BOC Minutes March 14 2016
March 14, 2016
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PERSON COUNTY BOARD OF COMMISSIONERS MARCH 14, 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
regular session on Monday, March 14, 2016 at 9:00am in the Person County Office
Building Auditorium.
Chairman Newell called the meeting to order. Commissioner Clayton gave an
invocation and Vice Chairman Kendrick 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.
RECOGNITION OF LOCAL GOVERNMENT DAY:
Chairman Newell welcomed the Person High School students enrolled in civics and
economics participating in Local Government Day to observe the Board of County
Commissioners in session. Chairman Newell, Vice Chairman Kendrick and
Commissioners Clayton, Jeffers and Puryear proceeded to introduce themselves and
answered general questions about the office of a commissioner and general government.
County Manager, Heidi York and Clerk to the Board, Brenda Reaves also introduced
themselves.
INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Ms. Pam Slade of 128 Running Deer Path, Timberlake, Mr. Robert Allen of 549
Old City Lake Road, Roxboro, Ms. Susan Naylor of 481 Valhalla Drive, Timberlake, and
Mr. Claiborne Tuck of 513 S. Main Street, Roxboro appeared before the Board to advocate
for services for senior residents requesting the design of the proposed senior center not be
decreased and for the project to proceed forward.
Ms. Betty Blalock of 144 Tirzah Ridge, Rougemont addressed the Board on behalf
of Frances Blalock and then for herself related to the current landfill effects on residents’
health that live in that part of the County and the concerns they have for coal ash and other
toxins in the groundwater supply.
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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 February 29, 2016,
B. Budget Amendment #16, and a
C. Proclamation for the Week of the Young Child April 10-16, 2016.
NEW BUSINESS:
IMPROVEMENTS TO THE RECYCLING CENTER BUILDING:
Assistant County Manager, Sybil Tate stated as part of the Fiscal Year 2016 Capital
Improvement Plan (CIP), the Board of Commissioners financed $2.36M for roofing (Earl
Bradsher, Kirby and the Person County Recycling Center (PCRC)) as well as the PCRC
acquisition and improvements. Approximately $1.5M of the $2.36M was allocated to
purchase the Materials Recycling Facility (MRF) and make improvements to it.
Ms. Tate noted the roofing projects are complete and came in under budget, creating
a surplus of $398K. In addition, $177K remains from the funds allocated to make
improvements to Person Industries (PI), for a total of $575K.
Ms. Tate presented the following improvement projects for the PCRC and
requested the Board to direct staff how to spend surplus funds from roofing and remaining
PI/PCRC funds.
Project Cost
1 Emergency/Exit signs and lighting $5,000
2 Connect City water lines across property $40,000
3 Add metal building on concrete pad for storage $185,000
4 Install sprinkler system $200,000
5 Renovate restrooms $65,000
6 ADA parking, sidewalk, handicap ramp $63,000
TOTAL $558,000
County Manager, Heidi York stated that the first four items were necessary to
comply with the Building Code requirements and would be enforced when a major
renovation (such as items 5 and 6) of the building took place. Inspections Director, Sam
Hobgood confirmed that the facility had not had a change in use and when a significant
alteration took place in the 50,000SF facility, the 2012 code specifications would be
enforced.
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Ms. Tate reminded the Board that consideration to merge PI and PCRC in the future
which would trigger significant changes to the sprinkler system. General Services Director,
Ray Foushee noted the sprinkler system as listed above would not be compliant for the use
when the PI/PCRC merger took place.
Vice Chairman Kendrick had questions related to the flow of the current water lines
and the water supply being adequate without an exterior pump system or a well. Mr.
Hobgood stated the current flow of the two lines would not be sufficient but an idea was
being reviewed to connect the two water lines for a continuous loop to increase the flow
for an adequate supply. Mr. Foushee stated upon engineer review of connecting the two
lines, approximately 750 gallons per minute would be available and this would be sufficient
for the sprinkler system. Mr. Hobgood noted the next alternative would be to have a tank
onsite. Mr. Foushee stated the tank pump system the sprinkler contractor quoted increased
the price to $400,000 which included an exterior tank located on a pad, and a pump system
to facilitate the process. Vice Chairman Kendrick stated the City has a monthly fee for the
anticipated capacity of water usage for a 50,000SF building when in actuality water supply
for an 8,000SF building would be used. Vice Chairman Kendrick requested to know the
monthly costs versus paying for the tank pump system. Vice Chairman Kendrick inquired
about a split system; using one of the lines for the sprinkler system and the other line for
the daily groundwater use to which Mr. Foushee stated they had not reviewed that concept.
