BOC Minutes December 5 2016approve
December 5, 2016
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PERSON COUNTY BOARD OF COMMISSIONERS DECEMBER 5, 2016
MEMBERS PRESENT OTHERS PRESENT
David Newell, Sr. Heidi York, County Manager
Tracey L. Kendrick C. Ronald Aycock, County Attorney
Jimmy B. Clayton Brenda B. Reaves, Clerk to the Board
Kyle W. Puryear
B. Ray Jeffers
Gordon Powell
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, December 5, 2016 at 6:00pm in the Commissioners’ meeting
room in the Person County Office Building to conduct the Board’s Organizational Meeting
prior to the 7:00pm regular meeting.
Chairman Newell called the meeting to order. Vice Chairman Kendrick gave an
invocation and Commissioner Jeffers led the group in the Pledge of Allegiance.
APPROVAL OF MINUTES:
A motion was made by Commissioner Jeffers and carried 5-0 to approve the
minutes of November 21, 2016.
RECOGNITION OF DAVID NEWELL, SR.:
Vice Chairman Kendrick presented to Chairman David Newell, Sr. a plaque in
appreciation of the four (4) years of service (December 3, 2012 – December 5, 2016)
including this last year as the Board’s Chairman recognizing his dedication to the citizens
of Person County. Chairman Newell commented that his experience had been a learning
experience and he appreciated the opportunity to serve Person County. Commissioners
extended their personal gratitude for his service to the citizens.
Chairman Newell then passed the gavel to County Attorney, Ron Aycock to preside
over the remainder of the Organizational Meeting.
SWEARING-IN CEREMONY:
County Attorney, Ron Aycock introduced the Honorable Deborah L. Barker, Clerk
of Superior Court. Ms. Barker administered the Oath of Office to the newly elected
Commissioners Jimmy B. Clayton, B. Ray Jeffers and Gordon Powell. She also
administered the Oath of Office to Soil and Water Conservation District Supervisors John
Gray and Hunter Thomas.
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APPROVAL OF BONDS FOR THE FINANCE DIRECTOR, THE REGISTER OF
DEEDS, THE SHERIFF, AND THE TAX ADMINISTRATOR:
County Attorney, Ron Aycock stated Chapter 161(Register of Deeds) and 162
(Sheriff) of the North Carolina General Statutes requires the Board of County
Commissioners to approve the official bonds at the first meeting in December. The Bonds
are a continuation of existing bonds and were secured by the County Human Resources
Director, who also serves as Insurance Liaison. The Human Resources Director provided
information that the Sheriff’s bond, in the amount of $25,000, is for the length of his term.
The Bonds of the Register of Deeds in the amount of $50,000 and $100,000 each for the
Tax Administrator and Finance Director (amount of each Bond is dictated by legislature).
Mr. Aycock requested Board approval of the Bonds of the Finance Director, the
Register of Deeds, the Sheriff and the Tax Administrator as presented.
A motion was made by Commissioner Puryear and carried 5-0 to approve the
Bonds of the Register of Deeds in the amount of $50,000 and $100,000 each for the Tax
Administrator and Finance Director as well as $25,000 for the Sheriff.
ORGANIZATION OF BOARD:
County Attorney, Ron Aycock explained the rules of procedure for nomination and
election of the Board’s Chairman and Vice Chairman.
County Attorney, Ron Aycock presided and called for nominations for Chairman
of the Board of Commissioners.
Commissioner Puryear nominated Commissioner Kendrick as Chairman.
Commissioner Clayton nominated Commissioner Jeffers as Chairman.
Nominations completed, Mr. Aycock stated the vote for Chairman would take
place by show of hands in the reverse order.
By show of hands, Commissioners Jeffers and Clayton voted to elect
Commissioner Jeffers as Chairman.
By show of hands, Commissioners Puryear, Powell and Kendrick voted to elect
Commissioner Kendrick as Chairman.
Mr. Aycock announced Commissioner Kendrick was elected Chairman by a
majority vote 3-2.
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County Attorney Aycock opened the floor for nominations for Vice Chairman of
the Board of Commissioners.
