BOC Minutes April 4 2016
April 4, 2016
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PERSON COUNTY BOARD OF COMMISSIONERS April 4, 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 4, 2016 at 7:00pm 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 Puryear led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Newell stated a request was made to add a Proclamation recognizing
National 9-1-1 Education Month to the agenda.
A motion was made by Vice Chairman Kendrick and carried 5-0 to add a
Proclamation recognizing National 9-1-1 Education Month to the agenda and to approve
the agenda as adjusted.
INFORMAL COMMENTS:
There were no comments from the public.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Jeffers and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of March 14, 2016,
B. Budget Amendment #17,
C. HH Architecture Amendment #3 for the Senior Center Geotechnical exploration
services in the amount of $332,100,
D. NC Education Lottery Application for Contracted Interior School Painting in the
amount of $100,000, and
E. NC Education Lottery Application for CTE Classroom Counter Top Repair in the
amount of $15,000.
April 4, 2016
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UNFINISHED BUSINESS:
FOLLOW-UP ON THE PERSON COUNTY RECYCLING CENTER
IMPROVEMENTS:
General Services Director, Ray Foushee noted that at the Board’s March 14, 2016
meeting, the following projects were presented as improvements to the Recycling Center:
Project Cost
Emergency/Exit signs and lighting $5,000
Connect City water lines across property $40,000
Add metal building on concrete pad for storage $185,000
Install sprinkler system $200,000
Renovate restrooms $65,000
ADA parking, sidewalk, handicap ramp $63,000
TOTAL $558,000
The Board voted unanimously on March 14, 2016 to move forward with these
improvements, but requested additional information related to the sprinkler system. Mr.
Foushee provided responses to the questions raised by the Board as follows:
1. Will the proposed connection to City water be sufficient for now and after possible
merger? Yes, the water supply at 750gpm will be adequate as long as no plastics
and no racks are used for storage. The footprint of the office area has minimal
effect on the water requirements. Mr. Foushee presented an e-mail from a
representative of the sprinkler company confirming the above statement.
2. What will be the monthly cost from the City for potential sprinkler use? The City
used to charge a sprinkler fee of $1300 per month for a 6-inch sprinkler line. That
fee has now been revised to $190 per month for a 6-inch line. The same fee applies
whether or not a pump/tank system is used. Chairman Newell asked Mr. Foushee
if the City would charge for the water in tank to which he did not know the answer
but assumed they would charge for the water.
3. Will the sprinkler cost change if the proposed merger takes place? The basic
sprinkler system will still be adequate. The cost incurred at that time would be the
demo of the sprinklers dropped into the existing office area, and the addition of new
sprinkler heads dropped into the proposed new 20,000 square foot office area for
the merger. The Board discussed retrofitting the building for the proposed merger
to install the sprinklers as would be required for the merger to avoid the demo and
revamp of sprinklers and to save approximately $40,000.
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The Board raised further questions for Mr. Foushee to research as follows:
A. As opposed to adding the metal building on a concrete pad for storage of plastics
outside of the recycling facility at a projected cost of $185,000, Chairman Newell
asked Mr. Foushee to research if a larger waterline existed off Leasburg Road that
the County could directly tie into to increase the water volume and the costs
associated for running a larger size water line to the recycling facility; this option
would allow for the plastics to be stored inside the recycling facility.
FOLLOW-UP ON THE SENIOR CENTER SCHEMATIC DESIGN:
County Manager, Heidi York stated that at the request of the Board at its meeting
on March 14, 2016, Kristen Hess, of HH Architecture, will present further information
regarding:
1. Options to add a half basement (6000 sq. ft.) or a full basement (12,000 sq. ft.)
2. Requirements for sprinklers system with above options
3. Options for park/green space on vacant lot
Ms. Hess presented the current total estimated project costs for the Person County
Senior Center Schematic Design. The total presented was $3,373,408 noting the square
footage was just under the requirement for fire protection.
Ms. Hess stated at the request of the Board for options to add a half basement or a
full basement (dark shell, not move-in ready), the requirement for a sprinkler system would
be triggered noting minimal HVAC and electrical would be needed for ventilation. Ms.
Hess presented the costs for the half basement (6,000 sq. ft.) at $673,431 and a full
basement (12,000 sq. ft.) at $836,259. Chairman Newell stated his opposition to add a
rough-in basement to the Senior Center facility at this time. It was the consensus of the
Board not to proceed with the addition of a rough-in basement for the Senior Center.
The following pages outline the Schematic Design project costs at this date and the
presented estimates for the basement.
