BOC Minutes June 7 2016 approve
June 7, 2016
1
PERSON COUNTY BOARD OF COMMISSIONERS JUNE 7, 2016
MEMBERS PRESENT OTHERS PRESENT
David Newell, Sr. Heidi York, County Manager
Tracey L. Kendrick
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
recessed session on Tuesday, June 7, 2016 at 9:00am in the Commissioners’ meeting room
in the Person County Office Building for the purpose of a budget work session.
Chairman Newell called the recessed meeting to order.
County Manager, Heidi York asked the Assistant Finance Director and Budget
Manager, Laura Jensen to update the Board on the following technical budget adjustments.
Ms. Jensen presented the following noted revenues and expenditures which offset for a
balanced budget.
Revenues Amount
PATS Admin ‐ Transportation Grant ($17,700.00)
Emergency Mgmt ‐ Tier II Fee Grant ($104.00)
Self‐Funded Health Ins ‐ Premiums $162,219.00
Self‐Funded Health Ins ‐ Misc Contributions $2,000.00
Consolidated E911 Fees $483,430.00
Emergency Telephone Systems ‐ Fund Balance
Match for CAD project $16,000.00
TOTAL $645,845.00
June 7, 2016
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The Board moved the budget discussion to the recommended vehicles in the
Manager’s budget and asked the departmental directors to address the need, the recorded
maintenance and state whether the vehicle would last another year. The list of the
Manager’s recommended vehicles are as follows:
Expenditures Amount
PATS Operations ‐ RGP & EDTAP Exp ($6,799.00)
PATS Operations ‐ M&R/Vehicle ($10,901.00)
Emergency Mgmt ‐ Tier II Fee Grant ($104.00)
Self‐Funded Health Ins ‐ Admin ($2,127.00)
Self‐Funded Health Ins ‐ Claims Exp $166,346.00
Emergency Telephone Systems ‐ Cont.
Serv.$43,000.00
Emergency Telephone Systems ‐
Telephone $76,440.00
Emergency Telephone Systems ‐ Cap
Out $5k+$379,990.00
TOTAL $645,845.00
June 7, 2016
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Vehicles
Department
Model
Year Description
Actual
Mileage
Criteria
Mileage Replace With
Price
Estimate
Last
Another
Year
Animal
Services 2007 F-150 4 X 4 132,252 100,000 F-150 4 X 4 $ 31,594
No
General
Services 2007 F-150 4 X 4 107,417 100,000 F-150 4 X 4 $ 31,594
Yes
Social
Services* 2005
Dodge
Caravan 121,424 120,000
Dodge
Caravan $ 24,916
No
2009
Dodge
Charger 148,133 120,000 Taurus $ 24,386
No
Tax 2002 Ford Explorer 103,262 120,000 Ford Escape $ 23,284 No
Sheriff 2008
Dodge
Charger 105,110 90,000
Dodge
Charger $ 28,500
No
2008
Dodge
Charger 118,905 90,000
Dodge
Charger $ 28,500
No
2012 Ford F-150 111,734 100,000 Ford F-150 $ 28,500 Yes
2012
Dodge
Charger 95,563 90,000
Dodge
Charger $ 28,500
No
EMS/911 2009 Ambulance 173,873 250,000 Ambulance $ 227,900 No
Economic Dev 2001 Expedition 147,368 120,000 Ford Exped $ 37,086 Yes
PATS** 2008 Van 157,738 100,000 Van $ 58,500 No
2008 Van 154,334 100,000 Van $ 58,500 No
2008 Van 160,040 100,000 Van $ 58,500 No
TOTAL $ 690,260
*DSS – 50% or 75% reimbursed by state
**PATS- 90% reimbursed by state
Chairman Newell estimated of the $690,260 proposed for new vehicles,
approximately $158,000 was estimated to be reimbursed by the state thereby leaving a net
cost of $532,265.
A motion was made by Chairman Newell and carried 5-0 to establish a Vehicle
Fund and appropriate $600,000 for fiscal year 2016-2017 and direct the County Manager
to evaluate the vehicles on an individual basis as opposed to the flat mileage criteria.