Chairman Kendrick nominated Commissioner Powell as Vice Chairman.
Commissioner Clayton nominated Commissioner Jeffers as Vice Chairman.
Nominations completed, Mr. Aycock stated the vote for Vice Chairman would take
place by show of hands in the reverse order.
By show of hands, Commissioners Clayton and Jeffers voted to elect
Commissioner Jeffers as Vice Chairman.
By show of hands, Chairman Kendrick and Commissioners Puryear and Powell
voted to elect Commissioner Powell as Vice Chairman.
Mr. Aycock announced Commissioner Powell was elected Vice Chairman by a
majority vote 3-2.
County Attorney, Ron Aycock recessed the meeting at 6:30pm until 7:00pm at
which time the Board of Commissioners would hold its regular scheduled meeting.
Commissioner Clayton displayed for the audience a commemorative throw
celebrating Person County’s 225th Anniversary, 1792-2017 and announced that the Person
County Museum of History had the throw available for sale for a limited time.
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Chairman Kendrick called the regular meeting of the Board of Commissioners to
order at 7:00pm and recognized Boy Scout Troops 249, 260, and 288 which were present
in the audience.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Kendrick requested to add an additional Closed Session for economic
development to the agenda.
A motion was made by Commissioner Clayton and carried 5-0 to add the
additional Closed Session for economic development to the agenda and to approve the
agenda as adjusted.
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RECOGNITION:
RESOLUTION OF APPRECIATION FOR RETIREE:
Chairman Kendrick read and presented a Resolution of Appreciation for the former
Register of Deeds, Amanda Garrett, who retired effective December 1, 2016. All
commissioners extended accolades for her service.
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INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Mr. Bruce Wrenn of 105 Warren Lane, Semora extended his appreciation to the
Board of Commissioners for their time, dedication and efforts to keep the county
progressively moving forward.
Ms. Theresa Torian of Mollie Mooney Road, Roxboro requested the support of the
Board to approve the improvements requested for the Person County Recycling Center.
She said as a teacher and the Environment Club leader at Person County Schools, she
advocated for further recycling efforts.
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. Budget Amendment #11, and a
B. Resolution NC State Dept. of Transportation Request for Addition to State
Maintained Secondary Road System
NEW BUSINESS:
REQUESTED IMPROVEMENTS TO THE FUTURE SENIOR CENTER:
County Manager, Heidi York told the group that after the purchase agreement was
signed and approved by the County Commissioners, county staff along with the Kerr-Tar
Council of Government Director, Diane Cox, and the Director of the Person County Senior
Center, Maynell Harper, toured the facility and discussed up-fits and improvements that
the senior center would like made prior to occupancy of the facilities. The improvements
presented by Ms. York included the following:
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Install chair lift between hair salon and
photography studio
$25,000
Install folding partition through hair salon (also
includes removing cabinetry and stations)
$33,505
Remove one wall between the offices in the real
estate office space and install additional
electrical/internet outlets
$7,130
Construct covered walkway between real estate
office & church building and extend covered
drop-off area at church and at real estate
entrances
$78,660
Install additional sink in church kitchen,
remove half of wall to open the kitchen in the
church building and add office space in the
church building
$5,635
TOTAL: $149,930
Ms. York sought direction from the Board on whether the proposed improvements
shall be made by the County on behalf of the Senior Center and whether to include these
estimated costs in the future financing. Ms. York stated her intent to purchase the property
with funds from the General Funds and to transfer those expenditures to the financing that
will take place in the spring 2017. Ms. York noted that the prices presented were estimated
costs and that actual bids would have to be solicited.
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Commissioner Puryear asked if any of the requested improvements were due to
code violations. Ms. York stated there were no code violations however once the Senior
Center initiated the congregate meal program in the church building, the Health
Department would require an additional sink and Senior Center staff were requesting to
remove half of a wall to open the kitchen into the church building to assist in the pass
through delivery of the meals and the proposed office space would house a nutritional
service staff in the congregate meal area. These three items were estimated to cost $5,635.
