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BOC Minutes April 18 2016 April 18, 2016 1 PERSON COUNTY BOARD OF COMMISSIONERS APRIL 18, 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 The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, April 18, 2016 at 9:00am in the Commissioners’ meeting room in the Person County Office Building. Chairman Newell called the meeting to order. Commissioner Clayton gave an invocation and Commissioner Jeffers led the group in the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Vice Chairman Kendrick and carried 5-0 to approve the agenda. INFORMAL COMMENTS: The following individuals appeared before the Board to make informal comments: Ms. Vonda Frantz of 119 Potluck Farm Road, Rougemont spoke about her recent experience at the landfill where she encountered a big truck dumping which caused a huge cloud of very fine dust/ash. Ms. Frantz stated she and her friend were covered with the dust/ash and proceeded to pull a shirt out of a bag to hold up to the group to demonstrate the amount of dust/ash residue that was on her clothes. Ms. Frantz noted she contacted the landfill Manager, Chis Gustin, who told her that the landfill does not take coal ash but that Capitol Power, who burns wood and rubber products, dumps their ash into the landfill. Ms. Frantz further noted she could not find out the analysis of the Capitol Power ash. Ms. Frantz requested the Board to consider the health and well-being of the County residents as a priority consideration. Ms. Frantz invited the Board members to an informative meeting related to coal ash scheduled for May 10, 2016 at 6:00pm and held at the Senior Center. Ms. Frantz provided handouts to the Clerk to the Board, requesting copies be given to all members of the Board. Ms. Rosemarie Sawdon of 100 Elderberry Lane, Rougemont asked the Board several questions; what is the fly ash tonnage going into the landfill? What are the implications on the health for the community? Is the landfill lined? Ms. Sawdon requested the Board to consider these questions as the Board renegotiates the contract. Ms. Sawdon gave the Clerk a handout related to the 14 sites where coal ash is stored in NC with most of them near waterways, requesting a copy be given to all members of the Board. April 18, 2016 2 Ms. Claudia Berryhill of 279 Knolls of Hyco, Roxboro advocated for historic preservation requesting the Board to revisit the façade of the new constructed Senior Center so that it will reflect and complement the existing look of the Uptown area and asked that the County work with the City to preserve the foundational history connected to the deteriorating walls, the parking lot and the old cemetery located on that property. Ms. Betty Blalock of 144 Tirzah Ridge, Rougemont recalled proof of coal ash going into the groundwater back in 2007 when the state confirmed the groundwater was contaminated and 3 wells were closed. Ms. Blalock urged the Board to keep its promise from years ago to close the landfill and send our county’s waste to Granville County. Ms. Blalock stated the City of Roxboro did not have an agreement in place to take its municipal waste to the landfill. 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 April 4, 2016, B. Tax Adjustments for the month of April 2016 a. Tax Releases, and b. NC Vehicle Tax System pending refunds April 18, 2016 3 NEW BUSINESS: CARDINAL INNOVATIONS HEALTHCARE OVERVIEW OF MENTAL HEALTH, SUBSTANCE USE DISORDER AND INTELLECTUAL/DEVELOPMENTAL DISABILITY SERVICES: County Manager, Heidi York introduced Ms. Debra C. Farrington, Director of the Orange Person Chatham (OPC) Community Office with Cardinal Innovations Healthcare to come before the Board to provide an overview of the mental health, substance use disorder and intellectual/developmental disability services offered to citizens of Person County. Person County allocated $318,416 in Maintenance of Effort (MOE) funds to Cardinal Innovations Healthcare to help fill the gap with support to participants receiving mental health, substance use disorder and intellectual/developmental disability services. Approximately $8,000 of the MOE funds are from the ABC Bottle Tax. In addition to MOE funds, Medicaid and state funds totaling $5,709,881 covered services and supports for individuals residing in Person County. Ms. Farrington stated that as of December 2015, 1,882 Personians received services via providers enrolled in the Cardinal Innovations network which represents a 3.5% increase from the previous year. Improvements in care have been noted with more individuals accessing 1915(b) (3) respite and fewer individuals accessing crisis services. During budget planning for Fiscal Year 2017, Ms. Farrington stated the Community Oversight Board for Cardinal Innovations Healthcare-OPC area will receive spending recommendations