BOC Minutes March 16 2015
March 16, 2015
1
PERSON COUNTY BOARD OF COMMISSIONERS MARCH 16, 2015
MEMBERS PRESENT OTHERS PRESENT
Kyle W. Puryear Heidi York, County Manager
David Newell, Sr.
B. Ray Jeffers Brenda B. Reaves, Clerk to the Board
Jimmy B. Clayton
Tracey L. Kendrick
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, March 16, 2015 at 9:00 am in the Person County Office
Building Auditorium.
Chairman Puryear called the meeting to order. Commissioner Kendrick led
invocation and asked Vice Chairman Newell led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Puryear stated Recognition of Local Government Day would be moved
later in the agenda due to the fact the students had not arrived prior to the meeting. A
motion was made by Commissioner Newell and carried 5-0 to approve the agenda.
INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Ms. Anne Elizabeth Hale of 718 Chub Lake Road, Roxboro advocated for a
combined senior and recreation center and encouraged the Board to include a pool with the
senior phase of the project.
Ms. Ollie Jeffers of 285 Dunnaway Road, Semora announced there are two new
half-way houses in Person County. Ms. Jeffers told the group that both county high
school’s proms are scheduled to be held on the same night noting her concerns about the
student’s safety. Ms. Jeffers noted her efforts to try to keep students in the county on prom
night as well as to encourage students to make a prom promise to not drink and drive.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Kendrick and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of February 16, 2015,
B. Approval of Minutes of March 2, 2015,
C. Budget Amendment #13, and
D. Tax Adjustments for the month of March 2015
a. March 2015 Tax Releases, and
b. March 2015 NC Vehicle Tax System pending refunds
March 16, 2015
2
UNFINISHED BUSINESS:
SECOND READING OF ABANDONED STRUCTURE ORDINANCE:
Director of Inspections, Sam Hobgood stated that the Board, at its March 2, 2015
meeting, voted 4-1 to adopt the Abandoned Structure Ordinance at the First Reading. Since
the ordinance was not adopted unanimously, the Board had a duty to have a Second
Reading to which a simple majority vote would be required to adopt the ordinance.
Mr. Hobgood highlighted the following key points related to the Abandoned
Structure Ordinance.
• Covers manufactured mobile homes and abandoned residential and commercial
structures,
• Ordinance shall not apply to structures further than 500’ from residential or public
uses (schools, playgrounds) on adjacent properties; and, not visible from
transportation right-of-way,
• Exceptions for farm structures and historic properties,
• Abandoned structure standards would be enforced by Building Inspections,
• Mobile home grant program (optional) would be administered by the Planning
Department,
• County can pay for removal costs; however, removal costs cannot be collected via
the property tax bill only through a lien on the property,
• Appeals heard by Board of Commissioners, and
• Operating Cost: $15,000 - $20,000 – Some operating funds would be needed to pay
for clean-up of abandoned structures.
Mr. Hobgood estimated having ten complaints over the last ten years for abandoned
structures.
Commissioner Kendrick noted his displeasure with county government dictating
what individuals can and cannot do on their own personal property.
Mr. Hobgood noted NC General Statute 153A-366 (Unsafe buildings condemned.
The inspector shall condemn as unsafe each building that appears to him to be especially
dangerous to life because of its liability to fire, bad conditions of walls, overloaded floors,
defective construction, decay, unsafe wiring or heating system, inadequate means of egress,
or other causes; and he shall affix a notice of the dangerous character of the building to a
conspicuous place on its exterior wall.), which is already in place; the adoption of the
proposed ordinance provides enforcement power for condemned structures to be torn
down.
A motion was made by Chairman Puryear and carried 3-2 to approve the
Abandoned Structure Ordinance. Chairman Puryear, Vice Chairman Newell and
Commissioner Jeffers voted in support of the motion. Commissioners Kendrick and
Clayton cast the dissenting votes.