A motion was made by Commissioner Jeffers to approve the requested
improvements, as presented, with funding from the County Fund Balance with the intent
to include in the financing at which time the County will be reimbursed. Commissioner
Jeffers advocated for the requested improvements to be approved to properly outfit the
facility to meet the needs of the senior citizens.
A substitute motion was made by Chairman Kendrick to approve the
improvements for the congregate meal program totaling $5,635 and to hold on the other
improvements for discussion at a later date.
An amended substitute motion was made by Chairman Kendrick carried 3-2 to
approve the improvements for the congregate meal program totaling $5,635 and to solicit
bids for the other items to be brought back to the Board for approval. Chairman Kendrick,
Vice Chairman Powell and Commissioner Puryear voted in favor of the motion.
Commissioners Clayton and Jeffers voted in opposition of the motion.
OPERATION AND MANAGEMENT OF THE FITNESS FACILITY AT THE
FUTURE SENIOR CENTER:
Heidi York, County Manager stated that when the acquisition of the Total Fitness
facility was discussed, there was interest among the Board in continuing the operation of a
public fitness facility, in part, for a continued revenue source to help off-set the purchase
costs.
Ms. York noted there were a few considerations for the Board in deciding how the
fitness facility will be run including who will have access to it, who will manage it, and
what liabilities will be incurred.
1. Access: Will the facility be open to the public? Will everyone pay a membership
fee?
2. Management: will the county operate the facility? Will the management be
contracted out or staffed by the county?
3. Liability: what is the county’s liability exposure under the various management
options? How can we minimize our risks and what financial costs will the county
incur?
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Ms. York asked the Board to discuss the future operation of the fitness facility and
direct staff how to proceed.
Commissioner Clayton asked Ms. Diane Cox, Kerr Tar Regional Council of
Government Area Director if they were able to manage a public fitness facility to which
she confirmed they were not in a position to run a private business.
There was consensus among the Board that government should not compete with
private business. Chairman Kendrick requested consideration for Person County
employees to be allowed to use the fitness center which in turn would assist the county on
its self-funded insurance.
A motion was made by Commissioner Jeffers and carried 5-0 for the uses of the
Total Fitness facility to be limited to Senior Center programming with the fitness center
available to be used by county employees.
BROADBAND RFP RESULTS:
Assistant County Manager, Sybil Tate stated that on August 25, 2016, Person
County released a Request for Proposals asking vendors to submit proposals to provide
broadband service to unserved areas of the county, economic corridors, and install fiber to
government facilities. Ms. Tate said that the broadband proposals were due November 28,
2016 at which time, staff and the County’s consultant, Mr. Joe Freddoso reviewed all
proposals.
Mr. Freddoso gave the group the following presentation and asked the Board to
direct staff whether or not to proceed with potential vendor(s).
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A motion was made by Commissioner Clayton and carried 5-0 to proceed with
potential vendors for Option 4 as presented to implement a fiber solution and a wireless
solution starting with a wireless solution at $63K per year for 1-2 years and begin the
government fiber build at $1.4M/year for 2 years with the build out fiber to other areas for
$1.6M/year for 10-12 years.
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FUNDING FOR PERSON COUNTY RECYCLING CENTER IMPROVEMENTS:
Assistant County Manager, Sybil Tate provided background information related to
the funding for Person County Recycling Center improvements noting as a part of the
Fiscal Year 2016 Capital Improvement Plan, the Board financed $2.36M for roofing for
Earl Bradsher, the Kirby and the Person County Recycling Center (PCRC) as well as the
Materials Recycling Facility (MRF) acquisition and improvements. Approximately $1.1M
of the $2.36M was allocated to purchase the MRF and to make improvements.
Ms. Tate said the roofing projects are complete and came in under budget, creating
a surplus of $342K. In addition, $178K remains from the funds allocated to make
improvements to the MRF and $30K was set aside for contingency, for a total of $550K.
The deadline for spending these funds has passed; however, the Finance Director was able
to secure a one year extension and must be spent by November 6, 2017.