Mr. Foushee described a dry sprinkler system (no water in the building with no plans to
heat the building) and added that an additional $200,000 in costs over a wet sprinkler
system would be required.
Mr. Foushee stated fire code allowed for plastics to be stacked five foot high which
necessitated the enclosed (City Ordinance code) metal building for storage of such
materials.
Ms. Tate noted the cost of merging PI and PCRC would be $758,560 which was in
addition to the improvement projects noted for code efficiencies above. 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
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Vice Chairman Kendrick recommended verification of utilizing the existing two
six inch city water line connection (750 gallons per minute) to be adequate for present and
future use and to obtain the monthly water bill costs with the City versus the projected costs
for an exterior pump tank system as well review the sprinkler system costs retrofitted for
the proposed merger of PI/PCRC. The lease at the current PI facility on Madison Boulevard
ends in 2025 (9 years), at which point the building becomes the property of the land owner.
Commissioner Jeffers voiced concern of the existing liability in the building (no
emergency exit signs, lighting, sprinkler system, ADA sidewalk and handicap
accessibility) and supported for the improvement projects to proceed along with staff
following up on Vice Chairman Kendrick’s request for verification of items 2 and 4 of the
improvement projects above.
A motion was made by Commissioner Jeffers and carried 5-0 to approve
proceeding with the improvement projects for the Person County Recycling Center with
staff follow up with the Board related to verification of utilizing the existing two six inch
city water line connection to be adequate for present and future use, to obtain the monthly
water bill costs with the City versus the projected costs for an exterior pump tank system
and obtain the cost difference for the sprinkler system to be retrofitted as would be required
at the merger of PI/PCRC.
A RESOLUTION AUTHORIZING A SALE OF AN INSIGNIFICANT PORTION
OF COUNTY PROPERTY:
Assistant County Manager, Sybil Tate informed the Board that Mr. Clifton
Bradsher III applied for a permit from the Planning Department to install a modular home
on his property located at 50 Glen Fogleman Road. Upon review, the Planning Department
noted that Mr. Bradsher was accessing his property via county property and required that
he develop a means of permanent access to his property.
Ms. Tate stated Mr. Bradsher and his family have been accessing their property via
the county property for many years and it may be possible that they have acquired the right
to access their property via county property by adverse possession.
Ms. Tate said that Mr. Bradsher approached the county to discuss his options for
purchasing a small piece of county property to use as a driveway or creating an access
easement expressing his preference to purchase an insignificant portion of the Mt. Tirzah
property for $100, instead of entering into an easement agreement. The County Attorney
and Mr. Bradsher’s attorney have discussed various options for resolving the issue and
concluded that purchasing the property was the preferred method for both parties.
Ms. Tate requested Board consideration for adoption of a Resolution authorizing a
sale of an insignificant portion of county property within the Mt. Tirzah Park to Mr.
Bradsher to allow him to access his property directly. Upon adoption of the resolution, the
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deed will be executed no sooner than 10 days after a notice is published in the local
newspaper.
A motion was made by Commissioner Puryear and carried 5-0 to adopt of a
Resolution authorizing a sale of an insignificant portion of county property as presented.
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CONSIDERATION TO CHANGE THE LOCATION OF THE JUNE 6, 2016
REGULAR SCHEDULED BOARD MEETING TO ACCOMMODATE JUNE 7,
2016 PRIMARY ELECTION:
When the Board adopted its 2016 Schedule of Meetings, the location of the June 6,
2016 7:00pm meeting was scheduled to be held in the County Auditorium to hold its Fiscal
Year 2016-2017 Budget Public Hearing. In February, the General Assembly enacted
Session Law 2016-01 and 2016-02 which redrew districts for the U.S. House of
Representatives and established a primary for U.S. House of Representatives on June 7,
2016. To accommodate the June Primary and the required set up for the polling place in
the Auditorium, the Board considered changing the location of the June 6, 2016 regular
scheduled Board meeting to its usual meeting room 215 in the County Office Building.