March 16, 2015
3
March 16, 2015
4
March 16, 2015
5
March 16, 2015
6
March 16, 2015
7
NEW BUSINESS:
PRELIMINARY OPTIONS ON SENIOR CENTER SITES:
Heidi York, County Manager stated the Board, at its March 2, 2015 meeting,
directed the Manager to work with Brockwell Associates to acquire preliminary plans and
options related to a potential senior center on the three different parcels that the City is
willing to convey to the County for use as a senior center.
Ray Foushee, General Services Director introduced Mr. Sam Brockwell and Mr.
Brent Davis from Brockwell Associates of Durham.
Mr. Brockwell stated their architectural firms evaluated and explored options on
the former hotel lot, the former senior center structure along with the green area adjacent
to the senior center structure.
Mr. Brockwell and Mr. Davis provided an overview of the options:
Option 1 and 1a: Hotel Lot Maximum/Hotel Lot New Building – New 2- Story
Construction Cost $2,350,200 for 12,000 sq. ft. on existing vacant hotel lot presented as
one of the best solutions for price, flexibility of programming as well as overall building
performance with an option to increase the sq. ft. to a maximum of 14,950. The scope of
work is not restricted due to existing building elements. The construction is commercial,
steel frame with masonry material exterior similar to existing structures in the area. Mr.
Brockwell stated a clear span building (metal with a brick veneer exterior) is not
recommended. Mr. Brockwell stated the site work/parking fee potentially be could be cut
in half if the parking was eliminated.
Option 2: Existing Senior Building 2-Story Renovation 12,000 sq. ft.- Construction
Cost without fire suppression is $2,470,300. Fire Suppression required if assembly areas
exceed 299 people – add $50,000 to total costs. Option 2 is a challenge due to the existing
building elements (tight floor to floor dimensions, roof issues, basement not occupiable)
will negatively impact the ability to freely program the space for its intended use. The
existing building also presents a challenge for code compliance. Unforeseen conditions in
old structures results in unforeseen costs/budget overages which are not reflected in the
preliminary budget.
Option 3: New Construction of Building on Existing Senior Lot – Cost $2,608,400
for 12,000 sq. ft. of a new facility which would require demolition of existing structure
with more extensive site preparation in comparison to the former hotel lot or the existing
green space with more flexible programming space than option 2. Setback requirements
to the adjacent property owners. Option 3 would encroach on the green space in order to
achieve the desire square footage. Note: unknown site conditions beneath the existing
building could result in budget overages. Mr. Davis stated NC Historic Preservation
approval would be required prior to demolition due to the site lies within a historic district.
March 16, 2015
8
Option 4: New and Renovated Construction – 1-Story 6,000 sq. ft. on existing
structure (remove attic) plus new construction of a 2-Story addition encroaching on grassy
area to achieve desire square footage. Cost as follows:
12,000 sq. ft. new plus renovation $3,111,200
8,000 sq. ft. new plus renovation $2,511,200
6,000 sq. ft. new plus renovation $2,271,200
Mr. Brockwell presented option 4 as the best overall option with most potential.
Leaving the existing structure exterior walls intact provides opportunities within the
building code that would be lost with demolition (retain current windows). Should the
structure change in use and occupancy classification, the windows would have to be
replaced. The new addition would connect with a terrace/patio area.
Mr. Davis informed the group that potential for obtaining historic grant funding
through the Main Street Program exists to save old buildings. Mr. Davis noted the City of
Roxboro would have to submit the grant application and the award could be up to $200,000
based on criteria, i.e. number of full time employees.
Commissioner Jeffers noted his preference for options 1 and 1a as both allowed for
future expansion. Mr. Davis pointed out that the only access between the former hotel lot
and the existing structure lot is at the corner.
Commissioner Kendrick asked the Brockwell representatives about a pre-
engineered steel building concept lessening the engineer fees. Mr. Brockwell noted he did
not have this information nor was this the firm’s recommendation; however noted he could
provide such information if a steel building was desired by the Board.