that are informed by feedback from the Person County Manager and county staff. County stakeholders have initially identified the following priorities: 1. Emergency placement and emergency response support for children with mental health needs coming into the foster care system 2. Emergency placement options for adults with mental health needs 3. Increased services for adolescents and adults with substance use disorders 4. Ongoing evaluation of needs and supports for individuals within Person Industries Ms. Farrington told the group of a recent program facilitated to Person County eligible residents the opportunity to receive free over the counter medical supplies to which over 500 residents attended and received eight items each. Commissioner Clayton recognized Ms. Amanda Blanks, present in the audience, and a Person County resident and one of the Board’s appointees on the OPC board. Ms. Blanks is currently serving as the Chair for the OPC board as well as the Chair for the Cardinal Innovations regional board that has representatives from 20 counties. Commissioner Clayton commented on the educational program that is available to law enforcement officers as a resource to learn how to interact effectively with people with disabilities. April 18, 2016 4 COMMUNITY CHILD PROTECTION TEAM ANNUAL REPORT: Carlton B. Paylor Sr., Director of Person County’s Department of Social Services (DSS) introduced Ms. Judi Akers, Services Program Manager at DSS and the Chair for Person County’s Community Child Protection Team (CCPT). Mr. Paylor noted the CCPT was established as one means for the state and local communities to form a partnership to strengthen child protection. CCPT were established in response to Executive Order 142 in May 1991. The duties and responsibilities of the CCPT are contained in 10A NCAC 70A .0201. In North Carolina, each CCPT reviews active child welfare cases, fatalities, and other cases brought to the team for review. The purpose of the case reviews is to identify systemic deficiencies in child welfare services or resources. Once identified, teams develop strategies to address the gaps in the child welfare system within the county and report to the state areas of concern that warrant action by the state. Teams promote child well-being through collaboration. CCPT also promote child well-being through public awareness. State law mandates that each CCPT give an annual report to the Commissioners. Ms. Akers presented the 2015 year-end report noting the mission of the CCPT is as follows: Recognizing that child protection is the responsibility of everyone, and responding to child protection needs is more effective before a child is harmed; the CCPT, a team composed of agency representatives, child advocates, and citizens at large, will take action to identify and address gaps or deficiencies in services and resources through the annual report to the Board of County Commissioners, collaboration with community partners, promising public awareness, and advocating for action that addresses the child protection needs of each county. Ms. Akers stated Person County’s CCPT met ten times in 2015. Presentations were made during four of the meetings covering Human Trafficking, a discussion with Cardinal Innovations to hear and address the team’s concerns about mental health services in the county, Intensive In-Home Services, and Juvenile Gun Violence. In addition, the team reviewed seven cases presented by DSS and the Health Department. While there are multiple reasons that cases are presented to CCPT in the state, Person County’s team primarily reviewed active cases in which there were multiple agencies involved or was a family that DSS had received (and continues to receive) multiple reports on or the assigned social worker described the case as “stuck” and needing suggestions to insure the child’s safety and enhance the family’s well-being. Often there were multiple issues in the case presentation. In all but one case, the team discussed available mental health treatment for the child and family including treatment for substance abuse, suicide attempts and domestic violence. Ms. Akers noted the team also discussed the toll that substance abuse has taken on the foster care population in Person County. In 2013, there was a monthly average of 58 children in DSS custody. In 2014, the number averaged 59 children per month. In 2015, the average number of children in foster care jumped to almost 77 per month. Looking at DSS data collected in March 2016, almost 61% of the children in DSS custody had been affected in some way by substance abuse – their parent or caretaker’s addiction and / or the April 18, 2016 5 child tested positive for a substance including alcohol, cocaine, methadone, prescription medicines and, in some cases, multiple substances. Ms. Akers further noted while