Chairman Newell recommended staff to calculate the costs of life of each vehicle.
Ms. Jensen stated upon establishing a vehicle fund and appropriating funds, the
revenues from the sale of surplus vehicles could be added to grow the fund noting any
revenue from the sale of PATS vehicles was mandated to be used in the PATS budget for
maintenance and repair use.
June 7, 2016
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The action above for a vehicle fund created a surplus in the recommended budget
of $90,260 at this point in the budget work session.
The Board then moved to further discuss positions that were not included in the
Recommended Budget. Commissioner Jeffers stated in the Board’s last work session, he
noted his preference to replace the eliminated Assistant Register of Deeds positon with a
Deputy Register of Deeds position and to fund for the remainder of the fiscal year 2016-
2017.
Ms. York provided information to the Board for a Deputy Register of Deeds at a
grade 61 would require $24,543 additional funding for fiscal year 2017. The 12-month
recurring cost for this position would be $42,074 which included salary, benefits and
supplies.
Ms. York stated her recommendation was to cut the position at the staff transition
and for staff to evaluate after a trial period noting the evaluation would be easier when the
positon was vacated. Ms. York stated she had discussed peak part-time assistance with the
Register of Deeds Elect.
Chairman Newell stated if a staff-filled position was terminated and eligible for
unemployment, the maximum amount paid is $350 per week for a period of 24 weeks. The
cost of unemployment payout x 120% is the cost to the county. Ms. York added that the
County Personnel Policy has a provision for a reduction in force positions paying out any
accumulated sick leave.
Register of Deeds Amanda Garrett stated that under the bond of the Register of
Deeds, staff serve either as an Assistant or a Deputy and supplementing with a part-time
staff who was not trained, deputized nor sworn-in would provide a liability to the county.
Ms. Garrett noted with $20,000 coming out of the Register of Deeds Technology Fund, her
budget presented as a flat budget. Ms. York added the $20,000 supplements the Register
of Deeds budget in the contracted services line.
A motion was made by Commissioner Jeffers and carried 4-1 to fund a Register
of Deeds Deputy position for the remaining of Fiscal Year 2017 at $24,543 using surplus
funds from the recommended budget for vehicles. Vice Chairman Kendrick cast the lone
dissenting vote.
Assistant County Manager, Sybil Tate provided an overview at this point of the
Recommended Budget Running Total. The HALO position that was inadvertently left out
of the Recommended Budget was included back into the budget at a cost of $56,633. Also,
$1,763 had to be added to the Inspections budget to cover the costs of fire alarm installation
for the County Office Building. Ms. Tate noted the two following savings to the budget:
$46,900 in an adjustment in tax value for Spuntech in the economic catalyst fund and $950
reduction for the Clerk of Court’s software.
June 7, 2016
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With the savings of $90,260 from the recommend vehicle budget and Board
appropriation of $24,543 for the Deputy Register of Deeds position, the running total was
a surplus of $55,171.
Chairman Newell asked the Board if there were any other positions the Board
wished to discuss. Commissioner Clayton asked Chairman Newell, in his role with
Economic Development, if he thought there was a need to extend the current part-time
Senior Administrative Assistant to full-time. Chairman Newell opined that moving the
part-time position to full-time would increase staff workload efficiency, continuity and
security of the Economic Development office. Vice Chairman Kendrick and
Commissioner Puryear stated opposition to moving the position to full-time.
A motion was made by Chairman Newell and carried 3-2 to make the Economic
Development Senior Administrative Assistant position full-time in fiscal year 2017. The
additional funds to budget for Fiscal Year 2017 was $28,975 with 12-month recurring costs
for salary, benefits, and supplies at $44,980. Chairman Newell and Commissioners
Clayton and Jeffers voted in favor of the motion. Vice Chairman Kendrick and
Commissioner Puryear voted in opposition to the motion.
The Board turned its discussions to the funding for volunteer fire departments.
A motion was made by Chairman Newell to approve the funding for Volunteer
Fire Departments (VFDs) as presented however, Chairman Newell withdrew the motion
noting his opinion that the County should establish a fire fund for reimbursement as the
current trip reimbursement based on call volume ranged from $85 to $644 per call.