Ms. Tate reminded that in March 2016, the Board requested that staff delay
completion of the MRF improvements in the event that negotiations with the landfill
provider reduced the MRF’s recycling services. Regardless of Person Industries’ (PI) role
in recycling, Ms. Tate noted that the first three upgrades listed below must be made for life
safety purposes, if PI was to continue to use the MRF facility. In addition, Ms. Tate said
the lease at the current PI facility on Madison Blvd ends in 2025 (9 years), at which point
the building becomes the property of the land owner. If the MRF facility will continue to
function as a recycling center, a new covered storage area (the fourth item on the list below)
must be constructed in order to meet code. Ms. Tate confirmed with the Board that the
Inspections Director had ordered the life safety upgrades to be completed as required.
The total cost of these projects is $558,000. Below is a breakdown:
Project Cost
Emergency/Exit signs and lighting $5,000
Connect City water lines across property $40,000
Install sprinkler system $200,000
Add metal building on concrete pad for storage $185,000
Renovate restrooms $65,000
ADA parking, sidewalk, handicap ramp $63,000
TOTAL $558,000
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Ms. Tate reminded the Board that due to the end of the Madison Blvd facility lease
and potential cost savings, the Board has included the cost of moving all of PI’s operations
to the MRF facility in the Capital Improvement Plan for Fiscal Year 2018. The cost of
merging PI and PCRC would be $758,560. Below are the estimated project costs of the
merger:
Project Cost
Remodel/Office construction $390,200
Move Equipment $69,400
New Liquid Storage Building $230,000
Contingency $68,960
TOTAL $758,560
Ms. Tate projected the additional costs of the merger are estimated to be recouped
from operating savings and additional revenues in 7 years.
Estimated Operating Savings/Revenues from PI/PCRC Merger
Savings Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7
Full time salary $36,500 $37,230 $37,975 $38,734 $39,509 $40,299 $41,105
Part-time salary $0 $21,959 $21,959 $21,959 $21,959 $21,959 $21,959
Operating $0 $18,314 $18,614 $18,614 $18,614 $18,614 $18,614
Annual total $36,500 $77,503 $78,548 $79,307 $80,082 $80,872 $81,678
Revenues
Recycling Sales $0 $11,168 $11,168 $11,168 $11,168 $11,168 $11,168
Program Services $0 $17,920 $44,800 $44,800 $44,800 $44,800 $44,800
Annual total $0 $29,088 $55,968 $55,968 $55,968 $55,968 $55,968
Cumulative $36,500 $143,091 277,607 $412,882 $548,931 $685,771 $823,417
The annual rent at the existing PI facility is $6,500. This amount was not included
in the savings, since there is no guarantee that a tenant would be found to cover this cost.
Ms. Tate asked the Board to direct staff whether or not to begin implementation of
life safety improvements and remodel improvements to the PCRC facility.
A motion was made by Commissioner Clayton and carried 5-0 to approve the life
safety improvements at the Person County Recycling Center and to expend the $558,000
as presented.
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BOARD OF COMMISSIONERS 2017 SCHEDULE OF MEETINGS:
County Manager, Heidi York stated that NC General Statute 153A-40 requires the
Board of Commissioners to hold a regular meeting at least once a month. Ms. York
presented to the Board a proposed 2017 Schedule of Meetings for review and approval.
Ms. York stated the Board’s typical schedule was the first and third Monday of the month,
however, staff has recommended the second and fourth Mondays in January 2017 due to
the holidays and the fact that January has five Mondays. Ms. York stated only one regular
meeting was planned for July, November and December.
The Board conducts its regular scheduled meetings in its usual Boardroom, Room
215 in the County Office Building unless otherwise posted. As recommended on the
proposed 2017 Schedule of Meetings, to accommodate attendance, Local Government Day
Board meetings will be scheduled to be held in the County Office Building Auditorium as
the same was done for the Budget Public Hearing.
Ms. York asked the Board to consider the proposed dates and take action to set the
2017 Schedule of Meetings so to cause copy of such to be distributed and posted on the
bulletin board and county website.
Commissioner Puryear requested consideration to change the proposed 2017
Schedule of Meetings to only hold one meeting in September on the 11th day at 7:00pm, to
which was agreeable with the Board.