it is not surprising that, in case reviews, the team identified gaps and barriers in our community as the limitations in services available as well as limited transportation to the services and limited community education and prevention services. How to make a change is the big question not only for the small group appointed to the CCPT but also for the county. As an entity, Ms. Akers stated the County needs to acknowledge the problems of substance abuse and economic disparity in Person County. Although funding for prevention and education programs may be a start, change comes as citizens invest themselves – become a foster parent, be a mentor for “roots and wings,” volunteer as a Guardian ad Litem, participate in a school reading program, support the Person County Partnership for Children. Ms. Akers stated there are numerous ways to invest the valuable human capital in Person County to get the return needed to insure the safety of our children and families as well as enhance their well-being. DSS FY2014-2015 ANNUAL REPORT PRESENTATION: Carlton B. Paylor Sr., Director of Person County’s Department of Social Services (DSS) gave Board members his Fiscal Year 2014-2015 Annual Report. The Fiscal Year Annual Report for Person County DSS was compiled of data used to inform the public of the work that is accomplished by the agency. The annual report shows detailed information in all areas of DSS state and federal mandated programs. Mr. Paylor highlighted the following programs with the group: Protective Services for Children 515 reports received as suspected child abuse or neglect, 209 reports investigated, 21% substantiated, 138 cases accepted for assessment & supportive services instead of forensic investigation, 105 reports screened out–complaint inappropriate for investigation – other services offered or referred to law enforcement, 6 families facilitated in finding alternative safe placement for their child, 33 children placed in custody of DSS during the year, 63 cases offered other services, referred to law enforcement, or another county, and 63 assists to other counties in accessing CPS reports. Foster Care 16 counties in which children were placed in FY 2014/2015, 2 states in which children in DSS custody lived, 118 children in agency custody in FY 2014/2015, 64 children supervised in licensed foster care, 13 children supervised in child-caring institutions, 35 children supervised in physical custody of relatives, 7 children hospitalized and in specialized placements, 4 children incarcerated, juvenile evaluation centers, prison, 8 children supervised in court-approved non-relative placement, 15 children supervised in adoptive homes, and 5 children provided Independent Living services after age 18. April 18, 2016 6 Foster Care Licensure 2 new homes licensed, 4 foster homes relicensed, 13 DSS licensed foster homes, 62 licensing home visits, and 13 prospective foster parents participated in a 30 hour preparatory training program. 8 participants completed the course. Services to the Blind 21 legally blind individuals received independent living skills, training, general assistance, In-Home Services, and/or medical eye care. Community Alternatives 44 citizens received services during the year, $2,403 average monthly Medicaid cost per case, $28,500 Medicaid revenues for services & screenings, $1,371,191 annual Medicaid savings, $96,143 revenues for Case Management Services, 620 skilled nursing visits and 44 contract nurse assessments, 44 program screenings during the year and $124,643 total CAP revenues. Adult Day Care 30 client supervisory/monitoring visits made and 6 clients served. Guardianship 34 legal guardianships and 9 individuals assisted in non-agency guardianships. Protective Services for Adults 106 reports received, 68 reports met legal standards for evaluation, 38 outreach visits made by social workers for reports that did not meet legal standards for evaluation, 25 cases where service needs were identified and 3 cases where adult had to be removed from living situation. Medicaid for Adults 1,758 applications taken, 845 applications approved, 2,621 average number of recipients per month, and 197 recipients in nursing homes. Child Support Services 511 non-custodial parents located, 224 support obligations established, 132 children for whom paternity was established, 1071 arrangements to have child support withheld by employers, 2,218 court actions initiated and $3,744,665 total collections. Child Care Services 489 children served, 73,852 days of care provided, $1,352,944 spent to provide child care $224,702 (16%) provided by Smart Start, and 109 children on waiting list. Child Care provided by 22 centers, 17 registered homes, and 11 schools. April 18, 2016 7 Medicaid Transportation 4,338 PATS trips, 3,954 gas vouchers used and 8,678 calls received on Medicaid