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Ms. Hess described several items in the design that will need approval from the
City of Roxboro. Ms. Hess noted her concern with the rock wall that serves as a retaining
wall that runs the length of the front of the property holding up the parking lot. Ms. Hess
stated the wall has moved, was cracking and in poor condition. The design proposes that
a portion of the wall be torn down but Ms. Hess proposed that the entire wall be torn down
and a new wall constructed; the associated costs to construct a new wall would be
approximately $110,000. Ms. Hess stated the parking lot was also in poor condition with
holes, cracks, bumps noting the parking lot was unsafe for seniors to walk across. This was
one of the items that the public spoke on for improvements at the forums. Ms. Hess further
noted that a small section of the parking lot in the front of the building was proposed to be
torn up, graded and repaved to provide one-level ADA entry into the building without the
use of steps. As both the parking lot and the wall are owned and maintained by the City of
Roxboro, Ms. Hess suggested requesting City Council to cover the costs or at least a portion
of the costs noting these items will need to be approved so that the project can proceed as
designed. Ms. Hess added her recommendation that a certain number of parking spaces,
i.e. eight spaces, be dedicated for the Senior Center’s use. Another item related to the City
involved the use of a canopy that would extend past the County’s property line into the
City of Roxboro property; approval must be sought before the canopy length or design can
proceed.
Commissioner Puryear stated his recommendation was to communicate these
issues with the City of Roxboro and he requested the County Manager to talk with the City
Manager. Ms. York stated when she last spoke on the topic of repaving the parking lot,
the City Manager noted they were not interested in repaving the parking lot.
Ms. Hess presented two conceptual drawings for the park/green space for Board
consideration; one concept included multi-use courts and the other concept without courts.
Commissioner Jeffers reminded Ms. Hess that the Board had already taken action on the
park development that would be used as a community park which would include multi-use
courts.
April 4, 2016
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NEW BUSINESS:
NAMING OF R-2241A US501 FROM NC49 IN ROXBORO TO SOUTH OF
SR1502/MILL CREEK ROAD:
GIS Manager, Sallie Vaughn requested the Board’s consideration to approve a
fully-compliant name for the new roadway R-2241A.
The construction of R-2241A US501 will introduce an additional roadway into the
Person County and NC DOT inventories. The new roadway will need to be named in
compliance with local and state-wide naming conventions in order to provide accurate
addresses and roadway ranges which are essential to County operations including
permitting and Emergency Services. This project also realigns Providence Rd and a small
portion will also require renaming.
The Person County Addressing Ordinance and NC DOT Road naming procedures
are attached for detailed review. Briefly, the roadway name must:
• Comply with State of North Carolina criteria for honoree’s if the chosen roadway
name is that of an individual
• Be unique within North Carolina for the type of road
• Be unique within Person county
• Not be phonetically similar to an existing roadway within Person County
• Not be longer than 21 characters
• Not contain punctuation
In a joint effort, the Person County GIS Department (Address Coordinator) and
Planning Director, Michael Ciriello created a public survey to gather input from citizens
concerning the roadway name.
Ms. Vaughn presented results of the survey noting Moccasin Gap Highway and
James Ramsey were two of the most favored names. Ms. Vaughn indicated that a decision
was not required at this date but indicated the named roadway must be submitted at least
three months prior to opening which is scheduled in October.
It was the consensus of the Board to direct Ms. Vaughn to review Veterans
Memorial Highway as a confirmed roadway name, or some form thereof, using Veterans
in the name to bring back to the Board for action.
April 4, 2016
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PARKS AND RECREATION TRUST FUND GRANT FOR ROXPLEX AND
ADOPTION OF THE PARKS AND RECREATION COMPREHENSIVE MASTER
PLAN:
John Hill, Director of Recreation, Arts, and Parks Department requested Board
consideration to apply for grant funds through the North Carolina Parks and Recreation
Trust Fund (PARTF) to reimburse Person County for the acquisition and renovations of
the Roxplex (formerly known as the Sports Plex). The PARTF Grant program is a 50
percent cash match program. Funds that the County has currently used for the purchase of
the property can and will be used for the 50 percent cash match. Mr. Hill stated that grant
funds, if awarded, will be used to help reimburse the county for the purchase and
renovations of the property.
Purchase Price: $321,742
Budgeted Renovation Cost: $247,881
Total: $569,623
Minimum Grant Request: $284,811.50
Additionally, Mr. Hill noted the Person County Parks and Recreation, in
partnership with the Person County Health Department, has recently updated the Parks and
Recreation Comprehensive Master Plan. The Master Plan update was completed December
1, 2014 through the efforts of LeighAnn Creson, Person County Health Department, John
Hill, Person County Parks and Recreation Department, and Coulter Jewell Thames PA.
Mr. Hill further noted that adoption of the Master Plan by the county commissioners was
needed for the PARTF Grant application to ensure that Person County will receive the
highest points allowed through the grant scoring system. Mr. Hill stated the Recreation
Advisory Board adopted the Parks and Recreation Master Plan on March 2, 2016.