A motion was made by Commissioner Puryear and carried 5-0 to adopt the Board
of Commissioners 2017 Schedule of Meetings as listed below and to cause copy to be
distributed and posted on the Board’s bulletin board and the county website:
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Person County Board of Commissioners
2017 Schedule of Meetings
To be held in Room 215 at the Person County Office Building unless otherwise noted
January 9, 2017 7:00 p.m.
January 23, 2017 9:00 a.m.
February 6, 2017 (Board Retreat) 9:00 a.m. PC Senior Center
February 21, 2017 (Tuesday) 9:00 a.m.
March 6, 2017 7:00 p.m.
March 20, 2017 (Local Gov’t. Day) 9:00 a.m. Co. Auditorium
April 3, 2017 7:00 p.m.
April 17, 2017 9:00 a.m.
May 1, 2017 7:00 p.m.
May 15, 2017 9:00 a.m.
June 5, 2017 7:00 p.m. Co. Auditorium
June 19, 2017 9:00 a.m.
July 17, 2017 9:00 a.m.
August 7, 2017 7:00 p.m.
August 21, 2017 9:00 a.m.
September 11, 2017 7:00 p.m.
October 2, 2017 7:00 p.m.
October 16, 2017 9:00 a.m.
November 13, 2017 (Local Gov’t. Day) 9:00 a.m. Co. Auditorium
December 4, 2017 7:00 p.m.
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Following adoption of the 2017 Board of Commissioners Schedule of Meetings,
Commissioner Jeffers requested consideration to schedule a time for the Board to discuss
the funding proposals as submitted by the volunteer fire department chiefs for the next
fiscal year’s budget.
ADOPTION OF THE FISCAL YEAR 2017-2018 BUDGET CALENDAR:
County Manager, Heidi York presented a Fiscal Year 2017-2018 budget calendar
for the Board’s adoption, outlining a schedule for the timing of the budget process. Ms.
York highlighted that the Board’s Retreat was proposed for February 6th, along with the
Capital Improvement Plan adoption in April, the Manager’s presentation of the
Recommended Budget in May, a required Public Hearing on June 5th and adoption of the
Fiscal Year 2017-2018 Annual Budget for June 19, 2016. Ms. York stated the dates
outlined are subject to change if needed, but this will facilitate an organized budget process
for staff and elected officials.
Ms. York requested adoption of the budget calendar for Fiscal Year 2017-2018 and
provide feedback and changes to staff as needed.
It was the consensus of the Board to have the volunteer fire department chiefs
funding proposals before the Board at its first meeting in January.
A motion was made by Chairman Kendrick and carried 5-0 to adopt the Fiscal
Year 2017-2018 Budget Calendar as presented with the addition of the meeting to discuss
the funding proposals as submitted by the volunteer fire department chiefs.
The Fiscal Year 2017-2018 Budget Calendar follows:
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PERSON COUNTY GOVERNMENT
FISCAL YEAR 2017-2018 BUDGET CALENDAR
Date Task
Tues/Jan. 3, 2017 Distribution of CIP Requests to Departments
Mon/Jan. 9, 2017* Board of Commissioners to discuss funding proposals
as submitted by the volunteer fire department chiefs
Tues/Jan. 17, 2017 CIP Requests due to Asst. County Manager
Fri/Feb. 3, 2017 Final insurance costs due
Mon/Feb. 6, 2017* Board of County Commissioners Annual Retreat
Mon/Feb. 13, 2017 Distribution of budget training manual to departments
and fee schedule requests
Mon/Feb. 13, 2017 Personnel requests due to Human Resources
Thurs/Feb. 23, 2017 Departmental budget requests for operating & capital
due to Finance and fee schedule requests due to
Assistant County Manager
Mon-Fri/Mar. 13-24, 2017 Departmental Budget Presentations with County
Manager
Mon/April 3, 2017* FY 17-18 CIP presented to Board of Commissioners at
regular BOCC Meeting at 7:00 p.m.