Commissioner Jeffers suggested a fire commission be established to evaluate funding
criteria for the Fiscal Year 2017-2018 noting the lateness to change the criteria for Fiscal
Year 2016-2017.
Vice Chairman Kendrick asked if the VFDs audit was skipped for year 2 of the
current contract which was confirmed by the Manager and Finance Director. Finance
Director, Amy Wehrenberg stated the audit evaluated was for Fiscal Year 2014. By
skipping the audit requirement for Fiscal Year 2015, it will be due again following the
close of Fiscal Year 2016. Ms. Wehrenberg stated there were no funds appropriated for
this audit in the budget however, the Board could direct staff to release a Request for
Proposals and appropriate based on the bids at the mid-year.
It was the consensus of the Board to further discuss the funding for the VFDs after
all other items had been discussed.
June 7, 2016
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The next item for Board discussion was the request for funding from Roxboro Area
Chamber of Commerce for its Personality event.
A motion was made by Commissioner Puryear to appropriate $3,000 to the
Roxboro Area Chamber of Commerce for its Personality event. Commissioner Puryear
amended his motion to appropriate $2,500 instead of $3,000. The amended motion
failed 2-3. Commissioners Puryear and Jeffers voted in support of the amended motion.
Chairman Newell, Vice Chairman Kendrick and Commissioner Clayton voted against the
amended motion.
The Board then reviewed each departmental budget in the Recommended Budget
with staff answering questions that arose.
A motion was made by Chairman Newell and carried 3-2 to appropriate $11,000
to the General Services’ budget for contracted lawn maintenance at the Person County
Museum. Chairman Newell and Commissioners Clayton and Jeffers voted in favor of the
motion. Vice Chairman Kendrick and Commissioner Puryear voted against the motion.
When reviewing the Special Appropriations budget, Vice Chairman Kendrick
addressed the $100,000 funding appropriation to the Senior Center in the following motion.
A motion was made by Vice Chairman Kendrick and failed 2-3 to reduce the
$100,000 appropriation to $75,000 for the Person County Senior Center. Vice Chairman
Kendrick and Chairman Newell voted in support of the motion. Commissioners Puryear,
Clayton and Jeffers voted against the motion.
A motion was made by Chairman Newell and carried 5-0 to fund an additional
$5,000 to Drug Court making the total appropriation in the Fiscal Year 2016-2017 at
$15,000.
Commissioner Puryear asked for the Board’s consideration to have the Person
County Schools’ Superintendent, Danny Holloman address the Board on any final funding
requests. Mr. Holloman stated that regardless of the enrollment of the Person County
Schools, the local funding in the current expense appropriation was shared among the
approximately 5,700 students (inclusive of the charter schools). Mr. Holloman wanted the
Board to understand that amount per pupil expenditure followed the student regardless of
the school of choice.
June 7, 2016
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Mr. Holloman stated the Senate was taking away the start-up funding for the
comprehensive innovative high school or otherwise known as early college. Mr. Holloman
said Person County Schools was supposed to receive $1.5M over a 5-year period for Person
County Early College to begin classes in August 2016. Mr. Holloman noted they are in a
holding mode.
Mr. Holloman told the Board he had already cut positons through attrition or by
sharing positons between two schools.
Mr. Holloman confirmed that Bethel Hill will not have a sixth grade next school
year noting that some students will be enrolled at Roxboro Community School and some
will come to Person County Schools.
Mr. Holloman spoke to the issue with older textbooks not being replaced noting
they are moving more toward digital literacy with the laptops noting they can’t afford to
buy the textbooks.
Mr. Holloman suggested the Board to review House Bill 539 impacting funding for
nutrition and transportation for choice schools.
Mr. Holloman stated the Board of Education’s fund balance has less than $1M.
Commissioner Puryear asked Mr. Holloman if his technology capital request was
for $767,476 to which he confirmed noting his initial request was $419,000 but revised to
increase by pulling out other technology related expenses from the current expense. Ms.