A motion was made by Chairman Newell and carried 5-0 to approve Person
County Parks and Recreation to apply for grant funds through the North Carolina Parks
and Recreation Trust Fund.
A motion was made by Commissioner Jeffers and carried 5-0 to adopt the Person
County Park and Recreation Comprehensive Master Plan as presented.
April 4, 2016
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RECOMMENDED CAPITAL IMPROVEMENT PLAN FOR FY 2017-2021:
County Manager, Heidi York and Finance Director, Amy Wehrenberg presented to
the Board the Recommended Capital Improvement Plan (CIP) for Fiscal Year 2017-2017.
Ms. York stated the CIP is a planning tool for implementing large, capital projects
and included projects costing $50,000 or greater from county departments, Piedmont
Community College and Person County Schools.
Ms. York noted the CIP paves the way for the Recommended Budget as it will
provide an estimate of funding needed for capital projects and anticipated impacts on
operating costs as well. These capital projects span the next five fiscal years with the
upcoming fiscal year (FY2017) being the only year where a funding commitment was
needed from the Board.
Ms. York further noted that according to the Board’s Budget Calendar, the CIP was
scheduled to be adopted at the Board’s meeting on April 18, 2016.
Ms. York presented an update related to the status and cost for current fiscal year
capital projects and Ms. Wehrenberg presented the Recommended Funding Schedule as
follows:
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Ms. York noted the County was in its 6th year Roofing Study and 4th year Window Study.
Commissioner Jeffers asked Mr. Gordon Powell, Chairman of the Board of Education, who
was present in the audience, if their Board considered a study for the growth of its 11
campuses to which he replied they have considered but no decision has been made.
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The CIP proposed $9.6M in spending for the upcoming fiscal year. This included
$7.2M in financings for two large projects – the Senior Center at $3.2M and the Public
Safety and Broadband Towers for $4M. The remaining $2.4M will support projects for
the Library, North Elementary School, county maintenance building, museum, county park
facilities, Animal Services, airport, chiller replacement at PHS, ADA upgrades, PHS bus
lot repaving, tax office software and an emergency communications system at PCC.
Related to the Public Safety and Broadband Towers Project, Commissioner Puryear
stated his preference not to wait until the project was complete to proceed to obtain vendors
for broadband; he stated his desire to implement a broadband strategy as quickly as
possible. Assistant County Manager, Sybil Tate stated the Board, at its next meeting, would
review a broadband consultant contract to issue a RFP and based on the vendor responses
to the RFP, the Board will review the choice available for broadband and/or fiber services.
Ms. Tate confirmed for the Board that all four towers in the project would have space
available for cellular vendors to rent.
Ms. Wehrenberg explained the Set-Aside Fund for Future Years noting PCC capital
project for a second entrance to its campus was recommended to be set aside to FY2021
for further evaluation. Commissioner Jeffers reiterated the need for a growth survey for
the schools and college campuses to review the enrollment trends and projections.
Commissioner Jeffers asked about the status of the emergency entrance at Helena
Elementary School to which Ms. York noted should be complete by the end of the current
fiscal year.
Commissioners Clayton and Jeffers offered a suggestion for staff to contact the NC
Association of County Commissioners related to a collaborative efforts for at least 17
counties that are implementing a new tax software system.
Commissioner Jeffers inquired about the emergency communication system in the
CIP for PCC to which Ms. York responded it was a campus-wide intercom system for its
classrooms for emergency notifications.
Commissioner Jeffers asked about the ADA upgrades at the schools to which staff
indicated were requested as priority based on student need.
Chairman Newell asked Ms. Wehrenberg if the County could afford the presented
CIP to which she responded affirmatively.
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PROCLAMATION NATIONAL 9-1-1 EDUCATION MONTH:
Chairman Newell read and presented the following Proclamation to Doug Young,
EMS Director and Brett Wrenn, 911 Communications Manager.
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CHAIRMAN’S REPORT:
Chairman Newell had no report.
MANAGER’S REPORT:
County Manager, Heidi York had no report.
COMMISSIONER REPORT/COMMENTS:
There was no report given by Vice Chairman Kendrick nor Commissioners Jeffers,
Clayton, and Puryear.
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 8:30pm 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.
A motion was made by Vice Chairman Kendrick and carried 5-0 to return to open
session at 9:38pm.
April 4, 2016
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ADJOURNMENT:
A motion was made by Vice Chairman Kendrick and carried 5-0 to adjourn the
meeting at 9:38pm.
_____________________________ ______________________________
Brenda B. Reaves David Newell, Sr.
Clerk to the Board Chairman