Chairman Puryear requested the potential timeframe for the proposed project once
the Board chose an option. The Brockwell representative noted the process of approvals
to ready the site for construction was estimated to take six months with the construction
phase lasting from ten to eighteen months.
Commissioner Clayton noted option 4 illustrated the best opportunity for
expansion.
Commissioner Kendrick requested more time for review before the Board make a
recommendation. Chairman Puryear stated this item would be tabled for review until the
Board’s next meeting for recommendation.
The drawings presented by Brockwell Associates follows:
March 16, 2015
9
March 16, 2015
10
March 16, 2015
11
March 16, 2015
12
March 16, 2015
13
March 16, 2015
14
RECOGNITION OF LOCAL GOVERNMENT DAY:
Chairman Puryear 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 Puryear, Vice Chairman Newell and Commissioners
Clayton, Jeffers and Kendrick proceeded to introduce themselves; County Manager, Heidi
York and Clerk to the Board, Brenda Reaves also introduced themselves. Chairman
Puryear asked other county staff to stand to be recognized that was present in the audience.
COUNTY EMPLOYEE HEALTH BENEFITS PLAN FOR FY 2015-2016:
Heidi York, County Manager stated she requested the renewal quotes for Person
County’s employee health benefits earlier than in previous years in an effort to involve the
Board in determining the most fiscally responsible option that also addresses the needs of
the county’s workforce. Ms. York noted the County currently enrolls 412 subscribers to
the health benefits plan at a cost of $2,508,833; paying a rate of $507.45 per employee per
month. Ms. York reminded the Board that the County utilizes the services of its brokers
Mr. Phillip Allen of Thompson-Allen Insurance of Roxboro and Mr. Bryan Bickley of
Scott Benefit Services of Raleigh who would present their health benefits renewal analysis
to the Board.
Ms. York further noted the brokers are supporting the transition to a self-funded
benefits plan and will provide costs for both the current fully insured option with Coventry
as well as a self-funded option through Coventry for the next fiscal year.
Mr. Allen and Mr. Bickley gave the Board the following presentation entitled
Person County 2015 Renewal Meeting. Mr. Bickley explained the option to renew with
Coventry for fully insured would result in an increase of 14.64% for a health benefits plan
cost of $3,137,858; paying a rate of $634.68 per employee per month. Another fully
insured Coventry CareLink option narrows the network of providers to CareLink Duke
realizes an increase of 4.44% for a health benefits plan cost of $2,858,472; paying a rate of
$578.17 per employee per month. Mr. Bickley outlined the Coventry Self-Funded option
for an increase by 8.94% to reflect the maximum liability costs at the current enrollment
for a budgeted health benefits plan cost of $2,981,811.
March 16, 2015
15
March 16, 2015
16
March 16, 2015
17
March 16, 2015
18
March 16, 2015
19
March 16, 2015
20
March 16, 2015
21
March 16, 2015
22
March 16, 2015
23
March 16, 2015
24
March 16, 2015
25
March 16, 2015
26
March 16, 2015
27
Mr. Bickley stated the trend has been for companies to move toward self-funded
plans noting self-funding is less expensive for everyone. Mr. Bickley told the group that
the total claims drive the premium costs. Mr. Bickley stated Person County could expect
$2M in claims in the first year, however staff was recommended to budget at the maximum
liability for claims at $2.9M. Mr. Bickley confirmed the plan would not change from the
current design by moving to self-funded.
Vice Chairman Newell asked if other employee benefits, i.e. dental, group life
could be bundled with health to realize a group savings. Mr. Allen stated that was not
possible due to the fact that the claims drive the cost. Mr. Allen noted the fixed costs could
be negotiated, i.e. commissions is a fixed cost. Mr. Allen further noted that employers can
redesign the plan to a) decrease the level of benefits, b) make changes in the plan design,
and/or c) set a contribution by the employees, each resulting in a lesser employer
contribution.