Transportation request line. Service Intake 4,078 individuals served, 682 Crisis Intervention Program authorizations, 90 Energy Neighbor authorizations, 586 emergency food General Assistance (GA) authorizations, 3 crisis General Assistance (GA) authorizations, 69 emergency prescription General Assistance (GA) authorizations, 2 Work First Emergency Assistance (EA) authorizations 18 housing information and referral services, 41 general referrals, 96 Helping Hands referrals for Piedmont Electric customers, 10 recommendations to Medicaid for eyeglass replacement, 29 Family Christmas Cheer applications evaluated and managed, 13 gas vouchers to federal disability determination examinations, 22 interventions to prevent utility cut-offs for eligible families, 4 utility and rent (GA) authorizations, 93 Duke Energy Low Income Grant authorizations and 1 cremation. Food and Nutrition Services 2,656 applications taken, 2,163 applications approved, 3,280 determinations of continuing eligibility, 3,967 average monthly households served, $232 average monthly food assistance per household and $11,054,692 in food assistance authorized in FY 2014/2015. 1 in 4 households in Person County currently receive Food and Nutrition Services. Low Income Energy Assistance Program (LIEAP) 917 applications taken in office, 799 applications approved, $219,500 total benefits to county residents, 298 vendor payments made in the amount of $200, 405 vendor payments made in the amount of $300, and 96 vendor payments made in the amount of $400. Fraud Services 89 cases investigated, 77 cases substantiated and $72,770 collected. Administration / Fiscal 36,404 client visits registered, 60 work permits issued, 158 fishing license waivers issued, 13,218 bills processed for client assistance, 1,648 administrative bills verified for payment, 81 client Trust accounts supervised and monitored by agency, 83,112 miles traveled by staff in the service of clients in all programs, 3,397 voter preference forms processed, 108 voter registration applications taken, 34,674 client documents scanned and 3,532 contacts entered into NCFAST. April 18, 2016 8 Funding Sources Commissioner Jeffers, the commissioner representative on the DSS Board asked Mr. Paylor to speak to the issues with the NC FAST program. Mr. Paylor told the group the NC FAST on-line state program was being implemented in all 100 counties in phases and the system would often operate slowly or freeze up due to many users across the state accessing at the same time noting, all the while, the demand for services was increasing causing staff to create hard copies for later entry into the NC FAST online program. Mr. Paylor stated the USDA has told DSS agencies that funding would be withheld until such time that all 100 counties have updated and entered data into the NC FAST program. Mr. Paylor noted that Person County, through the hard work of its staff has met the required deadlines. Commissioner Jeffers told the Board that when local budget cuts are proposed to programs at DSS, those budget decreases will have other implications on state and federal funding as well. BROADBAND SOLUTION: Assistant County Manager, Sybil Tate stated in late 2013, Person County released a Request for Proposal (RFP) to provide broadband services to the unserved areas of the county to which there was only one respondent. The proposal received was a wireless solution that required vertical assets to be in place before the project could begin. Ms. Tate noted that at the same time, the public safety departments were experiencing issues with their communication system and requested an upgrade, which included constructing public safety towers. Implementation of the broadband project was put on hold until the public safety towers were completed. Since 2013, Ms. Tate said technology and the marketplace for broadband providers have changed significantly which makes the broadband proposal received in 2014 outdated. Ms. Tate recommended the County releasing a new RFP, through the assistance of a consultant. Federal $55,407,845 68% State $21,518,567 27% County $4,401,915 5% April 18, 2016 9 Ms. Tate presented a contract with a consultant but sought input from the Board for the type of broadband solution preferred noting a Fiber To The Home (FTTH) solution and a wireless solution have previously been discussed. Ms. Tate noted a FTTH solution will have a positive impact on economic development, providing businesses a necessary tool for growth and serving as a recruitment tool for new businesses. However, a FTTH solution was expensive and a long-term solution, requiring years of investment and development. Ms. Tate further noted a wireless solution was much less expensive and faster to implement but does not provide the bandwidth necessary for meaningful economic growth. Ms. Tate recalled the