be meeting on January 19, 2017 at 8:00am and that the Roxboro Area
Chamber of Commerce Annual Banquet would take place on January 19, 2017 at 6:30pm.
January 12, 2017
14
COMMISSIONER REPORT/COMMENTS:
Commissioner Jeffers gave kudos to the Department of Social Services (DSS) for
meeting the Medicaid deadline, unlike many DSS offices across the state.
Commissioner Clayton thanked the Volunteer Fire and Rescues noting he had sent
in his dues.
Commissioner Puryear asked the Board for consensus to have a Proclamation read
at the Annual Chamber Banquet recognizing Person County’s 225th year anniversary to
which the group consented.
Vice Chairman Powell had no report.
CLOSED SESSION #1
A motion was made by Commissioner Jeffers and carried 5-0 to enter Closed
Session per General Statute 143-318.11(a) (3) to consult with an attorney and 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 at 8:11pm with the following individuals
permitted to attend: County Manager, Heidi York, Clerk to the Board, Brenda Reaves,
County Attorney, Ron Aycock, Assistant County Manager, Sybil Tate and Joe Freddoso
via telephone.
A motion was made by Chairman Kendrick and carried 5-0 to return to open
session at 8:57pm.
January 12, 2017
15
CLOSED SESSION #2
A motion was made by Chairman Kendrick and carried 5-0 to enter into Closed
Session per General Statute 143-318.11(a)(3) for the purpose to consult with the county
attorney in order to preserve the attorney-client privilege at 8:58pm with the following
individuals permitted to attend: County Attorney, Ron Aycock, County Manager, Heidi
York, Clerk to the Board, Brenda Reaves, and Economic Development Director, Stuart
Gilbert.
A motion was made by Commissioner Jeffers and carried 5-0 to return to open
session at 9:16pm.
CLOSED SESSION #3
A motion was made by Chairman Kendrick and carried 5-0 to enter Closed
Session per General Statute 143-318.11(a) (3) to consult with an attorney at 9:16pm 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 Chairman Kendrick and carried 5-0 to return to open
session at 9:43pm.
January 12, 2017
16
RECESS:
A motion was made by Chairman Kendrick and carried 5-0 to recess the meeting
at 9:43pm until January 23, 2017 at 8:00am.
_____________________________ ______________________________
Brenda B. Reaves Tracey L. Kendrick
Clerk to the Board Chairman