Commissioner Clayton stated support of the employees making their own plan
design choices, i.e. reduced premium with a higher deductible.
Mr. Allen told the Board the first year the premium was $2,485,877 for fiscal year
2013-14 and the claims for the same period of $2,209,061 with a loss ratio at 88.8%.
A motion was made by Commissioner Kendrick and carried 5-0 to adopt the self-
funded insurance plan.
A motion was made by Commissioner Kendrick and carried 5-0 for the Board to
take a brief recess at 11:07 am. Chairman Puryear reconvened the meeting at 11:13 am.
March 16, 2015
28
STRATEGIC PLAN FOCUSING ON COMMUNITY AND ECONOMIC
DEVELOPMENT:
Assistant County Manager, Sybil Tate stated at the Board’s Budget Retreat, the
commissioners recommended that staff 1) review the structure of the SPC III document 2)
focus on community and economic development only and 3) create a CIP-like strategic
plan document. Ms. Tate presented the following options for the Board’s feedback:
Option #1: Begin work on a new strategic plan focused on community and
economic development. Provide staff with feedback about the attached projects and
potential committee members.
Option #2: Continue work on the Person Futures Plan. Meet with strategic plan
groups and develop funding request for FY16 budget. See attached for projects proposed
at the FY15 budget retreat.
Option #3: Conduct a community-wide survey, instead of a strategic plan. Conduct
a survey in-house or hire the International City/County Manager’s Association (ICMA) to
conduct a survey, which can be compared to other communities of similar size ($7,000 -
$14,000).
Option #4: Do nothing.
Chairman Puryear supported option 1 with using previous Strategic Plan
Committee (SPC) members or equivalent for the position represented to move forward on
developing a new strategic plan focusing on economic development. In addition,
Commissioner Jeffers advocated to hire a consultant to facilitate the economic
development ideas from the group that agree to serve on the new committee.
Chairman Puryear recommended using the previous SPC four areas of study:
o Branding/Marketing;
o Education, Training and Business Development;
o Infrastructure; and
o Quality of Life.
Commissioner Jeffers suggested the use of billboards in neighboring areas to
promote Person County.
Ms. Tate indicated the next step would be to release a Request for Proposal (RFP)
for a consultant as well contact previous SPC members to serve on the new committee.
Chairman Puryear asked the County Manager to share the previous strategic plan
committees’ list of members with the Board.
March 16, 2015
29
COOPERATIVE EXTENSION SERVICE UPDATE:
Mr. Paul Westfall, Interim County Extension Director told the group that
Cooperative Extension conducted a strategic planning initiative to help the organization
cope with continued budget cuts and realign services. The result was a reduction in one
admin support position for Person County beginning in FY16. In order to achieve the
State’s cuts for FY17, the current proposal is to share all staff but 4-H with Granville
County. Mr. Westfall shared the following presentation with the Board:
March 16, 2015
30
March 16, 2015
31
March 16, 2015
32
March 16, 2015
33
March 16, 2015
34
March 16, 2015
35
March 16, 2015
36
Vice Chairman Newell asked Mr. Westfall about the prospect of Person County
becoming a food growing county to which he replied very feasible for specialty crops
noting local foods are strong in NC.
Commissioner Clayton noted the benefits of the Voluntary Agricultural Districts,
the educational Farm Tour as well as many participating youth of 4-H programs.
Commissioner Jeffers commended the Farmland Protection Plan moving forward.
PUBLIC SALE OF “LIBRARY HOUSE”:
General Services Director, Ray Foushee told the group that quite a few years ago,
the house and .85/100 acre that is located at 2461 Burlington Road was donated to the
Person County Library in a “trust” under the will of Mattie Maude Williams. For a time,
the head librarian lived in the house. Later, when that was not practical, the County began
to lease the property (through a rental agency) and continued that up through September
2014.