Wehrenberg added that the initial request for technology was confirmed as one-time capital
expense but some of the other items added later, were in her opinion, more recurring
expenses and therefore not recommended in the Manager’s budget.
A motion was made by Commissioner Puryear to increase the Capital Technology
Fund for Person County Schools by $200,000 for a one-time non-recurring appropriation
from the General Fund. Chairman Newell stated there was $300,000 appropriated in the
Capital Improvement Plan (CIP) for parking lot paving that will only cost $90,000 and
suggested using those surplus CIP funds toward the motion on the floor versus using the
General Fund. Commissioner Puryear agreed to amend his motion to increase the Capital
Technology Fund for Person County Schools by $200,000 for a one-time non-recurring
appropriation using CIP surplus funds. The amended motion passed unanimously.
Chairman Newell called for a brief recess at 12:02pm. The meeting was called
back in session as 12:09pm.
June 7, 2016
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Chairman Newell asked if there were any board members wishing to discuss
Piedmont Community College (PCC).
Vice Chairman Kendrick made a motion to reduce PCC’s budget in the amount of
$10,000 for the Small Business Incubator. Vice Chairman Kendrick explained his research
found that these funds went toward supplies only.
Commissioner Clayton asked the Board to consider Dr. Walter Bartlett, President
of PCC to address the motion on the floor. Dr. Bartlett stated the local funds were not used
for personnel however the $10,000 was used for expenses that were not eligible to be paid
with state funding, such as supplies, heating/air, utilities, telephone, and insurance. Dr.
Bartlett said $241,000 in state funding was used to support the Business Development
Entrepreneurial Center (BDEC) and approximately $26,000 in funds was needed to cover
the expenses that the state would not cover. Dr. Bartlett noted that both the City and the
County assisted with the $26,000 funding covering approximately $13,000.
The motion on the floor failed 1-4. Vice Chairman Kendrick was the only member
of the Board to support the motion.
The Board asked the County Manager about the water and sewer construction
reserve fund revenue that was potentially owed by the City of Roxboro to the County. Ms.
York stated she was waiting to hear back from the City Manager following their budget
work.
Chairman Newell led the group in the budget discussion related to the Volunteer
Fire Departments. Chairman Newell asked the County Manager the status of the running
budget total with the adjustments thus far. Ms. York said the budget was to the good in the
amount of $10,196.
Commissioners Jeffers suggested appropriating an additional $15,000 to
Timberlake Volunteer Fire Department, an additional $3,500 to Triple Springs Volunteer
Fire Department, and an additional $1,500 to Semora Volunteer Fire Department using the
budget surplus funds of $10,196 and $9,804 from undesignated contingency. The
undesignated contingency was budgeted at $50,000 and this appropriation would leave
$40,196.
Ms. York noted taking Timberlake Volunteer Fire Department over $50,000 in their
appropriation would change their grant funding match criteria from a 3-to-1 to a 50/50.
Chairman Newell and Commissioner Jeffers stated Timberlake Volunteer Fire Department
was in great need for the additional funding.
June 7, 2016
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A motion was made by Chairman Newell and carried 5-0 to appropriate an
additional $15,000 to Timberlake Volunteer Fire Department, an additional $3,500 to
Triple Springs Volunteer Fire Department, and an additional $1,500 to Semora Volunteer
Fire Department using the budget surplus funds of $10,196 and $9,804 from undesignated
contingency as well as reduce the appropriation from $600,000 to $500,000 for the Vehicle
Fund with the surplus to be added to undesignated contingency.
A motion was made by Commissioner Jeffers and carried 5-0 to direct staff to
bring the Board at its next meeting a Fiscal Year 2016-2017 Budget Ordinance reflecting
all changes for a balanced budget.
The running list of budget adjustments discussed at the work session are as follows:
June 7, 2016
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ADJOURNMENT:
A motion was made by Commissioner Jeffers and carried 5-0 to adjourn the
meeting at 12:46pm.
_____________________________ ______________________________
Brenda B. Reaves David Newell, Sr.
Clerk to the Board Chairman