grant request from the vendor in 2014 was $100,000 with a one year timeframe noting the proposed grant funding was offered as an incentive to the vendor to provide the services to the unserved areas noting Century Link was unwilling to do so at that time. Ms. Tate requested the Board to authorize the County Manager to sign the broadband consulting contract if appropriate. Vice Chairman Kendrick asked Ms. Tate about confirmation from the residents in the unserved areas to sign on with the vendor for the service to which she stated over 400 people had responded to the survey on the county website noting the consultant would update the information and submit a new survey. Ms. Tate confirmed the concept was for the County to provide a grant incentive for the unserved area of the county to give those residents access to broadband services. Ms. Tate stated the public safety tower project would give the County the ability to lease space to vendors for enhanced services (wireless, cellular) to the community. Commissioner Jeffers suggested the consultant or staff to request reference checks on the vendors that served the needs of Catawba and Avery counties. It was the consensus of the Board to authorize the County Manager to sign the broadband consulting contract to release a RFP with bid specifications for both wireless broadband and fiber solutions for the unserved area of Person County. April 18, 2016 10 April 18, 2016 11 April 18, 2016 12 April 18, 2016 13 April 18, 2016 14 April 18, 2016 15 RECOMMENDED CAPITAL IMPROVEMENT PLAN FOR FISCAL YEARS 2017-2021: County Manager, Heidi York requested the Board to discuss and approve the Recommended 5-year Capital Improvement Plan (CIP) that was presented to the Board on April 4, 2016. Ms. York noted by adoption of the CIP will allocate funding for the projects in Fiscal Year 2016-2017 and set the priorities of the projects for the coming fiscal years. The total amount recommended for Fiscal Year 2017 was $9.5M. Of this amount, $7.1M will be financed and supported by debt proceeds allocated to the construction of the Senior Center and the Public Safety Communications Towers project. The remaining amount of $2.4M will be funded through county funds for various projects as prioritized by the Board. A motion was made by Commissioner Puryear and carried 5-0 to approve the Capital Improvement Plan for Fiscal Years 2017-2021 and to allocate funding for the Fiscal Year 2016-2017 as presented on April 4, 2016. April 18, 2016 16 April 18, 2016 17 April 18, 2016 18 April 18, 2016 19 April 18, 2016 20 CHAIRMAN’S REPORT: Chairman Newell had no report. MANAGER’S REPORT: County Manager, Heidi York announced the following: • Economic Development Commission will hold its next meeting on Thursday, April 21, 2016 at 8:00am in the Tax Office conference room. • Person County Museum will be kicking off its Heritage Trail at the Courthouse on April 25, 2016 at 11:00am. • NCDOT Statewide Transportation Planning Office released its transportation project scores. These are used to determine which projects receive funding. Ms. York reported that of all the Regional-tier projects in the state, one of Person County’s (Madison Boulevard project) ranked #12 out of over 500 projects and of the 9 “highway” projects that meet the requirements for submittal, 6 of them are in the top 35 for priority funding. In addition, the County Airport runway extension was the highest scoring Region “C” Aviation project. Ms. York noted final funding decisions will be made in November 2016. COMMISSIONER REPORT/COMMENTS: Commissioner Jeffers reported he has accepted the positon of Regional Director for the NC Association of Social Services. He also noted he would be taking a topic to the Recreation Advisory Board related to access to bathroom facilities at the parks when recreational events are not being held. Commissioner Clayton had no report. Commissioner Puryear stated he and Chairman Newell would be attending the last meeting for the Board of Equalization and Review on April 19, 2016 at 9:00am in the Tax Office conference room. Vice Chairman Kendrick had no report. April 18, 2016 21 CLOSED SESSION #1: A motion was made by Vice Chairman Kendrick 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) at 10:19am 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, Assistant County Manager, Sybil Tate, and Mike Brinchek of Smith&Gardner. Chairman Newell called the Closed Session to order at 10:23am. A motion was made by Vice Chairman Kendrick and carried 5-0 to return to open session at 11:17am. ADJOURNMENT: A motion was made by Vice Chairman Kendrick and carried to adjourn the meeting at 11:17am. _____________________________ ______________________________ Brenda B. Reaves David Newell, Sr. Clerk to the Board Chairman April 18, 2016 22 THIS PAGE WAS LEFT BLANK INTENTIONALLY.