Mr. Foushee stated with the guidance of the County Attorney, staff decided it best
to remove the property from the rental market, sell the house/property, and put the proceeds
back into the library trust fund. However, removing the property from the “trust” was not
easy and resulted in a lengthy court proceeding. In December 2014, the Superior Court
judge ruled that the property could be sold at Public Auction and proceeds go to the library
fund. Thus, upon instruction from the County, Alan Hicks, a local attorney will orchestrate
the sale of this property through the required 20-day advertisement period. In order to
prevent the sale going significantly below market value, Mr. Foushee requested the Board
to approve the County entering an upset bid of up to $100,000. Mr. Foushee noted that
Wayne Ross, a local appraiser completed and released to the County on March 5, 2015 an
appraisal that stated the value of this house/property at $100,000.
Mr. Foushee stated if approved by the Board and the County has to use the upset
bid process, the County would then be able to advertise and sell the property by any
approved means, including the use of a real estate agent.
A motion was made by Commissioner Clayton and carried 5-0 to approve the
County entering an upset bid up to $100,000.
March 16, 2015
37
CHAIRMAN’S REPORT:
Chairman Puryear report that he and Vice Chairman Newell recently met with the
Chair and Vice Chairman of the Board of Education to discuss their budget request.
Chairman Puryear told the group that he had participated in the Reality Store
through the Chamber of Commerce. The Reality Store is an interactive, hands-on
simulation of real life in which 8th graders are assigned a career with basic educational
requirements and family life. Depending on their life assignments, the students move from
booth to booth where each represent expenses and income for living. The Reality Store is
designed to provide students with a glimpse into their future lives, and help them with real-
world financial planning, goal setting, decision making and career planning.
MANAGER’S REPORT:
County Manager, Heidi York reported that staff and Vice Chairman Newell met
with a representative from DENR related to the available testing by the State at the landfill.
Ms. York noted the DENR representative is available to attend the Board’s meeting in
April once the Board provides input for the specific data to which he will be asked to
address. Ms. York said she would provide the Board contact information to give residents
that complain of odor issues from the landfill.
Ms. York asked the Board to confirm attendance at a closed session meeting for
PCBIC on March 18, 2015 at 4:30 pm in the S-100 room at Piedmont Community College
for the purpose of consultant site evaluation follow-up.
COMMISSIONER REPORT/COMMENTS:
Commissioner Jeffers reported he presented the proposed capital program to the
Fire Chief’s Association to which they were appreciative and agreed to accept the proposal.
Commissioner Clayton encouraged the Board to attend the upcoming County
Assembly Day scheduled for May 6, 2015 for an opportunity to talk to the legislative
delegation representing Person County.
Commissioner Kendrick had no report.
Vice Chairman Newell reported the DENR representative, Jason Watkins would
address complaints about the landfill noting he was currently working to get an inspector
on site to address a recent complaint.
March 16, 2015
38
CLOSED SESSION #1
A motion was made by Commissioner Kendrick and carried 5-0 to enter into
Closed Session per General Statute 143-318.11(a)(4) at 11:47 am for the purpose of
discussion of matters relating to the location or expansion of industries or other businesses
in the county (economic development update) with the following individuals permitted to
attend: County Manager, Heidi York, Clerk to the Board, Brenda Reaves and Economic
Development Director, Stuart Gilbert.
It was the consensus of the Board to hold the Closed Session in the Board’s meeting
room 215. A brief recess was called to relocate the meeting to the Board’s meeting room
215.
Chairman Puryear called the Closed Session to order at 11:54 am.
A motion was made by Commissioner Jeffers and carried 5-0 to return to open
session at 12:14 pm.
ADJOURNMENT:
A motion was made by Commissioner Kendrick and carried 5-0 to adjourn the
meeting at 12:14 pm.
_____________________________ ______________________________
Brenda B. Reaves Kyle W. Puryear
Clerk to the Board Chairman