Mon/April 17, 2017* Adoption of FY 17-18 CIP
Mon/ May 15, 2017* County Manager presents Recommended Budget to
Board of County Commissioners
Tues-Fri/May 16-June 9, 2017 Potential BOCC Budget work sessions
(specific dates to be scheduled)
Mon/June 5, 2017* Board of Commissioners holds Public Hearing on
the Recommended Budget
Mon/June 19, 2017* Adoption of FY 17-18 Annual Budget Ordinance
Mon/July 3, 2017 FY 17-18 Budget available in Accounting System
Mon/July 17, 2017 Adopted budget document finalized and available online
* denotes a Board of Commissioners meeting date.
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VOTING DELEGATE DESIGNATION FOR THE NC ASSOCIATION OF
COUNTY COMMISSIONERS LEGISLATIVE GOALS CONFERENCE:
Clerk to the Board, Brenda Reaves stated voting credentials for the NC Association
of County Commissioners’ Legislative Goals Conference which will be held January 12-
13, 2017, at the Raleigh Marriott Crabtree Valley in Wake County was due by January 6,
2017. Ms. Reaves requested Board consideration to designate a Commissioner to attend
the Conference as Person County’s voting delegate.
A motion was made by Commissioner Jeffers and carried 5-0 to designate
Commissioner Clayton to attend the Association’s Legislative Conference as Person
County’s voting delegate.
Commissioner Clayton stated that in his capacity as the Chairman of the
Associations’ Environmental Committee, he also participates on the goals committee and
he asked the Board’s consideration to support an Association legislative goal related to the
legislative pension reform recommending that retired county employees receive an
increase in retirement with the funding source using the earnings of the investments in the
system; no local match or funding from counties was being proposed.
Commissioner Jeffers read the NC League of Municipalities’ advocacy goal to
support legislation which defends the fiscal integrity of the Local Government Employees’
Retirement System and its defined benefit structure, promotes reasonable pension reforms
that are prospective in nature, and meets the needs of local employees, employers, and
retirees.
A motion was made by Commissioner Clayton and carried 5-0 to support the NC
Association of County Commissioners advocating legislation which defends the fiscal
integrity of the Local Government Employees’ Retirement System and its defined benefit
structure, promotes reasonable pension reforms that are prospective in nature, and meets
the needs of local employees, employers, and retirees.
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CHAIRMAN’S REPORT:
Chairman Kendrick thanked the local police department for its actions and efforts
dealing with small groups’ action as they drove through Person County without issues.
MANAGER’S REPORT:
County Manager, Heidi York had no report.
COMMISSIONER REPORT/COMMENTS:
Commissioner Jeffers commented on the county’s unification and proactive
approach dealing with the actions of the small group that came through the county
community of government, churches and other organizations.
Commissioner Clayton had no report.
Commissioner Puryear congratulated Vice Chairman Powell on his election and
announced that the Roxboro Christmas Parade will be held on December 10, 2016 starting
at 2:00pm.
Vice Chairman Powell commented that economic development was a high priority
for him and he requested a comprehensive report be brought before the Board including
the Economic Development Commission’s actions over the past five years data at one of
the Board’s regular scheduled meetings.
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) at 8:38pm to consult with an attorney 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 Commissioner Jeffers and carried 5-0 to return to open
session at 9:14pm.
CLOSED SESSION #2
A motion was made by Commissioner Jeffers and carried 5-0 to enter Closed
Session per General Statute 143-318.11(a)(5) at 9:14pm for the purpose to consider the
acquisition or lease of real property with the following individuals permitted to attend:
County Manager, Heidi York, Clerk to the Board, Brenda Reaves, and County Attorney,
Ron Aycock.
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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)(4) at 9:17pm for the purpose of discussion of
matters relating to the location or expansion of industries or other businesses in the county
(economic development) with the following individuals permitted to attend: County
Manager, Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock,
and Economic Development Director, Stuart Gilbert.
A motion was made by Commissioner Jeffers and carried 5-0 to return to open
session at 9:35pm.
RECESS THE MEETING:
A motion was made by Chairman Kendrick and carried 5-0 to recess the meeting
at 9:35pm until 9:00am on December 6, 2016.
_____________________________ ______________________________
Brenda B. Reaves Tracey L. Kendrick
Clerk to the Board Chairman