A motion was made by Commissioner Clayton and carried 5-0 to change the
location of the Board of Commissioners’ June 6, 2016 regular scheduled meeting to be held
in its usual meeting room 215 in the County Office Building.
PERSON COUNTY SENIOR CENTER: SCHEMATIC DESIGN PROPOSAL:
County Manager, Heidi York told the group that HH Architecture, the County’s
contracted designer, has prepared a Site Plan, a Floor Plan, an Exterior View, Cost
Estimates, and a narrative package of the proposed Senior Center for review noting these
items were prepared after receiving input during the public meeting, as well as input from
Senior Center staff.
Ms. York asked Kristen Hess of HH Architecture to present the Schematic Design
proposed for the Person County Senior Center. Ms. Hess introduced Mr. Eric Davis,
Landscape Architect with Surface 678 and proceeded to share the following presentation:
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Chairman Newell commented on his desire to prepare the design for future
expansion maximizing the space with a 6,000SF basement roughed-in only. Ms. Hess
noted she be glad to provide a proposal for utilizing the space on the basement level.
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Ms. Hess presented the Board with an estimated project budget noting the
Schematic Design Cost for basic construction costs estimated at $3.2M. Ms. Hess further
noted they had proposed cost reductions to aid in meeting the current set budget of $2.8M.
Commissioner Jeffers stated with the projected increase of the senior population by
62% by 2030 in Person County, he noted his support of the Schematic Design proposal as
presented and his opposition to decreasing the project.
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Ms. York clarified the request for the construction contingency to be increased from
3% to the usual 10% for a more accurate figure for the project.
A motion was made by Commissioner Jeffers and carried 5-0 to approve the
Schematic Design as presented and budgeted for $3.2M as well as to increase the project
construction contingency from 3% to 10%.
Chairman Newell confirmed with Ms. Hess that she would prepare a proposal to
bring back to the Board for 6,000SF and 12,000SF clear span space utilizing the basement
area of the proposed new facility.
CHAIRMAN’S REPORT:
Chairman Newell reported he attended an informative Economic Development
meeting in Pinehurst to which the Secretary of Commerce and Duke Power representatives
were there for an update on Project Trace. Chairman Newell noted that this item will be
addressed at the next Person County Business Industrial Center meeting.
MANAGER’S REPORT:
County Manager, Heidi York reminded the Board that the scheduled Closed
Session would be convened in its upstairs meeting room.
COMMISSIONER REPORT/COMMENTS:
Commissioner Jeffers reported the following:
• Fire Chief’s meeting in which the chiefs were encouraged about receiving
an increase in county funding,
• Environmental Issues Committee addressed the need for recycling at the
County’s parks and recreation facilities,
• Noted a correction to a misprint in the paper that the NC Department of
Environment Quality’s meeting related to the coal ash classification will be
held on March 16, 2016 at 6:00pm in the County Auditorium.
Commissioner Clayton reported on a recent graduation sponsored by the Orange-
Person-Chatham Community Mental Health organization.
Commissioner Puryear had no report.
Vice Chairman Kendrick had no report.
Chairman Newell thanked the high schools students for participating in Local
Government Day.
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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) 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 10:28am with the following individuals
permitted to attend: County Manager, Heidi York, Clerk to the Board, Brenda Reaves,
County Attorney, Ron Aycock (via conference call), Assistant County Manager, Sybil
Tate, and Mike Brinchek in the Board of Commissioners usual meeting room.
A brief recess was called for the transition to the Closed Session in the Boardroom.
Chairman Newell called the Closed Session to order at 10:44am.
A motion was made by Vice Chairman Kendrick and carried 5-0 to return to open
session at 12:07pm.
ADJOURNMENT:
A motion was made by Vice Chairman Kendrick and carried 5-0 to adjourn the
meeting at 12:07pm.
_____________________________ ______________________________
Brenda B. Reaves David Newell, Sr.
Clerk to the Board Chairman